Special Orders and Special SKUs in Harbortouch Retail

Description: If a customer wishes to purchase an item that you do not have in stock, you can create a Special Order for the customer and place an order with your Vendor for the item(s) that they would like to purchase. Learn more below. 

• Special Orders
• Outstanding Payments
• Special SKUs

---

Special Orders

Special orders can be used for a variety of different reasons and are generally selected from either the Payment Screen or from the Quick Launch buttons.

Creating a Special Order

1. Once you have added the customer's item(s) to the transaction screen, assign the customer to the transaction (REQUIRED), then designate it as a Special Order.
2. At the bottom of the Payment window, select the Invoice field to open your list of transaction types, then choose Special Order from this list.
3. If you would like to designate an expiration date to the Special Order:
   1. Select the Expires On field to reveal a drop-down menu.
   2. Choose the date of expiration.
      Important: This will default to 30 days unless otherwise indicated.
4. If you wish to obtain a deposit for the Special Order rather than a full payment, enter the deposit amount into the appropriate payment field (ex: Cash, Visa, Debit, etc.).
5. Press Complete Transaction to finalize the transaction.

Special Order Quick Launch Button

If you frequently create Special Orders for your customers, this Invoice type can be set on the Quick Launch tab (Quick Launch Button Action code: {Payment}Special Order) so that Step 1 above can be skipped.

In the below example, the item was rung in. Then the Special Order Quick Launch button was selected once the customer had been assigned to the transaction.

Outstanding Payments

If the order was not paid in full during the initial transaction, the order will need to be recalled and additional payments completed in order to finalize the transaction.

1. To recall a Special Order, first log into the POS, and select the customer whose Special Order you would like to recall.
2. From the transaction screen, select the [F3] Recall Transaction button at the bottom of the window, or press F3 on the keyboard.
3. In the Recall Transactions window, select the Special Order for that customer, which is easily identified by blue font.

Note: The "Type" column will display “Special Order,” and the "Reference" column will say “Outstanding,” meaning the order has not been paid in full.

1. Press Receive Payment to apply an additional partial payment towards the Special Order.
2. To completely pay off a Special Order:
   • Select that order.
   • Press the Recall Transaction button.
   • Complete the transaction as normal.

Special SKUs

By using the Special SKU function, you can automatically create a new SKU and a Special Order for an item not already present in your system (such as items ordered from a vendor catalog).

Setting Up a Special SKU

Special SKUs can be manually typed in or added as a Quick Launch button to ring in a transaction, but the SKU must be in the database before having access to this feature.

Important: If SPECIALSKU is not already in your database, you will first need to add this specifically coded SKU.

From the Inventory menu, navigate to New Sku: and enter "SPECIALSKU" in the field, then select Create New SKU.

The bottom of the screen will contain all of the editable fields for the new inventory item:

1. Leave the "Description" field blank and "Reg. Sell Price" at $0.00.
   • This setup will prompt you to enter a description and price for the Special Ordered item at the time of the transaction.
2. Assign the Vendor and Department. “SPECIALSKU” or “Special Order.”
   • Recommended for separate reporting, the Vendor and Department will need to be added prior to saving the SKU.
3. Check Sales Tax (to default as a taxable item) or leave unchecked (to default as nontaxable).
4. Check QOH=0, since the quantity sold will not be tracked as these are not stocked items.
5. Select Save once all the changes have been completed.

How to complete a Transaction with a Special SKU

In the POS screen, be sure to assign the Customer (F6) to the transaction. This can be done before or after the SPECIALSKU is rung in.

Option 1

Type "specialsku" into the Enter SKU / CODE field in the transaction screen and select Enter on your keyboard to ring it in.

Option 2

The SKU can be set on the Quick Launch Tab (Quick Launch Button Action code: SPECIALSKU{Enter} ) so that manually typing "specialsku" into the code field can be skipped.

You will be prompted to enter a Description and Price for the Special Order item. Complete the prompts and then finalize the sale as normal.

The system will now create a new SKU using the Description and Price you have just entered and put it under the Department you have assigned to the special SKU. It will also have automatically created a Special Order for the new item, which can be added directly to a Purchase Order.

Important: If SPECIALSKU is utilized in the POS, the system will automatically designate this as a Special Order rather than a standard Invoice. To view the newly added SKU in the Inventory, you must refresh the SKU list for the changes to appear.