Raise purchase order within an order

Streamlining procurement processes is essential for efficient business operations, and DecoNetwork provides a convenient feature that allows you to seamlessly initiate purchase orders while processing sales orders. By raising a purchase order directly within a sales order in Business Hub, you can automate the creation of purchase orders for the products required to fulfill customer orders. This integration not only saves valuable time on data entry but also reduces the likelihood of errors associated with manual order creation. In this tutorial, we will guide you through the step-by-step process of raising a purchase order within a sales order in Business Hub

Prerequisites

• You must have Administrator, Sales Manager, or Sales Team permission to use this feature.
• "By default, all products go to purchase ordering" must be checked in the Purchase Order Workflow Settings.
• You must have suppliers defined in your Fulfillment Center settings for the products ordered.
• Payment terms for the order must be met.

To raise a purchase order within an order:

1. Log into your DecoNetwork website.
2. Browse to Business Hub > Orders.
   

   Click the image to enlarge.

3. Click View to load the order you want to raise a purchase
   

   You can also click anywhere within a row to load the order, except on the customer name. Clicking on the customer name loads the customer record.

4. Click on Raise Purchase Order in the Order Actions menu.
   
   OR

   Click on the Production tab, click on the cell in the Ordered column of the line item you want to order products for, then click on "Create purchase order" in the tooltip that appears.

   

   The Raise Purchase Order popup will be displayed, listing the suppliers that the purchase orders will be raised for.

   
   If there are existing purchase orders for a particular supplier that have not been sent, you will be given the option to raise a new purchase order or to merge with an existing purchase order.
   
5. If given the choice, select an option
   • Raise a new PO
   • Merge into existing PO
6. Click Okay.

   A purchase order is created on the Production > Purchase Orders page for each supplier, listing the codes, colors, sizes, and quantities of the products required.

   
7. Click Save Purchase Order.
   
8. Click Send Purchase Order to email the purchase order to the supplier.
   

   The Send Purchase Order action will not be available if the supplier account details have not been set up and there is no email address associated with the supplier.

   Go to Products > Supplier Account Details > Edit Supplier to set up the supplier account details.

9. Select the method for sending the purchase order.
   
   • SmartPO Direct Send: Send purchase order directly to the supplier's ordering system
   • Email: Send purchase order via email

   The SmartPO Direct Send option will not be enabled if SmartPO is not supported for the selected supplier or it is supported, but not enabled. Enable SmartPO direct sending by going to Products > Supplier Account Details > Edit Supplier. See Manage Suppliers for more details.

   If you raise a purchase order for an existing order after enabling SmartPO, a Use SmartPO Integration checkbox will appear in the purchase order form shown in Step 6. It will be ticked by default. You can un-tick it before saving to disable SmartPO direct sending for the purchase order.

   

   When raising a purchase order with SmartPO Integration enabled, the system automatically performs a stock check each time line new line item quantities are specified. If the stock levels for any item are insufficient, several actions will occur:

   1. SmartPO Integration Option: The "Use SmartPO Integration" checkbox will be automatically deselected.
   2. Prompt Notification: A prompt will be displayed at the top of the page, advising you to either deselect out-of-stock items or adjust the SmartPO options to enable SmartPO Integration.
      
   3. Warning Indicators: A warning label will appear beside any line items that are out of stock.
      

   Please note that if you change the selected warehouse, the system will perform another stock check to ensure accuracy based on the new warehouse inventory.