Creating Direct Through Stock Sales Orders and Purchase Orders

Direct Through Stock (DTS) order begins as standard sales orders. Changing the mode from whatever it started as to Direct Through Stock forces the entire order into either a Bid status or Direct Through Stock status. This restriction keeps stock material and Direct Through Stock material from being on the same order and guarantees that Direct Through Stock orders always contains material that is purchased for the customer.

You create purchase orders direct from the sales order for the Direct Through Stock material. You can have as many vendor purchase orders from a single sales order as needed.

Note: The standard authorization keys for creating purchase orders are required for users to create a direct-through-stock order. If menu items are grayed out when you are working with DTS orders, those system functions are unavailable because you are working with DTS order. Standard orders will still have that functionality.

Use the Direct Through Stock Sales Sourcecontrol maintenance record to set up default G/L sales sources to better track your DTS orders and apply those invoices to the correct G/L postings.

DTS Sales Order Restrictions

Direct Through Stock orders are very specific in how they work: many standard options available for Sales Order Entry are limited. After you create a Direct Through Stock order, you are limited to changing the order to a bid or an invoice if authorized. You can also cancel the order. In addition, once an order is made a DTS order, you cannot copy it to a sales order, purchase order, or transfer or convert the shipment to an order or a bid.

Unlike traditional orders, after you change an order to a DTS order and create purchase orders, the system only allows changes to shipping products and pricing. These changes are reflected on the associated purchase orders to keep the sales order and the purchase order in sync.

However, after the DTS purchase order has been received, you cannot change products or pricing. If you need to add new material, you must create a new DTS sales order and purchase order.

Note:General receiving processes of purchase orders in your warehouse is not changed. You can use standard or RF receiving, as needed. DTS locations are marked on the appropriate tickets.

Additionally, generations on DTS orders cannot be consolidated and line items cannot be merged after the order is changed to DTS. If you use Job Management, this same restriction applies: you cannot merge standard orders with either DTS or Job Management orders.

If a sales order is changed to a DTS order, users cannot use any of the procurement logic in the following areas:

Any product that has a Lot Billed status cannot be entered on a DTS Order. If a lot item exists on the order and the user tries to convert the order then the system stops conversion to DTS until the item is removed. In addition, the system checks that none of the generations on the order has Lot Billed items at the time of DTS conversion process.

Note: The system maintains any lot numbers assigned to products, however, lots must be assigned prior to converting the Bid to a DTS order or you can add the lots to the purchase order.

Menu items may be grayed out if access is limited from a DTS Order. Cancelling shipments will restore records to the DTS queue.

To create a direct through stock order:

Begin a sales order in any format, such as a quote or bid. A DTS order can begin in any format.
Enter the items on the customer order.
Group the material into different dates or order statuses based on the vendors from which you purchase material. This process is similar to handling direct shipments.
From the Edit Order menu, select Change Order Mode and then Direct Through Stock.

If you are in Bid mode, the system prompts you to confirm you want to convert all items. You can create a purchase order even if the bid pricing has expired.

Note: You can also use the Edit > Direct Through Stock option on the Status tab of the order.

The system displays the Direct Through Stock Details window from which you create DTS purchase orders. Your order is automatically divided into generations based on ship dates and those generations are displayed at the top of the window. The bottom section provides details for each generation's product details.

In the Vendor column for each generation, enter the vendor for whom you need to create a purchase order.
From the Edit menu, select Create Purchase Order.

Note: The purchase orders are sent to the vendor specified through print, fax, e-mail, or EDI.

Each purchase order displays individually. Update the purchase order, if needed, and exit the window to submit the purchase order.
To confirm the purchase orders were created, display the order and from the Edit Order > Change Order Mode menu, select Direct Through Stockto display the Direct Through Stock order entry window.

The PO Created column displays a check mark for each generation with a created PO. In addition, the Order Status is changed to Direct Through Stock. This status also displays on the Status tab.

Note: If a DTS order generation has been invoiced and you change the Status from I back to K, the system cancels that generation and removes the G/L posting. However, if the purchase order has been reconciled and the vendor has already been paid, the system cannot change the status.

Manage or review the direct-through-stock order, as needed.