Purchase Orders

[Arora vicki]

Hi We run Sage 50 Accounts Professional 2011 - version 17.0.11.208

Its quite a simple query but one I cant find an answer to anywhere. Can you alter sage so that you can give PO's their own reference, rather than the sequential number provided by sage, can you switch Auto Number off ? I would like to be able to issue my own reference, ideally with letters in it ! Any advice will be gratefully received.

[brucedenney]

You can not switch off auto numbering but you can override it.

You cannot use anything but numbers in a purchase order number.

This does prompt the question ... why?

You could put an alphanumeric reference in another field and print it as the po number on the paperwork...

[Arora vicki]

Thank you Bruce, the reason why is : We order stock from Factory - say 500 of each, to be delivered into our warehouse in UK, giving factory PO no say 800. We then might decide to send 100 of these to a customer in USA before they get shipped, so we reduce the quantity on PO 800 and make a new one to go to USA, the reason we split is to keep things tidy when booking stock in as it sometimes gets a bit messy if split lots and over different months. I would like to be able to give that new po a no of 800a as the factory will still use po 800 on their invoice. It isnt vital, it would just be nice ! - Thanks anyway

[brucedenney]

What you could do is to use normal purchase order numbers...

Where you have a new purchase order that is now a split from and original number you could put the original number in say the "ref" box.

On the layout you change the purchase order number to be and expression
So if the refbox is not blank, the order number is the purchase order number
If the ref box is not blank the purchase order number is the ref box then a dash then the purchase order number.

so in your example the original order no 800 would have the quantity reduced to 400
an new purchase order would be entered for the direct shipemet to the end user for 100, in the ref box you put 800 the order will have the next available number say 923

When you print this order the order number will print as 800-923

This tells you the original order and the order it is now on.