Special Orders are used when a customer requests an item that is not currently available and needs to be ordered from a vendor. You can create the Special Order, enter cost and pricing details, add item information, include shipping if needed, and mark the order as ready for pickup once it arrives.
Create a special order
Open the Special Orders tab.
Click New.
In the Customer field, select the customer.
In the Primary Associate field, select the associate responsible for the order.
In the Unit Cost field, enter the cost.
If the cost is estimated, check Cost is Estimated.
In the Source field, select the source.
In the Due Date field, select the due date.
In the Price field, enter the customer-facing price.
If the price is estimated, check Price is Estimated.
If a discount applies, enter it in the Discount Amount field.
In the Vendor field, select the vendor for the item.
In the Description field, enter a clear description of the item being ordered.
In the Category field, select the item category.
Review the information and click Save.
Add shipping to a special order
Use the shipping section if the order includes shipping costs or shipping details that should be tracked on the Special Order.
In the Shipping section, turn on the Shipping toggle.
In the Vendor field, select the shipping vendor.
In the Unit Cost field, enter the shipping cost.
In the Unit Price field, enter the shipping price charged to the customer.
Review the shipping recipient and address details.
Click Save.
Add to POS to Open Record
For special orders, you will add the order to POS twice. First, you will Add to POS to move the special order record to an Open status. Second, you will Add to POS to close out the sale and collect any balance.
To open the record:
Click Add to POS. The information from the record will populate into the POS.
Enter a deposit amount. The deposit amount can be zero if no deposit will be collected.
Fill out any other required fields as needed.
Click Finish. The receipt will be generated and the special order will move to an Open status.
Mark a special order as ready for pickup
Once the ordered item arrives, mark the Special Order as ready so it can move forward in the customer pickup or sales process.
Option 1: Mark ready from the Special Order record
Open the Special Order record.
Click Ready for Pickup.
Confirm the action if prompted.
Option 2: Mark ready using the Is Ready field
Open the Special Order record.
Find the Is Ready field.
Click the edit icon next to Is Ready.
Check the Is Ready box.
Click Save.
Option 3: Mark ready from the related Job record
Open the related Job record.
In the job-related list, find the associated Special Order line.
Click the dropdown menu next to the Special Order line.
Select Mark as Ready.
Add to POS to Finalize Order
When the customer comes in to pick up the order, Add to POS again to collect any balance and finalize the sale.
Click Add to POS.
Enter in payment information.
Click Finish. The receipt will be generated and the special order will move to a Paid and Closed status.