Process Special Purchase Orders (Insert Requisition)

If there is insufficient inventory to fulfill a Sales Order, you can create a Special Purchase Order for items with a replenishment system set to Purchase.

Steps to Create a Special Purchase Order

• Open the App Launcher

  • Search for Sales Order and open the Sales Order you need to edit.

• Edit Sales Lines for Special Items

  • For each Sales Line where a special order is needed, set the Purchasing Type field to Special Order.

    • To always place a special order for an item, set the Purchasing Type to Special Order by default on the Item page.

  • Special Purchase Orders can also be used for service items.

• Set the Replenishment System

  • Ensure the Replenishment System is set to Purchase to generate a Purchase Order. If you need to create a Work Order, change the Replenishment System to Work Order.

• Save the Sales Order

  • After saving, GoldFinch automatically allocates inventory to each Sales Line based on available quantity in the selected warehouse.

  • To disable allocation for special order items:

    • Refer to Managing GoldFinch Custom Settings to configure a new custom setting:

      • Name: DoNotAllocateSpecialOrder

      • Value: True

Inserting Requisitions to Create a Purchase Order

• Click Insert Requisition on the Sales Order

  • A Requisition Line will be created for each Sales Line marked as Special Order.

  • The quantity on the Requisition Line will be the Sales Line Quantity minus the allocated quantity:
    Requisition Line Quantity = Sales Line Quantity - Allocated Quantity

• Review and Update Requisition Information

  • Vendor: Defaults to the item's default vendor.

  • Order Date: Set to today's date.

  • Due Date: Taken from the Requested Shipment Date on the Sales Order.

  • Refer to Populate Purchase Unit Cost for more details on how the Unit Cost is calculated.

• Click Create Orders

• This action generates a Purchase Order for each vendor based on the due date. To view the related Purchase Order, click on the Purchase Order No. link.

Creating Special Purchase Orders for Multiple Sales Orders

You can also generate Purchase Orders from multiple Sales Orders. For more information, refer to GoldFinch documentation on Special Purchase Orders..

Post-Purchase Order Creation Steps

• Enable Advanced Preparation for Shipments

  • To prepare for shipments before inventory is received, enable the Allow Create WS for Special Order setting in the Company Setup.

• Create a Warehouse Receipt

  • Follow the standard process to create and post a Warehouse Receipt.

  • After posting, the inventory will be allocated to the Sales Order that initiated the requisition.

• Create a Put-Away

  • If the warehouse is set up to receive inventory into a Receive bin, click Create Put-away from the Warehouse Receipt. The default Put-Away bin for special purchase orders is the Cross Dock bin, but this can be adjusted.

• Create a Warehouse Shipment

  • Follow the standard process to create a Warehouse Shipment. If a Pick Ticket is required, GoldFinch will suggest picking from the Cross Dock bin for special order items.

Create Special Purchase Orders for a Work Order

On the Work Order, you can use Insert Requisition to create a special purchase order for a Work Line with Purchasing Type = Special Order with Replenishment System = Purchase Order. After you post the receipt for the special purchase order, the inventory will be automatically allocated to the Work Order.

Article Process-Special-Purchase-Orders-Insert-Requisition  ·  Last updated April 18, 2026 · GoldFinch ERP Help Center