SO2PO Enhanced

Sales Order to Purchase Order Integration (SO2PO)

SO2PO allows the salesperson to establish the following information during the creation and/or editing of a Quote or Sales Order.

Added Functionality:

Stretchable screen allows user to increase the height of the Sales Order interface to accommodate additional detail lines

Turning on the SO2PO functionality

The option to enable enhanced SO2PO screen is in company setup. Turn on this option by selecting System > Company Setup > Sales Order 2 and check ”Use Enhance Sales Orders Details Form”. After selecting this option, the system will indicate that the user must exit and restart TransActPOS to enable this feature. Since this is a company setting, all workstations will behave in the same manner.

Accessing the SO2PO Fields:

To enter the SO2PO fields, press ”Enter” within the ”Enter Item” screen. The SO2PO screen with be highlighted with the color indicated within the System > Company Setup > Properties > POS Information 3 > Text box Highlight Color.

If the user wants to enter a series of items into the Sales Order Detail Screen without entering the SO2PO screen, continue to enter items and then indicate the required quantities.

The behavior of the ”Enter” button has been changed in the SO2PO screen.

Traditionally, pressing enter would automatically select the ”Save Ticket” button.
With the ”Use Enhance Sales Orders Details Form” turned on, pressing ”Enter” allows the user to enter the SO2PO screen.

Note: To save a Sales Order within the SO2PO screen, select the ”Save Ticket (F2)” button.

SO2PO field definitions:

SO2PO > Description allows the users modifying the item’s description and automatically updates the description presented within the Sales Order Detail line represented in the above listing. This description will be transferred to the resulting purchase order if a purchase order action is indicated.

SO2PO > Sale Qty presents the sales quantity indicated within the detail screen can be modified from the SO2PO > Sell Qty field. The user may modify the quantity with the traditional methods within the Sales Order Detail screen (Change Quantity button, multiple scans, *#, etc) or change the quantity represented within the SO2PO field.

SO2PO > Price allows for the modification of the Price value modified within SO2PO > Price field, the Price indicated within the Sales Order Detail screen is automatically updated. The associated extended retail price is also updated automatically.

SO2PO > Cost field allows the user to enter the current cost of any non-stock item entered into the system. When a purchase order action is indicated, this is the cost which is transferred to the purchase order.

SO2PO > PO #, if an item has been assigned to a Block Purchase Order, the user will enter the Block Purchase Order number in this field; otherwise, this field will be left blank or ”0”.

After a Block PO has been assigned to an item or a purchase order that has been created during the Options 2 > Create PO process, the related PO # will be displayed in this field. The PO# cannot be modified from the SO2PO screen.

SO2PO > PO checkbox field is used to indicate if an item is either assigned to a Block PO or that the system will create a Purchase Order for the item when the Options 2 > Create PO process is selected.

If a Block PO has been assigned to the item, this field is automatically checked and cannot be unchecked by the user.
If the user decides to have the system include this item on a purchase order made during the Options 2 > Create PO, simply check the box.
If the user does not want to create a purchase order for this item, leave this field unchecked. Upon selecting Enter, the system will skip the following SO2PO fields and return the user to the ”Enter Item” field ready for the next item to be entered into the Sales Order Detail Screen.

SO2PO > Drop Shp checkbox field for the current item indicated if the item is to be drop shipped to the current Ship To address indicated within the header of the sales order, the drop ship address information will be indicated within the resulting purchase order. If the drop ship address needs to be changed, editing of the corresponding purchase order’s drop ship address is required.

SO2PO > Vendor ID at this point the user is indicating which vendor will be indicated on the purchase order. Entering the Vendor’s ID, the system will present the related vendor for confirmation. If the desired vendor is not in the list, the user may move the Sales Order screen over to reveal the main menu of TransActPOS and then select the IC > Vendor option to add additional vendors. Upon completing this step, the user may return to the SO2PO > Vendor ID screen to select the new vendor.

SO2PO > Vendor Name displays the vendor name based upon the selected Vendor ID and may not be edited from this screen. Modification of the vendor name should be done from the IC > Vendor option from the main menu of TransActPOS.

After the Vendor number is selected, the system will return the user to the ”Enter Item” field ready for the next item to be entered into the Sales Order Detail Screen.

SO2PO > Part Number is where to enter the vendor’s part number for the item being ordered, if desired.

If a part number is entered, the system will record the value in the SO2PO > Part Number field and copy this value to the purchase order.
If a part number is not entered and the field is left blank, the system will copy the indicated ”Item ID” into the vendor part number field in the purchase order.

	Note: The vendor part number will not be saved within the Item’s > Part Lookup database for non-stock items. As the user selects ”Enter” on this, the system refreshes the Request Qty field to the indicated SO2PO > Sale Qty.

SO2PO > Request Qty

The user may choose to change this value as required; increasing the value to add back stock or reducing the value to make allowance for existing stock levels. The SO2PO > Order Qty will equal the SO2

PO > Sale Qty



Note: Since the final order quantity of an item can be changed within the purchase order, the Request Qty presented within the SO2PO screen will remain the original requested quantity stated at the time of creating the sales order. With this logic, the salesperson can state that they requested X quantity of a product. The purchasing agent can then indicate the actual ordered quantity.

SO2PO Rules:

The SO2PO item description updates only the description of the item within the Sales Order. The description in the inventory file is not changed.
The SO2PO item description is transferred to the resulting purchase order.
The SO2PO Price updates the price indicated within the Sales Order Detail screen and the extended sale price.
The SO2PO Cost may be edited only on non-stock inventory items.
If Drop Ship is indicated, the Sales Order’s ”Ship To” address will be assigned to the Purchase Order
The SO2PO Order Quantity may be different from the sales quantity.
If a Block PO is indicated within the SO2PO PO #, upon saving the Sales Order, the system will automatically post the Vendor information and related items to the existing Block Purchase Order.
Once the Block Purchase Order is assigned to a Vendor, the vendor number cannot be changed within the SO2PO screen. The system will automatically display the associated vendor when the block PO number is entered.
If a Block Purchase Order has been assigned to a vendor, additional items may be added to the purchase order if the status of the purchase order is not ”Submitted”.
If a Purchase Order has been changed to a status of ”Submitted”, no additional items may be added to the purchase order within the SO2PO process.
Select vendor to be assigned to purchase order
If an assigned Block Purchase Order Number has been committed with a previous assignment, the assigned vendor will be displayed
If a request for Purchase Order has been indicated, the user may assign a vendor
If a Purchase Order has been assigned a status of ”Submitted”, additional modification of the purchase order will not be allowed
If a Block Purchase Order has been assigned to an item or a Purchase Order has been created for an item, the related PO will be displayed in the detail portion of the Sales Order screen.
Items which have not been assigned a Block PO and have been selected to have a PO created, require the user to select Options 2 > Create PO to create and assign the related Purchase Order(s).
When a purchase order is emailed, the status of the purchase order is changed to Submitted.
If a line of a sales order relates to a submitted purchase order, the line within the sales order cannot be deleted.