Using Special Order Purchase Orders

Using Special Order Purchase Orders Configuration Process Configuring the Special Order Template Part Entering the Sales Order Generating the Purchase Order

The Special Order purchasing process allows for the sale and purchase of one-time items that are not normally stocked and not expected to be sold again.

Configuration

Refer to the Configuration section of the Entering Purchase Orders landing page.

Process

The Special Order purchasing process is composed of three steps: configuring the Special Order Template Part, entering a Sales Order for the part, and generating the Special Order Purchase Order. Each process is described below.

Configuring the Special Order Template Part

Prior to creating a Special Order Purchase Order, a Special Order Template Part must be created. Typically, organizations create a different Special Order Template for each type of Special Order item and since the Special Order item will be created and copied from the Special Order Template, setting the fields correctly on the Template is critical. Different Templates can be created for Special Order items that should credit different GL revenue accounts when they are sold. Follow the process steps list in the Designing a Part Numbering System and Creating Parts Best Practice page to create the Special Order Template Part. Mainly, ensure "Special Order Template" is selected as the Order Type and the "Make To Order" and "Include in MRP" flags are NOT checked on the Properties tab.

Entering the Sales Order

A Sales Order for the Special Order Template Part must be created next. The process for entering the header information on the Special Order Sales Order is the same as it is for entering a normal Sales Order; the order type should be set to "Sales Order". When adding lines to the order, select the Special Order Template Part and enter the quantity and unit price for which the item is being sold. Prior to saving the line, enter the Part Number which will be used for the Purchase Order in the "User Part Number" field. Save the line and header to generate a Sales Order number.

A few notes regarding the Sales Order entry portion:

• It may be necessary to modify system print outs to include the "User Part Number" field for ease of part identification on documents.
• The "Standard Cost" on the Edit Sales Order Line Pricing tab is modifiable.
• Both regular Parts and Special Order Parts may be added to one Sales Order.

Generating the Purchase Order

The last step is generating the Purchase Order itself.

1. Navigate to Purchasing > Special Orders. The mover form will present a list of available Sales Orders that are ready to be processed. Move any orders to be processed to the right side of the form using the "Move" or "Move All" buttons then click the "Apply" button.
2. Select the Vendor for the Special Order Purchase Order. After selecting the Vendor, the Purchase Order will be created, saved, and displayed for the user to review. At this point, the Sales Order containing the Special Order item or items cannot be canceled and the Special Order lines cannot be deleted from the Sales Order.
   1. Note: The number of the Sales Order containing the Special Order item(s) that was created will be displayed in the "Sales Order" field on the "Misc 1" tab of the Purchase Order header.
3. The Purchase Order can be modified to correct Vendor pricing, if necessary. The default price comes from the Sales Order entry portion of the Special Order purchasing process. Prices changed on the Purchase Order at this point will update the Sales Order's standard cost in order to maintain accurate information on profit reports. The quantities on the order should remain unchanged so that they match the quantities on the Sales Order, however additional lines may be added to the Purchase Order for regular parts that are delivered at the same time.
4. The receiving, invoicing, and payment process for the Purchase Order is the same as a regular Purchase Order, however the Special Order lines on the Sales Order cannot be shipped until after the Special Order Purchase Order has been received. Between the time when the Purchase Order is received and the Sales Order is shipped, the inventory will be placed into a separate inventory bucket called "Special Order Inventory".