Organizations across the globe create Purchase Orders in their ERP system. The Purchase Order is meant to suffice their needs for items that may be required on a monthly/ daily basis. In the standard Microsoft NAV system, the most common way to create a Purchase Order or a Sales Order is to prepare the same manually. While this is a time-consuming process for organizations, standard NAV automates the process of creating the Purchase and Sales Orders in the system. It is to be noted that though the same is not complete automation, it saves a lot
of time in creating orders.
The use of this approach can be followed while ordering office supplies wherein the same item can be repeatedly ordered every month or every week.
In this blog, we will be discussing the configuration and usage of Standard Purchase Codes and Standard Sales Codes that are pivotal to automating the creation of Sales Orders and Purchase Orders.
Configuring Standard Purchase Codes
Go to Departments -> Purchasing -> Order Processing -> Standard Purchase Codes
The following screen details the Standard Purchase Codes that are already created in the base system. We can add additional Purchase Codes as per the requirement.
The above screen details the component lines for the Standard Purchase Codes. There are 2 G/L accounts that have been added as a part of the Standard Purchase Code.
On the above screen, we also have a Currency Code column.
The next step is to add the Standard Purchase Code to the Vendor Master as shown in the following screenshot.
In the above example, against the Vendor ‘10000’ we have added the Standard Purchase Code cleaning. We have also attached two more Standard Purchase Codes.
Create the Purchase Order with Standard Purchase Codes
From the above screenshot, go to the Purchase Order screen and create a Purchase Order for Vendor ‘10000’. Enter the Vendor No. at the header section of the document.
After entering the vendor, click on ‘Create Recurring Purchase Lines’ as highlighted in the image to select the appropriate Standard Vendor Purchase Code in question. Once the Standard Purchase Code is selected, click on OK and the resulting lines would be populated in the Purchase Order Line.
The following screenshot shows the resulting Purchase Order line created.
Standard Sales Codes: The following screen shows the menu path for creating Standard Sales codes in the system.
Once the Standard Sales codes are created and lines are assigned against the Sales Codes, we can attach the Standard Sales Code against the Customer Master. The next step is to create a Sales Order based on Standard Sales Code and the procedure to create it is similar to the one followed in creating the Purchase Order.
There are different methods of creating Purchase Orders & Sales Orders in the system. Though it differs from organization to organization, the above methodology can be followed to create a standard template for generating recurring Purchase Orders/ Sales Orders.
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