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hello everyone and welcome to today's session my name is Abby and I'm going to be your host for this afternoon so today we'll be covering how to create a purchase order from your from a sales order in your account software using the generate po option that was introduced in 29.2 now this session is booked out for around 30 minutes um but we may not need that full am amount of time to demonstrate today as it is a small but efficient feature I do also have Jackie on hand today to answer any of your questions so do get them through for her to answer before we start the session I just want to cover some housekeeping so you're going to be players on mute when you join if you want to ask any questions you can use the questions panel it's a little speech bubble down the right hand side with the question mark in the middle there's also the ability to download a handout there's not much to the slides on today's session but you you can do that so you just click the little document with the folded corner and you'll be able to download the handout that way so we're going to start by introducing the session and the benefits of generating the purchase order from a sales order we'll then demonstrate how to apply these settings to your invoices um into your invoices to you look at the different options for your sales orders and your purchase orders I'm also going to show you as well how to customize your Fields um in your purchase orders where it can also be applied to your sales orders and your invoices so you can add custom analysis fields to those so I'll also show you that as well then to W the end of the session I'll just talk about the upcoming webinar that we've got coming up as well so we're going to just jump straight into it so we're going to start by introducing the feature so now this feature was highly requested on Sage by many users and I'll show you as well how you can submit your ideas um via our community Hub but it's about automating the process and generating purchase orders from your sales orders and how that can save time and reduce manual entry data data entry errors so this streamlines the procurement process and helps users work more efficiently so as I've said it reduces human error um in quality and pricing improves relationships with suppliers enhances customer satisfaction by fulfilling orders promptly now please note this option is only available if you are on the professional V variant and on version 29.2 and above so if you do not see the option that when I'm demonstrating today it's either going to be not in the right variant your software version or your level of access may need to be upgraded by the manager user let's just jump straight into it so I'm going to go straight into my software and we'll start off straight away with creating a sales order so we're going to go into sales orders at the moment I have one on order um and it's um fully allocated I've also got some products so I'll show you the products I've got as well so you can see I've got 30 in stock but that sales order that I've already got on order um or the allocated I've only actually got five of each available so let's just say if I go into any sales orders then I click new just open on another screen there so I'm going to create it in the sales order so we'll just create it for different one actually we'll create it for no yeah we'll stick with this one yeah so you can see it's brought in the information here and I'm going to add in my products so just going to add each product here may also say I've got some special product product lines and message lines as well if you're wondering what they are um they're more for if you um don't want to create a product record for an item you can use those as well but we do have a full session if you want to know more about special product codes so that's just on our recordings page okay so I'll just add in the last product let's just say I want 10 of that one now I am going to get the message because I don't allow negative stock so it is telling me I don't have enough at the moment um but that's fine I'm just going to click okay I'm going to get the same message again let's click okay and I'm going to add five of that one now what I'm going to do is when I've entered this information in here along the top of your toolbar you have a generate po option so I click on generate po it is telling me that I need to save it so I'm just going to click yes I'm going to end up with this window here now it might be that you have a a small window and it may look like this so it will give you reduced options and if you don't see that you can actually scroll along you'll actually see as well that you can actually add in supplier accounts which is require re ired to create the P's we can also as well choose a PO delivery address so you've actually got the option to be able to add in your company address if you've got a delivery address on your sales order you can choose it to be delivered to your um your customer address or you've also got the supplier option as well what we'll do is we'll just start back at the site so you can see it's added all the information in so it's telling me how much I've got in stock it's telling me how much I've got available so you can actually see here on this one I've got a GRE blue eye what this is telling me that I've actually got sufficient amount in stock to fulfill this order um in terms of this line here so you can see five but I've actually got five in stock so that's fine so it's just letting me know that that I that I have sufficient stock for that one if you don't have reorder level set up it will just show zero it's telling me the sum of the orders how much I'm wanting to order now this is going to pull in what is on the sales order but you can overtake this as well if you are wanting to add more than what is um on the sales order it also tells you the cost price you can also change this it's giv you the line tool and again as I mentioned you can choose whether that's going to be your sales order address your company order or your supplier so I'm just going to change these to company and you've also got APO as well so P due date so you can choose when that PO is due you