How to Use Special Orders

The Special Order feature allows you to create customer-specific orders for items that are not currently available or need to be ordered from a vendor. Special Orders can be used for one-time purchases or recurring subscription-style orders.

Special Order Workflow

1. Create the Special Order for the customer.
2. Place the order with the vendor using a Purchase Order or by ordering directly.
3. Receive the item when it arrives.
4. Notify the customer that the item is ready.
5. Charge the customer or complete checkout on the Register app.
6. Once paid, the Special Order is closed and a sales ticket is created.

1. Open the Special Order Page

Go to the Special Order page to view, search, export, and manage all Special Orders.

From this page, you can filter orders by:

• Date range
• Status
• Delivery Method
• Special Order Number
  

2. Configure Special Order Settings

Click the menu button to open General Settings.

Here you can enter email addresses for notifications, including:

• New Special Orders
• Special Orders that require review
• Special Orders placed with vendors

You can also enable Notify customer when Special Order is received. When enabled, customers will automatically receive a notification once the item has been received.

3. Create a New Special Order

To create a new Special Order:

1. Click the action button to create a new Special Order.
2. Select the customer.
3. Select the Delivery Method (Delivery or Store Pickup).
4. Select the order frequency.
5. Specify a due date if needed.
6. Add items to the order.
7. Click Save.

4. Add Items to the Special Order

You can search and add products using:

• Product Name
• SKU
• Product Code
• Tags
• Keywords

The item grid displays:

• SKU
• Product Name
• Brand
• QOH (Quantity on Hand)
• Qty on Order
• Qty
• Price
• Total

You can also add notes and logs to track customer requests, vendor communication, and internal updates.

5. Use Recurring / Subscription Special Orders

Special Orders support recurring orders. In the frequency field, choose:

• Day
• Week
• Month
• Year
• One-Time

This is useful for customers who regularly purchase the same products.

6. Place the Order with the Vendor

After creating the Special Order, place the order with the vendor using one of the following methods:

Option 1: Using a Purchase Order

Select this option if you are placing the vendor order through the Franpos Purchase Order workflow.

Option 2: Order Directly

Select this option if you are ordering directly through the vendor’s website, portal, phone, email, or another external method that bypasses Purchase Order creation in Franpos.

Choosing Order Directly will immediately increase your inventory quantity, assuming the items are already on hand from a third-party source. The Special Order will then be moved directly to the Ready for Pickup status without requiring a Purchase Order to be created or received in Franpos.

Option 3: Load Special Orders into an New Purchase Order

When creating a new Prucahse Order, you can automatically load items from one or more Special Orders.

1. Go to Pruchase ordes -> Start creating new Purchase Order.
2. Click Load Items From.
3. Select Special Orders.
4. Select one or more open Special Orders.
5. Click Load.

The selected Special Order items will be added directly to the Purchase Order.

7. Receive the Item

When the item arrives, receive it using one of the following methods:

• Purchase Order Receiving
• Standalone Inventory Receiving

Once the item is received into inventory, the Special Order status changes to Received.

8. Notify the Customer

Once the item has been received, click Notify Customer to inform the customer that their order is ready.

If automatic notifications are enabled, the customer may be notified automatically when the item is received.

After notification is sent, the status changes to Notified Customer.

9. Charge or Checkout the Customer

After the customer has been notified, payment can be collected using one of the following methods:

Charge Customer

If the customer has a valid card on file, you can charge the customer directly from the Special Order screen.

Checkout on Register App

You can also complete the sale from the Register app using any supported payment method, including credit card, cash, gift card, store credit, or other available tenders.

Once payment is completed:

• The Special Order is marked as Closed.
• A sales ticket is automatically created.
• The ticket contains the Special Order items and transaction details.

Special Order Status Flow

Notes and Logs

The Notes and Logs section records important Special Order activity, including:

• Special Order creation
• Vendor ordering activity
• Customer notifications
• Internal staff notes
• Status changes
  

This provides a complete history of the Special Order and helps staff track progress from creation through fulfillment and payment.