The 'official' way to handle special orders is to choose "Special Orders" from the sales menu.
(See the second section below for an Alternative Method)
This prompts you to record a purchase order which creates a new sku number.
Then the special order screen prompts you for the sales ticket information
such as the sale number and the customer name.
The newly created item will be copied to the sales screen and you will be
prompted for a deposit like a layaway.
At this moment the inventory levels of this new item would appear as
minus-one in stock and plus-one on layaway (for a total of zero on the
When the merchandise arrives you need to check it in by choosing "received
from a purchase order" from the inventory menu.
This would increase the in-stock quantity from minus-one to zero.
Then you need to finalize the sale when the customer picks it up and accept
the final payment. Even if the customer pre-paid the full amount you need
to edit the sale and at the end specify that the sale is finalized.
* If you end up with many small purchase orders for a vendor you may
want to CONSOLIDATE them into one larger purchase order. This becomes
important if you receive a shipment from your supplier which contains
items from different purchase orders. To consolidate purchase order
choose option 2,1,C from the Main Menu.
Alternative Method for Entering Special Orders
1) Using the Enter/Edit Major Class Codes Feature (choice 8,3,1)
Create a major class code called Special Orders. THIS IS A
SERVICE/REPAIR CATEGORY so use an appropriate number in the SERVICE/
REPAIR CATEGORY sequence eg: 920. Enter a class code equivalent in
letters as SO. Make sure that the IN THIS CLASS CHARGE STATE TAX
question is answered with Y. Make sure the Repair Category is 1.
When completed the message: A DUMMY SKU NUMBER SO-00001 HAS BEEN
CREATED FOR SPECIAL ORDERS will appear.
2) Make a LAYAWAY SALE. When prompted for a sku number, type in:
SO-00001. Enter a retail price and change the description.
2b) When you get to the payment type screen (credit card, cash, chec,
credit slip) there's also a line for Sale Type. Change the type
to Special Order. This isn't always necessary but is important if
you receive full payment because if you leave it as Layaway the sale
is finalized when you receive full payment. Furthermore, if you change
it to Special Order you can get a report of just special order sales
from the "Layaway Statements & Reports" option 6,2,7 from the Main Menu.
2c) Print the customer a receipt.
3) Call the vendor and order the item. MAKE SURE TO TELL THE
VENDOR TO REFERENCE YOUR SALE NUMBER AS YOUR PURCHASE ORDER
4) While waiting for the special order item to be delivered, you
can run a Itemized Sales Report (choice 6,2,3). Make sure that
the INCLUDE LAYAWAY ITEMS choice reads INCLUDE. For Major Class
codes type in 920 to 920.
Any items that show on this report are PENDING (not delivered)
You can also run a 6,2,7 layaway special order report - where you
can select JUST special orders on option 1. unlike the 6,2,3 report
which shows just the details on the items, this 6,2,7 report gives
you more information on the customer.
5) When the item arrives, receive it as any other item using the
Receive Without a purchase Order (choice 2,3) feature. Note the
sku number assigned.
6) Edit the original sale using the Edit a Sale (choice 1,5)
feature. Remember you referenced the PO NUMBER as your sale
number so it should be easy to find.
7) Remove the SO-00001 item from the sale by EDITING the line and
typing 0 in the quantity.
8) Enter the sku number assigned in step 5.
9) Call the customer and tell them to come pick up the item.