Spl Or #
For a new special order, press <Enter> and a number will automatically be
assigned to this special order.
To review an existing special order, enter its number in the "Spl Or #"
field.
You may select the "Dup Prev"
command button to duplicate the previous order. This allows you to enter another
special order for the same person by just entering a different item number.
Branch
Used by Multi-stores.
Phone
The area code defaults to what is set up in SYS, Config File, Change Misc.
Configurations, number 5001, "Default
Area Code on Mailing List." You may override the default area code, by entering
the customer’s correct phone number and pressing <Enter>. "Mail List
Lookup" will be displayed with the name, or names, corresponding with that phone
number. Highlight the correct name (if more than one), and choose Select to
transfer the mailing list information to the special order.
If the telephone number is not found on the mailing list, the mailing list maintenance
screen will be displayed for you to add the customer to the mailing list. After
selecting Options=F5 to Save, the information will be transferred to the
special order.
F6=DupName
<F6> allows you to duplicate the last customer's special order
name/address information.
Item
Enter the item number. If you do not know the item number, you may press <F3> to
lookup in IVI ("Inventory Inquiry") or IVDI ("Database Inquiry").
If you have added your inventory to the database, you may see if you carry the item and
if you have any on hand. If the item is found, select Order=F6 to order, and the information
will transfer to your special order.
If the item entered is on your inventory and is on hand and/or on
order, a window will be displayed showing the quantity on hand and the quantity available
on previous order(s). To check to see if the items on order are spoken for, press
<F3> when the cursor is in the "PO
#" field to locate items on a P.O. (IVN).
If the items on order are for stock, and not for other special orders,
you may attach the special order to the P.O. by highlighting the P.O. and selecting Allocate=F5
to tag for this special order. The "PO #" will be filled in on the special
order and the "Status Code"
field will show "On Order," denoting the item is on order. You will need
to print the order (Select Local
Print, if at the Point of Sale) and attach the printout to the P.O. so, when the item
comes in, it will be pulled for the special order.
If the item is not on file in your inventory or on the data base, you will need to
enter the title, author, publisher, price, and quantity wanted. (This will not add
this item to your inventory.)
Quantity
Enter the quantity to order, or press <Enter> to default to one (1).
PO #
If you press <F3> at this field, you will activate the IVN ("Locate an Item on a P.O.")
program. This allows you to locate all of the purchase orders which contain this
particular item. If the item is on order, you may attach the special order to that
purchase order by highlighting the P.O. and selecting Allocate=F5 to tag. To
print the special order, if at the Point of Sale, select Local Print. Then when you
select OK to return to the Point of Sale, the special order will print on your
receipt printer. Attach this printout to the order so the item will be pulled for
your customer.
If the item is not on order at the time the special order is made, the PO number will
be filled in when the item is ordered.
Ven 1
This information will transfer from the inventory file or the database if the item is
found, or you may enter the number of the primary vendor you will order the item from.
If you do not know the vendor number, press <F3> to look up.
Ven 2 and 3
Vendors #2 and #3 will default according to what you have set up in SYS, Config File,
Change Misc. Configurations, numbers 2012
and 2013.
Need By
This field can be used if a customer needs an item by a certain date.
Deposit
The deposit amount rung up at POS will automatically be entered in this
field.
Initials
Enter the initials of the person taking the special order.
Date Taken
The date the order is put on the computer will be automatically entered.
Name
Customer's name will automatically be entered when tied to the mailing list.
Barcode
If the item is found in IVM or the database, this field will automatically be entered when the item
number is entered.
Title
The title will transfer from the inventory file or the database if the item is found,
or you may enter the title/description of the item.
Author
The author/artist will transfer from the inventory file or the database if the item is
found, or you may enter this information.
Price
The price will transfer from the inventory file or the database, or you may enter the
price. The amount that is entered here will be printed on the order.
Postage
Enter
the amount to be charged for postage and handling. This amount will be rung up in POS on the department specified by
SYS Config. # 4056 (Dept. for
Postage and Handling on Spl Orders)
Units/Pkg:
Will default to one (1) to a package. If the item is ordered by the package,
enter the number of items in the package. If the quantity amount is the same as the
number of items in the package, it will order one package.
Binding
The
binding code will transfer from the inventory file or the database if the
item is found, or you may enter this information.
Publisher
The publisher will transfer from the inventory file or the database if the item is
found, or you may enter the publisher of the item.
CPC Code
This
field shows the Christian product category (CPC) codes. (You may see the CPC
category codes at
the ECPA web site [www.ecpa.org], Product Categories page, and the CMTA codes
at the CMTA web site [www.cmta.com], Music Codes page.)
