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Purchase orders and sales orders

My company uses "Blanket orders",which are purchases of large orders that they want to receive over the course of a few months. we use this for both purchases and sales orders.

We close the "books" every month.  So here is the question/problem when we receive on the purchse order that was created last month we need to enter a password to go in and adjust the original purchase order.  There must be a bettew way to do this, without having to go in and adjust the previous order.  The same thing happens in sales orders as we ship off the original order we have to adjust the original blanket order.  Can anyone help?

 

tks

Loretta

Solved
Best answer 03-10-2018

Accepted Solutions
Established Community Backer ***

Re: Purchase orders and sales orders

@Lorett

 

Sales Orders - tells me you are using desktop, assuming that to be true


When you close the books, set a password to prevent edits, there is a check mark box to allow edits for non posting transactions, PO's, SO's, Estimates. Check that those non posting forms will not need password access.


Customer PO's can be a hassle, I get them all the time. In desktop, customize the SO and use on ef the OTHER fields in the header section (customize data layout) name it cust PO, enable it for on screen and for print. Do the same for the invoice template.


Create the SO, enter the cusotmer PO number, then when you create an invoice and select the customer name, a pop up box will tell you there are open SO's, select invoice for partial amount and the SO, on the invoice the SO line items show just enter the actual quantity of each being charged for. The SO will stay open for the balance.


My customer PO, is to be filled over time too. So what I do is after I invoice for a partial amount, I edit the SO and change the date to the next date in the future that I will be invoicing for. Then I set reminders to show SO's, in the reminder list they show in date sequence, so it is easy to know when to invoice.

3 Comments
Super Contributor ***

Re: Purchase orders and sales orders

Hello Lorett.  You describe a very unusual use of purchase and sales orders.  Normally purchase orders are sent to vendors to buy a set amount of goods at an agreed upon price within a certain amount of time.  Adjusting purchase orders over and over again makes no sense and probably confuses your vendors.  Better to just close unfilled PO's and create new ones.  Sales orders can remain open indefinitely until they are completely filled if your customer is OK with that.  Keep it simple is my advice.  Good luck!

Established Community Backer ***

Re: Purchase orders and sales orders

@Lorett

 

Sales Orders - tells me you are using desktop, assuming that to be true


When you close the books, set a password to prevent edits, there is a check mark box to allow edits for non posting transactions, PO's, SO's, Estimates. Check that those non posting forms will not need password access.


Customer PO's can be a hassle, I get them all the time. In desktop, customize the SO and use on ef the OTHER fields in the header section (customize data layout) name it cust PO, enable it for on screen and for print. Do the same for the invoice template.


Create the SO, enter the cusotmer PO number, then when you create an invoice and select the customer name, a pop up box will tell you there are open SO's, select invoice for partial amount and the SO, on the invoice the SO line items show just enter the actual quantity of each being charged for. The SO will stay open for the balance.


My customer PO, is to be filled over time too. So what I do is after I invoice for a partial amount, I edit the SO and change the date to the next date in the future that I will be invoicing for. Then I set reminders to show SO's, in the reminder list they show in date sequence, so it is easy to know when to invoice.

Not applicable

Re: Purchase orders and sales orders

Thank you for your response, your answer regarding the password worked perfectly. 

I appreciate your time.

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