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

When an unfulfilled sale that includes out-of-stock or special order products is processed, the suggested order quantities will be reflected in the Products > Special order demand column and on the Special orders page. You can also view additional details and add products to a purchase order from the Special orders 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 Special order demand column (on the Products page) and the Special orders page would both show the 3 unfulfilled sale items.

Navigating the Special orders page

On the Special orders page, you can access different information using the tabs at the top of the page.

To order products tab

The To order products tab lists products requiring procurement, grouped by outlet. You can filter by outlet or supplier.

The table displays:

• 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 purchase orders and transfers.
• Expanded product row details including sales information, customer details, required quantities, and notes per sale.

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

The Special orders page can show up to 1,000 products. You can process orders to view more.

Ordered products tab

The Ordered products tab lists products that are already on order, grouped by outlet. You can filter the list by outlet or supplier.

The table displays:

• Special order demand: The quantity of stock 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).
• Expanded product row details including sales information, customer details, active purchase orders, and transfers containing the product.

Creating a special order sale

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

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

   

4. Add a customer to the sale. Their saved details will auto-populate. If they’re not already in your customer database, you’ll be prompted to add them as a new customer.
5. Select a Fulfillment method. You can also add a Fulfillment note (optional).

6. Click Continue.

   

   Afterward, the special order product will display a Special order product label.

7. Take a payment or deposit for the sale.

Reviewing suggested order quantities

To help you determine the order quantities needed for unfulfilled sales, the Special orders page will display the quantity required to fulfill orders by sale, as well as 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 top right corner under the Search button.

To review suggested order quantities on the Special orders page:

1. Navigate to Inventory > Special orders.
2. Click the To order products tab.

3. Search by outlet or supplier, or scroll down to locate the product (organized by outlet). At the product level, you can view the total Suggested order quantity or click the arrow beside the product name to view the Suggestion details and quantities.

   

4. (Optional) Click the product’s Sales history tab to review the Required quantity from unfulfilled sales.

Adding products to a purchase order from the Special orders page

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

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

2. Check the box next to the product name. You can select multiple products if required.

   You can only select products within a single outlet. Multi-outlet 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 PO, select the order. If you’re creating a new PO, enter the order details.
6. Click Next.

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

   

8. Click Add products to order.

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

Locating on-order products

To track special order products that you already have on order, click the Ordered products tab.

The Ordered products tab displays items for which the full required amount is covered by existing orders, but the stock has not yet been received.

Once you’ve received sufficient stock to fulfill the special orders waiting on a given product, that product will no longer be displayed on the Special orders page. You can find the product by opening the relevant sale on the Inventory > Fulfillments page.

Receiving special order products

When you’re receiving an order, a banner will appear to indicate that some items may need to be put aside for special orders. A label will also be displayed under the special order product’s image.

Expanding the product row will display details about the sales, including which customers are waiting for the product. Click the printer icon (Print) to print the sales receipt to tag your physical product.

When you’re ready to receive an order, a pop-up will remind you to put the special order items aside.