Unsourced Item Sync and Direct Purchase For Sales Order

Derek Torres
Derek Torres
  • Updated

Important Note: PartsLedger is now PartsManager. PartsManager retains all of the parts purchasing and warehouse management automation benefits of its predecessor. To read more about this exciting change, click here.

Unsourced Items on ServiceTrade Jobs Sync to their associated Sales Orders

If you add an item that is in your PartsManager Item's List to a ServiceTrade Job and that item is unsourced, it will then automatically sync to the associated Sales Order in PartsManager as an unfulfilled Item with no Purchase Order.

This allows you to quickly create a Purchase Order for the unsourced items on a Sales Order!

Important Note: Though not recommended, you can also add an unsourced part on a PartsManager Sales Order, and it will sync as an unsourced part on the associated ServiceTrade Job. We highly recommend you manage adding parts to Jobs in ServiceTrade.

Video Walkthrough

 

ServiceTrade Job

Here on the ServiceTrade Job, we added 2 of the 'Flux Coupler 2' with no select source.

Unsourced Sync ST.png

PartsManager Sales Order

On the associated PartsManager Sales Order, that 'Flux Coupler 2' was automatically added, but with no Purchase Order.

Unsourced Item PL.png

 

Creating a Purchase Order for Unsourced Items on a Sales Order

The following instructions will help you create a Purchase Order for all unsourced items on a PartsManager Sales Order. In the example below, we have a handful of unsourced items on our Sales Order:
Unsourced SO Example.png

  1. On the Navigation Bar, click Sales and the Sales Orders.
  2. Navigate to the relevant Sales Order with unsourced items.
  3. Click the Direct Purchase for Sales Order button.
    Screenshot 2023-07-25 at 3.48.45 PM.png
  4. This will open the Create Purchase Order Menu with all the unsourced items and their quantities automatically added. Direct Purchase for Sales Order toggle will be on, and the relevant Sales Order will automatically be selected in the Sales Order field.
    • Note: You cannot edit this menu's items or quantities.
      Create PO Direct Purchase for SO.png
  5. Select a Vendor and Warehouse.
  6. Click Submit.
  7. Follow the normal steps of Receiving Items on a Purchase Order in PartsManager.

Creating a Purchase Order for a partial quantity of Unsourced Items on a Sales Order

Sometimes you don't want to order all unsourced items from the same vendor. The following instructions will help you create a Purchase Order for selected unsourced items on a PartsManager Sales Order.

In the example below, we only want to order the unsourced 'MINI-PLEAT' items from the same vendor.
Partial Direct Purchase for SO.png

  1. On the Navigation Bar, click Sales and the Sales Orders.
  2. Navigate to the relevant Sales Order with unsourced items.
  3. Click the Fulfill Tab.
  4. Click to select the items you want to create a Purchase Order for.
    Screenshot 2023-07-25 at 4.06.08 PM.png
  5. Click the Autofill button to fill all quantities automatically for those items. If you want to select a different quantity, enter them manually.
  6. Click the Create Direct PO button.
  7. This will open the Create Purchase Order Menu with all the unsourced items and their quantities automatically added. Direct Purchase for Sales Order toggle will be on, and the relevant Sales Order will automatically be selected in the Sales Order field.
    • Note: You cannot edit this menu's items or quantities.
  8. Select a Vendor and Warehouse.
  9. Click Submit.
  10. Follow the normal steps of Receiving Items on a Purchase Order in PartsManager.

Creating a Purchase Order for Unsourced Parts on Sales Orders in Bulk

You may have unsourced items across multiple Sales Orders (ServiceTrade Jobs) and need to place a Purchase Order. Follow the steps below:

  1. On the Navigation Bar, click Sales and the Fulfill. This will open the Fulfill Sales Orders Menu that will show you all unsourced items on Sales Orders across your account.
  2. You can use filters if you are looking for specific unsourced items.
  3. Click to check the boxes next to the unsourced items you want to fulfill.
  4. Click the Create Direct PO button.
    Screenshot-2023-11-21-at-3-28-36-PM.jpeg
  5. This will open the Create Purchase Order Menu, with all of the selected unsourced items and their relevant Sales Orders selected.
    Screenshot-2023-11-21-at-3-28-54-PM.jpeg
  6. Select a Vendor and Warehouse.
  7. Click Submit.
  8. Follow the normal steps of Issuing and Receiving parts on a Purchase Order.

Fulfilling Unsourced Items on a Sales Order by Sourcing to a Warehouse

  1. On the Navigation Bar, click Sales and the Sales Orders.
  2. Navigate to the relevant Sales Order with unsourced items.
  3. Click the Fulfill Tab.
  4. Click to select the unsourced items you want to source to a warehouse.
  5. Click the Autofill button to fill in the quantity and fulfill date.
  6. Select the warehouse you are sourcing the item from.
  7. Click Fulfill Rows button at the top.
  8. Click Confirm on the confirmation menu.

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