How to create a Purchase Order against a Sales Order

Created by David Joyce

Overview

This guide explains how to order stock directly from a sales order, how purchase orders are created and linked, and when to merge purchase orders. It also covers the key difference between self-allocation and hard allocation of stock.

When to Order Stock from a Sales Order

Ordering stock from a sales order is useful when:

• Stock is not currently available

• You need to order items specifically for one customer

• Products are custom or one-off

• You want incoming stock hard-allocated to the sales order

Step 1 — Open the Sales Order

1. Go to Sales → Sales Orders.

2. Open the relevant sales order.

3. Review stock status on the order lines.

You may see:

• Available stock

• Expected stock (with a due date)

Step 2 — Order Stock from the Sales Order

1. On the sales order, click the three dots (⋮).

2. Select Order Stock.

This opens the Order Stock screen.

Step 3 — Select Products and Quantities

On the Order Stock screen:

• All products on the sales order are listed

• You can:

  • Tick all products, or

  • Tick individual products only

Adjusting order quantities

• The yellow quantity shows the quantity to order

• You can change this value

Example:

• Sales order quantity: 20

• Stock on hand: 16

• Quantity to order: 4

Typing a quantity will automatically select that product.

Step 4 — Ensure Products Have a Default Supplier

If a product does not have a default supplier:

• It will be ignored when creating the purchase order

• You will see a warning message

Fixing the issue

1. Edit the product.

2. Add a default supplier.

3. Save the product.

Then repeat Order Stock → Create Purchase Order.

Step 5 — Create the Purchase Order

1. Click Create Purchase Order.

2. The system will:

   • Group products by supplier

   • Create one purchase order per supplier

   • Show how many products were created vs ignored

Once created:

• The purchase order is generated

• It is automatically linked to the sales order

Step 6 — Viewing Linked Purchase Orders

You can see the linked purchase order in two places:

From the Sales Order

• Open the sales order

• Click Purchase Orders

• View the linked purchase order directly

From Purchasing

• Go to Purchasing → Purchase Orders

• The purchase order will appear in the list

Step 7 — Merging Purchase Orders (Optional)

You may have a scenario where:

• Multiple purchase orders were created for the same supplier

• You want to send one combined purchase order instead of several

How to merge purchase orders

1. Go to Purchasing → Purchase Orders.

2. Filter by Supplier.

3. Select the purchase orders using the checkboxes.

4. Click Merge Purchase Orders.

This merges them into a single purchase order for that supplier.

Stock Allocation Behaviour (Important)

Standard behaviour — Self-allocation

By default, Turbo:

• Self-allocates stock dynamically

• Reallocates based on stock movements

• Allows staff to pick orders flexibly

Sales-order-linked purchase orders — Hard allocation

When a purchase order is created from a sales order:

• Incoming stock is hard-allocated to that sales order

• Stock will not be reallocated to other orders

• Alerts are generated when the stock arrives

This is ideal for:

• Custom products

• One-off customer orders

• Preventing stock being used elsewhere

Best Practices

• Always ensure products have default suppliers set

• Use Order Stock for customer-specific or critical items

• Merge purchase orders to reduce supplier admin

• Use standard self-allocation for high-volume stock

Summary

To order stock for a sales order:

1. Open the sales order

2. Click three dots → Order Stock

3. Select products and quantities

4. Ensure suppliers are set

5. Create the purchase order

6. Optionally merge purchase orders

Stock ordered this way is hard-allocated to the sales order, ensuring fulfilment for that customer.