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SPEC_ORD

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SPEC_ORD

 

SPECIAL ORDERS

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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

premises)

 

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

NUMBER.

 

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)

SPECIAL ORDERS.

 

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.