Use special order items to manage all of the custom orders that you deal with in your business. 

Basic Process

  1. Customer wants to order a custom item from you - Sales Order is created for special order item
  2. You and the customer get the details for the custom item - Add special order item to order and enter item details
  3. You order the custom item from your vendor = Special order itemI is placed on a Vendor Purchase Order
  4. You receive the custom item from your vendor = Special order item is received on Vendor Shipment
  5. You sell the custom item to your customer = Special order item is delivered and invoiced to customer

What do you need to know?

  • We recommend that you create a special order item for each type of special order item that you sell.
  • Special order items post to their own asset clearing account.
  • Special order items do not track quantity, or display on the Inventory Valuation Report.
  • Special inventory items only appear on the Search Special Order Items screen. This queue allows you to quickly identify what SOIs are currently in stock (and thus holding value in the SOI asset holding account) and which SOIs have been delivered.

Watch this video to learn all about special order items!

Set up special order items

Step 1: Create inventory items to represent each type of special order that you want to sell

We recommend that you create an inventory item to represent each type of special order item that you want to sell. For example, create one inventory item for each brand of sauna, stove, spa or BBQ that you sell. This makes it easier for employees to locate the correct special inventory item, and it allows you to easily customize the special order item text entered on each order.

When creating the inventory items...

  • The¬†Item Code and Description is what employees will use to search for the item, but the employee can edit this information once the special order item is added to a customer transaction.
  • Select Special Order as the Item Type.
  • Typically, you will enter $0.00 as the Sell price and Purchase cost since this is updated when the item is added to a customer transaction.

Step 2: (optional) Create service interviews for special order items

Create service interviews for SOIs to help employees gather the correct information about the item, for example, color or size.

Rules about using special order items

  • SOIs cannot be sold in POS.
  • SOIs cannot be added to Maintenance Contracts.
  • SOIs must be added to orders quantity one at a time .
  • Customer orders with SOIs cannot be invoiced until the purchase order is received.
  • Customer orders with SOIs cannot be invoiced if purchase order was cancelled or item receipt was deleted.
  • Cannot delete order or job SOI line item if linked to a purchase order.
  • Cannot delete receipt of item if SOI is delivered on job or invoiced on customer order. Cost cannot be updated from the customer order SOI Details screen once the item is on a purchase order.
  • Retail Price is updated from Line Item Editor and not SOI Details screen once initial retail is set.
  • SOIs cannot be marked as warranty on a return. Must go through return invoice process and send new non-stock item to RGA. You can then receive the non-stock item on the RGA and re-sell it to the customer using the credit created from the return invoice.
  • Returned SOIs must be linked to an original transaction. Cannot manually add an SOI to a return order.
  • Returned SOI Job Materials cannot be undelivered and removed from the job. They must be sent to the Returns Pending Queue (all other item types can be removed from the job and optionally NOT sent to the Returns Pending Queue).

How do you process special order items

Step 1: Add the special order item to a quote, sales order, or job

Add the special order item to a quote, sales order, or job.

A special order item cannot be added to POS transactions or maintenance contracts.

Step 2: Enter special order item product details

Once the item is added, you will be prompted to enter details about the SOI, such as the item code, description, retail price, cost and any notes about the item.

Special order items can be viewed at any time using Search Special Order Items.

Step 3: Add the special order item to PO

The purchasing agent adds the SOI to a purchase order using reorder alerts. The cost can be updated on the PO at this time.

See Add New Vendor Purchase Order for more detailed information.

Step 4: Receive special order item on PO

When the item arrives from the vendor, it is received on the purchase order in Evosus. This will increase the SOI asset clearing account and purchases accrued not due for the cost of the item.

See Receive Inventory for detailed information on receiving a PO.

Step 5: Item is invoiced, or delivered to customer's job

The item is invoiced on the customer's order or delivered on the customer's job. This will decrease, or clear out, the SOI asset clearing account for the cost of the item. The cost of the item as received on the PO will be the same cost associated to the customer's order or job.

What if a special order item is returned?

Returned SOIs that are moved to Inventory from the Pending Returned Items queue are converted to a nonstock item to be resold to another customer. The inventory asset account is increased by the cost of the item and quantity on hand is increased.

Evosus will automatically mark the item as clearance and "Do Not Sell" once quantity is reduced to zero. The item code will be prefixed with "SPECORDER" followed by a number that auto-increments with each returned SOI and the customers name. The returned SOI will also be placed in it's own Returned Special Order Item tree branch under the original SOI's product line. This will help employees easily locate returned SOIs.

Special order items posting

Transaction
Debit
Credit
Receive Purchase Order
SOI Asset Clearing
Purchases Accrued Not Due
Create AR Invoice
AR
SOI Asset Clearing
Edit Cost on AP Invoice (Item Not Invoiced)*+
SOI Asset Clearing
Purchases Accrued Not Due
Edit Cost on AP Invoice (Item Invoiced)*~
COGS
Purchases Accrued Not Due
Cancel Job/Order After Item Receipt^
Inventory Asset
SOI Asset Clearing

*Entries depict an INCREASE in cost. A decrease in cost would affect the same accounts, but would be reversed.

+New cost will be recorded on the SOI line item on the customer order.

~New Cost will NOT be recorded on the SOI line item on the customer order. Posts straight to COGS.

^Canceling an order with a received SOI will treat the SOI like a returned item. See Returning Special Order Items below.