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Overview

This piece of Rootstock Sales Order functionality allows for the inventory components of products on Sales Order Lines to be purchased directly from the Sales Order with an option to be drop shipped to the customer.

This applies to Stock and Kitted product types only.
Settings on the product allow for the automatic creation of the purchase order when the Sales Order Line is firmed.

Terminology

Direct Purchase: The auto-placement of a Purchase Order for a purchased item upon the firming of a Sales Order Line.

Drop Ship: When a Direct Purchase is made, the Ship To address on the Purchase Order Line will be the Customer’s Ship To address.

Application

1. Navigation

Sales Order Control Record > Order Processing tab

Check Direct Purchasing Feature Active checkbox.

2. Navigation

Product Group > Direct Purchasing tab

NOTE These settings can be overridden on the Product record for a given Product but should be set for the typical settings for this item class.

Auto Create Purchase Order Line: When checked, when Stock Products or Kitted Products within this Product Group are added to a Sales Order, upon firming the Sales Order Line, a Purchase Order will be created for the Stock Product or Kit Components with the Primary Vendor established for the given items.
Auto PO-Drop Ship to Customer Address: When checked along with the Auto Create Purchase Order Line, when a Purchase Order is placed for the given item(s), the Purchase Order's Ship To Address will be set to the Customer’s Ship-To Address.
Auto PO-Use Item Vendor PO Header: When checked along with Auto Create Purchase Order Line, a Purchase Order Line (or lines) will be added to the Purchase Order specified on the Item Vendor record for the Primary Vendor for the given item(s).

3. Navigation

Product > Direct Purchasing tab

NOTE These settings can be overridden from those values established on its associated Product Group record.

Auto Create Purchase Order Line: When checked, when Stock Products or Kitted Products within this Product Group are added to a Sales Order, upon firming the Sales Order Line, a Purchase Order will be created for the Stock Product or Kit Components with the Primary Vendor established for the given items.
Auto PO-Drop Ship to Customer Address: When checked along with Auto Create Purchase Order Line, when a Purchase Order is placed for the given item(s), the Purchase Order Ship To Address will be set to the Customer’s Ship-To Address.
Auto PO-Use Item Vendor PO Header: When checked along with Auto Create Purchase Order Line, a Purchase Order Line (or lines) will be added to the Purchase Order specified on the Item Vendor record for the Primary Vendor for the given item(s).

4. Navigation

Product > Product Components tab

Exclude from Automatic Purchase Order: When a Product Component is a component of a Kit that is set up for Direct Purchase when this checkbox is checked, this component will not be directly purchased (will be excluded from the Direct Purchase function).

5. Navigation

Item/Vendor Master

Direct Purchase Order: When Direct Purchasing is active, an Item/Vendor record for a Primary Vendor is required for Purchase Orders / Purchase Order Lines to be automatically created.

If on the Product Group / Product record ‘Auto PO-Use Item Vendor PO Header’ is checked, an existing Purchase Order needs to be referenced here for the Purchase Order Line to be added to the pre-existing Purchase Order header.

6. Navigation

Sales Order Line

Direct Purchase This Time: When checked, it indicates that this is a Direct Purchasing Sales Order Line. Without processing the previous steps (2, 3, 4), just by checking this flag, a Purchase Order is created upon firming the Sales Order Line.

NOTE This flag can be checked via inline edit only for an unfirmed Sales Order Line referencing the 'Stock', 'Configured', or 'Kit' Product. Upon firming the Sales Order Line, a Purchase Order will be created successfully when the Product has an associated Purchase Item and Purchase Item Vendor. For a Sales Order with a Line Configured Product, the flag 'Stock This Time' must be checked.

NOTE When initially creating Item/Vendor records where no Purchase Orders have been previously placed with the Vendor, the PO Price Option needs to be set to ‘Enter New Price’ and a price entered in the PO Price field.

Processing

Once the appropriate setup is established, when a Sales Order Line is firmed, a Purchase Order is auto-generated.
1. If a Purchase Order is referenced on the Item/Vendor record for the given Division and Inventory Item, a Purchase Order Line will be added to the Purchase Order referenced.

NOTE If multiple Direct Purchase items have Item/Vendor records where the Primary Vendor is the same, all Direct Purchase items will be added to the same Purchase Order, including those that do not have a Purchase Order referenced. Where the Primary Vendor differs, Purchase Order Lines will be placed on their Purchase Order, following the same guidelines.

If no Purchase Order is referenced on the Item Vendor record, a new Purchase Order will be added.

NOTE If multiple Direct Purchase items have Item Vendor records where the Primary Vendor is the same, all Direct Purchase items will be added to the same Purchase Order. Of course, where the Primary Vendor differs, Purchase Order Lines will be placed on their Purchase Order.

The Project on the newly created Purchase Order Line will be derived based on the field 'Home Project Indicator' on the Inventory Item Master associated with the Sales Order Line's Product as mentioned below:
1. If the 'Home Project Indicator' is set as 'Project Home', the Project defaults to the Home Project of the PO Line's Division.
2. If the 'Home Project Indicator' is set as 'Not Home', the Project defaults to the Project specified on the corresponding Sales Order Line.
To view the Purchase Order Lines that have been added for a specific Sales Order Line (once firmed and saved), go to the Advanced section (and expand) in the Sales Order Header > Direct Purchasing tab.

Title	Direct Purchasing

URL Name	Direct-Purchasing