Overview

Accounting Seed supports two types of Purchase Orders:

• Standard - a traditional Purchase Order used to receive goods. The shipping address is the address entered on the PO PDF format, typically 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 (Standard Cost) and Process a Drop Ship PO (Standard Cost).

In this article:

• Create a Purchase Order
• Clone a Purchase Order

Create a Purchase Order

1. Navigate to Accounting Home > Create Entries > Orders > Purchase Orders.
2. Click New.
3. Complete all required fields (marked with a red asterisk):
   • Type - Standard or Drop Shipment. Required; Null/None is not allowed. Note: selecting Drop Shipment here alone does not trigger automatic allocation or Shipment creation - Drop Ship POs must be created from a Sales Order. See Create Purchase Order from Sales Order (Standard Cost).
   • Order Date - defaults to today.
   • Status - Open, Closed, or Cancelled.
   • Vendor - the vendor to issue the PO to.
4. Complete non-required fields as needed:
   • Currency - defaults to the currency on the default Ledger. If multi-currency is enabled, you can select a different currency. Currency cannot be changed after the PO is saved.
   • Currency Conversion Rate - leave blank. If multi-currency is enabled, auto-populates on first receipt (from the Dated Exchange Rate table based on the Initial Receive Date), or on first Payable creation if the PO has not yet been received. Once set, the same rate applies to all subsequent Payables on this PO. To clear it, all related Payables and Purchase Order Inventory Movement records must be deleted.
   • Initial Receive Date - leave blank. Auto-populates on first receipt of an inventoried product and is used with the Currency Conversion Rate for all inventory and GL transactions on this PO.
   • Purchase Order Format - defaults to the Default PO PDF format set on the Ledger.
   • Ledger - defaults automatically. If multi-company is enabled, you can select a different Ledger.
   • Vendor Contact - required to email the PO. Defaults to the Billing Contact on the Vendor Account.
   • Vendor Address Fields - default to the Billing Address on the Vendor Account.
   • Shipping Company - Account to ship the PO to.
   • Shipping Contact - reference contact for the PO shipment.
   • Shipping Address Fields - address the purchased items should be shipped to. A workflow rule can auto-populate these fields from the Account, Contact, or a custom object.
5. Click Save.

After saving the PO header, add Purchase Order Lines. Use Mass Add/Edit Rows to add multiple lines at once, New to add them one at a time, or the Advanced Line Manager (your Salesforce Admin must add it to the Lightning page layout first).

Fields on Purchase Order Lines:

• Product - lookup to Salesforce products.
• Quantity - number of units to purchase.
• Unit Price - defaults to the standard unit cost on the Product record. You can override it. If the PO price differs from standard cost, the difference posts as an Inventory Variance Expense when the resulting Payable is posted. If multi-currency is enabled, Unit Price must match the PO currency. The field allows up to six decimal places.
• Project & Project Task - if the line is associated with a project, select here.
• GL Variable 1–4 - auto-populates from the Product record if set.

Click Save & Complete to save and return to the PO, or Save & Refresh to save and add more lines (Mass Add/Edit Rows). Click Save to save and return, or Save & New to save and add another line (individual New method).

To email or save the PO as a PDF, click Create PDF.

Note: To enable the Send Email option, the Vendor Contact field cannot be blank. Modify the subject and body from the default template as needed. Add CC addresses if necessary. Up to five attachments can be added by clicking Attach File. The PDF filename follows this format: <Vendor Name>_<PO Name>_<Current Date Time>.pdf. The filename is limited to 255 characters; longer names are truncated. The date and time display based on your locale.

Click Send Email to send the PDF to the Vendor Contact, or Save PDF to save a copy to the Files related list on the PO without emailing.

 

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Clone a Purchase Order

1. Navigate to Accounting Home > Create Entries > Orders > Purchase Orders.
2. Select a list view other than Recently Viewed.
3. Select the Purchase Order you want to clone.
4. Click Clone w/Lines. The Clone with Lines dialog displays. Today's date auto-populates as the Order Date. If multi-currency is enabled, a Currency drop-down is available.
5. Click Clone.
6. Update any fields on the cloned PO as needed.
7. Click Save.

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