Special Order Modifications

From this screen, the user has the ability to make and changes to an existing Special Order analysis that was already run from the Special Order Analysis menu and not finalized yet. This is also from this screen that the user will be able to create a Purchase Order from the Special Order analysis. Therefore, this screen is a required step if the purpose of this process is to generate a final P.O. that will be send to the vendor.

Reference: When the user ran the analysis from the Special Order Analysis menu, the user will either already gave a reference number to the Special Order analysis, or let the system generate a reference automatically. From this field, this is where the user can either type in the reference of the analysis that needs to be modified / finalized - or press F1.

By Pressing F1 - this will open the search window that will give the ability to the user to look for a reference number if he does not remember the original reference of the Special Order analysis. By pressing enter, the system will display the list of all outstanding Special Order Analysis that were not finalized yet. From this screen, the user is able to recall an analysis on the main screen by double clicking on the reference number.

Show zero products: If checked, the system will show all products that can be ordered from the selected vendors - even if there is no suggested quantity to be order by the system.

The system will always show originally the result of the analysis based on all previous criteria selected from the Special Order Analysis menu. The system will then display all items with a suggested quantity to be order. By clicking on Show zero products, the system will display all other possible items that can be order to the selected vendor. This can help the user to take any decision related to what should or should not be ordered.

Show overstock: Overstock items represent all product that already have a Quantity on hand greater than the maximum stock level. These items will never show on the original result of the analysis because they are already overstock. By clicking on this option, the system will display as well all items that are already overstock with ordering information (such as sales history, min/max/order point information, Quantity on Hand, etc.).

This function was designed to help the user to take decision regarding the overstock item and avoid any losses. i.e: On a multi-store company, based on this information the user could decide to ship the overstock from Store #1 to Store #2 instead of ordering new item for the Store #2 that is out of stock.

Totals by Vendor:

The bottom menu on this screen will first present the total amount ($) that is suggested to be order by vendor. To be able to display all items that are suggested to be order for each individual vendor, the user will need to double click on a specific vendor.

This will breakdown the list of all products that should be order on the upper menu:

From this menu - the user has the ability to review each item one at a time and make any modifications needed. To be able to make a modification on a specific item, the user will need to be positioned on the item by clicking on it - this will highlighted the selected item - then press F3 (Modify).

The user has the ability to do the following modification:

          - Change the vendor: By clicking on the vendor field, the user can either manually type the new vendor number, or press F1 to open the search window. Once the vendor is changed, this will update the total by vendor on the bottom menu;

          - Change the number of unit to be order: By clicking on the To Order field. The user will be able to manually override the number of items to be ordered. This will automatically update the total cost to be order, and update as well the total by vendor on the bottom menu.

          - Warehouse: If this is a multi-store company, and the Special Order analysis was run for more than one warehouse, the warehouse can be manually change. The warehouse number enter on that field will defined in which store the Purchase Order will be created and should be ship to.

          - Delete a product: If the user decide that the item should not be order at all, the user can completely delete the item from the Special Order analysis. To do so, the user needs to click on the selected item, and click on Delete Product on the bottom right hand side of the screen. This will automatically update the total cost to be order, and update as well the total by vendor on the bottom menu.

          - Delete a vendor: If the Special Order analysis was run for multiple vendor, and the user decides that he does not want to finalize the analysis on a Purchase Order for one or multiple vendor - from the bottom menu that gives the Totals by vendor, the user can highlighted the selected vendor and click on Delete vendor on the bottom right hand side of the screen. This will remove from the analysis all product with a suggested quantity to be order from this particular vendor.

Finalize the Special Order analysis

Once everything has be reviewed and modified - the user can:

          - Print a Report:

          The report can either be print as a PDF file, or a Grid. It will display the updated analysis with all modifications done. The report will present the following information:

          This report helps the user to have an overview of the Purchase Order that will be create after all modifications and decided if the analysis can be finalize as a Purchase Order, or need further modifications.

          - Prepare Orders:

          This will generate a Purchase Order number that can be recall from the Purchase Order Entry. The Purchase Order that will be generated will be based on the last analysis modified and saved.  If any other           modifications need to be done, they can be done directly from the Purchase Order Entry by recalling the P.O. number generate from this screen - as long as the Purchase Order was not received in the system,           modifications are allowed.

          Please note that if the user decides to send the Purchase Order - he will need to open the Purchase Order from the Purchase Order entry than finalize the Purchase Order so it is send by email or fax depending on what is set up from the Vendor Maintenance. This is not something that can be done directly from this menu.