HOW TO CREATE A VENDOR ORDER FOR A CUSTOMER SPECIAL ORDER 


  1. From the Blackpurl Header > Click User-added image > User-added image

            User-added image

  1. The Select a Vendor window, will allow you to search for the relevant vendor.
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As you type your search keyword, the system will start listing the search results that match.
In our example we are looking for the Vendor The Widget Factory and we start typing widget as the keyword > click on your Vendor name to select.


User-added image

TIP: To create a new Vendor > Click on User-added image   and follow the prompts to setup your new Vendor.

After selecting your Vendor, the system will automatically open a Vendor Order screen with the Vendor's information already loaded.            
  1. Let's have a quick rundown on the Vendor Order screen:


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A.    The Vendor Order Number issued 
B.    ACTION - this is where you can delete an open Vendor Order
C.    Vendor Details 
D.    Search to Add - where you can search for more parts to add to the Vendor Order
E.    Order Type / Status of the Order / if the Order is Locked
       
Tip: Only the creator of the Vendor Order can lock a Vendor Order to stop another user from amending it.
F.     Expected Date - the default will be the lead time indicated on the Vendor Record but the user can
       
changed this expected date as required.
       For special order items, it is this date that is reflect on the Customer Order as the expected date.

G.   Notes area - for adding free text to print out on the Vendor Order
      For further information, review our article - Introducing - Notes section on a Vendor Order

H.   Click on User-added image and you will be able to Printed / Emailed / Exported the VO       

      For further information, review our article - Print / Email / Export / Import - Vendor Orders
I.    ADD SELECTED - once you have selected what parts you want to order on this Vendor Order from
      the parts list for Customer Special Order, click on this button to add them to the VO

J.   If you click on User-added imagethis, it will take you to D. to search for additional parts to add to the VO
K.  Click on User-added imageto order a part from this Vendor but the part is actually linked to                another Vendor.  This will not only allow you to order parts for stock from a different Vendor but also any         Customer Special Ordered parts. It will take you to D. to search for additional parts to add to this Vendor          Order
L.   List all the parts required for Customer Special Orders.
M.  Running total as to how much this Vendor Order is worth  
          
  1. Remember you don’t have to order everything - work your way through the Required for Customer line items (this is a list of all items required to satisfy Customer Special Orders) but only select those items you want to order right now.
            In our example all we want to order from this Vendor is the Widget that Customer: Cathy Price has special ordered.
Find the relevant line item and click on the requirement indictor - it will turn green User-added image.  

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Once you have checked all your line items you want to add on this Vendor Order, click on User-added image

TIPS:
  • If there are other customer orders that have the same items required, the system will give you the option to:
  1. ADD ALL REQUIRED FOR THIS ITEM - by selecting this option, the system will order how ever many item the system needs to satisfy ALL customer orders OR
  2. ADD THIS ITEM ONLY - the system will only order enough items to satisfy THIS customer order only
  • Please also take notice if part line items have a notification of supersession

  1. All selected items to be included on this Vendor Order, will now be listing in the B Order > Items section.


               User-added image


***Please note that if you need parts for stock from this Vendor, just simply add them to this VO by clicking on User-added image
This will take you to the User-added image for you to search for the parts you need for stock so that you can add them to this VO too.  


  1. Review and to Finalize the Order > Click on SUBMIT ORDER

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  1. User will then submit the order to the Vendor by their usual method ie email / fax / phone / export etc.

When the parts are received – Review our article – How to Receipt / Receive Parts into your Inventory (including Sublets) 


To run a search that will report on the status of Customer Order with Special Orders, please review our article - Reporting - Special Order Summary