Creating a Purchase Order from a Parts Invoice

When you create a parts order from within a parts invoice, you can order multiple parts from different suppliers on a single screen using the Parts Ordering screen. Be sure to complete the configuration steps below before you use the procedure.

Topics in this section are:

• Configuration

• Procedure

Configuration

1. Enable the Advanced Ordering Screen switch on the 823 - Product Support - Parts Invoicing security screen.

   Note:  If the switch is deactivated, the Create Purchase Order screen appears instead of the Parts Ordering screen, and the standard ordering process applies.

2. Navigate to Configuration > Miscellaneous > Other > System Settings, open the Location tab, and select the location to configure. Then scroll down to the Parts section.

3. Select a default method in the Advanced Ordering Method dropdown. This setting controls how certain fields are populated on the Parts Ordering screen when it is launched:

   • Set Default to Location Priority—preloads the screen automatically based on the store priority table, with the remainder of the order coming from the supplier configured on the part profiles.

   • Set Default to Location Availability—preloads the screen automatically based on the locations with the highest quantity available, with the remainder coming from the supplier configured on the part profiles.

   • Do Not Set a Default—does not preload the screen with any defaults, so you manually load the source(s) for the parts.

   • Set Default to Supplier Availability—preloads the screen automatically with the entire quantity coming from the supplier.

   • Set Default Months Of Supply—preloads the screen to display all locations that have the part on hand in descending order based on Months Supply, followed by a line for the vendor. If multiple locations have the same Months Supply, the system sorts the locations based on On Hand quantity. No default quantity is loaded for any supplier when using this method.

4. Click Save after changing this setting.

Procedure

This procedure uses the Parts Ordering screen. The Parts Ordering screen only appears if the Advanced Ordering Screen switch is activated and if there are parts on the invoice where the order quantity minus the issued quantity is greater than zero.

For the purposes of this procedure, we use a preexisting parts invoice. If you do not have an existing parts invoice, create one first, then follow the steps below.

1. Navigate to Product Support > Parts > Parts Invoicing.

   The Parts Invoicing screen appears.

   
   

2. Search for and select the desired Order Number.

   The Customer - Parts Invoicing Header tab appears.

   

3. Click the Details tab.

   The Parts Invoicing Details tab appears.

   

4. Hover over the Purchase Order link, located at the bottom left, and select Create from the pop-up menu.

   The Parts Ordering screen appears.

   

5. (Optional) Specify the source:

   1. Click the Plus icon next to any of the suppliers listed in the Sourced From field to select an alternate supplier for the part.

      The Sourced From screen appears.

      

   2. Enter or select the location or vendor from which to receive the part and click Continue.

      The Parts Ordering screen appears displaying the selected location or vendor as another supplier for the part.

      

6. Enter the part Quantity you want to receive from each supplier, for each part.

   The total order quantities from each supplier cannot exceed the total order quantities outlined on the invoice.

7. For each part you are ordering from a vendor, select whether to place the order as a Group, Separate, or Next Stock Order.

   For more information about each ordering option, see Parts Ordering.

8. Next to the Sourced From field, use the drop-down list to select the Order Type for the selected part.

   For more information about each order type, see Type Options section of Parts Order .

9. (Optional)There can only be one direct shipping address for all parts listed on the Parts Ordering screen. If the direct shipping address for the parts on the invoice is different from the address listed on the Customer - Parts Invoicing Header tab:

   1. Use the checkboxes in the Ship Direct field to select the parts for which you want to change the direct shipping address.

   2. Click the Ship Direct link, located at the top of the column.

      The Ship To screen appears.

   3. Enter the carrier in the Ship Via field and enter or select the desired shipping address in the Ship To field.

   4. Click Continue to return to the Parts Ordering screen.

10. Review the information you have entered, then click Create Orders to create the necessary purchase orders for the invoice.

    If you have selected to receive any of the parts from a vendor on a Separate order, the Purchase Orders Generated screen appears, allowing you to transmit, email, or print a copy of the orders.

Security: 823 - Parts Invoicing

Revision: 2026.09