Available in Sage 50 Premium Accounting and higher.

Auto-Create Purchase Orders Behind the Scenes

Related topics

Get step-by-step instructions for setting this feature up

Edit a purchase order

Receive inventory on a purchase order

Track drop shipments

Set up a vendor

Perform other accounts payable tasks

Read the purchase orders overview

Sage 50 allows you to set up Inventory Item Defaults for the automatic creation of purchase orders behind the scenes. The Ordering tab of this window has options that let you enable the auto-creation of POs for

Warning! For auto-creation of purchase orders to work, your company must be using the real-time posting or the SmartPosting method. If you are using the SmartPosting method and the SmartPosting service is not running, purchase orders may not be created correctly if unposted transactions exist.

You can treat each auto-created purchase order just as you would a manually created one: you can edit it, print it, or email it to a vendor in the Purchase Orders window.

Note: Even if your company is set up for auto-creation of purchase orders, Sage 50 will not automatically create POs for recurring customer invoices. Instead, you will have to manually generate POs for any inventory that you need to reorder as a result of recurring invoices.

Drop-Ship Transactions

For the automatic creation of POs, each item must be set up in Maintain Inventory Items with a preferred vendor. Also, the user who is entering the transactions listed below must have access rights to add POs. If these conditions are met and your company is set up for auto-creation of POs, Sage 50 will automatically create a PO each time

  • a drop-ship quote is converted to a sales order
  • a drop-ship quote is converted to a sales invoice
  • a drop-ship sales order or accepted proposal is entered and saved
  • a drop-ship sales invoice is entered and saved, if the invoice has line items entered on the Apply to Sales tab of Sales /Invoicing

Note: Drop-ship proposals will not auto create purchase orders. Nor will proposals auto create purchase orders when they are converted from quotes.

Item Classes Covered by Auto-Creation

As long as the conditions mentioned above are met, Sage 50 will auto-create POs for inventory items of all item classes, including stock, substock, serialized stock, non-stock, assembly, serialized assembly, service, and labor items.

Non-Drop-Ship Transactions

For the automatic creation of POs,

  1. Each item must be set up in Maintain Inventory Items with a preferred vendor.
  2. The user who is entering the transactions listed below must have access rights to add POs.
  3. The quantity ordered of one or more of the items must cause the quantity available as of the transaction date to fall below minimum stock levels.

If these conditions are met and your company is set up for auto-creation of POs, Sage 50 will automatically create a PO each time

  • a quote is converted to a sales order
  • a quote is converted to a sales invoice
  • a sales order or accepted proposal is entered and saved
  • a sales invoice is entered and saved, if the invoice has line items entered on the Apply to Sales tab of Sales /Invoicing
  • a receipt is entered and saved using the Apply to Revenues tab of Receive Money

Note: Proposals will not auto create purchase orders. Nor will proposals auto create purchase orders when they are converted from quotes.

In addition, to ensure that auto-creation works most effectively, each item in Maintain Inventory Items should be set up with a minimum stock level and minimum reorder quantity.

Item Classes Covered by Auto-Creation

As long as the conditions mentioned above are met, Sage 50 will auto-create POs for inventory items that fall into the following item classes only: stock, substock, and serialized stock.