can also print this list so you got the print in the top right and you've also got export as well so you can export this list exactly how it shows in the bottom left you've got automatically place all create purchase orders on um you can also take that option as well so when instead of just creating the purchase order it will also put it on order for you straight away as well if you want to um wait to put on order then you would leave that unticked so we you click as long as you have all of those ticked as well you can click create purchase order and it's created that purchase order for me you then get the option to view and edit created purchase order and it's then just going to bring up that purchase order window so you can also make amendments um within here um so we're not going to make any amendments we'll just close that window that sales order's already been um saved for us so you can see that's our sales order it's not allocated or anything because we're obviously waiting for that PO to come in so we pop into purchase orders you can see now there's that purchase order we can then place that on order Place acted items on order there press the wrong one there so you can see now that is on order you can also create a sales order from an existing po all you would do is you would select a um a sales order so for example we'll just create a new one I'll just put in here I'll just put two I'm going to allocate later so here's the other one you can actually do the same Steps From the generate po option here it takes you through exactly the same steps so that is like I said it is a very small feature it's very simple and there's not much to it but it is quite helpful if you are generating um a lot of sales orders and you need to be creating PE off the back of that then you can use that option I'm also going to show you as well the custom Fields so I'm just going to open up the sales order for an example before you pop into the order Tab and down the bottom left here under custo Fields you'll see you've got um three analysis Fields you can see I've already got the first one renamed you can actually rename that to anything that you want whatever fits your business and how you run your your your company as well and what you want to report or show on layouts so I'll show you where you can actually change these so if you got the settings along the top into configuration we're going to go into the custom Fields tab along the top and you can see here you've got customer fields for your customer record and your supplier record and then on the right hand side here you've got them for your quotations your sales orders and your invoices and then you've also got them for your purchase orders now you can't specify these as per order it is generic so it will apply to all of them whether you actually need to use these fields for every single purchase order or sales order um is it's entirely up to you okay so I can see some questions are coming through that chck is is just picking up there so what I'm going to do is I am going to pop back to my slides um and I am going to just mention um a session that we've got coming up and it's just I don't you may be you may have heard us mention this over the past couple of days um regarding a new session that we have and it's regarding the up update that's coming out uh sometime in June for 30.1 so for sage 50 accounts so we're going to be talking all about the new features um that are be will be released within 30.1 um we're going to be talking about um what you may have missed in 29 and the 30.3 ru release so what I'm going to do is I'm just going to um show you a short video and then I'll come right back to you unlock the power of your software 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she did answer that and it's not possible um however what it would be really good to do is suggest that as a um to be in introduced into future version so we'll show you now um where you can submit your feedback and ideas so if we pop to The Help Center so we're on the homepage of the help center in the top right you've got community Hub so we pop into the community Hub and then if we just allow cookies and then on the right hand side you've got submit an idea so this is where other users submit their ideas and suggestions and it does get looked at by the dev teams the developers to then then potentially Implement into future versions of the software so you can see we've had some some suggestions from here so a copy button check data integration with off office online apps changes uh you know so there's loads of things that you can come in here and you can um suggest you can add a new idea so i' definitely suggest Andrea if you get that one on there um to potentially look and and see if that is possible okay so as I said this is the session was going to be shorter than than advertised um it just depends on how many questions we get um and and CU like I say that the feature is is very very relatively small so that does bring us to the end of today's session I can see Jackie's just answering the last question um so please feel free to stay around if you've got another question I'll give it another minute or so but if you've got what you need today and you want to leave the session you will receive an email in around an hour so with links to both our webinar schedule and today's recorded session for you to refer back to if needs be so that will be in the body of the email so you do want to re-watch today's session then you you will find it in the actual body of the email and it'll just be a little link for you to click on too upon exiting the session you will see a survey at the end so if you could please let us know any feedback regarding today's session we'll be greatly appreciated so we do love to see those comments Okay so there's no further questions coming through so what I'm going to do is I'm going to wrap the session up want to say thank you to Jackie who's been on hand today just to to answer your questions want to say also thank you to you for your participation and attending today just a reminder we've got plenty of sessions over the next couple of weeks so don't be shy and get registered so I want to say another thank you and take care for