Overview

This article is meant to inform the User on how to create a special order in Trident1

Explanation

To begin this article, we need to define a backorder within Trident1.

A backorder is an out of stock option where you create a purchase order for the out of stock product at a later time.

Example: A customer comes in asking for a holster you do not carry. You inform the customer that you’ll check with some vendors and the customer asks you to order if you are able.

Pertinent Settings

Specify Vendors on Product Record

1. Click the Products menu
   
   

   Open

   

2. Use search filters to locate and open your product record

3. Click the pencil icon to edit vendors
   
   

   Open

   

4. Add list of vendors you order this product from
   
   

5. Click Save
   
   

    

Process

Create a Sales Order

1. Click the Point of Sale menu to create a sales order
   
   

    

2. Enter the customer’s name
   
   

Create a Backorder

1. Scan/input the out of stock product
   Note: This automatically pulls up the Out of Stock Options dialog
   
   

2. Click on Backorder to start the purchase order creation
   
   

    

3. Click one of the options:
   Note: This illustration is using the Backorder Now option

   1. Add Backorder - This option is used when you intend to finalize the current sales order, not charge the customer for the backorder product, and create a new sales order for the backorder product when it is received.

   2. Create PO Now - This option will take you to the Special Order screen to create a purchase order.
      Note: See https://trident1.atlassian.net/wiki/spaces/TPCS/pages/369721379

   3. Backorder Now - This option is used when you intend to save the sales order in 'Pending' status and then open the same sales order for finalization once the backorder product is received.
      
      

       

4. Click Save as Pending
   
   

    

Validate Backorder

1. Hover the mouse over Customer menu

2. Click Customer Backorder Log
   
   

    

3. Utilize the Filters to find the customer backorder

Create the Purchase Order

1. Hover the mouse over Products menu

2. Then hover over Purchase Orders

3. Click Create Purchase Order

    

4. Type the Vendor Name (same vendor name from pertinent settings above)

5. Change PO Type to ‘ORDER TO MIN’
   
   

    

6. Click the Get Products button
   Note: This will look up against back order log to pull backorder products for this vendor
   
   

    

7. See backorder product automatically pulled in
   
   

    

8. Click Finalize PO

Receive the Purchase Order

1. Hover the mouse over the Products menu

2. Then hover over Products Received

3. Click Receive by Purchase Order Number
   
   

4. Click the Magnifying glass to pull up all finalized purchase orders
   
   

5. Find the purchase order from the sales order and click the arrow button to receive
   
   

6. See related sales order on purchase order
   
   

7. Click Receive PO

Reopen/Finalize Pending Sales Order

1. Hover the mouse over Point of Sale menu

2. Click Sales Orders
   
   

3. Utilize the filters to find the sales order

4. Click the Sales Order Number
   
   

    

5. Click Switch To Edit Mode
   
   

6. See sales order shows backorder product as resolved

7. Click Ok

8. Finalize sales order

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