A sales order should be entered as soon as the customer places the order for a non-stock item. This sales order entry should be the first step when a special order item is being entered and processed unless special orders are used to track lots. Review the Using Special Orders to Track Lots section for more details on lots. Complete the following steps to enter a special order item into a sales order:
Go to Sales > Invoice & S.O.s to enter the special order items.
Enter Customer and Sales Order information in the same way as a standard sales order. Review the Sales > Sales Order section of the main manual for more details on creating a sales order.
Enter the quantity of the special order item. For example, if (4) Ford belts are ordered, record a quantity of 4. The sales order lines can be derived of multiple purchase orders although it is not recommended. Inventory tracking is greatly simplified if each sales order line is derived from a single purchase order detail line. For example, if (4) Ford belts are listed in the sales order, these 4 belts should be listed in a single purchase order.
Enter the special order inventory code and the following dialog will appear:
Select the Create a New Special Order option to create a new record. Since a special order should always be created within a sales order, the Select an Existing Special Order option should only be used for lots, etc. Review the Using Special Orders to Track Lots section for more details on lots. Click Next to continue.
Enter a detailed invoice line Description for the special order item. It is important that this description describes the uniqueness of this special order item. This description is useful to differentiate between different specific orders within the same inventory item code. Note that this description will be copied to the purchase order.
Enter the sale price for the item only if it is contracted or quoted. The Price will be calculated from the purchase price if the Price amount is blank and the pricing formula is set in the special order item.
Enable the Create Purchase Order option to attach the special order item to a new or existing purchase order. Enter the desired Vendor ID. The Order Quantity should match the Quantity amount within the sales order. See Purchasing Special Order Items section for more details. Click Next to continue.
The Select Purchase Order page of the wizard will only appear if the Create Purchase Order option was selected on the previous page. Select the Create New Purchase Order option to create a new purchase order or select the Select an Existing Purchase Order option to append the special order item to an existing PO. Click Finish to continue with the sales order entry.
Complete the remainder of the sales order in the usual manner. See Sales > Sales Orders section of the main manual for more details.
Do not process the sales order into an invoice until the purchase order has been completed, including the purchase cost of the special order items.