Golf Genius - Golf Shop provides the tools to efficiently place, organize, and manage your special orders throughout the golf season. Entering and placing orders with the vendors is very easy, as well as tracking the orders and communicating with your members and guests.
Before starting your special order management, it is important that you complete the initial setup steps (e.g., adding vendors, reviewing settings, etc.). Click Here for instructions.
This article overviews the entire management of special orders and includes links to relevant articles. After reviewing this article, please read the following articles for special circumstances:
Special Orders with Callaway Connect: Callaway Connect is Callaway Golfs e-business solution for authorized Callaway Golf retailers. Callaway Connect allows retailers to securely place orders, check order or return statuses, monitor accounts and get the latest news and information from Callaway Golf. For complete details on the Callaway Connect integration and automating the special order press, Click Here.
Special Orders with RepSpark: RepSpark is a B2B eCommerce wholesale platform that integrates and automates the Special Order process. For completed details on RepSpark integration and automating the special order process, Click Here.
Special Orders with Multiple Items: If you have an order with multiple items, for example, a member places a club order for a driver and fairway woods, please see our article that highlights Managing Special Orders with Multiple Items.
Special Order Quotes: Members will sometimes ask for a quote on a special order before committing to the purchase. You can use a special order quote to seek approval on the special order before placing it with your vendor. For more details on sending special order quotes, Click Here.
Online Ordering: If you are taking orders using the online order form, for example, a seasonal "Get Four for Three" golf ball special, please see our article that highlights Online Ordering.
Overview:
Golf Genius - Golf Shop has an area dedicated to managing your special orders (as shown below).
You have multiple options:
Dashboard: The dashboard is a collection of all your special order and online orders in one convenient location. View your special orders in pipeline view (screenshot above) or in list view. Click Here for more details on viewing the dashboard.
Purchase Orders: View your list of purchase orders to be placed or already place with vendors. Click Here for more details.
Online Order Form: The Online Order Form allows you to easily reach a larger number of members on your Golf Shop roster quickly and provides the means to place orders with vendors with ease. Click Here for more details.
Analytics: The special order analytics is an interactive dashboard allowing users to view detailed analytics and statistics for their special orders. Click Here for more details.
Settings: Before entering special orders, it's important to define the setting that impact your special order dashboard, special order numbers, shipping automation, and more. Click Here for more details.
To view the Special Order Dashboard, go to Orders > Special Orders > Dashboard. When viewing the dashboard, your special orders will be organized into stages (as shown below).
The stages are:
Orders to Place: Special order information entered, with open purchase orders that have not been placed with a vendor.
Order Placed: Special orders placed with vendors waiting for delivery to the club.
Delivered: Special orders delivered to the club that are waiting to be finalized.
Special Order Process - Single Item:
Every special order goes through a process as they go through the three stages on the dashboard.
Below is a summary of the process:
Entering Orders: The first step is to enter the details of the special orders. You can select the member or enter the guest's information, enter the item details (item SKU, description), price, and much more. Special orders are attached to purchase orders (or a new purchase order if one does not already exist). Or you can create a purchase order first and attach special orders to the purchase order. Once special orders have been entered, you can send a quote for review and approval by the member or guest. All saved orders will be placed in the "Orders to Place" stage. For more details on this step, Click Here.
Placing Orders: After special orders have been entered and assigned to a purchase order, the purchase order can be placed via phone, vendor website, or email. The special orders will then be moved to the "Orders Placed" stage. Text and email notifications may also be sent to the customer. For more details on this step, Click Here.
Entering Shipping Details (optional): Once any shipping details are received (expected ship date, expected delivery date, or tracking number) for a special order, you can enter the information. After entering the information, the special orders will stay in the "Orders Placed" stage but will indicate that the shipping information has been entered. Text and email notifications may also be sent to the customer. For more details on this step, Click Here.
Receiving Special Orders: Orders can be moved to the "Delivered" stage automatically (via shipping company confirmation) or manually (by the user). Text and email notifications may also be sent to the customer once the order is moved to this stage. For more details on this step, Click Here.
Finalizing Special Orders: Once an order is delivered, it goes through the process of being finalized. The order needs to be charged, vendor invoice received, and the customer should have the order in hand. Once an order is finalized, it will disappear from the dashboard after 24 hours. For more details on finalizing orders, Click Here.
Follow up with the Member/Guest: Follow up with a member/guest regarding their special order with an Automated Email and Automated Text Message. This allows you to have one more "touch" with your members and guest to express gratitude for their order, ask for feedback, or just ask if they need any additional assistance. For more details on following up on a special order, Click Here.
In the event you are managing an order with multiple items, there are a few key differences that will help you with a multiple-item order. Click Here for more details.
In some cases, orders may need to be returned to the vendor after they are delivered. This is sometimes done when an order is incorrect or the item does not fit the customer. For instructions on returning an order, Click Here.
Special Order Reports:
There are a number of special order reports available to download. To access all the reports, go to the Report Center > Special Order category (as shown below).
You can also quickly print a purchase order associated with the special order directly from the Special Order Dashboard. To do this, find the special order you would like to print a purchase order for and click the action dropdown. Select the option for Print Purchase order (as shown below).
Need to make a report not already available in the report center? You can also use the Order Document Composer to customize available templates or create new special order reports from scratch. For more details on the Report Center, Click Here.