--- title: "Linked Purchase Orders" canonical: "https://kb.myframeworks.com.au/space/CO/30523144/Linked%20Purchase%20Orders" format: markdown --- # Overview The **Linked Purchase Orders** (Linked PO) option allows you to create Purchase Orders or internal branch transfers directly from specific Sales Order lines. This links the Purchase Orders to the Sales Order to support subsequent validations and process improvements. # Create Linked Purchase Orders You can create linked Purchase Orders or branch transfers from a Sales Order. ### Prerequisites Before you create a linked Purchase Order, you need an existing Sales Order or the ability to create a new one. > ✅ Refer to [Sales Orders Dashboard](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28391216) and [Creating a Sales Order](https://sterlandsupport.atlassian.net/wiki/spaces/fwksproau/pages/30521804) for more information about creating Sales Orders. > 📝 **The Basic Process** > 📝 > 📝 > Macro (toc) ## 1. Access the Sales Order 1. Click the **Frameworks Menu** and navigate to **Sales > Transaction Processing > Sales Orders**. 2. Complete one of the following: - To create a new order, click **New**, enter the required information in the **New Sales Order** window, then click **OK**. - To open an existing order, click **Find** and search using the **Customer number**, **Branch**, **Order #** fields, or other advanced options. ## 2. Create the Linked Purchase Order 1. In the Sales Order, click **Actions**, then select **Linked PO**. > ⚠ī¸ 1. If the System Flag **FWLpoDepRq** is enabled and the minimum deposit requirement is not met, you will see the message *"Cash customer has not paid a minimum deposit of $nn. Unable to link Purchase Orders"*. Refer to the **Additional Information** section for more details about this system setting. 2. The **Sales Order Fulfilment** (SOF) screen opens in a new tab. The product grid displays all products from the Sales Order, ready for you to select which products require a Purchase Order. > ℹī¸ 1. By default, non-exploding kits expand to show their components within the SOF product grid. You can change this behaviour using the **FWSOFKitComp** system setting flag. Refer to the **Additional Information** section for more details about this system setting. ## 3. Select Products to Supply 1. Complete one of the following: - Click **Select All** to select all lines in the Sales Order Fulfilment product grid. - Enable the **Sel** checkbox on individual lines to select specific products. ![image-20251021-012506.png](media://a9ea7c69-d65b-4420-b0c5-5c6f7067984c) The system automatically populates the **Source** and **Supplier** fields based on the product type and whether it is a Special Buy-In: - **Special Buy-In transactions**: The system retains the Supplier and Special Buy-In costs from the Sales Order. - **CDF/Warehouse products** (non-Special Buy-In): The **Source** field is set to **Transfer** and the **Supplier** field is blank, ready for you to enter the branch for the transfer. - **Non-CDF products with a preferred Supplier** (non-Special Buy-In): The **Source** field is set to **Purchase** and the **Supplier** field is set to the preferred Supplier. The product cost is set to the supplier cost. - **Non-CDF products without a preferred Supplier** (non-Special Buy-In): The **Source** field is set to **Purchase** and the **Supplier** field is blank, ready for you to enter the supplier. The product cost is set to the supplier cost. > ✅ Refer to [Product Maintenance](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28378114) for more information about defining CDF/Warehouse products. > 📝 **Behaviour for Special Assembly Products** > 📝 > 📝 When the sales order contains a Special Assembly Product line, only the kit header line is selectable in the SOF product grid — component lines are not individually selectable. The behaviour differs further depending on whether the destination is a manufacturing branch or a non-manufacturing branch / external supplier. See [Special Assembly Product Handling](#special-assembly) below for the complete branch-aware behaviour and the recommended process sequencing. ## 4. Confirm the Supplying Source You can define how the products will be supplied by selecting an option from the **Source** drop-down menu: ![image-20251021-012551.png](media://cb7c9fa6-63a8-428f-b6aa-eae35eb50714) ### **a. Purchase Order ** (default for selected products) - Select **Purchase Order** to create a standard Purchase Order for the required products. ### b. Transfer - Select **Transfer** to create an internal branch transfer. This allows you to transfer products from one branch to another. The **Supplier** is the branch that will supply the goods. - Branch transfer Sales Orders do not