Creating Planned Special Order Transactions (SOE511)

Use the Creating Planned Special Order Transactions (SOE511) window to create planned special order purchase, production ticket or transfer records when the ordered quantity equals the back-ordered quantity. Sales Order documents that are tied to planned special order purchase orders, production tickets, or transfer records are always special orders. Special orders contain an S setting in the Flags column in the line item grid of these Sales Order entry programs: Sales Order Entry (SOE210), Direct Invoice Entry (SOE320), Counter Sales Entry (SOE510) and Confirmation Entry (SOE310).

Planned Special Order transactions and planned special order orders are always special orders.

Refer to Long- and short-term surplus availability for details.

When you create/edit an order line that has a back-ordered quantity that is equal to the ordered quantity, you can create:

When creating planned special order transfer records, the program checks for surplus stock in the shipping warehouse and then checks for surplus in other warehouses and recommends the transfer location of the warehouse having the most surplus stock. You can use the Warehouse Lookup button to see the warehouses available and the amount of surplus in each of the available warehouses.

Sales Order entry programs can also be set to automatically create/update planned special order BOM or formula production tickets, PO or transfer records. The system bases planned special order record creation on the prompt in the Sugg PO/TR by Type section of the Line Options tab of SO Entry Options F/M (SOF915). When the Sales Order entry programs are evaluating a line item with a back-ordered quantity to determine whether to prompt you to create a planned special order transaction, the system looks at the item type and uses the SO Entry Option prompt associated with that type. Use these settings to indicate whether you want to have the system ask to create planned special order purchase orders or planned special order transfers during Sales Order entry line processing, automatically create planned special order purchase orders or planned special order transfers during Sales Order entry line processing or never create planned special order records.

Run the Document Fill Report prior to the PO Receipt Register and IC Receiving Register. Set the Document Fill Report parameters to preview quantities ready to be filled by outstanding purchase order and transfer documents. Use the results from the Document Fill Report to prepare warehouse and purchasing personnel for action on back-ordered and special order quantities.

Backorders vs. special orders

If a back-ordered line item can be fulfilled by using any item quantity when it becomes available in the warehouse then that line is not a special order line. Normal AIM processes through the BCC automatically pulls in back-ordered quantities when warehouse stock is insufficient to fulfill that order. For back-ordered quantities, normal AIM replenishment procedures take care of back-ordered/stock-out quantities on document lines.

A special order line is a specific request, regardless of current, or upcoming, on hand quantities, with special consideration for the document/line which placed it. The quantity is specific to this and is not generally available to fulfill any other document/line for that item. Special order lines are specific and unique requests that drive specific actions related to the specific quantities involved. Special orders do not follow ‘normal replenishment’ actions. Special order lines override and ignore normal stock in favor of the specially received quantities specific to the single line’s request.

Serial and lot processing shows and restricts serial lot selection for special orders.

Special order lines cannot have quantity changes once the special order PO or transfer receipt document is created. If changes are needed then the originating special order line in the originating Sales Order entry program is the place to modify or delete that special order, accordingly. When a received special order quantity greater than one in Order Entry, and there is a need to return a portion of that receipt, you must delete the originating special order line in Order Entry. The non-damaged items would be re-entered in Order Entry immediately and the damaged items would be returned. For example, if you received 5 but 2 of them were broken and need to be returned, you would delete the special order, freeing up the quantity of 5 that has to be “split” by making all 5 items generally available. The quantity is no longer special order specific. The 3 non-damaged received items would be re-entered in Order Entry immediately. The other 2 damaged received items would be returned immediately.

Special order overrides

Special order overrides allow authorized users to manage special order quantities outside of normal FACTS processing. Override quantity changes are at the users own risk. The override ability applies to quantity and unit changes only. Override ability does not affect system behavior for non-special-order quantities and units from stock. Special-order stock still cannot be used on non-special-orders. Non-special-orders still cannot use special-order stock.

Special order override privileges and messaging display are set in User Code F/M (SMF950). Overrides provide the ability to create situations where special-order receipt records are over- or under-received. This creates OS type receipt records, even when the special-order receipt remains under- or not utilized. Use the Item Balancing Register to clean up OS type records for over and under situations.

Messages can be displayed to users with override ability to special order quantity changes. This provides knowledge of potential issues. Messages can be turned off, per user with override ability. Users without override ability will also see the relevant messages when changing quantity if that quantity changes falls outside allowed ranges.

Infor recommends that the override messages are left on for all users with override ability. This allows users to be forewarned that their changes should be carefully considered.

Create Planned Special Order Transaction Window

If the Stocked and Nonstocked prompts in the Sugg PO/TR by Type section on the Line Options tab of SO Entry Options F/M (SOF915) are set to R Always Ask Defaulting to a Planned Special Order PO or A Always Ask Defaulting to Restocking Path, the system displays the Create Planned Special Order Transaction Window when you create/edit an Sales Order entry document line and it has a matching ordered and back ordered quantity greater than zero.

