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How do I create a multi-use special order product for one-off purchases?

Learn how to set up a single special order product in Acctivate to handle multiple unique, one-off purchase items without compromising an accurate cost of goods.

 

If your business frequently purchases one-off or unique items, you can create a single "Miscellaneous" special order product in Acctivate. This allows you to reuse one product record while still tracking accurate costs for each unique item using lot numbers.

You must be licensed the Lot Control module in Acctivate to use this setup. Using this setup without lot control will result in inaccurate COGS and is not recommended.

When to Use This Setup

Use this method when:

  • You purchase items that are not regularly stocked and rarely reordered
  • Each item has a different cost
  • You want to avoid creating a new product for every one-off purchase

Product Setup Steps

  1. Open the Edit Product window in Acctivate.
  2. Create a new product (for example: MISC-SO or SPECIAL-ORDER).
  3. Set a simple description and ensure you have the option Allow Product Description Change on Order Entry enabled under Configuration Management > Sales Orders > Order Options > Order Processing Options. This allows users to change the description to reflect the actual product on each sales order.

  4. Configure the following settings:

    a. Item Type

    • Set to Special Order Only
    • This ensures:
      • Sales order lines default to type “S” (Special Order)
      • The product cannot be purchased for stock

    b. Control Type

    • Set to Lot Numbered
    • This requires a lot number when receiving and selling

    Best Practice for Lot Numbers:

    • Use the Purchase Order number or Sales Order number
    • If receiving multiple special order items on the same PO, add a suffix:
      • Example: PO12345-1, PO12345-2

    ⚠️ Important:
    If multiple items share the same lot number, Acctivate will treat them as the same item for costing purposes.

    c. Cost Method

    • Set to Actual
    • This ensures:
      • Costs are tracked per lot number and not averaged across multiple items
      • See our Actual cost article for in depth explaination

  5. Save the item.
  6. Once ready to place an order, follow our Special Order training guide.