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Process Special Purchase Orders


The Insert Requisition button is used to create Purchase Orders that can be used to order the demanded Inventory.

Create a Sales Order 

Open the App Launcher. Search for Sales Order.

Click on the New button to make a new Sales Order.

For each Item, update (or create) its Sales Line by setting the Purchasing Type field to Special Order

If you always want to place a special order for the item, you can default the Purchase Type to Special Order on the Item page.

Special Purchase Order also works for service items.

When complete, click Save

The Item must have its Replenishment System field set to Purchase to generate a Purchase Order. Change to Work Order if you want to generate a Work Order. 

After saving the Sales Order, GoldFinch will automatically allocate Inventory to each Sales Line, up to the quantity on hand in the Warehouse selected for the SO.

If you do not want to allocate any inventory, you can overwrite the allocation by editing the related Item Allocation records.

Insert Requisitions to Create a Purchase Order

On the Sales Order, click Insert Requisition.

A Requisition Line will be created for each Sales Line with the Purchasing Type field set to 'Special Order'.

The Requisition Line will have a quantity equal to the amount that was not allocated due to insufficient inventory:

Requisition Line Quantity = Sales Line Quantity - Allocated Quantity

Review and update the default information:

  • The Vendor is taken from the Item's Default Vendor.

  • The Order Date is today.

  • The Due Date is taken from the Requested Shipment Date on the Sale Order.

  • Read Populate Purchase Unit Cost to understand how Unit Cost is populated.

Click Create Orders.

This will create one Purchase Order per Vendor per Due Date. To see the related Special Purchase Order, click on Purchase Order No.

Create a Special Purchase Order for Multiple Sales Orders

Alternatively, you can create Purchase Orders from multiple Sales Orders. Read

Create a Special Purchase Order for Multiple Sales Orders for more details.

After the special Purchase Order is created, you can create a Warehouse Shipment even before inventory is received. This is so that your warehouse staff can start preparing in advance for the shipment. To enable this feature, check Allow Create WS for Special Order on the Company Setup.

Create a Warehouse Receipt

Select Create Receipt from the Purchase Order when the goods have been received.

Edit the Warehouse Receipt to make any changes to the quantities of the items received. 

Click Enter Receiving Lots button to enter Lot Numbers for any Lot Tracked items or click on the red Enter Lot button to enter Lot Numbers for individual items.

Post the Warehouse Receipt.

After posting the Warehouse Receipt, the inventory will be allocated to the Sales Order that initiated the Requisition.

Create a Put-Away

If the warehouse is configured to receive inventory into a Receive bin, click Create Put-away from the Whse. Receipt. The Put-Away bin by default is the Cross Dock bin for special purchase orders. You can change the Put-Away bin to a regular Pick bin.

Post the Put-away.

Create a Warehouse Shipment

Create a Whse. Shipment from the Sales Order.

Create a Sales Invoice

Create a Sales Invoice from the Whse. Shipment

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