When placing several special orders for the same vendor — a trunk sale, a batch of tournament gifts, or a member's full set of clubs — entering each Special Order separately and then combining them into a single order adds unnecessary steps. Creating the Purchase Order first solves this: select the vendor once, then add every Special Order to that one Purchase Order, so they stay grouped and are placed together.
In this article, we will discuss how to create a Purchase Order, add one or more Special Orders to it, and save or place the order with the vendor. For an overview of the Purchase Order From, Click Here.
Creating a Purchase Order
To create a Purchase Order, follow these directions:
Navigate to Orders > Special Orders > Dashboard.
Click "New Purchase Order" (as shown below).
Enter the following details (as shown below):
PO#: A PO# will be assigned based on your Special Order Settings. You can modify this number, but understand it may be out of sequence with your numbering scheme. If you want to add a unique identifier to the PO, you can add a Nickname to the PO, as outlined in the following steps.
Vendor Name: Use the dropdown to assign a vendor to the PO. A vendor must be selected before you can enter order details, and a Purchase Order can have only one vendor. Note: If your order involves multiple vendors, you will need to create multiple Purchase Orders.
PO Nickname: Add a unique identifier to the PO. This will be appended to your PO number.
Creating a Purchase Order from a Special Order
Alternatively, if you start from a single Special Order, and use the more ordering actions to clone the order or add a new item (for the same vendor) (as shown below), Golf Shop will direct you to the Purchase Order to enter each additional item. For details on managing a special order with multiple items, Click Here.
Adding Special Orders to a Purchase Order
After you select a vendor, the first Special Order form is displayed automatically, ready for entry, or already filed out if you entered a special order first. You can complete or modify that order and add as many more as you need to the same Purchase Order. To enter/edit Special Order details, follow these directions:
In the Order Details tab, enter the order information for the item — the customer, product details, pricing, quantity, and any special instructions. For complete details on each field, Click Here.
(Optional) Use the remaining tabs to round out the order — for example, Notifications, Logos, and Files. For what each tab contains, see The Purchase Order Form article, Click Here.
To add another item to the Purchase Order, click "Add New Special Order". A new Special Order form opens and expands below it, and the previous order collapses (as shown below).
Repeat for each item you want on the Purchase Order. To save the current order and jump straight into a new one, use "Save and Add New Item" under More Ordering Actions (see Saving and Ordering below).
When you have added all of your Special Orders, save the Purchase Order using the toolbar at the bottom of the page (see Saving and Ordering below).
Note: To add an item similar to one already on the Purchase Order, use Clone Order to copy it and then adjust the details. For more on the actions available on each Special Order, see The Purchase Order Form article, Click Here.
Saving or Placing a Purchase Order
When you finish adding Special Orders to a Purchase Order, use the toolbar at the bottom of the Purchase Order to take the following action (as shown below):
Save and Order Now: Saves the Purchase Order and takes you to the place-order screen so you can place it with the vendor. For complete details on placing a purchase order, Click Here.
More Ordering Actions: Provides additional options:
Save and Add New Item: Saves the Purchase Order and immediately opens a new Special Order for entry in the current Purchase Order.
Save and Order Later: Saves the Purchase Order and returns to the Purchase Orders list, leaving the Special Order(s) in the "Orders to Place" stage.
Save and Send Quote: Saves the Purchase Order and sends a quote for approval. This option is only available when all Special Orders on the Purchase Order share the same customer. For complete details on sending quotes, Click Here.
Note: If you navigate away from a Purchase Order with unsaved changes, you are prompted to Leave Page (discard changes), Keep Editing, or Save & Leave (save, then continue to the page you were navigating to).