What you can do with it
Your AI assistant orders the goods of a sales order from your supplier. The result is the same as Bestellung anlegen (create purchase order) in the sales order in weclapp: the purchase order is linked to the sales order and its line items. That way you always see in the sales order what has already been ordered.
The purchase order stays in the status Erfassung (draft). Nothing reaches the supplier yet. Confirming the purchase order is a separate step with its own approval.
How it works
- Use an identity check to confirm you are working in the right system.
- Name the sales order, for example: “Order the goods for sales order 1234 from our suppliers. Show me the preview first.”
- To order only part of it, name the line items, for example by position number or article number: “From sales order 1234, order only positions 2 and 3.” Without this, the assistant uses all line items with stock articles.
- Check the preview and approve it.
- Review the purchase order in weclapp. Adjust it there if needed or cancel it.
Supplier, quantity and price
- Without a supplier: the primary supply source decides per line item. If there are several suppliers, you get one purchase order per supplier.
- With a supplier: if you name a supplier, the assistant orders everything from them, for example: “Order all goods for sales order 1234 from supplier Example Ltd.”
- Quantity and price come from the supply source in weclapp. weclapp rounds up to the minimum or fixed order quantity. The preview shows you this. You cannot set your own quantity here; change it in the purchase order afterwards.
When the assistant declines
The sales order must have the status draft or confirmed. The assistant declines and names the reason if, for example:
- a line item is a service, a text or a bill of materials,
- the named supplier has no supply source for the article, or a line item has no primary supply source,
- a draft sales order uses a drop-shipping supply source,
- the supplier is blocked or inactive,
- the sales order already has 200 or more purchase orders.
The assistant reports line items that have already been ordered instead of silently ordering them a second time. If you really need them again, say so explicitly.
Good to know
- This is available on every paid plan.
- No role template contains this action, not even Purchasing or Sales. You need the system role Editor or Administrator, or a custom role with the action Create purchase order from sales order. See Invite your team and understand permissions.
- In weclapp you also need the right to edit purchase orders and sales orders.
- A standalone purchase order without a link to a sales order is still created the usual way.
The basic approval rules are in Review a preview and approve a change.