Special Orders
- To enter a special order on the computer use the program IVSO. A special order screen will be displayed. <Enter> for the control number and it will automatically be assigned. Enter the item number. Press <F1> for inventory inquiry, or <F2> for Data Base Inquiry. If found on your inventory or in the data base, press <F1> to transfer information to special order. Make sure you have the correct publisher number in supplier #1. If not found, enter the title, author, supplier, and price manually. Enter the quantity wanted and the units per package. Enter the customer’s telephone number. If the telephone number is found on your mailing list, the customer’s name will be displayed and you may <Enter> to confirm it is the correct customer and the customer information will be transferred to the special order. If the telephone number is not found, the add screen for the mailing list will be displayed and you may enter the information for the customer, then transfer to the special order when you save. The date ordered will be automatically entered. The Purchase Number, date received, and status code will be filled in when order is made, merged, canceled, or backordered. Put in your initials, and if the special order needs to be rushed. Be sure and enter "Y" on committed. This will signify that the item/s ordered are already spoken for and will put an asterisk by the item number on the purchase order and will print a special order for the item/s when purchase order is printed. If the special order is for stock for your store, enter "N" for not committed. If the special order is prepaid, enter "Y" for paid. Enter any special information in the special information box. If the item is on your inventory, a window will tell you how many you have in stock and if the item is on order. You may attach the special order to a purchase order at the purchase order number field by pressing <F1> and highlighting PO number and pressing <Enter> to attach. (S)ave or (L)ocal print to save the information. Special Orders not attached to an order correctly will not merge correctly.
- You may enter another special order for the customer by pressing <F1>. The special order will be filled out as for the first order. You may overwrite the information that needs to be changed.
- Special orders are made for items backordered on Order Entry. The order number and account number to charge to are put in the miscellaneous field.
- To inquire about a special order, run the program IVSI. You may look up a special order by customer name, title of item, item number, or items not on order.
- Enter option 1 to look up special order by customer name. Enter the customer’s name and a list of special orders in name order will be displayed. Highlight the correct one and press <Enter> to view the order.
- Enter option 2 to look up special order by title. Enter the title and the special orders will be displayed in title order. Highlight the correct one and press <Enter> to view the order.
- Enter option 3 to look up special order by item number. Enter the item number and special orders will be displayed in item order. Highlight the correct one and press <Enter> to view the order.
- Enter option 4 and all special orders not on order will be displayed. Highlight the correct one and press <Enter> to view the order. If the item is a rush order, "RUSH" will be printed in the PO number space on the display.
IVSP - Special Order Masterfile
- To print the masterfile for special orders run the program IVSP. You may print all items that have been special ordered, or items not yet ordered.
- Enter option 1 to print all items on the special order file. You may limit the report to items that have been ordered more than once.
- Enter option 2 to print items not yet ordered. You may print all items not on order for all publishers or limit this print to all items not on order for a specific publisher.
IVSD - Delete Received Special Orders
To delete received special orders run the program IVSD. The number of months to keep received special orders on file is set up in SYStem Config File, #5, line 208. All special orders older than the number of months entered will be deleted. All special orders with a "R", "U", or "P" in the status code will be deleted.