Overview

Accounting Seed supports two types of purchase orders: Standard and Drop Ship.

• Standard - This is the traditional purchase order used to receive goods. The shipping address is the address that is entered on the PO PDF format (usually the company's address). 

• Drop Ship - A Drop Ship Purchase Order (PO) automatically allocates the Sales Order and creates a Shipment when the PO is fully received. Drop Ship POs must be created from a Sales Order and must be received in full in a single receipt to trigger automatic allocation and Shipment creation. The shipping address on the PO is the address on the customer account. For the full Drop Ship workflow, see Create Purchase Order from Sales Order and Process a Drop Ship PO.  

In this article:

• Create a Purchase Order
• Clone a Purchase Order

Create a Purchase Order

Follow these steps to create a purchase order header and add its lines:

1. Navigate to Accounting Home and click the Create Entries tab. Then, under the Orders menu, click Purchase Orders.
2. Click New.
3. Complete the required fields.
   1. Type - (Standard or Drop Shipment) - Note that picking Drop Shipment will not create the automatic allocations and shipment.  See Process a Drop Ship PO for more information on Drop Ship POs.
   2. Order Date - Select the purchase order date. Defaults to today
   3. Status - (Open, Closed, Cancelled) - Used to denote the status of the purchase order and can be updated based on your business process/workflow.
   4. Vendor - Select the vendor to issue the Purchase Order to.
   5. Currency (multi-currency orgs only) - The currency defaults to currency assigned to the default Ledger (or the active Ledger if Accounting Seed’s Multi-Company Ledger Manager App feature is used). If multi-currency is enabled, then you must select the currency.  Once the Purchase order has been created, the Currency cannot be changed.
   6. Currency Conversion Rate (multi-currency orgs only) - the Currency Conversion Rate (CCR) should normally be left blank. If Multi-currency is enabled, the Currency Conversion Rate shown on the Purchase order header and Purchase Order Line(s) will remain blank until it is set automatically as follows:
      1. If there are no Payables related to the Purchase Order (PO), when the PO is received for the first time, the Currency Conversion Rate is pulled from the Dated Exchange Rate table based on the Initial Receive Date. For more information, refer to the Add Currencies and Exchange Rates article.
      2. If creating a Payable from a Purchase Order and there are no related Purchase Order Inventory Movement records (in other words, the Purchase Order has not yet been received), the Currency Conversion Rate is pulled from the Dated Exchange Rate table based upon the Issue Date of the Payable. Note: Once the Currency Conversion Rate is set, it is used for all other Payables created from the same Purchase Order. To clear this field, all Payables and Purchase Order Inventory Movement records must be deleted.
   7. Initial Receive Date - Leave this blank.  If Multi-currency is enabled, the Initial Receive Date shown on the Purchase Order Header and subordinate Purchase Order Line(s) remain blank until it is set by the Initial Receipt of an Inventoried Product in the Receive process. The Initial Receive Date and its currency conversion rate are used for the Inventory and GL transactions for this and all other Inventoried Products received for the Purchase order.
   8. Purchase Order Format - If left blank, this will default to the Default Purchase Order PDF format set for the Ledger.
   9. Ledger - The ledger will default. If multi-company is enabled, then you can select a ledger other than the default.
   10. Vendor Contact - If left blank, the field will default to the Billing Contact on the Vendor Account. The Vendor Contact specifies who the purchase order will be sent to and is required to email the Purchase Order. 
   11. Vendor Address Fields - The field defaults from the Vendor Account.  Indicates the address the purchase order is sent to. 
   12. Shipping Company - Select the Account to ship the Purchase Order to.
   13. Shipping Contact - Lookup to the Contact object. This is used as a reference field as to who a purchase order was sent to.
   14. Shipping Address Fields - This indicates the address the purchased items should be shipped to. An automation/flow may be used to populate these fields automatically from the Account, Contact or a custom object storing addresses.
4. Click Save to create the Purchase Order.  This creates the header record.
5. In the Purchase Order Lines section, you can add them one at a time by clicking the “New” button or add multiple lines by selecting the “Mass Add/Edit Rows” button. You can also use the Advanced Line Manager on your PO page layout (your Salesforce Admin would need to add it to the Lightning page first).
   1. Product - Enter your product
   2. Quantity - Enter the number of units you are purchasing for.
   3. Unit Price - Enter the product or service unit price. The field allows up to six decimal places.
      1. If a default Purchase Price is set up for this Product and Vendor, it will auto-populate this field after the product is selected. If a default purchase price is set up without a default vendor, the unit price will automatically populate upon save. (See Purchase Prices for more information on set-up).
      2. If Multi-currency is enabled, the Unit Price must be in the same currency that was set on the Purchase Order.
   4. Project & Project Task - If the line is associated with a project, then select the Project and Project Task here.
   5. GL Variable 1-4 - Used to record reporting designations like divisions, departments, geographies, cost centers, profit centers, or business units. This will automatically populate if set on the individual Product record.
6. Save your changes and add any additional lines.
   

Once the Purchase Order is complete, you can email a PDF version of it to the Vendor contact (Send Email button) or you can save it as a PDF file on the PO (Save PDF button). To do this, click Create PDF button on the PO record. The PO PDF page is shown with the contacts populated (when set up) and the PDF can be previewed below.

• To enable the Send Email option, the Send to Contact field must have a value.
• Modify the Subject and Body from the template text that defaults. You can also modify the email template.
• Enter any CC Addresses, if necessary. For Salesforce Lightning, email addresses auto-populate based upon the relationships that have been added as Related Contacts on the Account. For Salesforce Classic, this will auto-populate based upon the Contact Roles related to this Account.
• Up to five attachments can be added if necessary by clicking the Attach file button.
• The Save PDF button saves a copy of the statement to the Note & Files related list on the PO and does not email the Contact.
• The naming convention on the PDF file is:  <Vendor Name>_<PO Name>_<Current Date Time>.pdf The PDF filename is limited to 255 characters. If the limit is exceeded, the filename will be truncated.

PO PDF Preview:

Saved PDF on Notes and Files:

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Clone a Purchase Order

To make a copy of an existing PO along with its lines, you can use the Clone w/Lines action button on the PO record:

1. Navigate to Accounting Home > Create Entries > under Orders > click Purchase Orders.
2. Select a list view (other than the Recently Viewed list view).
3. Click the Purchase Order that you want to clone.
4. Click Clone w/Lines. The Clone with Lines dialog box displays.
5. Today’s date automatically displays as the Order Date. Click the Calendar icon to change the date, as necessary. 
6. Click Clone.
   1. Note: If Multi-currency is enabled, the Currency drop-down list will be available to select a currency.
7. On the Edit dialog box, update information on the cloned Purchase Order, as necessary.
8. Click Save.

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