Create a Special Order from an Online Order
Last updated
Last updated
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. This More Actions feature allows you to create a special order from an online order, outside of WorkMate.
1. Create an Online Order
Access your Shopify Admin and go to the Orders section.
From here, click Create order.
Example: Order #1012
2. Create a Special Order
Once you've created an online order, navigate to the More actions dropdown menu.
Select the Create Special Order action.
A dialog box will open that allows you to create a special order within WorkMate
Click the Create special order button.
You will receive a confirmation prompt containing a link that directs you to the special order you created in WorkMate.
Example: SPO-#31
3. Purchase the Special Order
Tip: The process of purchasing a special order created from an online order is the same as a special order created within WorkMate!
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-#31
Select the SPO you'd like to purchase and click the Merge button on the top right-hand corner.
You'll be re-directed to the purchase order page.
Example: PO-#43
For more information on how to create a purchase order, click here: Purchase Orders
Click Save.
4. 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.
5. 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.
6. Create a receipt for the Purchase Order
Once you have received your items, you can create a receipt for the purchase order.
Navigate to the Receipts app block.
For more information on how to create receipts, click here: Receipts
Click Save at the bottom of the page.
Your status will now be updated as All received.