Date Rec.
The date the purchase order is processed/merged through the IVPR ("Receive/Cancel Orders.") program
will be entered here.
Picked Up
When the special order item is rung up at POS, the picked-up date will automatically be
entered in this field at the end of the POS transaction.
Status Code
The status code, "Not Yet Ordered," will be entered when the special order is
saved, until the item is ordered. The status code, "On Order," will be
entered when the item has been ordered.
When the order is processed through IVPR, the
status code will automatically be changed to one of the following:
- Reorder
- Received
- Picked Up
- On Hold
- Back Ordered
- Unavailable
- NYP (Not yet printed.)
- Shelved (Returned to the floor.)
- Reserved (Will Call)
- Shipped (Drop shipped)
- Stock Check Order (On hold with vendor.)
Note:
When
an item status is changed to “Shelved” using the IVSO program, the
system will ask if you want to record on the customers mailing list
record (MLM) the fact that the
customer did not pick up the special order.
This will warn you regarding future special orders by this
customer.
Note:
When
a customer calls to put an item that you have in stock on hold, you can
now make a special order and use a special Status, "Reserved."
By setting the Status to “Reserved,” the item will
automatically be taken out of On Hand
and added to Will Call in the
inventory file.
This is assuming you are using the Will Call routine as set up in
SYS Config #2083.
If an item has been ordered and canceled, the number of times the item has been ordered
and canceled will be shown. This will only be reflected on items that are canceled
through IVPR. IVSP ("Special Order
Print"), for items not on order, will show the number of times the item has been
canceled.
You may manually choose "On Hold" in the status code to put the special order
on hold. It will not be ordered until the on-hold status is taken off.
Special Information
Enter any information that you would deem necessary.
Example: Mail to customer.
$15.63 paid, including
postage.
Committed
Default is a check mark in the check box. The computer will assume this
is a special order unless the check box is blank. The benefit of leaving this field blank
would be to allow stock orders to be made. Items would be added to the next order without
being marked as items set aside for a particular customer. If the special order is
for a particular customer, it MUST be committed. If the item isn’t committed,
it will not be reflected as a special order when ordered.
Paid in Full
This
field is linked with POS. The
procedure for a fully paid special order is as follows:
- Take
the Special Order.
- At
POS ring up the item by special order number.
(Example: S 123456)
POS will automatically check the “Paid in Full” check box.
- On
hand inventory counts will not be affected; however, the sales totals
will be incremented.
- Upon
receiving, BSMGR will automatically adjust the on hand amounts to
reflect the special order.
Rush
Default is a blank check box. If the item is needed in a short time, press the
space bar to check this field. When you go into IVSI
and look at items not on order, a "Y" will appear beside "RUSH."
IVSP will also show the item to be a rush item.
Drop Ship
Click
on this check box if the special order is to be shipped directly to the
customer by the vendor.
StkChk Order
(This
is part of the Stock Check Hold feature, which is being developed with
Arbor/Ingram.)
Notify by E-Mail
Sending
Special
Order notifications by E-mail requires the add-on E-Mail package
You may use the arrow keys to go to the various fields to make changes.
Options at bottom of screen
Options=F5
Options to Save the special order, Undo the entries, Delete the
special order, Print on the report printer, etc.
Cust. Info=F2
The additional customer information includes the address, city, state, zip, and mail
list identification number, all of which will be transferred when tied to the mailing
list. There is also a field for entering a work phone number, if available.
Screen 2 - Customer Info.
Local Print
Will print the special order on the receipt printer at the Point of Sale.
Dup Prev.
To duplicate previous order made. This allows you to enter another special order
for the same customer by just entering a different item number.
Exit
Exits the program.
Note:
On
backordered items from the OE (“Order
Entry”) program, a special order will be created for the backordered
items when the order is rung up at the Point of Sale, or by choosing POS/Save
or BO/Save.
OE will be entered in the “Initials” field.
The order entry number, the customer’s name, and A/R account
number (if one has been set up) will be entered in the “Special
Information” field.
If the order is to be shipped to a different name and address than
that of the one placing the order, the OE “Ship To” name and address
will appear in the “Customer” field of the special order.
Note:
Special
orders manually put on a purchase order and NOT tied to the purchase order
from the special order screen, will not merge to the special order, but
will merge to inventory.
Note:
When
deleting a received special order, if the item is in the IVM file, the
program now looks to see if any are on Will
Call, and prompts the user to indicate if they want to add the amount
of the received special order back into On
Hand and out of Will Call.
