Special order items should be entered within a sales order before the items are added to a purchase order. An item can be linked to a purchase order using the same special order wizard that is used to add the item to the sales order. Review the Entering Special Order Items within a Sales Order for detailed instructions.
The following 2 alternative methods can be used to link special order items to a purchase order:
Linking items within the purchase order.
Using the Purchasing Screen.
Review the following steps to link a item entered into the sales order to a purchase order.
Complete the following steps to add a special order item to a purchase order:
Either create a new purchase order or select an existing purchase order. Review the Expenses > Purchase Order section within the main documentation for more details on creating or opening a purchase order.
Enter the purchase order information such as the vendor, PO, etc. within the purchase order header.
Enter the quantity Ordered or skip the Ordered and Shipped values to default the quantity associated with the special order within the sales order.
Enter the special order inventory code and the following dialog will appear:
Select the Select an Existing Special Order option as shown above. New special order records should not be created within a purchase order but initially created within the sales order unless the items are sold in lots. Review the Using Special Orders to Track Lots section for more details on lots.
Select the desired special order item from the list of special orders entered into a sales order but not linked to a purchase order. Insert the special order item into the sales order if the item does not show on the available special orders list. Review the Tracking Special Order History to determine if a special order item is already purchased or linked and does not show on the unlinked special order list.
Click Finish to insert link the special order item into the purchase order. Note that the description within the sales order is copied from the description within the sales order at the time the special order was created to the purchase order.
Enter the Unit Cost of the special order item. The sale price will be updated on the sales order if the sale amount is blank and the special order inventory item has a markup formula. Open the special order item and go to the Pricing tab to set the markup formula. It is recommended that the Unit Cost amount be set in the purchase order or expense invoice before the sales order is processed so that inventory costs in the sales order are accurate.
Repeat for any additional special order items.
The special order items that are entered into a sales order but are not linked are listed within the purchasing screen. Select Inventory > Inventory Purchasing from the main menu of EBMS. Click on the Special Orders tab as shown below:
Enter the Vendor ID for each special order item. This Vendor ID can be entered at the time the special order item is entered into the sales order. Review the Entering Special Order Items within a Sales Order section for more details. Click on the Create button and select the Create Purchase Order option to create a new purchase order or to append to an existing PO. The following dialog will appear:
Enter the Vendor ID that matches the ID on the special order list and click Next.
Select either the Create a new purchase order option or the Add to an existing purchase order option to either create a new PO or append to an existing PO. Click Finish to complete the process.
Review the Using the purchasing Window to Create Purchase Orders section for more details on this process. Note that the special orders and standard stock items can be added to a purchase order during the same process.