Nonstocks and special orders

Nonstocks, special orders, and kit components create exceptions to the standard Purchase Entry Recommended Replenishment Action Report (PO RRAR) rules.

These products can help you attain your target buy amount when combined with other products within a product line supplied by the same vendor. When nonstock and specials total one-half of the target specified with the Target Buy Level field in Product Line Setup-General-Purchase Levels, a product line review is warranted. A message indicates the reason for the review.

Generally, when a customer or warehouse places an order for a nonstock or special product, or a build-on-demand kit that contains nonstock or special components, you must order that product from your vendor or another warehouse. This should be the standard method for processing nonstocks and specials. Do not order nonstock or special products unless you have an existing order from a customer or warehouse.

Nonstock, special products, and kit components ordered for a customer in Sales Order Entry or through Transfer are automatically added to the PO RRAR line items for the vendor. When one of these products is ordered, the vendor or warehouse that is used to obtain the product should be entered on the Non-Stock tab to create a tie. If these fields are blank in Sales Order Entry or Transfer, the PO RRAR will not include the product, and the product shows as an exception on the Sales Exceptions Report or the Transfer Exception Report until the required information is specified.

Exceptions

  • If the cost in Sales Order Entry or Transfer is overridden, the cost is updated during the PO RRAR merge, unless the unit does not match the unit on the PO RRAR.
  • When PO RRAR merge is performed, the information from the Sales Order Entry, Non-Stock tab and Kits tab, is compared to the information stored in the PO RRAR file. Any differences that have occurred are updated in Sales Order Entry. However, any changes made in Sales Order Entry are not updated in Purchase Order after the report has been generated.
  • The alternate information from the order or transfer is added to the purchase order line. The alternate information includes the order type, order number or transfer number, company number for transfers, line number, and kit sequence number.
  • The price will equal the cost contained on the order or transfer. If the cost is zero, a message prints on the exception report. You also receive a message to maintain the order in Purchase Demand Center Entry.
  • The order quantity will be equal to the net quantity from the order or transfer line item.
    • Net quantity = quantity ordered - quantity shipped
  • The nonstock and special orders are placed on a purchase order dedicated to one product line. If no additional products must be ordered for the product line, the nonstock or special product, or kit component, is placed on a vendor purchase order without a product line specified. This is to prevent several one-line purchase orders from being created.
  • Purchase Demand Center Entry does not accept a quantity greater than the quantity ordered through a Sales Order Entry invoice with a nonstock or special product or kit component.
  • If a tie to a purchase order already exists, a nonstock and special PO RRAR line is ignored to prevent duplicate lines from being included on purchase orders during the PO RRAR merge.
  • If a sales order is tied to a purchase order line item that has been canceled or deleted, the tie is broken to allow the PO RRAR to pick up the nonstock item on a subsequent report.
  • The cost used for a purchase order line created in Sales Order Entry is based on the setting in SA Administrator Options-Documents-Purchase Orders. If the cost is overridden for a direct order, special, or nonstock product, the SA Administrator Options setting is ignored and the Sales Order Entry cost is used.
  • For order-as-needed products, this hierarchy determines the cost used:
    • If the cost is overridden on the order, the order cost is used.
    • Otherwise, if an active PD Pricing Setup record exists for the vendor, and the Vendor Product Pricing option in SA Administrator Options-Products-Pricing is selected, the PD Pricing Setup record is used.
    • Otherwise, if the Authorized Replenishment Path (ARP) vendor on the order does not match the Product Warehouse Product Setup-General ARP vendor, and a Product Extended Product Cross Reference Setup-Vendor record is available for the ARP vendor on the order, then the price from the Product Extended Product Cross Reference Setup record is used.
    • Otherwise, if the vendor is foreign, the Product Warehouse Product Setup-Costs last foreign cost is used.
    • Otherwise, the Product Warehouse Product Setup-Costs last or replacement cost specified in SA Administrator Options-Documents-Purchase Orders-Entry Defaults-Costs is used.
  • When you generate a PO RRAR with special line items, you can choose to include the surplus in other warehouses in your report. You can accept and merge the line item, in the same manner regular stock items are accepted and merged. Surplus is displayed for special line items, but is not displayed for nonstock lines. If the surplus is displayed after the special line, the surplus is tied to the special line if the surplus is accepted. If both the special line and the surplus are accepted, the surplus is ignored because the purchase order that is created will be tied to the line first. Surplus is not displayed for the same warehouse that the special line item is ordered in.
  • If comments are added to a line item in Sales Order Entry, the comments automatically carry forward to the PO RRAR line item.
  • If you are not set up to approve nonstocks, special order, or kits, *HOLD* prints next to a sales order line on the PO RRAR. *HOLD* also prints next to a nonstock or special order line from Transfer that is not approved.
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