incur a credit check when releasing the order. - If you are creating a Purchase Order for a warehouse product, refer to [Creating a Sales Order for warehouse products](https://sterlandsupport.atlassian.net/wiki/spaces/fwksproau/pages/30508722). > ✅ Refer to [Branch Transfer via a Purchase Order](https://sterlandsupport.atlassian.net/wiki/spaces/fwksproau/pages/30515152) for more information about how to finalise the transfer order. ### c. Existing Order - Select **Existing Order**, then enter the Purchase Order number in the **Use PO** field. This adds the selected products to the existing Purchase Order. ### d. Requisition - Select **Requisition** to create a Purchase Requisition batch. - The **Supplier** field defaults to the primary Supplier. > ℹī¸ When the System Setting - Flag **SOFDefaultReq** is enabled, the **Source** defaults to purchase **Requisition** for the preferred supplier, unless another branch has excess stock. > ✅ Refer to [Creating a Purchase Requisition batch via a Sales Order](https://sterlandsupport.atlassian.net/wiki/spaces/fwksproau/pages/30507166) for more information. > 📝 **Source type restrictions for Special Assembly Products at manufacturing branches** > 📝 > 📝 When the destination is a manufacturing branch, only the **Transfer** source type is available for Special Assembly Product lines. Purchase Order, Existing Order, and Requisition source types are not selectable. At a non-manufacturing branch or external supplier, all source types remain available. See [Special Assembly Product Handling](#special-assembly) below. ## 5. Confirm the Supplier 1. If required, click the **search **icon to the right of the **Supplier** field to select an alternate Supplier or an internal branch (for a branch transfer). The **Alternate Supplier Finder** displays suppliers sorted by the best rebated cost. The finder also shows: - **Cost variance %** (a cost variance of 0 indicates the Preferred Supplier) - **Pack quantity** - **Minimum quantity** required - **Lead time** - For internal branches: **Stock on hand** and **Excess stock** quantities 2. If needed, click **Search Suppliers** to open the **Alternate Supplier Finder** to search for additional Suppliers. ## 6. Create and Review the Order 1. Click **Create Orders** to create the linked Purchase Orders. > ℹī¸ The linked Purchase Order Numbers for each supplier are now displayed at the end of each row with the Purchase Order number and line as a hyperlink. Click the **Purchase Order #** link to go to the Purchase Order screen. 2. A **Review Recommended **window is displayed advising that “*There are unprinted purchase orders - a review is recommended*”. This indicates that your suppliers may not have been informed of the newly created purchase orders. Click **Close** to continue.** ** 3. Click **Review Orders** to review the orders. 4. From within the **SOF Review **window you can: - Update address details (**Supply From **and **Ship To**) - Update the **Shipping Basis** (mandatory if shipping basis codes have been defined in your Frameworks system) - Click **Finalise Transfer** to lock the branch transfer Purchase Order in preparation for sending the request order to the transfer branch (Branch Transfers only) - Click **Print Order** to print the order If the Purchase Order value is below the Supplier's minimum order value, you will see the message *"****Order is under the Supplier minimum order value of $nnn.nn****"*. You can update the Purchase Order to increase the order value if required. When a Purchase Order has a **Pickup** type shipping basis, the **Ship To** field is populated with the description of the shipping basis. If the shipping basis is not a **Pickup**, the ship to and address fields are populated with the branch description and address, and the **Supply From** details are updated accordingly. 5. (Optional) Click the **Product Code** link to display Sales and Stock information for a product at a specific branch. 6. (Optional) Click **Print Picking Slip** to print the picking slip. > ✅ Refer to [Maintain a Purchase Order](https://sterlandsupport.atlassian.net/wiki/spaces/fwksproau/pages/30507812) and [Add Products to a Purchase Order](https://sterlandsupport.atlassian.net/wiki/spaces/fwksproau/pages/30530866) for more information, including specific error messages you may receive. # Inter-Branch Transfer Information For inter-branch transfers, the Sales Order Fulfilment screen displays: - The original Sales Order number and link underneath the **Linked S/O** column - The transfer Sales Order number and link on the right section of the screen under the **Tally** button > ✅ Refer to [Maintain a Purchase Order](https://sterlandsupport.atlassian.net/wiki/spaces/fwksproau/pages/30507812) and [Branch Transfer