Special Orders

Special orders allow merchants to handle requests for products that are out of stock or not typically held in inventory. During the work order creation process, if a required item is unavailable, merchants can initiate a special order to source the component from a vendor. This ensures that the customer's order can be fulfilled even if the item is not currently in stock.

1. Create your Work Order

Click New Work Order
For a more detailed guide on how to create work orders on admin, click here:

2. Work Order Sourcing

Once your work order has been saved, click the Sourcing button.

3. Create the Special Order

After clicking the sourcing button, a confirmation prompt will appear showing the items in your work order that require sourcing.

Example: WorkMate Bike

Click the Special Order button.
You'll be redirected to another page where you can enter Notes and a Required By date.
Once you're finished entering your details, click Create Special Order.

Example:

After you've clicked Create Special Order, you'll view a prompt to copy over your work order custom fields if you have any.
Click No or Yes.

After successfully sourcing, you'll view a confirmation prompt:

4. Detailed Special Order View

To review the special order, click the Special Orders module from your WorkMate dashboard.

On this page, you'll be able to view information such as the SPO's order state and associated work order number.

Example: SPO-#47

Note: The special order has not been fully ordered yet.

5. Purchase the Special Order

Tip: There are multiple ways you can purchase a special order!

Method #1: Purchase Orders > Merge Special Order

To purchase the special order, access the Purchase Orders module from your WorkMate dashboard.

Click the Merge Special Orders button.

You'll be redirected to a new page where you can configure the special order's associated location and vendor.

Example: SPO-#47's location is My Custom Location, and vendor is WorkMate Staging

Select the SPO you'd like to purchase and click the Merge button in the upper right-hand corner.

You'll be asked if you want to copy over the special order custom fields to the purchase order.
Click No or Yes

After, you'll be re-directed to the purchase order page.

Example: PO-#58

After merging your SPO to your PO, create your PO as normal.

Method #2: Creating a Purchase Order > Import Special Order

Create a Purchase Order.
In the Products section, click the Add product button.

Click the Import special order button.

After clicking the Import special order button, a dialogue box displaying the SPOs associated with the PO's supplier and location will populate.

Example:

Click on the SPO you would like to purchase.
After clicking, the SPO's products will be imported into the PO.
There will also be a badge that display's the SPO number.

Example: SPO-#47

Method #3: Special Orders > Create Purchase Order OR > Merge with Purchase Order

Access the Special orders module.

Click on the SPO you would like to purchase.

Example: SPO-#47

Once a SPO is selected, you can either click the Create purchase order button or Merge with purchase order button.
Create purchase order will create a brand new purchase order, and Merge with purchase order will merge your SPO with an existing PO with the SPO's associated supplier and location.

6. Send/Print the Purchase Order

Send the purchase order to your vendor by clicking the Print button.

You'll be prompted to enter the details of your email.
If your printer has an email, you can enter the printer email into the Email field. Otherwise, you can send the PO Invoice to another email and print it manually.

8. Verify the purchase of the Special Order

To verify the purchase was successful, return to the Special Orders module.
The status of your special order should now say Fully Ordered.

9. Create a receipt for the Purchase Order

Once you have received your items from the special order, you can create a receipt for the associated purchase order.
Navigate to the Receipts app block.