When a customer requires a specific part or sublet that your dealership does not have in stock, you can create a Vendor Order (VO) to order it specifically for them. This article covers the vendor ordering step of the customer special order process.
Before You Start
A customer order for the required part and/or sublet must already be processed before you create the Vendor Order. The customer order establishes the demand that the VO will fulfil.
Steps
1. In the Blackpurl header, click Ordering, then select Parts Needed.
2. In the Select a Vendor window, type a search keyword to find your vendor. As you type, the system lists matching results. Click the vendor name to select it.
Tip: To add a vendor that does not yet exist, click Create Vendor and follow the prompts to set up the new vendor record.
After selecting a vendor, the system checks for any open or locked Vendor Orders for that vendor. You can choose to USE an existing VO or click SKIP AND CREATE NEW ORDER to start a fresh one.
3. Review the Vendor Order screen. The table below describes each section.
A — Vendor Order Number | Automatically generated by Blackpurl when the VO is created. |
B — Actions | The ACTIONS button lets you delete an open Vendor Order, provided it has no line items. |
C — Vendor Details | Pulled from the vendor record. Confirms you are ordering from the correct vendor. |
D — Search to Add | Search field for finding additional parts to add to this Vendor Order. |
E — Order Type / Status / Lock | Shows the order type, current status, and whether the order is locked. |
F — Expected Date | Defaults to the lead time on the vendor record. For special order items, this date is reflected on the customer order as the expected date. You can update it as needed. |
G — Notes | Free-text area for notes that print on the Vendor Order. See Vendor Order Notes Section for more detail. |
H — Print / Email / Export | Use the action buttons to print, email, or export the VO. See Print, Email, Export, and Import a Vendor Order for more detail. |
I — Add Selected | After selecting parts from the customer special order list, click Add Selected to add them to the VO. |
J — Add Items | Clicking Add Items takes you to the Search to Add field (D) to search for additional parts. |
K — Add From Another Vendor | Clicking Add From Another Vendor lets you order a part through this vendor even if the part is linked to a different vendor. This works for both stock and special order parts. Takes you to the Search to Add field (D). |
L — Required for Customer list | Lists all parts required to fulfil customer special orders. |
M — Running Total | Shows the running value of the Vendor Order as items are added. |
4. Work through the Required for Customer line items. You do not need to order everything — select only the items you want to order right now. Click the requirement indicator next to a line item to select it; it turns green when selected.
Once you have selected all the line items you want to include, click Add Selected.
Tips:
If multiple customer orders require the same item, the system prompts you to choose between ADD ALL REQUIRED FOR THIS ITEM (orders enough to satisfy all customer orders) or ADD THIS ITEM ONLY (orders enough for this customer order only).
Check line items for supersession notifications. If a part number has been superseded, an orange warning will appear on that line item.
5. All selected items are now listed in the Items section of the Vendor Order.
If you also need to order parts for stock from this same vendor, click Add Items to search for those parts and add them to the same VO.
6. Review the order. When ready, click SUBMIT ORDER to finalise it.
7. Submit the order to the vendor using your usual method — email, fax, phone, export, or any other method your dealership uses.
What Happens Next
When the parts arrive, follow the receiving process to receipt them into your inventory. See Process a Vendor Receiving (Parts Receiving) for instructions.
To check the status of customer orders with special orders, see Special Order Summary Report.