How are purchase orders created from special orders?
When this automation is enabled, Pavilion can create or update a draft purchase order when a special order with an inventory item is funded, paid, or finalized.
ℹ️ Important: This automation is disabled by default. Contact your system administrator if your team wants to enable it.
What this automation does
When a customer requests an item that is not currently in stock, your team may create a special order.
If the special order includes an existing inventory item, Pavilion can automatically create or update a draft purchase order after the special order is funded, paid, or finalized.
This helps your purchasing team order the item without manually entering the same details again.
How the workflow works
Once the automation is enabled:
A special order is created for an existing inventory item.
The special order starts in Draft status.
After the customer provides payment or funding through POS, the special order moves to Open status.
Pavilion checks whether there is already an open draft purchase order for the vendor linked to the item.
If a matching draft purchase order exists, Pavilion adds the item to that purchase order.
If no matching draft purchase order exists, Pavilion creates a new draft purchase order and adds the item to it.
The purchase order is linked to the special order.
When the purchase order is posted and received, the inventory item becomes available.
The item can then be added to POS to complete the sale.
What users should know
The automation only works when it is enabled by an administrator.
The special order must include an existing inventory item.
Pavilion creates or updates a draft purchase order.
The purchasing team still needs to review, post, and receive the purchase order.
Items from special orders may appear on printed purchase order documents as special order-related items.
Why this matters
This workflow helps teams:
Avoid entering the same item twice
Track what was promised to the customer
Connect sales activity with purchasing activity
Make sure special order items are ordered and received