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 Recreating Drop Ship PO ’s Automatically from an Updated SO
Recreating Drop Ship PO’s Linked to an Updated SO
NetSuite will automatically create drop ship purchase orders based on approved sales orders. The Sales Order (SO) information is used by NetSuite to automatically create a corresponding linked Purchase Order (PO) for each item’s preferred vendor. A great process for companies who don’t want to carry inventory and place orders with vendors quickly based on actual customer orders.
What happens if the original SO needs to be updated and the corresponding PO should pick up these updates? There are basically two options; 1) manually update both the SO and PO, or 2) Delete the original PO and have it automatically recreated with the new information. The second option requires a couple steps, but ensures all the details will remain synchronized between the original SO and PO to the vendor. Here’s how:
- Delete the original linked PO, so a new one can be created
- Edit the original SO, making all updates required
- Set the SO Status = Pending Approval (hint: The triggering event for creating these PO’s is on Approval or when the Status is Pending Fulfillment. You can change this default. Setup > Accounting > Setup Accounting > Ordering/Shipping > Default SO Status: Pending Approval) If the original PO was not deleted, you will not see this field on the SO. Delete the PO first.
- Set each line item’s Create PO = Drop Shipment
- Save the SO
- Approve the SO. This will trigger the PO to be automatically recreated for each line item.
(Click image to enlarge)
The key is deleting the original PO, resetting the Status back to pending approval and remarking the Create PO flags on the line items. Otherwise, you will not be able to edit those drop ship related fields (Create PO, PO Vendor and PO Rate) on the SO.
Updating the Drop Ship Purchase Order to Reflect Changes on Original SO
Alternatively, you can update the drop ship purchase order’s vendor and purchase price and those changes will be reflected back on the originating sales order. For example, you might find a better deal from another vendor after the drop ship PO was already created.
- Edit the PO by changing the Vendor field and the purchase rate on the line items.
- Save the PO to finish.
- Click back on the original SO from the link and you’ll notice the changes at the line item level to the original SO.
The original sales order was automatically updated by your changes to the linked drop ship purchase order. If you need to make changes beyond these fields, it’s best to go back and recreate the new PO from an updated SO as described above.
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