Create special orders and requests

Out of stock, uncommon, and new products require special requests. The following procedure describes how to place a special request order with the vendor.

Create a special order

1. Create a new Sales Order as described in Create a sales order.
2. Along the left side of the page, click the Header tab.
3. From the P/O Type list, choose Special P/O.
4. Choose the vendor from whom you will procure the order:

   

   1. Click the Detail tab along the left side of the page, and add products as described in Create a sales order.

      Optionally, you may create a product on-the-fly using Fast Product:  See Create special orders and requests

      Right-click the product and select the Procurement option or click the Procurement tab,
   2. Confirm the Vendor from which the product is being ordered or choose a new one.
5. Click Save.

   The Purchase Order is created.

6. You can now send the purchase order:
   • On the Final page, click Send. Depending on your access level, you may have options to print, email, or fax.

     

Create a special request

1. Create a new Sales Order as described in Create a sales order.

2. Click the Detail tab along the left side of the page, and add products as described in Create a sales order.

3. Right-click the product and select the Procurement option or click the Procurement tab.
4. From the P/O Type list, choose Requesting P/O.

   

   Out of stock items will automatically back order. A message "Purchase Order Requested" will appear beneath the item.

   Note: This is a system setting in the company master for backordered items to automatically be purchased.

5. To add notes for the purchasing department, right-click on the product and select Internal Comments.

   

6. Click Save. The Purchase Order is created.

7. The item will appear in the Special Purchase Requisitions or Projected Purchase Order screens to purchase.

Note: You may select a PO type on the Header level of a Sales Order, as well as on the line level. If you specify at the line item level, and then change the PO Type on the header, the line items will retain their original setting until you manually change it there as well.

Transfer items from warehouses

Transferring items from one or multiple warehouses to fulfill an order can be done all in one step from the sales order entry screen. Enter your on the fly warehouse transfers by while entering your sales order to link the order to the transfer and give it higher priority in backorder release by following the steps below.

1. Once you have created an order, highlight the item you need to transfer and click on the Procurement tab.

2. Click the P/O Type dropdown and select Stock Transfer.
   

   • You can opt to ship the product directly from the other warehouse rather than wait for a transfer by selecting the warehouse in Shipping Whse field.

   • Additionally, you can add a promise date if you need this fulfilled by a certain day.

3. Click Add Stock Transfer to transfer the product from another warehouse.
   

   • Enter the transfer from warehouse and the quantity you would like to transfer to your shipping warehouse. repeat this step until you have generated a transfer request for all items you wish to receive.

4. Click on the comments box to enter any information related to this transfer, this will print as a special instruction on the stock transfer.

   • The status is system generated and will update as the stock transfer moves through the fulfilment process.

5. Once you Save your order your system will do one of the following depending on the Company Master setting: "Generate Requested Stock Transfers when saving Sales Orders (Y/N/(P)rint".

   • Set to "Y" or "Print": The stock transfer will be created and generated for your transfer from warehouse(s). User must have appropriate user access for Stock Transfer Entry.  If set to "P" then will create transfer and automatically print.
     

     Note: Be sure to enter the receiving for the transfer so that you can ship the items for the Sales Order. See Receive stock into your warehouse from a transfer.

   • Set to "N": Then a transfer will be created through the Stock Transfer screen as outlined in Create. view, and edit requests to transfer stock between warehouses.

     • If you are using Automated Warehouse Replenishment to manage your inventory, the products will automatically be included on the next Stock Transfer Entry for the warehouse.

     • Inform ERP creates the Stock Transfer request and displays it on the Final tab under Linked Orders.