Creating Purchase Orders from Special Orders

You have two options for creating a purchase order for special order items in POS:

• Running Report GPO

or

• Creating the PO while in the special order

Each option has its own setup and special order procedures.

Running Report GPO

This method most closely resembles the method used on the classic Eagle POS and is the system default.

Setup

Set a default special order item number, if desired.

Set a default special order vendor for this station, if desired. 

Procedures

1. Sell the special order item like any other sale item. The clerk can use the default vendor for this station or select a different one.

2. When desired, run Eagle Report GPO to create a purchase order for each vendor on the special order.

Creating the PO while in the special order

This method allows clerks to add special order items to an existing purchase order or to create a new purchase order.

Setup

 Select the Create Purchase Orders in Point-of-Sale Special Orders check box. This adds the PO# box to the posting screen when creating a special order.

Set a default special order item number, if desired.

Set a default special order vendor for this station, if desired.

Allow reserved POs to be used for other special orders, if desired.

Setting Up the Eagle System

If you want clerks to add new purchase orders, then in the Security Maintenance window, add security bit 609 to their User IDs. This allows the clerk to access the PO# drop-down box.

Procedures to append to an existing PO

1. Add a purchase order in the Purchasing and Receiving window for your vendor with the Order Type field set to "S."

2. When you post a special order item for this vendor, the PO# box defaults to the purchase order number you created for this vendor.

Report GPO automatically runs after every special order is totaled and saved on POS. You can continue to add items to a purchase order as long as you answer Yes to the question in POS "Append special order items to specific Purchase Order(s) now?"

Type NOAD in the Codes field in the Purchasing and Receiving window when you no longer want to append special order items to a particular PO.

Procedures to add a new PO

1. Sell the special order item like any other sale item. In the PO# box, select one of the following options:

   • RSRV - Reserve a new PO. The clerk can specify the PO number or have the system automatically generate a new one (the PO number is automatically assigned based on the Next PO To Assign field in Function MPC).

   • GPO - Manually run Report GPO later to create a purchase order for the special order items.

   • None - Nothing occurs, the PO# box is left blank and the item will never be put on a purchase order.

2. When totaling the special order, a dialog box will appear asking if the clerk wants to append to the designated POs now.

   • Y - POS automatically runs Report GPO and the items are appended to their designated POs.

   • N - The items are not appended to their designated POs until this question is eventually answered Y.