Link an Order to a PO


Overview

When an order comes in for a product that is out of stock, you can either dropship the product from the vendor or link the order to a purchase order (PO). When linking the order to the PO, the vendor sends the item back to you to ship out. Linking the order to the PO will prevent the order from exporting into Shipbridge until the PO is received.

Prerequisite: The Client Setting Enable Linking Order to PO must be enabled.
To check for any updates on the ProductID and the PO, enable the Client Setting Auto update PO when Product ID in Order Changed.
Unlike orders where the PO was auto created (e.g Dropship PO’s), linked PO’s will have to be manually received.
  1. On the Manage Orders page, select an order.
  2. On the Order Details page, go to Actions > Link Item(s) to PO.
  3. Select the item(s) and their quantity for PO > Click the Link to PO button.Qty for PO
  4. Link items to a new PO:
    1. Search by PO number > Click Link.
      Note: You cannot link an order to an existing Dropship PO, in that case you should create a new PO.
    2. For a new PO, choose Company > Vendor > Click Link.
  5. Click the green flag button to link the item(s) to the PO.
  6. The order will be referenced in the PO Description field.PO order reference
  7. The order will have a Dropship Requested status until the PO is received, so the product’s inventory will be reflected as such. Dropship requested
  8. When the PO is received, the order will automatically go back to Dropship None, allowing it to appear in Shipbridge and be shipped. However, if one order is linked to multiple POs, only when the last PO is received, the order will go back to Dropship None.
    Setting the order to Dropship None when the PO is not yet received, will remove the products from the PO.
    When linking kits to the PO app setting, enable the Client Setting EnableOrderLinkToPOAtKitLevel if you want the kit parent to be showing on the PO or the components.

Let’s say an order came in for a product that is out of stock. You may be able to dropship the item from the vendor, or you can link the order to a purchase order. When linking an order to a PO the vendor sends the item back to you to ship out. Linking the order to a purchase order will prevent the order from exporting into ShipBridge until the PO is received.

You can link single line items of an order to a PO.

Client setting Enable Linking Order to PO must be enabled.

  1. Navigate to the Order Detail Page or select the order(s) on the Manage Orders page.
  2. Select Link to PO on Action Menu.
  3. Select the item(s) you want to add to a single PO, and enter the quantity to add. You cannot choose an item if it is already added to a PO, and you can choose to add to an existing PO, or create a new PO.
  4. Create new PO or add to existing PO.
  5. The Order# will be referenced in the PO’s description field. The order will get a “Dropship Requested” status until the PO is received, so the product’s inventory will be reflected as such. Read about inventory calculations for drop ship here.
  6. The PO link will appear on the order detail page on each line item linked to a PO.
  7. When the PO is received, the order automatically goes back to Dropship None, allowing it to appear in ShipBridge and be shipped. However, if one order is linked to multiple POs, only when the last PO is received will it go back to Dropship None.
  8. Setting the order to Dropship: None while the PO is not yet received will remove the products from the PO.
  9. When linking kits to PO app setting:EnableOrderLinkToPOAtKitLevel controls if the kit parent will be showing on the PO or the components.

Related Client Settings:

  • Enable Linking Order to PO – required for the whole workflow.
  • Auto update PO when Product ID in Order Changed -checks for any updates on the ProductID and updates on the PO
  • Mark dropship PO as received only when dropship acknowledged
  • Breakup kit components when creating dropship PO
  • Delete related PO when Order Dropship set to None
  • Enable Dropship Fee

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