Special Orders
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.
1. Create your Work Order
Click New work order
Select the product that is out of stock from your work order.
2. Work Order Sourcing
Once your work order has been created, you’ll be redirected to a new page.
Click the Sourcing button.
Example: WO-#164
3. Create the Special Order
You'll be redirected to another page where you can view the products that require sourcing from your work order.
Click the Create special order button.
You'll be redirected to another page where you can enter a Required by date and Notes.
Example:
After you're finished entering your details, click Create special order at the bottom of the page.
You have the option to copy the custom fields from your work order to the special order.
4. Work Order Sourcing Confirmation
After creating your special order, you'll be re-directed to a confirmation page.
The yellow icon indicates how many items have been successfully sourced.
5. Reviewing the Special Order
To review the special order, click the Special Orders tile from the Shopify POS home page.
Example: SPO-#48
Note: The special order has not been fully ordered yet.
Here you can view details such as location, status, and the linked work order number by clicking on the special order.
6. Purchase the Special Order
Method #1: Purchase Orders > Merge Special Order
Click the Merge Special Orders button.
Enter your Location and Supplier.
Select your special order
Example: SPO-#48
Click Create Purchase Order.
You have the option to copy the custom fields from your special order to the purchase order.
You'll be re-directed to the purchase order page.
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 displays the SPO number.
Example: SPO-#21
7. Verify the purchase of the Special Order
To verify the purchase was successful, return to the Special Orders tile.
The status of your special order should now say Fully Ordered.
8. Create receipts
Once you have received your items, you can mark the status of your Special Order as All Received by creating Receipts.
Return to the Purchase Orders tile and select the purchase order created from your special order.
Scroll down and create receipts.
Click Update purchase order.
Your status will now be updated as All Received.
For a more detailed guide on how to create work orders on POS, click here:
For more information on how to create a purchase order, click here:
For more information on how to create a purchase order, click here:
For more information on how to create receipts, click here:
