Master (Sales) Order

[CommunityJedi22]

Introducing the ability to generate a master (sales) order, called Master Order in ChannelOnline, from which individual Sub-orders can be placed.  This feature allows for the ability create a Master Order for fulfilling product order based on a single end customer purchase order throughout months or years.  Once a regular sales order is converted into a master order it will only be able to generate Sub-orders only.  No purchase orders, invoices or RMAs will be generated from a Master Order.  Sub-orders behave more like regular orders but with some reduced capability.  Key points regarding Master Order functionality:

• Sub-orders will contain the Master Order number as the main part of the order number and all Sub-orders will include a numeric suffix (-01, -02, -03, etc.).
• All purchase order, invoice and RMA documents will come from the Sub-order.
• Quantity changes and revisions can only be done on the Master Order (not on the Sub-order) for tracking changes.
• Master Orders will track the quantity of each line item (similar to invoicing) to inform users as to the number remaining from the original amount that can be added to a Sub-order.

Example: Line 1 on Master Order 201903 contains 120 units of an item.  In Q1 you ship 30 of them on Sub-order 201903-001, the remaining balance of 90 will available to be placed on separate Sub-order(s).

• If a line on the Sub-order is deleted, the quantity of that line will be returned to the Master Order.

Example: You added all 40 of a line item from a Master Order on to Sub-order 201903-001, but realized it should only be 10.  You need to delete the line with 40 from the Sub-order, making all 40 available again on the Master Order, and then re-create the line on the Sub-order with only 10.

Document Path w/ Master SO
Master SO > Sub SO > Purchase Order
> Invoice
> Recurring Invoice > Billing Invoices
> RMA

Enable Master Orders

To enable this feature go to Admin > Company Settings > Documents and expand the Sales section.  Select “Enable Convert to Master Order functionality on Sales orders. …” and click Save at the bottom of the page.

Convert to Master Order

After the Enable setting has been saved in Company Settings, sales order documents will have a new button labeled “Convert to Master Order” in the center of the footer bar.  Selecting that option will convert the entire order document into a Master Order.  Once converted it cannot be reverted back into a regular order (to do that, it would need to be copied into a new quote and converted to sales order, and then deleted).

This document as the master record for all subsequent documents to come from it.  On a Master Order you can add lines, update quantity, change pricing, select suppliers and modify payment options.  Document revisions are able to be performed on the Master Order but are disabled on Sub-orders, make and track all changes on the Master Order.

Create Sub-order(s)

Master Orders contain only the ability to create Sub-orders.  On a Master Order the Create Doc button on the top of the product table contains only two selections: “Create Sub-order” and “Create Sub-order (All)”.  Select one of the two options when you need to create a Sub-order.  Keep in mind that you will select line item quantities on the Create Page for all selected lines.

• Use Create Sub-order when you want to select individual lines from the Master Order to generate a Sub_order
• Use Create Sub-order (All) when all the lines on the Master Order are going to be needed on the Sub-order

Numbering

All Sub-order numbers are to be generated from the original Master Order number (originating from the Quote). Sub-orders in the system will have an extension (suffix) added to the master order number that counts up from “-01”.  The first Sub-order generated will start with “-01” and increase incrementally as sub-orders get created (this will designate them as sub-orders linked to the original).

Sub-order Functions

Sub-orders behave primarily like regular orders for creating other documents with a few editing limitations.  These limitations include: no edits for quantity or price, no revisions, and on addtions through “Line Actions” or “Add/Import/Update”.

Reports

A section to the Sales reports has been added for running reports specific to Master Orders.  Sub-orders have been added to the regular sales order report stats.