Use these fields to create a planned special order transaction.

1. Create

Select the type of planned special order transaction to create: P-Create a planned special order PO, T-Create a planned special order transfer, M-Create a Planned Special Order Build or N-neither.

If the ship warehouse is not the same as the initiating warehouse, the T-transfer option is not available. If only one type of planned special order document is valid on the sales order line, the Create prompt only allows you to create the valid document type or to not create any planned special order document. For example, if the item is temporary and so a planned special order transfer is invalid, then the Create prompt would display the option to P-Create a planned special order PO or N-neither.

For special order builds, specify the is information:

Formula: the formula item number to build

Build Warehouse

The warehouse where the build of the item takes place. This may be the order line’s shipping warehouse unless the restocking path is set to a different warehouse. If the build warehouse is different from the order line’s shipping warehouse the MC module build register (BOM or FML) creates an appropriate IC transfer ticket. If the ticket fails to be created, a Special Order Transfer Record is created in ICSTRN. Once the transfer is managed the order line’s quantities are committed.

2. Vendor

Specify the vendor for the planned special order transaction. Press F1 to use the primary vendor, press F2 to search or F4 to backup to the Create prompt.

This field is disabled if the Create field is not set to "P"-Create a planned special order PO.

3. Warehouse

Specify the warehouse for the planned special order transfer. Press F1 to use the restocking warehouse, F2 to search or F4 to backup to the Create field. This prompt is disabled if the Create field is not "T"-Create a planned special order transfer.

If you press F2-warehouse search, the system displays the Warehouse/Item window (SOC070), which displays all warehouses (other than the shipping warehouse) and the warehouse quantities. You can select a warehouse from the search and the "Select Wh" option is available to return the warehouse number to create planned special order document.

Details

If you are creating a planned special order PO record, the system writes the selected vendor back to the Sales Order entry program document line vendor.

When you edit a Sales Order entry program document line, the program checks to determine if a planned special order PO record or a planned special order transfer record already exists for this Sales Order entry program document/line. For a planned special order PO record, the warehouse and vendor are saved. For a planned special order transfer record, the "from" warehouse is saved. Upon Sales Order entry program document line completion, when a planned special order PO record, production ticket or transfer record already exists, the system displays a message prompting you to update or delete the existing planned special order record.

If a back-ordered quantity matching the ordered quantity remains when the document line edit is completed and a planned special order PO, production ticket or transfer record exists, the system displays a message prompting you to update the existing planned special order record with the current back-ordered quantity. You can select from these options: Y-Update the planned special order PO, production ticket or transfer with the current back-ordered quantity, or D-Delete the planned special order PO, production ticket or transfer. If the special order is in process you cannot update the back-ordered quantity. If you need to change the ordered quantity and the back-ordered quantity field is available to edit, increase or decrease the back-ordered quantity. Then confirm the change and update the ordered quantity to match the back-ordered quantity or cancel the change.

If you elect not to keep the planned special order PO, production ticket or transfer record (the D-Delete option), the program returns to the Create Planned Special Order window. This allows you to change a line from having a planned special order record to having a planned special order transfer record all in one step rather than having to delete the first and then edit the line again to create the other. If you do not want to create a planned special order record at all, select N-neither to not create a planned special order record.

Validation processing for special order ties

When creating a planned special order PO line (via the F1 key) for a specific back-ordered sales document line the ordered quantity must match the back-ordered quantity. If a planned special order PO record exists and it was not imported upon PO document creation, use the Options>Import Planned Special Order PO menu option for importing.

The system also checks the Buyers Control Center (BCC) for the line. If the line is already in the BCC, you cannot create the new PO line or production ticket via the F1 key and a message is displayed indicting that the line was found in the BCC. If the PO line or production ticket created for a specific back-ordered sales document line removed an existing planned special order record, then deleting the line from the document restores the planned special order record.

You cannot change the shipping warehouse or selling UM for special order lines that are in the BCC. A message is displayed indicating there is a conflict with line in the BCC.

Special order back-order quantities for purchase orders, production tickets and transfers (PO/MC/TR) are also checked in the BCC. If the back-order quantity is changed from the amount in the BCC, the change is not allowed and a message is displayed.

Deleting a special order line (PO/MC/TR) is also checked. When that line is in the BCC, the delete is not allowed and a message indicating the record is in BCC and must be managed from that program first.

An alert is displayed when editing a line with a special order that is already in the BCC. This alert is only displayed if the Planned Special Order prompt is set to 'Ask' in Line Options tab of SO Entry Options F/M (SOF915).

Note: The vendor value in the sales order receipt line defaults from the item’s primary vendor when a line is created and then is updated with the vendor of any PO transaction associated with it. If the PO transaction is deleted, the vendor value will be restored to the item’s primary vendor (except temporary items). This includes deleting a planned special order PO record, deleting a regular PO and SO entry deleting a planned special order PO record and then creating a planned special order transfer record or not creating any document at all.