--- title: "Special Buy-Ins" canonical: "https://kb.myframeworks.com.au/space/PROSTIXV48DOC/31099902/Special%20Buy-Ins" format: markdown --- Special Buy-Ins in Quotes ProStix allows you (with the correct setup) to create a quote for a customer, setting special costs to match the special sell prices that have been offered to the customer as a result of negotiations with the Supplier. When this quote is accepted, a contract is generated. When a sales order is a special buy, the purchase order inherits the cost from the sales order which generally is a special buy-in supplier cost attached to a contract. If you are not using a contract the sales order adopts the gross standard cost as usual. Wastage is not taken into account when you have a special buy cost. To take advantage of this feature, you must generate a new quote as opposed to a sales order. When the quote is accepted, a contract must be set up. Special Buy-Ins in Quotes To create special buy-ins within an order, perform the following 1. From the ProStix Main Menu select 'Sales Order Processing' then 'Order Processing' then 'New Quote' . 2. Complete the 'New Quote' screen making sure you type 'Y' (Yes) to copy another Order or Quote 3. Complete the 'Order Details' screen, making sure that you type ' Yes ' into the ' Special Buy-Ins' field. 4. Type each product into the product detail screen, completing the information required on the 'Supplier Contract Cost' screen, that is, the special cost, supplier name and reference and the contract expiry date. 5. Before a quote can be accepted as an order, you are prompted to create a contract because this is a special buy-ins order. At this point you can choose to hold the supplier prices as entered in the quote. This creates a contract as normal for a customer, with the exception that if any of the products on the quote are included in a linked supplier purchase order, you are prompted to get the contract price. Once the contract is created, you can then accept the quote to become an order. Special Buy-Ins in Orders To create special buy-ins within an order, perform the following: 1. When a sales order is generated, either type ' Yes ' to Special Buy-Ins on the 'Delivery Details' screen or, once the order has been created, change the Order Header field ' Special Buy-Ins' to ' Yes' . 2. When a product is added, the 'Supplier Contract Cost' screen is displayed so that appropriate cost/sell and supplier details can be typed. If a particular product on the order is not to be purchased as a special buy-in, just from this screen and the standard cost/sell is added to the sale. Again, for the cost and sell to be maintained when the order is released, a linked purchase order must be receipted otherwise the product is reset to the current cost/sell when the order is released. 3. The cost that is typed for any product flagged as a special buy-in, is the cost that is carried through to a linked purchase order. In order for the special buy-in cost for a product to be held for the order, it must firstly be linked to a purchase order. That purchase order must then be receipted with a quantity that is equal to or greater than the sale quantity. If not, then the sale is treated as a normal and re-costed at order release. 4. If you find that the cost on a product changes, go into the sales order, select (review) then select on the product. The Supplier Cost Contract screen comes up again and allows you to change the cost/sell originally typed. This flows through to any linked Purchase Order but you cannot change the supplier. To change the supplier, remove the product and re-add. 5. When the order is released to invoice, in a Full Standard Cost environment, posting is made to the standard cost variation account as defined by going to the ProStix Main Menu select 'System Administration' then 'System Set-up' then 'Branch Maintenance' . If blank at branch level then it posts to the account defined at company level for the difference between the actual cost on the invoice and the standard cost as stored in the Product Master file. In an Average Cost environment, the current average cost is used at order release.