Special Order Maintenance

From the DockMaster menu, select Inventory Maintenance > Special Orders > Maintenance

Prerequisite: Complete the Special Order Parameters from the System Administration menu.

 

The Special Order Maintenance form allows the user to create new Special Orders and apply them to either a Point of Sale ticket or Work Order Invoice. Special Order Maintenance also allows the user to modify existing Special Orders without having to re-enter the Special Order.

 

• When Special Orders is selected from the menu, a Location Code Listing will pop up. If multiple location are set up, select the desired Location from the Location Code Listing window.

• Special Order Number – Create a new Special Order by clicking the New icon or enter "N" for New. Enter in the Special Order number or press F6 to select from a List, to review or modify an existing Special Order.

• Customer ID – Enter a valid Customer ID. Required.

• Boat ID – Enter a valid Boat ID. (Optional) 

• Module – Enter the module where this Special Order originated. Choices from the dropdown menu are Point of Sale or Work Order. Some fields and options on this page will change based on the selection.

• Clerk ID/Tech ID – This field will toggle depending on whether this SO originated in Point of Sale (Clerk ID) or Work Order (Tech. ID).

• • If the Module selected is Point of Sale, Clerk ID will be displayed. This should be the Clerk who originated the Special Order

• • If the Module selected is Work Order, Technician ID will be displayed. This should be the Technician who originated the Special Order.

• Vendor ID – Enter the Vendor ID number you are ordering the part from. If you do not know the vendor number, type in the vendor’s name preceded by a backslash "\" to access a cross-reference listing, or press the F6 key or List F6 to list all Vendors. The Vendor ID field can be left blank if you are not sure who you will be ordering the part from. Once you know the Vendor ID, you can come back into the Special Order and add it. !!Important!!: If the Special Order was created through one of the available modules, the program chooses the first vendor listed in the inventory file by default. This is not necessarily the lowest priced vendor; therefore, the vendor may need to be changed. Once the Purchase Order has been created from the SO, the vendor cannot be changed. Special Orders are limited to one vendor per special order. If a customer orders two parts from different vendors, you must create two Special Orders for that customer. If the Vendor ID field was left blank and you are adding a new Vendor, a message will come up " You have change the part, do you want to recalculate part costs with this new vendor?". If you answer "Yes", you will be prompted for a cost. If the part doesn’t exist for that vendor, you will be asked if you want to add it. The new Vendor will be added to the part and can be seen through Vendor Information tab in the Inventory Maintenance screen.

• Order Number – Enter the manufacturer’s Order Number (optional). Some vendors use this number to identify all orders placed with them.

• Comments – Enter any comments pertaining to this special order, which may describe any special conditions given by the customer, or provide instructions given by the vendor.

• Ordered Date – The Ordered date will default when a Purchase Order is created from the Special Order.

• Entered Date – Enter the Date of the Special Order or accept the default of the current system date.

• Promised Date – Enter the Promised Date of the special order. (Optional) This should be the expected delivery date of the order. This field is used more for reporting purposes.

• Deposit – If a Special Order Deposit exists for a Special Order that was received from either Point of Sale or Cash Receipts, the amount of the deposit will be displayed in this field. This is a "Display Only" field. No accounting takes place and the field cannot be changed at any time. Note: If this is a Special Order created in the Special Order Maintenance form, the deposit field will be blank. Deposits should be taken via Point of Sale or through Cash Receipts in Accounts Receivable. If the special order is initiated through Point of Sale, the deposit cannot be maintained through this form.

• Applied – The amount of the Special Order Deposit that was applied against the sale of the part. System defaults the amount.

• Refunded – The amount of the Special Order Deposit that was refunded. System defaults the amount.

• Purchase Order Number – The PO number will default to the Purchase Order Number created from the Special Order Maintenance form.

--Assign to Ticket--

When the Module is assigned to Point of Sale, the Assign to Ticket ID displays in the middle of the screen.

• Document ID – The Document ID will default from the assignment given from the Point of Sale ticket. Information on the ticket including part number, description, quantity ordered, price and extension will appear in the grid below.

 

--Work Order--

When the DockMaster Module assignment is Work Order, the Work Order ID displays in the middle of the screen. See image below:

• Work Order ID – The Work Order ID will default from the assignment given on the part from the Special Order Part entry screen. Note: Parts added to this special order will be assigned to the Work Order specified in this field.

• When adding a new Special Order, enter the Work Order Id or press the F6 Key or List F6 from the Command Panel for a listing of work orders for the customer assigned to this special order.

• Options become available in the Command Panel when you click in the part number field. A part can be added (F6), deleted (F7) or assigned to a Work Order (F8).

 

 

Adding a Special Ordered Part

• To add a Special Ordered Part, click in the Part Number grid.

• If the part is already on file, select Add Part F6 from the Command Panel or press the F6 Key.

• If the part is not on file and you want to add it, select the Inventory Maint. Hyperlink from the Command Panel. 

• Part Number – Enter the part number that will be included in this special order. If you do not know the part number, press the F6 Key or List F6 from the Command Panel. Type a backslash "\" followed by a portion of the number or a key word to access a cross-reference list.

The entry of a part that is not on file will prompt the user with the following message: "This part is not on file. Do you want to create it?"

Answer Yes and the Inventory Maintenance screen will pop up allowing you to enter in information in order to place the part on Special Order. The vendor assigned on the SO Maintenance information screen will default. You will be returned to the Special Order Part Entry window when you have saved the part information.

Answer No and the part is not added to the special order.

• Part Description – Part Description will default from the Inventory File.

• Order Quantity – Enter the amount you want to special order of the part. Default will be 1.

• Price – The price will default from the Inventory File. This can be modified if necessary. The new price will not affect the price on the Inventory File.

• Extension – The Extension will default based on the order quantity and price.

• Work Order – If you want to assign this part to a work order, enter the work order id. If you do not know the work order id, press the F6 Key or List F6 from the Special Order Part Entry Command Panel.

• Opcode – Enter the Opcode the part is assigned to on the work order. If you do not know the opcode id, press the F6 Key or List F6 from the Special Order Part Entry Command Panel.

• Technician – Enter the technician id pulling/assigning the part. If you do not know the technician id, press the F6 Key or List F6 from the Special Order Part Entry Command Panel.

• Press the Save button from the Command Panel when finished entering in the part information. The part information will clear and you can enter the next part number if necessary.

 

Special Orders Parts Grid

While in the Parts Grid, you have the following options:

• Add Part F6 – To add a new part, press the F6 Key or Add Part F6 from the Command Panel.

• Delete Part F7 – To delete a part from being special ordered, press the F7 Key or Delete Part F7 from the Command Panel.

• Details/Assign WO F8 – To review details about the part or assign a work order to the part, press the F8 Key or Details/Assign WO F8 from the Command Panel.

 

Special Order Command Panel

• Closing a Line – Any remaining parts on a special order can be closed by checking the Closed box corresponding to the part in the grid. Closing a line item on the SO does not close a line item on a purchase order.

• Closing a Special Order – The Close SO button on the Command Panel will close any remaining open items on a Special Order. However, you must also close any purchase orders attached to this special order manually through Enter Purchase Orders.

• Delete a Special Order – You may delete a Special Order prior to receiving parts but not afterwards by pressing the Delete button from the Command Panel. Should you find it necessary to delete a special order, be sure to delete the corresponding purchase order if one was created.

• Create a Purchase Order – A purchase order for the parts listed on the special order will be created when you press the Create PO button from the Command Panel.

• Print Special Order – To Print the special order with the parts listed, press the Print button from