IVSO - Make a Special Order

1. You may create a special order by typing in IVSO or if you are in the point of sale by pressing <F7> then <F4>. Enter for the control number (it will be assigned). Enter the item number, you may look up in your inventory files by pressing <F1>, or you may look up in BSMGR data base by pressing <F2>. If it is in your inventory or on the data base, the information will be brought over to the special order by pressing <F1> to order. The BSMGR data base will tell you if you have the item on your inventory and if you have any in stock. It will also tell you the primary publisher and the distributors from whom it is available.

2. Enter the quantity needed.

3. Put in the customer’s telephone #. If it is found on your mailing list, the information will be transferred by pressing <Enter>. If customer is not on your mailing list you may put on and the information will be transferred to the special order when you (S)ave the mailing list name.

4. At the PO number field you may press F1 to see if this item is on order. If it is on order and is for stock, you may attach the special order to the PO by pressing <Enter>.

5. The employee should enter his/her initials.

6. You may specify if this is a RUSH order. Entering Y here will put a RUSH on the item when you look up the special orders not on order. (IVSI #4)

7. You will need to put a Y on committed if the item is spoken for. You may put N if the item is for stock only. If you do not put a Y here the order will not have an asterisk by the item number on the purchase order and will not print out a special order to tell the receiving person that it is a special order to be pulled.

8. If the item is paid for, enter a Y. It is a good idea to put the amount paid in the special information.

9. In the special information box enter any information that would be helpful: If paid, amount paid, if the item needs to be mailed, postage paid, charged to a credit card, mailed to a different address, time to call, etc.

10. Be sure and Save the information.

11. If the special order is not generated on a purchase order or is not attached to a purchase order, it will not merge properly. When an item is canceled, a C will be entered in the status code on the special order and the item will be reordered the next time an order is made to that particular vendor, or can be picked up on a distributor order if the number of the distributor is entered as one of the vendors.

12. When the item is received, an R will be entered in the status code of the special order. You may manually enter a P on the status code when the item is picked up.

Note: You may delete received special orders. You may want to print the special order file to see what items you have been special ordering so you can decide if you want to stock the item. Using IVSP and choosing #1 All items, will give you the option of printing just the items you have special ordered more than one time.