Creating and Receiving a Special Order from a Purchase Order

This article walks you through creating a special order item from within a purchase order and receiving the item once it is delivered into your inventory.

Topics Included in This Article

• Creating a new or editing an existing purchase order

• Adding a special order item

• Categorizing special order items

• Marking a special order as a header

• Receiving special order items into inventory

• Verifying item receipt in inventory

Create a Special Order from a Purchase Order

1. Create or Open a Purchase Order. From the Purchase Order main screen, you can either:
   1. Create a new purchase order:
      
      
      1. Go to Tools > New Purchase Order.
      2. The Vendor Lookup screen appears.
      3. Enter the vendor’s information.
         
         
   2. Modify an existing purchase order.
      
      
      
2. Add a Special Order Item. Click the Special Order button located at the bottom of the purchase order screen.
   
   
   
3. Enter Special Order Item Details. Fill in the required fields related to the item you’re ordering. Confirm and Price the Item.  Click OK to add the item.
   
   

   💡 Tip: If you want all special order items to be categorized consistently, create a new category first under Configurations > Item Configurations > Item Categories.

   
    
4. Enter the quantity and purchase price for the item.
   
   
5.  Review the Item in the PO. The item has now been added to the PO line. You’ll notice the key starts with SpcOrd-XXXX.
   
   
   
6. Apply and Finalize the PO. Click the Apply button in the bottom-right of the screen. The line on the PO will turn green to confirm the order. In the upper right corner, you’ll see a purchase order number and order date. Press OK to exit.
   
   
   
7. Check the Open Tab. The item now appears under the Open tab on the main Purchase Order screen.
   
   
   

Optional: Create as a Header Item

If you want to create the special item as a Header record, do the following:

1. Change the key to remove SpclOrd.
2. Check the box labeled Create as Header in the lower-left corner.

Receive the Purchase Order

1. Locate the Open PO. From the Main Purchase Order screen:
   1. Go to the Open tab.
   2. Right-click the PO you want to receive.
      
      
      
2. Receive Items
   1. Click "Receive Items from PO" from the menu.
      
   2. If you're receiving all items, click Yes on the "Automatically receive all items" prompt. If not, click No and enter quantities manually.
      
      
      
3. Finalize the Receiving Process
   1. Click Apply. Note: The line will turn red to indicate the item has been received.
   2. Click OK to complete.
      
      
4. Verify Inventory
   1. To find the item in inventory (File Maintenance), search by either: The Key #, or The Part #.
      

Special Order from Purchase Order

Allows you to create a special order item from within the purchase order.

From the Purchase order main screen, you can either create a new purchase order or modify an existing purchase order.

1. From Tools, select New Purchase order. The vendor Lookup screen will appear
2. Enter in the Vendor information.
   
    
3. Select the Special Order button at the bottom of the purchase order.

4. Enter your information into each field as it relates to the special ordered item.

* Note: if you would like all your special order items to fall under the same category. It is recommended you first create a new category under Configurations>Item Configurations>Item Categories.

5. Select OK

6. Enter the quantity you would like to order

7. Enter the purchase price of the item

8. The item will be added to the purchase order line. The key will start with the SpcOrd- XXXX number.

9. Select the Apply button located in the bottom right corner of the Purchase Order

* Note: the entire line on the purchase order turned green. this is confirming the order. In the upper right corner, a purchase order number has been assigned along with the order date.

10. The item will now show under the open tab on the main purchase order screen.

Additional Note Regarding Create as Header Option:
Changing the Key of the Special Order Part to anything that does not contain “SpclOrd” will enable the new item to be created as a header, by checking the box in the lower left corner.
Checking this box will create the new item as a Header record.
*Note:  This option is only available in multi-store environments.

Receiving the Purchase Order

1. From the Main Purchase Order screen, under the Open tab, right-click on the purchase order.

2. Select receive items from the Purchase Order.

3. If you are receiving "all items" then select yes from the prompted screen.

4. If no, select no and you can manually enter in the quantities.

5. Once done, select "Apply". *Note: you will see the line on the purchase order will change to red.

6. Select OK, the purchase order will be added to your inventory. You can look up the item by either the key # or the part #.