SOP-POP MultiLink Manual

Download PDF version here.

EULA #

Please read our End User License Agreement online at: //willoware.com/install/end-user-license-agreement/

Limitations #

Important Limitations & Considerations

SO-PO MultiLink (SOPOML) only supports linking Sales ORDERS, not BACKORDERS.

SOPOML can only link a Sales Order Line to a Purchase Order Line when both have the same Unit of Measure.

If used with Binary Stream, SOPOML requires the Sales Order line numbering stays the same after Binary Stream splits the document. For example, if the original document had two lines (GP line numbers 16384 and 32768), after the split the first document will have one line with GP line number 16384 and the second document will have one line with GP line number 32768.

SOPOML disables the “Purchase” and “Transfer to Back Order” options for Sales Orders.

SOPOML should not be installed in an environment with active links in the Dynamics GP SOP-POP Commitments module. After enabling the SOPOML module, the GP SOP-POP Commitments windows will not be accessible. A data migration plan must be in place before enabling this module.

Installation #

The installation process for all WilloWare products is identical.  Please review the general installation instructions at www.willoware.com/install.

Registration #

All WilloWare software uses the same Registration window.  See the general Registration Window instructions here:

//willoware.com/online/registration-window/

Security #

Security

During installation a Security Task will be created called SOPOML. It will have access to all windows in the module.

The installation will also create a Security Role called SOPOML and assign the Security Task to the Role.

To ensure that users have access to the windows required by the SO-PO MultiLink Module, you can:

  • Assign the SOPOML Security Task to an existing Role, or
  • Assign the SOPOML Security Role to one or more Users

It is important to not modify the SOPOML Security Task. When updates for SOPOML are installed they will rebuild the Security Task to ensure it is configured correctly, and any changes will be overwritten.

About #

The About Window for all WilloWare products is identical.  Open the About Window by going to Help >> About Microsoft Dynamics GP.  From that window select Additional >> About {WilloWare Product/Customization}.

{WilloWare Product/Customization} = the installed product, such as GP PowerPack or LabelLink.

Please refer to the general About Window guide here: www.willoware.com/online/about-window

Help Button #

Help Button

Every WilloWare window has a special Help Button:

The button provides access to several different forms of help documentation. The PDF Manual and Local Help (CHM File) are installed with the product and can be found in the Dynamics GP “Documentation” folder. Since these files are installed along with the product, they are only updated when/if a new version of the WilloWare product is installed. The Web Manual and Web About This Window options both access an online version of the documentation from the WilloWare website. The web manual is updated as changes occur to the product or to add additional information, so it is the most current, correct and complete version of the documentation.

PDF Manual: Opens the PDF manual.

Local Help: Opens context sensitive help (CHM) to display information about the current window.

Web Manual: Opens the product documentation as a web-page on the WilloWare website.

Web About This Window: Opens a page of the online documentation from the WilloWare website pertaining to the current window. The “HelpID” located just below the Chapter Heading throughout the documentation is used by the software to locate the correct web-page on the WilloWare website.

Setup #

Setup

HelpID: 834822024

Navigation: Tools >> Setup >> Company >> Setup SO-PO MultiLink

The Registration Key enables SO-PO MultiLink for the System—without the key you cannot access the Setup SO-PO MultiLink window. The SO-PO MultiLink module can be enabled on a company-by-company basis, so that it can be active in one company and not used in another.

Enable SO-PO MultiLink: Mark this box to enable the module for the current company. You must restart your GP client for this setting to take effect.

SOP-POP Linking #

SOP-POP Linking

HelpID: 834822003

Navigation: Transactions >> Sales >> Sales Transaction Entry >> Commitments button

The SOP-POP Linking window can be accessed when the following conditions are met:

  1. Sale document is set to ORDER.
  2. The line item has a Quantity to Backorder.

When a link is present, the Commitments icon will display on the sales line.

Item Number: Displays the item number from the sales line.

Description: Displays the description from the sales line.

Base U of M: Displays the base unit of measure for the item. All quantities will be displayed in the base unit of measure.

Location: Displays the location from the sales line.

Qty Back Ordered: Displays the total quantity from the Qty to Back Order field on the sales line.

Qty Remaining: Calculated as the quantity back ordered minus total assigned quantity.

PO Number: Displays the linked purchase orders. New PO lines are selected by clicking the lookup button. Click the PO number header to open the selected PO in PO Inquiry.

Vendor ID: Displays the Vendor ID from the purchase order.

PO Status: Displays the status of the linked PO line.

Available Qty: Displays the current available or unassigned quantity on the purchase order.

Assigned Qty: Enter or change the quantity assigned to the sales line from the selected PO line. The assigned quantity cannot exceed the available PO line quantity, or the remaining sales line quantity.

