Special Orders - Creating, Editing and Delivering an Order
Reference Number: AA-00352 Views: 10498 Created: 2014-01-07 11:06 Last Updated: 2014-12-10 17:00 0 Rating/ Voters

Special Orders - Creating, Editing and Delivering an Order

These instructions cover how to create a special order as well as receiving subsequent payments. We will also cover how to edit one of these orders before it has been delivered.

NOTE: This information can be referenced in the Artisan User's manual Version 3.0 Chapter 9.2

If you want information on Ordering and Receiving Items on a Special Order go to this article; otherwise, continue.

1. Putting and Item on a Special Order

Enter the item into the Cash Register screen then either use ALT + F8 or from the Operations Menu (CTRL + O) select 5 and then 1.

If you have not chosen a customer prior to finalizing the special order you will be prompted for a customer here, this is required.

Once all the items are entered, in this instance we are just putting one item on layaway, either use the Operations Menu(as shown above) or use the CTRL + L shortcut keys. This will move you to the payment screen. 

NOTE:  If the customer is purchasing additional items that are not on layaway then you will need to create a separate transaction for these items. All items on a Layaway transaction are considered to be on layaway.

2. Original Deposit

The minimum special order deposit for this example is 25%, which is automatically reflected in the amount paid field. This amount can be adjusted either up or down depending on what is being paid at this time.

You may be limited in reducing this amount if you have security settings that do not allow you to change this. Select the Payment Type and complete the sale as you normally do.

3. Taking a Payment

We are now ready to take an additional payment on this special order.

- Enter the customer name into the Cash Register screen. You will see the pending special order in the upper part of the screen in the Open Activity area.

> Open Activity Area (at the top of the screen)

> Note - There is currently nothing due on this transaction. 

- We are now going to apply a payment to this existing special order.


- To apply a payment you will either click once with your mouse in the Payment field in the open activity area or you can use the shortcut of CTRL + UP ARROW

> Payment field now highlighted with the amount outstanding showing lightly.

- Our customer is going to make a partial payment of $100.00. Type in 100.00 and press Enter. 

- You will now see the Payment is $100.00 and is highlighted

> The $100.00 is now showing.

- Now finalize this sale by either using the F10 shortcut key or click with your mouse in the lower part of the screen or use the CTRL + DOWN ARROW. Once you have returned to the lower part of the screen you can add additional items if the customer is purchasing anything at this item. Take the payment as you normally do.

4. Final Payment and Delivery of the Special Order

We are now going to take the final payment on this Special Order and allow the customer to take this item home. A Special Order is not considered a sale until it is marked delivered.

- The balance on this layaway is $187.00, we will take this payment as we did in the previous example.

Once you have entered the payment and the payment type and select "Save" you will have this next screen pop up. If the customer is now taking the item as it is paid in full you would select yes. Once you select Yes, this item is now considered a sale and has been removed from inventory. If you do select "No" as the customer is not taking the item then the item will remain as reserved from QOH for this item and can be delivered later.

Normally you would select "Yes" at this point.

If you do select "No" because the customer did not pick up the item, but it is fully paid for, when the customer does collect the special order you will need to mark it delivered. Move your cursor to the open activity area of the screen and press Enter. You will then get this popup to mark the item delivered.

5. Editing an Existing Special Order

As we all know only too well, customers change their minds. You were told earlier in these instructions to never open the original special order to take a payment. The only time you would recall the original special order is if the customer changed their mind on the items they had selected. Recall the original special order and make any necessary changes and then re-finalize the transaction. All deposits will still be applied to this order. If the customer decides she does not want the special order at all you would recall the original special order and void this transaction (CTRL + V). You will be prompted that deposits have been taken against this order and do you want to continue, answer Yes. You will then see a new line item in a sale for this customer for a refund of the deposit. Finalize this transaction and select the credit type you wish to use. Either Store Credit or if you are returning the deposit to the customer select the credit type you are refunding to.

- Examples of screens you may see if you void a special order:

- Notice of deposits already taken against this order when you "Void" the original transaction.

- Once the order is voided the deposits are refunded.

- This is the total amount of the refund from the deposit. Note it says "Total Credit" as credit type  to reflect refund.

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