Special Orders and Service Orders are very similar to Sales Orders. Each of these Transaction Types may be used to record pending sales transactions that require special attention before being converted to Sales Invoices. Circumstances that may warrant the use of these Transaction Types may include: an item is not in stock, an item needs to be specially ordered, or a service has been requested which cannot be completed immediately. Complex business operations may benefit from using all three of these Sales Transaction Types to categorize different types of orders, but doing so adds significant complexity to the system. It is more typical to use just one of these "Order" Transaction Types (or if orders are not a frequent element of the store's business, using none of the three order transaction types) and consider using On Hold or Layaway instead.
Differences in the default configuration settings of Sales Order, Special Order, and Service Order Transaction Types are relatively minor. Sales Order is one of the standard enabled Transaction Types and some of its settings are not modifiable to ensure consistent functionality for typical users. Special Order and Service Order differ in that manual Conversion to Transaction Types other than just Sales Invoice are enabled. Service Order is different primarily in that it defaults to a single Quantity Column (rather than to the On Order/Quantity To Ship mode) and does not convert to a Sales Invoice automatically upon item shipment. This is based on the idea that while a service or repair is being completed, a technician may edit the Service Order to add inventory parts and notes and the transaction should be manually converted to a Sales Invoice when the Customer accepts the work and makes the payment.
Setup Screen Default Settings - Setting / Default / Status:
Enabled / OFF / May be changed
Name / Special Order / May be changed
Menu Name / &Special Order / May be changed
Short Name / Special / May be changed
Abbreviation / SPCL / May be changed
Description / Non-stock items ordered for a customer / May be changed
Next Number From / Special Order/ May be changed
Data File / KSTR####.DAT / May be changed
Save Payments To This File / OFF / May be changed
Directory / OFF / May be changed
GL Payment Posting / Order Deposits / May be changed
Hot Key / [Ctrl]+[S] / May be changed
Security Levels /see Default Sales Transactions Security Levels
Entry Parameter Default Settings - Setting / Default / Status:
Qty Only / ON - Qty / May be changed
OnOrd/Ship / ON - OnOrd Ship / May be changed
TotQ/TShip / ON - TotQty TotShp / May be changed
List/MrkDn / OFF - Mark-Down / May be changed
Cost Profit / OFF - Profit / May be changed
Default Mode / OnOrder/QtyToShip / May be changed
OnOrd To Shipped / Never / May be changed
OnOrd/Ship - Display Ship Totals / OFF / May be changed
Auto-Fill Shipped Qty On New Lines / ON / May be changed
Auto-Fill Shipped Qty On New Edit / OFF / May be changed
Detail Box / Department Totals / May be changed
Disable Customer Display / OFF / May be changed
Customer History - Start Date / 0 / May be changed
Customer History - Show on Customer History Screen / ON / May be changed
Customer History - Warn if Existing Transaction / ON / May be changed
Customer History - Load Customer Line Item History / ON / May be changed
Customer History - Warn if Item on Existing Transaction / ON / May be changed
Complete Sale Parameter Default Settings - Setting / Default / Status:
Fields to be displayed:
Order Number / OFF / May be changed
Salesperson / ON / May be changed
Discount / ON / May be changed
Shipping / OFF / May be changed
Editable Tax / OFF / May be changed
On Account / ON / May be changed
Payments / ON / May be changed
Orig Order Date / OFF / May be changed
Ship Date / OFF / May be changed
Not Before Date / OFF / May be changed
Not After Date / OFF / May be changed
Default Entry Fields (to which the cursor automatically navigates):
Orig Order Date / OFF / May be changed
Ship Date / OFF / May be changed
Not Before Date / OFF / May be changed
Not After Date / OFF / May be changed
Order Number / OFF / May be changed
Salesperson / OFF / May be changed
Discount / OFF / May be changed
Shipping / OFF / May be changed
Prompt for Payment / OFF / May be changed
Select Payment / OFF / May be changed
Edit Pay Date / OFF / May be changed
Confirm Totals / OFF / May be changed
Support Print Immediately / OFF / May be changed
Other Complete Sale Parameters:
Allow Credit Payments / OFF / May be changed
Min Payment / 0% / May be changed>br>
Don't Give Back Change / OFF / May be changed
Give Change On Partial Shipment / OFF / May be changed
Update Parameter Default Settings - Setting / Default / Status:
QOH / ON / May be changed
Qty Allocated / ON / May be changed
Qty On Layaway / OFF / May be changed
Total Sold / ON / May be changed
Last Sold / ON / May be changed
Last Shipped / OFF / May be changed
Amount Due / OFF / May be changed
Total Purchased / OFF / May be changed
Last Purchase Date / ON / May be changed
Back Order List / ON / May be changed
Save Parameter Default Settings - Setting / Default / Status:
Convert When / Items Shipped / May be changed
Convert To / Sales Invoice / May be changed
Prompt Before Converting / Not Available / N/A
Keep Number When Converted / OFF / May be changed
Don't Save Shipped Qty / OFF / May be changed
Copy Shipped Items to New Sale / OFF / May be changed
Print New Invoice / OFF / May be changed
Delete Filled Line Items / OFF / May be changed
Delete Completed Transaction / ON / May be changed
Archive To / Archives / May be changed
Reload Prices When Editing / OFF / May be changed
Reload Avg Cost When Editing / ON / May be changed
Use Current Date For Sales Tax / ON / May be changed
Rev Trans - Tax On Orig Date / OFF / May be changed
Recalc Shipping When Editing / OFF / May be changed
Ignore Purge Immediately / OFF / May be changed
Manual Conversion To: (based on Transaction Type that have been Enabled)
Sales Invoice / ON / Can be changed
Layaway / ON / Can be Changed
Sales Order / ON / Can be Changed
Quote / ON / Can be Changed
On Hold / ON / Can be Changed
Rental / ON / Can be Changed
Gift Registry / ON / Can be Changed
Special Order / Not Available / N/A
Service Order / ON / Can be Changed
Recurring Charges / ON / Can be Changed
Not Used / ON / Can be Changed
Archives / OFF / Can be Changed
See:
Sales Transaction Types - Setup Screen
Configuration Manager Contents