Special Orders (Just in Time)
From a Sales Order, automate the purchase of just in time (JIT) Items you don't normally stock.

Special Orders - need to know

Special orders result from Purchase Orders initiated by an incoming Sales Order. Your Supplier ships the products directly to you. You then ship the products to your Customer and then send them your invoice. Your Supplier sends you their invoice. The system can execute and track this entire process.
These types of Items can be set to trigger special orders:
  • Stock
  • Assembly Items
  • Non-stock
  • Service
  • Charge

Set Item to default to Special Order

On the Purchasing/Costs tab of each Item there you can set the default behavior of each Item to special order.
Default Order Type
Standard
Drop Shipped
Special Order
When you add an Item set to Special Order on the Line Item table of a Sales Order or Sales Quote the letter ‘S’ wil be displayed to the left of the Item Code. See 'Indicators'.

Set Special Order Item default Supplier

Preferred Supplier(s) can be stored on the ‘Preferred Supplier’ table on the ‘Purchasing/Costs’ tab on the Item Master. This table stores:
Supplier
A Supplier from your Suppliers List
Item Code
The Supplier’s part / SKU code. This code will appear on the Purchasing Documents.
Description
Unit Cost
The last cost. Manually entered.
Stock
Suppliers last known stock level
Minimum Order Quantity
The supplier’s threshold.
Average Lead Time
In days
Use on Docs
Use this data on Purchase Documents
Default
The default preferred supplier.

Change Item to Special Order, or a different Supplier

You can access and manipulate the preferred supplier from the Action ‘Preferred Suppliers’ on the Sales Quote and Sales Order Documents. This is useful if you need to Special Order a Standard Item (one you don’t normally Special Order.

When the Document is not in Edit mode

When you click the ‘Preferred Supplier’ Action, a modal (popup) window will appear:
Preferred Suppliers
Item
Supplier
▢ DS
▢ SO
ABC123
ABC Supplies
DEF345
DEF Supplies
🗹
In the above example the Document has two line Items in the Line Item table. DEF345 is set to Special Order. The Preferred Suppliers for the Items are displayed as View only.

When the Document is in Edit mode

You can select and change the Item preferred supplier
Preferred Suppliers
Item
Supplier
▢ DS
▢ SO
ABC123
Preferred Suppliers
ABC Supplies
Available Suppliers
DEF Supplies
GHI Supplies
DEF345
Preferred Suppliers
Item
Supplier
▢ DS
▢ SO
ABC123
ABC Supplies
DEF345
DEF Supplies
🗹
You can select and change the Item ‘Default Order Type’ . In the above example Item DEF345 is set to Special Order.

Set preferred suppliers costs on Sales Orders for Dropship and Special Order

Sales>Sales Order>Configure>Dropship/Special Order
The purpose of this control is to determine where the unit cost is derived and applied from, specifically:
  • the unit cost specified on the preferred supplier table located on the Purchasing tab of the respective Item Master.
  • the arbitrary cost on the Sales Order. A typical use case is where you are brokering the sale of an Item. You agree on a cost with the supplier, back to back with agreeing on a cost with the end customer.
  • the unit cost specified by you on the respective Item Master

List and Create Special Orders in bulk from the Sales Order List

Special Orders are used to order Items to be shipped to you and then shipped onward to the customer.
  • List Special Orders (Action>Special Orders)
  • List Special Orders (No PO) (Action>Special Orders)
  • Create Special Orders (Action>Special Orders)
  • Create Invoices (Bill/Purchase Invoice received) from the selected Orders (Action>Special Orders)
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Special Orders - need to know
Set Item to default to Special Order
Set Special Order Item default Supplier
Change Item to Special Order, or a different Supplier
Set preferred suppliers costs on Sales Orders for Dropship and Special Order
List and Create Special Orders in bulk from the Sales Order List