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: Work Orders

2. Work Order Sourcing

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

For more information on Work Order Sourcing, click here: Sourcing Overview

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.
Click the Special Order button.

Example: Velen Cardigan - Grey

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

4. Work Order Sourcing Confirmation

After creating your special order, you'll be re-directed to a confirmation page.

On this page, you'll be able to view information such as the associated work order number and also assign tasks.
After reviewing the special order, click Save.

5. Reviewing the Special Order

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

Here, you can view all of your previously created special orders.

Example: SPO-#4

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

6. Purchase the 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-#4's location is My Custom Location, and vendor is WorkMate Staging

Select the SPO you'd like to purchase and click the Merge button.

You'll be re-directed to the purchase order page.

Example: PO-#8

For more information on how to create a purchase order, click here: Purchase Orders
Click Save.

A purchase order is created from the special order.

7. 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.