If you get a special order for an item that has already been ordered on a stock order, you can merge that special order into the stock order so those items can be allocated to the sale!
You will want to make sure that there is a part purchase plan for the special order part.
If you go to the To Be Ordered board, you will now see a merge button next to that item's line and a blue branch icon next to the item's number that indicates it can be merged.
Clicking merge will show a pop-up that allows you to select from a list of valid POs for merging.
After selecting the PO to merge with and clicking Save, you will be taken to the purchase order. From here you will now see that the item purchase is linked to the sales order.
Note: If there are fewer items being special ordered than were ordered for stock, the system will recognize this and will mark the excess items as an over-receive to put them into stock.
Types of Part Purchases
There are two types of part purchases.
Stock OrderStock order brings parts are high demand pieces that the store needs to keep QOH of so that there is no wait for the customer to come in and buy! When these parts are received, they go straight into QOH.
Special OrderSpecial Order items are created when a customer orders parts or items that are not in stock. When the purchase order is received for these items, they are directly and only allocated to the sales order that the purchase order was created on. You will not see these items show up in the QOH unless the sales order that items were ordered on is deleted, then those items will go into QOH.
Statuses of Part Purchase Orders
New: This is a new purchase order.
Ordered: This is a purchase order that has been ordered.
Partial: This is a purchase order that has not yet received all of the items ordered.
Received: This is a purchase order that has received all items but has not been closed.
Closed: This is the final status of a purchase order.
From the purchase order click the Actions dropdown and select Extract Item
Select the items you want to remove and click the Extract Item button.
Once the items are extracted, they will be back on the to-be-ordered board.
Go to the purchase order you wish to reopen.
Click into the voucher that has the issue or needs a change.
Click the Actions drop-down in the upper right and select reopen.
Note: If the voucher goes into a Reversing status, you will have to contact your accountant to process the reversal.
The voucher will now be in a Received status and can be edited or deleted!
When on a purchase order, you will see a bug icon just to the right of the item number. When you click on this, a pop-up box will appear where you can select a part exception. Part exceptions can be created and deleted within the admin editors.
Here are the defaults that you will have:
Back Order: The part is back-ordered and will show that information on the item within the purchase order.
Discontinued: The part has been discontinued by the vendor. This will set the quantity on the purchase order and invoice to 0.
Substitution: The original part ordered has been superseded. This will allow you to take the supersed part and replace the old part on the purchase order and on the sales orders.
MinQtyOverride: There is a minimum amount to be ordered of the item and the current order qty is less than the minimum. This will update the item's package quantity and if the part is a special order, update the quantity on the sales order.
MinQtyStop: There is a minimum order quantity for the item but the quantity ordered is less than the minimum. This will set the order quantity on the purchase order to 0.
Administrative: This stops the order of the item due to administrative reasons. The item's order quantity on the purchase order will be set to 0.
There are two ways that a part purchase order can be created!
From the item dashboard
Go to a items' dashboard.
Click "Order Item" in the upper right.
A pop-up will appear that will allow you to but the quantity to be ordered.
After you click plan order, the item will be pending approval to be ordered.
From the Point of Sale
When adding an item to a sales order, a check is done to see if there are any QOH.
If there is not, after the point of sale is sent out of draft status, a purchase plan will be created for the parts that are needed.
Creating a Large Stock Order
Got to the vendor's dashboard that you wish to create the stock order for.
Click actions in the upper right, then select Create Item Order.
Please check out our video on how to navigate and use the stock order page!
Ordering Parts from a Purchase Plan
After the purchase plan has been created, it will be in the purchasing tab on the navigation bar under part, to be ordered.
From here you can select the parts to be put on the purchase order and the shipping type for them can be selected.
Navigate to the items vendor dashboard that you wish to return.
Click the Actions tab then Create Return.
From this pop-up, you choose the location that is returning the items.
Check either Prefill with recommended return quantities based on consumption trends or Filter list down to items with an inventory history.
Click Select Items.
From here you can enter the quantity you'll be returning under the Qty column.
Select the shipping type then click Create.
After clicking Create you will be taken to the created Return of Goods order.