The situation is familiar to anyone who sells what they do not stock. A sales order comes in, the items on it have to be bought before they can be delivered, and somebody now has to create the purchase orders. Done by hand, that means reading the sales order line by line and re-typing it into new documents — slow, dull, and reliably a source of transposed quantities and wrong item codes.
SAP Business One has a built-in answer: the Procurement Confirmation Wizard. This guide walks through it.
The wizard takes an existing sales order as its base document and generates the purchase orders needed to fulfil it. Rather than starting a purchase order from an empty screen and referring back to the sales order as you type, you start from the sales order itself and tell the system what to procure.
Two things make it more than a convenience. The generated purchase orders stay linked to the sales order they came from, so the trail from customer demand to supplier commitment is preserved without anyone maintaining it manually. And because the item data is carried across rather than retyped, a whole category of error simply cannot occur.
Procurement improvements including this wizard form part of the Web Client expansion in FP 2608 — covered in our complete guide to SAP Business One FP 2608.
The video above walks through the full flow. The steps below follow it.
Start from the sales order that needs procuring and open the Procurement Confirmation Wizard. Beginning here rather than from a blank purchase order is what makes the sales order the base document for everything that follows.
Choose which lines from the sales order should actually be procured. This is a real decision rather than a formality — items you already hold in stock do not need a purchase order, and a sales order frequently mixes the two.
Assign a vendor to each item being procured. Where a preferred vendor is already set on the item master, the wizard carries it through. Anything without one has to be chosen at this point, which is usually where a gap in item master data makes itself known.
Decide how the purchase orders should be grouped. Consolidating by vendor produces one purchase order per supplier rather than one per line — which is what a supplier expects to receive, and what keeps your own purchase order numbering sane.
Let the wizard create the documents. Each one stays linked back to the sales order that produced it.
Open the generated purchase orders and check quantities, prices and dates before anything is sent. The wizard removes the typing, not the responsibility for what goes out under your company’s name.
Preferred vendors do the heavy lifting. The step that slows people down is vendor selection, and it slows them down in proportion to how incomplete the item master is. Setting preferred vendors on the items you regularly procure turns step three from a decision into a confirmation.
Partial quantities need a moment’s thought. Where you hold some stock and need to buy the rest, only the shortfall belongs on the purchase order. Selecting a whole line without checking what is already available is the most common way to over-order through the wizard.
Drop-ship and stock scenarios behave differently. Goods going straight from your supplier to your customer and goods coming into your own warehouse are different flows with different consequences downstream. Decide which one you are in before you run the wizard, not after.
Check the first few runs properly. As with anything that generates documents on your behalf, the value comes from trusting it — and trust should be earned on a handful of orders you have verified line by line.
The wizard removes the re-keying. The next step is removing the trip into SAP Business One at all.
TEKAI is a native MCP server for SAP Business One that connects your live data to the AI assistants your team already uses — ChatGPT, Claude, Gemini, Perplexity, Grok and Microsoft Copilot. That makes procurement questions answerable, and procurement documents creatable, from wherever the conversation is already happening. Which purchase orders are open beyond their due date; what a supplier’s delivery record looks like before you commit another order to them; creating the document itself once the decision is made.
TEKAI is featured in SAP’s global AI Partner Innovations playbook as one of four generative AI solutions for SAP Business One worldwide. We published a full run where an AI agent completed an entire procurement cycle — purchase requests, vendor updates, quotations and a report — without anyone touching SAP.
For a visual way to navigate procurement and other end-to-end flows inside the Web Client itself, see our guide to process maps in SAP Business One.
Yes. The Procurement Confirmation Wizard takes an existing sales order as its base document and generates the purchase orders needed for its lines, keeping the link between the two so you can trace one to the other.
Procurement improvements including the wizard are part of the FP 2608 Web Client expansion. If you are on an earlier feature package, check what is available in your release before planning around it.
Yes. You assign vendors per item and choose how the results are grouped, so a sales order covering items from three suppliers can produce three purchase orders, one per supplier.
If back-to-back procurement is costing your team hours a week, the quickest way to judge this is on your own sales orders rather than a demo database. Book a session with us, or call +91 9700 363636.