When a sales order needs stock you do not have, Raise Linked PO creates the purchase orders for it. Omono works out what is short, groups the items by supplier and links each purchase order back to the sales order.
Opening the form
Open the sales order and click Raise Linked PO in the action bar. The Raise Linked Purchase Order form opens.
If enough stock is available, the form says so and you cannot raise a purchase order. Raise Linked PO is available while the order is Draft, On Order, On Order - Call Off or On Hold. It is hidden on complete and cancelled orders and on orders with no line items.
What the form shows
Column | Meaning |
Item, Part #, Title | The order line. Click the title to open the stock item, or the letter on an assembly line to hide or show its components. |
Qty Required | The order line quantity. For a component, the quantity needed to build the assemblies not on the shelf. |
Available | In Stock less what is reserved for other orders. Stock reserved for this order still counts as available. If two lines use the same item, the first line takes the available stock first. |
Picked | Already picked for this order's dispatches. |
Purchase Qty | Qty Required less Available less Picked, raised to the item's minimum order quantity. |
Supplier | The supplier to buy from. |
Purchase Order Link | The PO that already covers this line, if any. |
Omono never buys an assembly. It expands an assembly line into its components and buys each component. See Assemblies and bills of materials. A line with a custom bill of materials shows Available as 0. Omono hides lines that need nothing; tick Show All Items to see them. Never-diminishing items are always left out.
Raising the purchase orders
Check the Supplier for each line. Omono pre-selects the item's preferred supplier. To change it, press Backspace in the field to clear it. Then click the empty field to pick from the item's suppliers (shown with cost and lead time), or type a name to search every supplier. See Stock suppliers and supplier prices.
Check the Purchase Qty. If it is below the item's minimum order quantity, Omono uses the minimum and a warning icon says so. You cannot change the quantity here; edit the line on the purchase order afterwards.
Click Create Purchase Orders and Choose delivery address: one of Our Addresses (the first is selected in advance), or the Customer Delivery Address from the sales order (not offered on a collection order).
Click Confirm. Omono creates one draft purchase order per supplier.
The form stays open. Each line that got a purchase order shows a green PO-1234 button under Purchase Order Link; click it to open the PO. A blank line got none. A line with a linked PO cannot change supplier. Create Purchase Orders is greyed out when no line has a supplier, or when every line that needs buying already has a linked PO; it raises POs only for lines with a supplier and no linked PO.
Purchase Qty ignores stock already on order. Check the item's On Order figure before you raise a second linked PO for the same item, and remember that a linked PO counts as on order only once it has left Draft.
One delivery address applies to every PO raised in one click. For different addresses, raise them in separate passes.
A sales order line can carry only one linked PO. If the quantity later rises, add the extra to that PO or raise a separate one.
Open each new PO, check it, then click Add Delivery and book the full quantity. Email, Download and Print appear once every line is on a delivery, and any of them moves the PO to On Order. See Purchase orders.
What is on the new purchase order
Field | What Omono puts there |
Contact | The contact on your most recent PO to that supplier (ignoring cancelled ones), or else its oldest contact that is not archived. |
Buyer | You. |
Reference # | The sales order number, for example SO-1234, or on a drop-ship PO the customer's order number when there is one. |
Delivery Address | The address you chose. |
Linked SO # | The sales order. |
Line price | The supplier's price from the item's supplier list, or the item's cost converted to the supplier's currency if the supplier is not listed. |
Line description | The item's purchasing description if it has one, otherwise the sales order line's description (or the item's own for a component). |
The PO's division is the supplier's, or your default. A note on the PO records who raised it and the linked sales order.
The link
The sales order header shows Linked PO # with a link to every linked purchase order. Open Raise Linked PO again to see which line each PO covers under Purchase Order Link; tick Show All Items, because Omono hides a line that needs nothing more, for example once its goods have arrived. The purchase order shows the sales order under Linked SO #. Deleting a draft linked PO removes the link.
Drop shipping
To have the supplier deliver straight to your customer:
In the Raise Linked Purchase Order form, click Create Purchase Orders and choose the address under Customer Delivery Address.
Click Confirm. Omono puts the sales order's customer in the purchase order's Customer (Drop Ship) field.
The PO page shows the customer under Drop Ship Customer, and the customer's address prints on the PO PDF as the Delivery Address. Choose one of your own addresses instead and the PO is a normal purchase order delivered to you. You can also set Customer (Drop Ship) by hand on any purchase order. See Purchase orders.
Goods on a drop-ship PO never reach your warehouse, but you still receive them in Omono to complete the PO and record the supplier's invoice. Receive the delivery when the supplier confirms it has shipped, then pick and ship the dispatch on the sales order. See Receiving deliveries and Supplier invoices.
Does receiving a linked purchase order allocate the stock to the sales order?
No. Receiving puts the goods into In Stock like any other delivery. Move the dispatch from Order Review to Picking on the Workflow board to allocate them. Allocating does not stop another order at Picking from picking the same stock first, so when stock is tight, pick the goods as soon as you receive them. See The Workflow board.
What happens to linked purchase orders when the sales order is cancelled?
Nothing. Cancelling a sales order leaves its linked purchase orders as they are. Deleting a draft sales order writes a note on each linked PO and removes the Linked SO #, but does not cancel them. If the goods are no longer needed, open each PO and use Edit → Cancel Purchase Order; it is offered only while no delivery on the PO has been received. Otherwise leave them to bring in stock for other orders.