This feature is currently in beta and may not be available in your account.

When an unfulfilled sale with out-of-stock or speciality order products is processed, details and required order quantities will be reflected on the Special orders page. You can also add products to a purchase order from this page.

For example, if you had 0 Ceramic Teapots in stock and sold 3 to be delivered to the customer when the product is back in stock, the 3 unfulfilled sale items will appear on the Special orders page.

Navigating the Special orders page

On the Special orders page, you can access different information using the tabs:

• To order products: List of products requiring procurement, grouped by outlet. You can filter the lists by outlet or supplier.
• Ordered products: List of products already on order. You can filter the list by outlet or supplier.

To order products tab

• Total suggested order quantities at the product level (per outlet) that factor in all related unfulfilled sales, unreceived quantities on purchase orders, and inbound inventory from POs and transfers.
• Expanded product row details including sales information, customer details, required quantities, and notes per sale.

You can also add products to an existing purchase order or create a new one directly from the Special orders page.

The Special orders page can display up to 1000 products. You can process orders to view more.

Ordered products tab

For each product, the table displays:

• Special order demand: The quantity required to fulfill your unfulfilled sales.
• Inbound inventory: The quantity of stock coming from transfers or dispatched purchase orders.
• On purchase order: The quantity of stock on any sent purchase orders (excluding those marked as dispatched).
• The expanded product row details sales information, customer details, active purchase orders, and transfers containing the product.

Creating a special order sale

1. Navigate to Sell > Sell.
2. Add the out-of-stock or speciality order product to the sale.

3. In the pop-up, select Fulfill later > Continue.

   

4. Add a customer to the sale. Their saved details will auto-populate. If they’re not already in your customer database, you will be prompted to add them as a new customer.

5. Select a Fulfillment method, optionally add a Fulfillment note, then click Continue.

   

   Afterwards, the special order product will be indicated with a Special order product tag.

6. Take payment or deposit for the sale.

Reviewing suggested order quantities

To determine the order quantities needed for unfulfilled sales, the Special orders page will display the quantity required to fulfill orders by sale and a total suggested order quantity by product that reflects already ordered and inbound inventory.

Learn more about the metrics used on the Special orders page by clicking Glossary in the right corner under the Search button.

To review recommended order quantities on the Special orders page:

1. Navigate to Inventory > Special orders.

2. On the To order products tab, search by outlet or supplier, or scroll down to locate the product (organized by outlet). At the product level, the total Suggested order quantity is displayed. You can also click the expand arrow next to the product name to display the Suggestion details and quantities.

   

3. (Optional) Click the Sales history tab if you need to review the required quantity from sales.

Adding products to a purchase order from the Special orders page

To add a product to a purchase order from the Special orders page:

1. Search by outlet, supplier, or navigate to the product.

   

2. Next to the product name, check the product box. You can select multiple products if required.

   You can only select products within a single outlet. Multi-location selection is not supported.

3. In the table header, click Add product to purchase order.

   

4. Select whether you want to Add to an existing purchase order or Create a new purchase order.

   

5. If you’re adding to an existing purchase order, select the order. If you’re creating a new one, enter the order details. Click Next.

6. Adjust the Quantity and Cost price, if needed.

   

7. Click Add products to order.

A confirmation message will display on the Special orders page with a link to the associated purchase order.

Locating on order products

If you want to track special order products that you already have on order, click the Ordered products tab.

The Ordered products tab displays items where the full required amount is covered by existing orders, but that stock has still not yet been received. This helps you keep track of the items you’re still waiting to get in to fulfill your special orders.

Once you’ve received sufficient stock to fulfil the special orders waiting on a given product, that product will no longer be displayed on the Special orders page, and instead can be found by opening the relevant sale in the Fulfillment page, where it will be ready to fulfil.

Receiving Special Order products

When you're receiving an order, a tag under the product image and a banner will display for the special order products that need to be put aside, making the identification process more streamlined.

Expanding the product row allows you to access the details of the sales, including the customers who are waiting for this product. From here, you will also be able to print the sales receipt directly, so that you can tag your physical product.

Expand the product row to access the customers who are awaiting this product and the details of their sales. From here, you can also print the sales receipt directly, so that you can tag your physical product.

When you’re ready to receive an order, a pop-up will display to remind you of the different products that you need to put aside.