via a Purchase Order](https://sterlandsupport.atlassian.net/wiki/spaces/fwksproau/pages/30515152) for more information about how to finalise the transfer order. # > Macro (anchor) Special Assembly Product Handling Special Assembly Products are unique products generated when a sales order containing an Assembly Kit is marked Entry Complete. The Sales Order Fulfilment screen behaves differently for orders containing Special Assembly Products, depending on whether the linked purchase order is directed to a manufacturing branch or a non-manufacturing branch / external supplier. For an overview of the Custom Manufacturing workflow, see the [Custom Manufacturing - Implementation Guide](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/737837057). ## Linked PO to a Manufacturing Branch (Branch Transfer) When creating a linked purchase order to a branch configured as a manufacturing branch: - The SOF screen displays the component products of the Special Assembly Product for reference, but only the Special Assembly Product header line is selectable. Individual component lines cannot be selected for ordering independently. - Only the **Transfer** source type is available. Other source types (Purchase Order, Existing Order, Requisition) are not selectable. - When the branch transfer purchase order is generated, the Special Assembly Product is listed on the order. - When the linked branch transfer PO is finalised, a subsequent sales order is created at the manufacturing branch, and the Assembly task(s) are automatically added to that sales order. To view the locked componentry for a Special Assembly Product, click the product hyperlink in the SOF screen to open the **Purchase Sales** popup, then open the **Kit Components** tab. ## Linked PO to a Non-Manufacturing Branch or External Supplier When creating a linked purchase order to a non-manufacturing branch or an external supplier: - The SOF screen displays the component items of the Special Assembly Product, and they are individually selectable for ordering. - All source types are available — Purchase Order, Transfer, Existing Order, or Requisition. ## Sales Order Release — No Component Stock Movements Releasing a sales order containing a Special Assembly Product does not trigger component stock movements. Components are consumed only at Assembly task completion in Process Management, using the operator's entered completion quantity. The finished product stock on hand is reduced at the point of order release. ## Customer Stationery For Special Assembly Products, only the kit header is output on customer-facing documents — component products do not print on Delivery Dockets, Customer Invoices, Order Confirmations, or internal Picking Slips. ## Recommended Process Sequence Operators can create a linked PO without first marking the sales order as complete — the system does not enforce the completion step before linked PO creation. However, if a linked PO is created before the SO is marked complete, the transfer PO may reference the original Kit Header Assembly product rather than the converted Special Assembly Product. **Recommended sequence:** 1. Enter the sales order 2. Mark the order **Entry Complete** (triggers the Template Kit conversion) 3. Create linked Purchase Orders Ensure your team follows this sequence to keep transaction references consistent. --- # View Linked Purchase Orders on Sales Orders When you view Linked Purchase Orders within **Sales Orders**, the colour of the Linked PO against each product line indicates the Purchase Order receipt status: - **Green**: Fully receipted - **Orange**: Partially received - **Red**: Linked but not received ![image-20251021-015032.png](media://e90f43a2-6268-434f-a222-7fe1a59cc9cc) --- # Additional Information
Sales Order Fulfilment Related System Settings | Flag | Purpose | | --- | --- | | **BranchMask** | Only display products that exist in the user's branch | | **FWLpoDepRq** | Minimum deposit required for linking Purchase Orders | | **FWSOFKitComp** | Expand kits to show components in Sales Order Fulfilment | | **WHouseSupDef** | Use Warehouse Supplier as default | **System Settings - Numeric** | Setting | Purpose | | --- | --- | | **FWLPODays** | Number of days to adjust created linked POs in SOF | **System Settings - General** | Setting | Purpose | | --- | --- | | **OrdTfrDesp** | Default despatch method for branch transfers | | **OrdTfrArea** | Default delivery area for branch transfers | | **PODrctDel** | Shipping basis code to be used on direct delivery Purchase Orders | | **SopDrctDel** | Despatch method for direct delivery | > ✅ Refer to [Sales Order Related System Settings](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28381092) for more information about these system settings.