Cloning Purchase Orders

Purchase orders can be created by copying an existing purchase order or by cloning from a sales order. You can also use cloning to copy an existing purchase order to a new supplier.

Clone a Sale to PO

If you have received an order from a customer for items you don't have in stock you can quickly and easily clone the order to a purchase order to send to your supplier. If you find yourself doing this frequently you might consider merging all the purchase orders before sending the single order to your supplier.

Read more about merging POs

1. Search for and open the sales order.
2. Click the drop-down arrow on the Save changes button and click Clone to PO.
3. The clone screen is displayed, ensure that the clone is set to be a new purchase order.
4. Select the supplier.
5. If you want to change the status of the sale at this stage, you can do so. You can also choose the status on which the purchase order is created.
6. Select whether the delivery address is to be direct to customer or to your chosen warehouse. If you choose direct to customer, this order will be marked as "drop ship", i.e. no stock will need to be received.
7. Click Clone now.

The Purchase Order will be a copy of the sale, using the supplier's price list and currency. You can then choose to print or email the PO directly from Brightpearl.

Clone a PO to PO - same or different supplier

You can use this type of clone to copy an old order for the same supplier or for a new supplier, and once you have cloned the order you are able to change the supplier.

1. Search for the original purchase order.
2. Click the Copy icon next to the listed order, or open the order and click the drop-down arrow on the Save changes button and click Clone to PO.
3. Select the supplier the order is for.
4. If you want to change the status of the original purchase order at this stage, you can do so. You can also choose the status on which the purchase order is created.
5. Specify whether you want the new order to be linked to the original. You might want to say 'No' if the new order is for a different supplier.
6. Select whether the delivery address is to be direct to customer or to your chosen warehouse. If you choose direct to customer, this order will be marked as "drop ship", i.e. no stock will need to be received.
7. Click Clone now.

Clone to a Different Supplier/Change Supplier

Once you have cloned the original order, follow these steps to change the supplier details:

1. Search for and open the newly cloned order.
2. Click the drop-down arrow on the Save changes button.
3. Click Change supplier.
4. Search for and select the supplier this order should be for.
5. Process the purchase as normal.

All addresses will be updated to the new supplier details. Once the order is invoiced it will update the new supplier's account.

You cannot change the supplier on an order which has been invoiced or had any items received.

Multi-Clone

If you place a regular order with a supplier you can use the multi-clone function to generate a series of orders at specific intervals. Follow the process above but use the Multi-clone section to define how many times and how frequently the orders should occur. You can also automatically add an activity (task) for a staff member at each purchase order date to remind them to action it. When you clone the purchase order one will be created for the current date and each future date as per the frequency settings.