Convert Sales Order (SO) to Purchase Order (PO) for Budget Control Purposes

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We have a unique situation where we have customers who order from us via incoming SOs from an external system; however, the unique part is that we manage their funds and budget. From that standpoint, we need to have budget controls configured to monitor their fund/budget balances, so these sales orders need to hit budget controls. Is there any functionality where you can bring in a transaction as a PR & check budget then > release to PO then > change to an SO? Or bring in the transactions as sales orders and have them factor into the budget control configurations? We need to be able to do the physical inventory decrementing and related financial transactions that a sales order would produce.

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Kevin Xia Microsoft Employee on at

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Hi,

I agree with your approach. As you said, it can ensure data integrity and reduce the possibility of data loss. I'm glad to be able to help you. If the problem is solved, you can mark this thread as verified so that more users of the forum can view this thread.

Best regards,

Kevin

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Community Member on at

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Thank you, Kevin, for your reply. As I think through it, I think factoring the sales order into the available budget calculation in the budget control configurations is the most direct approach. This appears to be as you suggest, as well. This maintains the integrity of any incoming sales orders because that is how the transactions will be coming in from the external system. I'm checking into how extendable that form is in the budget controls.

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Kevin Xia Microsoft Employee on at

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Hi,

There is no such standard function out of the box, you can try to use custom code to achieve your needs. The general logic is to first create a purchase requisition (PR) and implement budget control at the PR level to check and verify the funds and budget managed. Once the budget check is successful, release the purchase requisition to create a purchase order. After creating a purchase order, you can customize a process to convert it into a sales order, extracting the necessary data from the database table to form the sales order. Or more directly you can implement budget control at the sales order level. If you don’t have a developer, you can seek help from partners who will provide you with customized services. Refer to this link: Find the right app | Microsoft AppSource.

Best regards,

Kevin

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