Total Assigned: Displays the total purchase order quantity assigned to the sales line.

Add Link to Purchase Order – See Section PO SELECTION

Delete Link to Purchase Order

Steps for Modifying an existing link

  1. An existing link quantity can be changed from the SOP-POP Linking window by:

    1. Changing the Assigned Qty. Entering a zero will remove the link completely.
    2. Clicking the DELETE (

      ) button to remove the link completely.

Effects of a linked Sales Line

  • If a linked PO is open by a user, it will be view only, and the quantity cannot be changed.
  • When a sales order is linked to a purchase order, neither the sales document nor line item can be deleted or voided.
  • The sales order quantity and quantity to back order fields cannot be changed to be below the linked quantity. The links must first be broken.
  • Links cannot be created if any user has the purchase order opened.
  • If a sales order currently has no links, and a purchase order is selected with a different Site ID, the user has the option to overwrite the site id on the sales order.
  • After the first link is established, only purchase orders belonging to the same site as the sales order are displayed.

PO Selection #

PO Selection

HelpID: 834822006

The PO Selection window displays all Purchase Order lines that can be used to meet the Sales Order line requirement.

Steps for Creating a new link

  1. Click the ADD (

    ) button on the top-right corner of the scrolling window on the SOP-POP Linking window. This will open the PO Selection window.

Field

Description

Header Region

Duplicated from the SOP-POP Linking window. Displays the Sales Line Item Number, Description, etc.

PO Number

Displays all purchase orders that have a quantity available.

Hold

Displays the Hold status of the purchase order.

Required Date

Displays the purchase order’s required date.

Location

Displays the receiving location of the purchase order.

U of M

Displays the unit of measure for the item on the PO. Only PO Lines with the same unit of measure as the sales order line can be linked.

Available Qty

PO line quantity that is not already assigned to a sales line.

Assigned Qty

Enter or change the quantity assigned to the sales line from the selected PO line. The assigned quantity cannot exceed the available PO line quantity, or the remaining sales line quantity.

Total Assigned

Displays the total assigned from SOP-POP Linking plus PO Selection.

Sort By

Sorts the purchase orders by PO Number or by Required Date.

  1. Mark the checkbox next to a purchase order to assign it. The utility will assign as much of the purchase order line as either available on the PO or remaining on the Sales Order.
  2. Alternatively, enter a specific value in the Assigned Qty field. This will mark the checkbox automatically.
  3. To un-assign a PO, either unmark the checkbox or enter a zero in the Assigned Qty Field.
  4. If there are several purcahse orders to assign, use the AUTO-ASSIGN button to perform a mass purchase order assignment. The Auto-Assign button will automatically mark purchase order lines, starting from the top of the list. The list can be re-sorted by using the dropdown at the bottom of the window. The two sort options are by PO Number or by Required Date.
  5. To remove all assignments, use the UNASSIGN button.
  6. Click DONE to return to the SOP-POP Linking window.

POP-SOP Linking #

POP-SOP Linking

HelpID: 834822007

Navigation: Transactions >> Purchasing >> Purchase Order Entry >> Commitments button

When a link is present, the Commitments icon will display on the PO line.

Item Number: Displays the item number from the PO line.

Description: Displays the description from the PO line.

Base U of M: Displays the base unit of measure for the item. All quantities will be displayed in the base unit of measure.

Location: Displays the receiving location on the PO line.

Qty Ordered: Displays the total quantity from the Qty Ordered field on the PO line.

Qty Remaining: Calculated as the quantity ordered minus total assigned quantity.

SOP Number: Displays the linked sales orders. New sales lines are selected by clicking the lookup button. Click the SOP Number header to open the selected order in Sales Inquiry.

Customer ID: Displays the Customer ID from the sales order.

Req Ship Date: Displays the requested ship date of the sales order.

Remaining Qty: Shows the current unassigned sales line quantity.

Assigned Qty: Enter or change the quantity assigned to the PO line from the selected sales line. The Assigned Qty cannot exceed the available PO line quantity, or the remaining sales line quantity.

Total Assigned: Displays the total sales order quantity with assigned to purchase orders.


Add POP-SOP Link: opens the Sales Order Selection window. See section SALES ORDER SELECTION.

Steps for Modifying an existing link

  1. An existing link quantity can be changed from the POP-SOP Linking window by:

    1. Changing the Assigned Qty. Entering a zero will remove the link completely.
    2. Clicking the DELETE (

      ) button to remove the link completely.

