Special Orders are created in Stone Profits when a sale of your products and/or services is confirmed. But Inventory is not available currently and will be ordering specially for the customer. The steps below outline the creation of a new Special Order.
1.) From the Sales Home, click the plus sign near the "All Sale Orders" icon in the middle of the screen.
1.) From the Sales Home, click the plus sign near the "All Sale Orders" icon in the middle of the screen.
2.) Enter the customer header information for the customer you are selling to. The "Add New" link in the "Bill To" section allows for creation of a new customer account.
Sales Order Entry - Mandatory fields are outlined in Red
Project Type - what we know in P21 as SMG - Sales Market Group. This field will fill in based on the default in the customer’s account, and can be edited if needed. The categories for you to choose from are:
Location - The branch where you work
Fulfilment Location - The branch that will be the final destination for material. The location the delivery or pick up will take place at. This field is critical if you are transferring material.
Division - Will default in as 65 Sales. ONLY edit for a no charge order with reason, similar to P21 sample shipment field.
Project Manager - What we know in P21 as Taker
Contact Mode – walk in, telephone, fax or email
How did you hear about us - what we know in P21 as lead source. This will default in from the customer’s account, it can be edited if needed
Associates – fill in if applicable
Project Type - what we know in P21 as SMG - Sales Market Group. This field will fill in based on the default in the customer’s account, and can be edited if needed. The categories for you to choose from are:
- Dealer (to be used for an authorized WZ CMP dealer)
- Commercial (any commercial sale not dealer)
- Residential (any residential sale not dealer)
- E-Commerce (only to be used for website sales)
- Intercompany- (Mosaics companies; currently Opustone and Surfaces Southeast)
Location - The branch where you work
Fulfilment Location - The branch that will be the final destination for material. The location the delivery or pick up will take place at. This field is critical if you are transferring material.
Division - Will default in as 65 Sales. ONLY edit for a no charge order with reason, similar to P21 sample shipment field.
Project Manager - What we know in P21 as Taker
Contact Mode – walk in, telephone, fax or email
How did you hear about us - what we know in P21 as lead source. This will default in from the customer’s account, it can be edited if needed
Associates – fill in if applicable
A. Billing Customer:
D. Sales Rep:
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A. Ship To:
B. End Customer / Job Name:
C. Shipping Address:
D. Sales Tax:
E. How did you hear about us:
- Select the type of Delivery. Whether it is Pick Up or Delivery or Dropship.
B. End Customer / Job Name:
- Enter the Opportunity Name or Job Name or End Customer Name.
- Your End Customer / Job Name will be the name of the individual project for the billing customer.
For example, the "Bill To" customer might be "ABC Construction" and the Job Name might be "Smith Residence." - The job name distinguishes multiple customer orders from one another, and can be used as search criteria.
C. Shipping Address:
- Fill in the shipping address. If the shipping address is same as billing address, then you can click on Copy Bill to; which will auto fill the address and other details from Bill To section.
D. Sales Tax:
- If type of fulfillment method is Delivery or Dropship, then Sales Tax will be auto populated based on the Shipping Address. Else if fulfillment type is Pick-Up, then Company Location Sales Tax will be auto populated.
E. How did you hear about us:
- What we know in P21 as lead source. This will default in from the customer’s account, it can be edited if needed
Freight Terms: who is paying freight
- PP - prepaid WZ is paying freight
- PPA - prepaid Add - Client is paying and being invoiced for freight.
- C - Collect
- 3rd Party
By clicking Go To Next Step To Add Products button at bottom right, the system will save the information and create the Stock Order and will redirect to another page to add products.
ADD Contact to the customer
In order to add a contact to the Customer from the Sale Order page, click on the contacts '+' sign in the upper right corner.
After entering the new contact or selecting one from the list, it will appear as shown below.
add item
3.) click on "Add Item" button to add Item from the list.
to place a B/O or special order you must first check the "Is Not In Stock" box.
to place a B/O or special order you must first check the "Is Not In Stock" box.
4.) After check marking "Is Not In Stock", need to give the required Quantity, Unit Price and Click on Add Item to add the Non-Stock Item to the Special Order
A. Item: Search for item with name or sku and click enter.
B. Is Not In Stock: If the Inventory is Not available, (not in stock) for the required product, then check this box and allocate the inventory later by ordering specially for this customer. Checking this box is critical for placing a special order or backorder.
C. Quantity / Unit Price: Enter the required Quantity. Unit Price can be entered manually or can select from the pre-uploaded Price Range for the particular Item.
D. Description: The Description entered here can be shown in the prints and documents.
E. Sold As: When Sold As is Checked, then the Description is considered as the Product Name in Prints and Documents.
F. Purchasing Note: This info will print on the PO. Maybe it's extended info about the product that is pertinent to be placed on the PO. Only enter info here that you want supplier to see.
G. Add Item: Click on this button to add the selected Item with the entered quantity and unit price to the Special order.
B. Is Not In Stock: If the Inventory is Not available, (not in stock) for the required product, then check this box and allocate the inventory later by ordering specially for this customer. Checking this box is critical for placing a special order or backorder.
C. Quantity / Unit Price: Enter the required Quantity. Unit Price can be entered manually or can select from the pre-uploaded Price Range for the particular Item.
D. Description: The Description entered here can be shown in the prints and documents.
E. Sold As: When Sold As is Checked, then the Description is considered as the Product Name in Prints and Documents.
F. Purchasing Note: This info will print on the PO. Maybe it's extended info about the product that is pertinent to be placed on the PO. Only enter info here that you want supplier to see.
G. Add Item: Click on this button to add the selected Item with the entered quantity and unit price to the Special order.
Internal Notes: Type your mandatory PO note in this section. Make sure to include shipping instructions, who is paying freight, payment status, and any other pertinent information that purchasing needs to know. After typing note you MUST click on the save button, or information will not save.
add service - to add freight charge
A. Add Service: Click on "Add Service" Button, a pop up window will appear.
B. Service: Search for service with name from the dropdown menu and select the Service.
C. Quantity / Unit Price: Enter the required quantity and Unit Price. If the service is taxable checkmark "Taxable"
D. Save Service: To save the selected Service click on the "Save Service" button.
B. Service: Search for service with name from the dropdown menu and select the Service.
C. Quantity / Unit Price: Enter the required quantity and Unit Price. If the service is taxable checkmark "Taxable"
D. Save Service: To save the selected Service click on the "Save Service" button.
SALES ORDER NEED APPROVAL BOX WILL APPEAR
5.) After adding the required Items and Services your Special Order, it will look similar to the below image. The Sale Order needs Approval box will appear. You must email your Branch Manager asking them to approve your special order. Purchasing does NOT see your backorder unless the order is approved. Once the order has been approved the boxes will go away.
5.) After adding the required Items and Services your Special Order, it will look similar to the below image. The Sale Order needs Approval box will appear. You must email your Branch Manager asking them to approve your special order. Purchasing does NOT see your backorder unless the order is approved. Once the order has been approved the boxes will go away.
Note: When any Non-Stock Item is added to a Sale Order, it requires an Approval from the authorized User to raise a Purchase Order. Only Permitted User can Approve or Disapprove.