How To: Creating a Special Order (SO)

Overview

This tutorial describes how to enter a Special Order, which is used to sell items that are not currently set up in the Inventory Master File.

Video

Tip: Use the controls on the video player to watch in Full Screen mode, adjust the quality, or watch on YouTube.

Step-by-Step

Scenario: A customer comes in and selects several pieces of merchandise which they wish to have delivered in the next couple of weeks. However, your store does not stock these items.

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  1. Select ‘SO–Special Order’ from the ‘Type of Sale’ drop-down menu.

  1. Enter the ID for the salesperson receiving commission for the sale in the Salesperson #1 field.
    • If two salespeople are involved in the transaction, enter the second salesperson’s number in the Salesperson #2 field along with their commission percentage in the % field.

  1. Enter the customer’s desired delivery date in the field or select it from the calendar. If the Centralized Delivery application is licensed, the system will allow you to schedule the actual route at the end of transaction entry process. If the customer wants to wait to select a delivery date, enter a dummy value like 999999. To avoid committing the inventory, enter a “?” in this field.

  1. In the ‘BillTo#’ field, enter the customer number. If the entered number is on file, the customer’s information will populate the fields on the tab.
    • To search for the customer number, click the ‘Search’ button.
    • The Ship To information is assumed to be the same as the Bill To information. If is different, uncheck the ‘Ship To same as Bill To’ box and enter the Ship To information.

  1. Click the ‘Detail’ tab.

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  1. Enter the item number for Special Order in the Item Number field.

  1. After entering the special order item number, you can press Tab, press Enter or click the mouse in a different field and the Order Amounts box appears. This is where you enter the information about the item you are ordering.

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  1. In the ‘Description’ field, enter a description for the item.

  1. Select the ‘Brand’ and ‘Product Type’ for the item from the drop-down menu.

  1. Select a ‘Serial Number’ Type.
    1. Select ‘N-Non Serial’ if no serial number is required for the item.
    2. Select ‘A-Track at Sale’ to designate this item as an A-Flag serial number item.
    3. Select ‘B-Track from Receipt’ to designate this item as a B-Flag serial number item.

  1. If the item has a Manufacturer’s Warranty, select it from the ‘Warranty Code’ drop-down menu.
    • Warranties must be set up in Warranty Code Maintenance (02-18-08-01 or 06-02-01)

  1. In the ‘Each Price’ field, enter the price of the item.

  1. In the ‘Unit Cost’ field, enter the Unit Cost of the item.
    NOTE: This field does not appear if you are working on a POS terminal.

  1. Click ‘OK.’

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  1. The item information appears on the Detail tab. Verify that Quantity, Pickup Location and Pricing information is correct.

  1. Click ‘Accept.’

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  1. The item appears at the bottom of the screen.

  1. Repeat steps 6-16 until all items are added to the transaction.

  1. Click ‘Done’ to move to the Tender Entry box to enter payment information.

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  1. In the Tender Entry box, select the Payment Type from the drop-down list.

  1. Accept or modify the amount.

  1. Enter the required information for the payment type.

  1. Click Accept and the payment appears in the register. For more information on the Tender Entry Box, see the “Using the Tender Entry Box” section of this document.

  1. When you finish entering all payment information, click ‘Done.’

  1. If you have the Centralized Delivery application licensed, the Centralized Delivery Scheduler appears. Please refer to your company’s delivery procedures to complete this part of the transaction.

    If Centralized Delivery is not licensed, go to the next step in this tutorial.

  1. Depending on how your Invoice Preferences (02-18-01, Field 8) are set up, one of the following now occurs:
    • The invoice is automatically printed
    • Invoice print is automatically skipped
    • You can choose to print or not print the invoice
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