Effects of a linked Purchase Order Line

  • If a linked sales order is open by a user, it will be view only, and the quantity cannot be changed.
  • When a purchase order is linked to a sales order, neither the purchase order nor line item can be deleted. The Quantity Ordered field cannot be changed to below the linked quantity. The links must first be broken.
  • Links cannot be created if any user has the sales order opened.
  • If a selected sales order currently has no links, and the purchase order has a different Site ID, the software will overwrite the site id on the sales order.
  • After the first link is established, only sales orders belonging to the same site as the purchase order are displayed.

Sales Order Selection #

Sales Order Selection

HelpID: 834822008

The Sales Order Selection window displays all Sales Orders that have a backordered quantity that could be fulfilled by the current PO Line.

Steps for Creating a new link

  1. Click the ADD (

    ) button on the top-right corner of the scrolling window on the POP-SOP Linking window. This will open the Sales Order Selection window.

Field Description
Header Region Duplicate from POP-SOP Linking.
Customer Class Restricts the list to only display sales orders for customers belonging to the selected class.
Item Totals Total Qty Back Ordered from all sales orders and total Qty on Order from all purchase orders for the selected item.
SOP Number Displays all sales orders that have a quantity remaining to link. To link a sales order, click the checkbox. By default the maximum allowable amount will be assigned.
Req Ship Date Displays the sales order’s requested ship date.
Cancel Date Displays the value in the SOP User Defined Date 1 field
Location Displays the Site ID from the sales order.
Remaining Qty Sales order quantity not yet assigned to a purchase order.
Assigned or Fulfilled Qty Enter or change the quantity assigned to the PO line from the selected sales line. The Assigned Qty cannot exceed the available PO line quantity, or the remaining sales line quantity. If this window was opened from the Linked PO Receiving window, enter the quantity to fulfill.
Total Assigned or Fulfilled Displays the total assigned or fulfilled from the Sales Order Selection window.
Sort By Sort the sales orders by Requested Ship Date, Cancel Date, or by Master Number.
  1. Mark the checkbox next to a saels order to assign it. The utility will assign as much of the sales order line as either available on the sales order or remaining on the purchase order.
  2. Alternatively, enter a specific value in the Assigned Qty field. This will mark the checkbox automatically.
  3. To un-assign a sales order, either unmark the checkbox or enter a zero in the Assigned Qty Field.
  4. If there are several sales orders to assign, use the AUTO-ASSIGN button to perform a mass sales order assignment. The Auto-Assign button will automatically mark sales order lines, starting from the top of the list. The list can be re-sorted by using the dropdown at the bottom of the window. The three sort options are by Requested Ship Date, Cancel Date, or by Master Number.
  5. To remove all assignments, use the UNASSIGN button.
  6. Click DONE to return to the POP-SOP Linking window.

Changing the Receipt Priority

When a linked purchase order is partially received, the fulfillment of sales orders will occur in the order they were linked. To give a sales order a higher or lower priority, highlight the line and use the UP and DOWN arrows on the POP-SOP Linking window.

Linked PO Receiving #

Linked PO Receiving

HelpID: 834822010

Navigation: Transactions >> Purchasing >> Receiving Transactions Entry >> Commitments button

When a link is present, the Commitments icon will display on the Receipt line. When a new line is entered into the widow, the item will automatically be fulfilled based on the Receipt Priority. These amounts can be adjusted.

Item Number: Displays the item number from the receipt line.

Description: Displays the description from the receipt line.

Base U of M: Displays the base unit of measure for the item.

Location: Displays the receiving location on the line item.

Purchase Order: Displays the purchase order currently being linked.

Qty Ordered: Displays the total quantity ordered on the PO line.

Qty Received: Displays the total quantity received on the receipt line.

PO Qty to Assign: Calculated as the quantity ordered minus the total assigned quantity.

Rcpt Qty to Fulfill: Calculated as the quantity received minus the total allocated quantity.

SOP Number: Displays the linked sales orders in the receipt priority set in POP-SOP Linking. New sales lines can be added by clicking the lookup button. Click the SOP number header to open the selected order in Sales Inquiry.

Customer ID: Displays the Customer ID for the sales order.

Req Ship Date: Displays the requested ship date of the sales order.

Unassigned Qty: Sales order quantity not yet assigned to a purchase order.

Assigned Qty: Enter or change the quantity assigned to the PO line from the selected sales line. The Assigned Qty cannot exceed the available PO line quantity, or the remaining sales line quantity.

Fulfilled Qty: Enter or change the quantity allocated to the receipt line. The assigned quantity cannot exceed the available PO line quantity or the required sales line quantity.

Total Quantity: Displays the total quantity assigned to the purchase order and the total quantity fulfilled to the receipt line.

Steps for Creating a New Link on the Fly

  1. Click the ADD (

    ) button to open the Sales Order Selection window. See the Sales Order Selection section.

