invent!ory ULTRA Help	Index
Special Orders Main Menu | Special Orders | Add or “F5” key
Special orders are “one-time transactions” for items you don't carry in the stock room. The benefit is that there is no "supply item" record added, yet the order is still “logged out” to the ordering department. It’s a quick way to charge a department for a one-time item which will NEVER BE stocked in the warehouse. The special order consists of two transactions—a log in and log out transaction. This ensures the department is charged for the special order and the special order vendor is recorded. Tip: The F5 hot key is useful when you are in the midst of performing another function, say, issuing a purchase order for the nonstocked item.
Example of a Special Order For example, if the President of your firm wants Evian water, how do you charge it out? Hit F5 or Main Menu|Supplies|Special Orders: Add and enter in the particulars of the special order in the pop up screen (left). Note: There is no such thing as a "Stock Number" for special order. You have a 25-character Description field to describe the item being ordered. When you hit the Save button after input, notice that a confirmation message (left) tells you that 2 records have been added to the database - one log in and one log out transaction.
How ULTRA Handles Special Orders Since there is no supply record involved, the special order transactions are posted directly to the Transactions table of the database. Below, the Transactions Grid (Main Menu | Transactions | Edit/Delete) shows our 2 special order transactions. Note: Our 2 transactions are stamped with transaction codes "iS" and "oS," short for "Special Order In and Special Order Out." Helpful Hints. To view all special orders: · click the Stock Number header of the above grid and scroll through alphabetically. · use Research Plus (see chapter 7: Research PLUS) to query by "Transaction Code" as the Search Field. The "S" (special order) code can be the source argument of a search and list query session if you wish to list all special orders. · Or, do a Range report from Transactions Reports sorting on "Transaction Code". Are Fixed Assets Special Orders, Too? No. Supplies are considered "expenses," and expenses are defined as anything consumed within 1 year. Fixed assets have useful lives greater than one year and are expensed by depreciation over their estimated useful lives. To "expense" fixed assets in the year purchased would hurt your company's profits as well as being an erroneous financial accounting practice.
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