Navigation:  Sage 100 ERP Integrations > Purchase Order > Auto Generate from Service Orders

 

 

Use Auto Generate from Service Orders to automatically generate purchase orders for a selected group of service orders. You can generate purchase orders from all service order types, procurement types, product types, and item types, and you can include the service order header comment and/or comment lines. You can automatically summarize multiple lines with the same item into one line on the purchase order, or create a single purchase order for all drop ship items with the same vendor by sales order.

The purchase quantity can be based on the service order quantity, or the reorder quantity. Separate purchase orders are generated for any drop-ship items contained in the selected service order range.

If you previously made a selection, but did not complete the generation process, you can make additional selections, or you can click Clear to clear the previous selection(s) and restart the generation process.

Note The system does not check whether the Inactive Item check box in Item Maintenance is selected for items included on orders created using this task.

Note Orders are generated only for those items that have a vendor specified on the service order line, and if the service order is not being invoiced.

Note A warning message dialog box appears if you attempt to access Auto Generate from Service Orders while Auto Reorder Selection is in process. This prevents you from automatically issuing duplicate purchase orders for the same items.

Service Entry Types to Generate From - Select one or more service entry types to include when generating the purchase orders, or select the All Types check box to include all sales order types.

Procurement Types to Generate - Select one or more procurement types to include when generating the purchase orders, or select the All Types check box to include all procurement types. These fields are available only if the Purchase Order and Service Order modules are integrated with Inventory Management.

Product Types to Generate - Select one or more product types to include when generating the purchase orders, or select the All Types check box to include all product types. These fields are available only if the Purchase Order and ASI Service Center modules are integrated with Inventory Management.

Item Types to Generate - Select one or more item types to include when generating the purchase orders, or select the All Types check box to include all item types. The Inventory check box is available only if the Purchase Order and ASI Service Center modules are integrated with Inventory Management.

Include Drop Ship Lines - Select an option to determine whether to include drop-ship lines when generating the purchase orders.

Base Order Quantity On - Select the quantity type to base the order on. For drop-ship orders and noninventory items, the order quantity amount is based on the quantity entered on the service order.

Note In Inventory Management Options, if the Require Multiple Warehouses check box is cleared, Reorder Qty appears, if the Require Multiple Warehouses and Reorder by Warehouse check boxes are selected, Reorder Qty by Whse appears, and if the Require Multiple Warehouses check box is selected and the Reorder by Warehouse check box is cleared, the Reorder Qty for Default Whse appears.

Update Unit Cost With - Select one of the following options to indicate which unit cost to use.

Note When generating purchase orders for special items, the service order unit cost will be used unless the service order unit price is selected. When generating purchase orders for miscellaneous items, the standard unit cost will be used when Average Unit Cost, Costing Hierarchy, or Last Unit Cost is selected at this field.

Summarize Multiple Items by Line - Select this check box to summarize items that appear multiple times for a vendor and where the Drop Ship check box is cleared for the service order line item; one detail line is generated to order the total quantity for an item included on multiple service orders in the entered range. Clear this check box to generate a separate detail line for each item when the same item is ordered on multiple service orders. This field is available only if an option other than Only is selected at the Include Drop Ship Lines field.

Include Expired Service Orders - Select this check box to include expired service orders. Clear this check box to exclude expired service orders.

Note If the RMA expiration date on the service order is prior to the system date, the service order is expired.

Summarize Drop Ship Lines by Vendor - Select this check box to include items that appear multiple times on the same service order with the same vendor in one drop-ship purchase order. Clear this check box to create a purchase order for each item. This field is available only if an option other than No is selected at the Include Drop Ship Lines field.

Update Unit Cost with Svc Unit Cost for Drop Ship Lines - Select this check box to update the purchase order unit cost with the service order unit cost for drop-ship orders only. Selecting this check box will override the selection made at the Update Unit Cost field for drop-ship lines only. Clear this check box if you do not want to update the purchase order unit cost with the service order unit cost for drop-ship orders. This field is available only if an option other than No is selected at the Include Drop Ship Lines field.

Note When the Summarize Drop Ship Lines by Vendor check box is selected, the unit cost on the item line must match in order to summarize it.

Add Service Order Customer Detail as a Comment Line - Select this check box to add the service order customer detail information as a comment line on the purchase order. Clear this check box if you do not want to add the service order customer detail information as a comment line. This field is available only if the Combine Service Orders by Vendor check box is selected in Service Order Options and the Summarize Multiple Items by Line check box is selected.

Include Svc Comment Lines - Select whether to include comments originating from the service order on the purchase order.

Note When summarizing lines and/or combining service orders by vendor, each comment line for the item is included. For example, if there are three items that can be summarized and each has a corresponding comment line, three comment lines will appear on the purchase order following the item.

Include Service Order Item Line Comments - Select this check box to include the service order item line comments. Clear this check box to exclude the service order item line comments. This field is not available if the Summarizing Multiple Items by Line or Summarizing Drop Ship Lines by Vendor check box is selected.

Format PO Header Comment With - Select the format of the purchase order header comment to use when generating the purchase order.

 

Operand - Select an operand to limit your selection to a particular value or range of values. When selecting a value using the Lookup button or entering a value directly into the Value field (and moving out of the field), the operand automatically changes to Equal to. Likewise, when selecting a value using the Lookup button for a range or entering values directly into both Value fields, the operand automatically changes to Range.

The following operands are available.

Additional operands are available for date Select fields. The system date is used to calculate the date ranges. When one of the date operands is selected, the Value fields automatically default to the appropriate dates.

You can use commas (,) to separate multiple values; however, if your selection values already contain commas, you must use alternate separators to separate them.

Note When alternate separators are used, the value list must end with the alternate separator character.

The alternate separators include the following:

~ ! @ # $ % ^ & * ( ) = [ ] \ ; " / _ + { } | : < > ?

Note If you enter a value that contains a comma (for example, if a vendor number is 01-SAGE,WEST), then you must enclose the value with an alternate separator (for example, %01-SAGE,WEST%). Because the comma is a separator, if the value is not enclosed in alternate separators, the system can search for two incorrect values (for example, "01-SAGE" and "WEST", instead of "01-SAGE,WEST").

If your company uses commas in item codes, use an alternate separator to select one or multiple item codes.

Value - Enter a value based on the operand entered, or click the Lookup or Calendar button to select a value from the list. Multiple values can be entered by using a comma or alternate separators to separate values.

You can enter single or multiple values as follows:

Note If you enter a value that contains a comma (for example, if a vendor number is 01-SAGE,WEST), then you must enclose the value with an alternate separator (for example, %01-SAGE,WEST%). Because the comma is a separator, if the value is not enclosed in alternate separators, the system can search for two incorrect values (for example, "01-SAGE" and "WEST", instead of "01-SAGE,WEST").