Steps for Modifying an Existing Link or Fulfillment

  1. An existing link quantity can be changed from the Linked PO Receiving window by:
    1. Changing the Assigned Qty. Entering a zero will remove the link completely. This removes the SOP-POP Link
    2. Clicking the DELETE (

      ) button to remove the link completely.
  2. An existing fulfillment can be changed by from the Linked PO Receiving window by changing the Fulfilled Qty. This does not affect the SOP-POP Link, it only reduces the amount of the linked quantity to be received on this document.

Effects of a linked Receipt Line

  • If a linked sales order is open by a user, it will be view only, and the quantity cannot be changed.
  • When a receipt is posted, the sales order and inventory allocations are updated.

Item PO-SO Assignment #

Item PO-SO Assignment

HelpID: 834822011

Navigation: Transactions >> Purchasing >> Item PO-SO Assignment

The Item PO-SO Assignments window allows users who do not have access to Sales Transaction Entry or Purchasing Entry to create and maintain links based on an Item Number.

Item Number: Enter an item number, or select one with the lookup.

Description: Displays the description for the entered item.

Sort PO list: Sort the PO’s by PO Number, Required Date, promise to ship date, or promise date.

PO Number: Displays all purchase orders that have a quantity linked to sales orders. Selecting a PO Number will refresh the bottom window with all sales lines linked to the purchase order.

Hold: Displays the Hold status of the purchase order.

Required Date: Displays the PO’s required date.

Promised to Ship: Displays the PO’s promise to ship date.

Promise Date: Displays the PO’s current promise date.

Location: Displays the receiving location of the purchase order.

U of M: Displays the unit of measure for the item on the purchase order. Only items with the same unit of measure as the sales order line can be linked.

Available Qty: Displays the PO line quantity that is not assigned to sales lines.

Assigned Qty: Displays the quantity assigned to sales lines.

SOP Number: Displays the linked sales orders. New sales lines are selected by clicking the ADD button. Click the SOP number header to open the selected order in Sales Inquiry.

Req Ship Date: Displays the sales order requested ship date.

Cancel Date: Displays the value in the SOP User Defined Date 1 field

Location: Displays the Site ID from the sales order.

U of M: Displays the sales line unit of measure

Remaining Qty: Shows the current unassigned sales line quantity.

Assigned Qty: Enter or change the quantity to assign to the PO line. The assigned quantity cannot exceed the available PO line quantity or the required sales line quantity.

Steps for Creating a new link

  1. Click the ADD (

    ) button on the top-right corner of the scrolling window. This will open the Sales Order Selection window. See the section Sales Order Selection.

Steps for Modifying an existing link

  1. An existing link quantity can be changed from the Item PO-SO Assignment window by:

    1. Changing the Assigned Qty. Entering a zero will remove the link completely.
  2. Clicking the DELETE (

    ) button to remove the link completely.

Changing the Receipt Priority

When a linked purchase order is partially received, the fulfillment of the sales order will occur in the order they were linked. To give a sales order a higher or lower priority, highlight the line and use the MOVE UP and MOVE DOWN buttons on the Item PO-SO Item Assignments window.

Effects of Using the Item PO-SO Assignments Window

  • If a linked sales order is open by a user, it will be view only, and the quantity cannot be changed.
  • The Item PO-SO Assignments window locks an item so only one user can add links. If GP crashes while this window is open, a lock will remain on the item. The lock can be cleared by deleting the item from the Item Activity table (WSP00800) from SQL.

PO Review #

PO Review

HelpID: 834822018

Navigation: Transactions >> Purchasing >> PO Review

The PO Review window allows users who do not have access to Sales Transaction Entry or Purchasing Entry to create and maintain links based on a PO Number.

PO Number: Enter or select a PO Number.

Date: Displays the PO document date.

Vendor ID: Displays the PO Vendor ID.

Name: Displays the Vendor name.

PO Lines window: Displays the PO Lines. Click a line to fill the SO Lines window.

SO Lines window: Displays both the linked sales orders, and the sales orders available to link. When the window is sorted by priority, all the linked sales orders will be at the top. To add a link, enter a quantity into the Qty Assigned field. To remove a link, delete the qty in the Qty Assigned field.

Move UP: Changes the priority of a linked line to a higher priority. Move UP will have no effect on an unlinked line.

Move Down: Changes the priority of a linked line to a lower priority. Move DN will have no effect on an unlinked line.

Linked PO Receipt Inquiry #

Linked PO Receipt Inquiry

HelpID: 834822014

Displays the Sales Orders linked to the line selected in Receivings Transaction Inquiry Zoom window.

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