Linking Service Calls or Sales Orders to Purchase Orders - Best Practice

This best practice document explains the importance of linking service calls and sales orders to purchase orders they are related to within e-automate. 

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Overview | Best Practice Steps | Other Helpful InfoRelated Alerts



Following the best practice described below will ensure that items do not get missed for ordering or that they are not ordered multiple times. This also helps to create a trail within the system of why things were ordered. For both service calls and sales orders, it is important to link the purchase order to them because this allows an easy way for your team to know which items belongs to which transaction within the database. 



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Best Practice Steps

Best Practice Steps - start to finish

In order for service calls or sales orders to be linkable to a purchase order, the item on the service call must have a status of needed and the item on a sales order must have a status of backordered. See below for how to set up service calls and sales orders to be properly linked to a purchase order.

Service calls:

When a service call needs to be rescheduled due to item(s) needed, a status will need to be selected on the item(s) of "needed. This link explains how to reschedule a service call as well as the steps leading up to that point. Below illustrates the status selection on items to be ordered for the call as well.

A very important best practice to follow in eAutomate is to link all your service calls and sales orders that have items that need to be ordered to the P.O. you order it on. This helps assure all procedures are followed and nothing gets missed or ordered multiple times. It also helps keeps a full circle account on the order data trail from open to close. First, to make a service call or sales order have the capability to be linked to a P.O. you must set the items that you want ordered on that service call/sales order to needed or back ordered in order for them to show up as items you can link to a service call or sales order.



Then you can create your P.O. and link it to the service call or sales order by clicking the chain link icon on the P.O.


You will then get a screen your you can filter the list in the window. You can filter it by vendor (#1) and it will show you all the items that need to be ordered and have that vendor as a preferred vendor on the item record. (#2)



If you want the list to show you items for all vendors then uncheck the vendor box (#1) on the transaction window. You can also filter the item window by sales, orders only, service calls only or requests.


Also you can tell it to filter the item window by only sales orders that are on hold waiting parts.


You can tell that a PO is linked to a Sales Order or Service Call by viewing the line items to be ordered and if it has a link symbol then it's linked.

See below for example on Sales Order. To see details on which PO # it is tied to, double click on the line item and then double click on the Warehouse. then, view the Purchase Orders tab.

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Other Helpful Info

Other Helpful Info

See links below for automating this process through the Inventory Logistics Console (ILC):



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Related Alerts

Related Alerts

ID152 - Sales Orders With/Without Linked Purchase Order EView Overview & Sample

ID300 - New Purchase Orders Created by User ID Overview & Sample

ID833 - New Purchase Order Created Summary Overview & Sample

ID360 - Purchase Orders Canceled Today Overview & Sample

ID343 - Backordered Item Received on Open Sales Order Overview & Sample

ID582 - Sales Order Item(S) On Backorder Not Linked to PO Overview & Sample

ID51 - PO's Not Linked to AP Invoice Overview & Sample




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