The Special Order General Settings comprises the default setting for a Special Order:
Purchase Order Number Starting Value and Prefix
Special Order Number Assignment Method
Dashboard Layout
Default Dashboard Sorting
Finalized Order Definition
Shipping Updates
Optional System Fields in SO Form
Required Fields
Before entering special orders, it's important to set your purchase order start values and the special order number assignment method. When creating a new special order, these settings are the default to assign purchase order numbers, special order numbers, and automatic shipping transitions.
To define these defaults go to Orders > Special Orders > Settings.
Purchase Order Number:
By default, the PO start value is set to 1000. However, you probably already have a running PO value when transitioning to Golf Genius - Golf Shop.
To align the correct PO value with your previous system, enter the PO value for the first special/stock order to be placed in Golf Genius - Golf Shop. Note: This is the same value assigned in Stock Order General Settings. You can also optionally enter a prefix that will be included in the PO #. For instance, the first special/stock order placed in the example account below will be assigned the PO # of "BACC1080" (as shown below).
Special Order Number:
In the Special Order General Settings, you will be given the option to pick one of three available default special order number assignment methods (as shown below).
PO# - Item position: For example, the purchase order number might be 1001, then each special order item will be given a special order number of 1001-1, 1001-2, 1001-3... and continuing.
PO# - Customer Initials - Item position (only if duplicates present): For example, a customer Dave Allison places an order, and the purchase order is 1001, then the first special order item will be given a special order number of 1001-DA. The subsequent orders will be given a special order number of 1001-DA-1, 1001-DA-2... and continuing.
PO# - Customer First Name Initial Last Name - Item position (only if duplicates present): For example, a customer Dave Allison places an order, and the purchase order is 1001, then the first special order item will be given a special order number of 1001-DAllison. The subsequent orders will be given a special order number of 1001-DAllison-1, 1001-DAllison-2... and continuing.
Note: While the purchase order and special order numbers will automatically be assigned as you enter special orders, keep in mind that you can customize those numbers when entering a special order (if necessary).
Dashboard Tile Layout:
If you have a large volume of orders, you may prefer to see your special order dashboard in a condensed tile layout so you can see more orders at once in each stage. When using the condensed view, only the Member Name, Vendor Name, and Alerts will be displayed in each tile.
Default Dashboard Sorting:
You can define the default sort order for each stage in the dashboard pipeline view and the list view default sort order. Use the drop-downs to define the default sort order for each stage or list view and if you would like it in ascending (ASC) or descending (DESC) order (as shown below).
Finalized Order Definition:
When finalizing a special order, certain conditions must be met for the order to be considered finalized. You have the ability to define what is considered a finalized order and align it with your actual special order process. Only the checked options will be required to finalize a special order. These options will be shown in the "Next" popup of the "Delivery" stage.
Once changes are saved, the new definition for a finalized order will be applied to:
Orders not already finalized. For orders that qualify as finalized by the new definition will be marked finalized.
Orders finalized in the last 24 hours still visible on the dashboard. Orders that do not qualify as finalized anymore under the definition will be marked as not finalized.
Shipping Updates:
During the flow of a special order, you have the ability to enter tracking information for orders. Enable this option if you would like shipping updates from a shipping company to automatically transition an order to the Delivered stage.
Once enabled, any special order (with the shipping tracking number entered) will automatically be moved to "Delivered" once the shipping company marks it as delivered.
Optional System Fields in Special Order Form:
When creating a special order, there are several fields available in the special order form. Not all of these fields may be necessary for your facility. You have the ability to define certain fields that may or may not be displayed in the special order form. Only the checked option will be shown on the special order form.
Required System Fields in Special Order Form:
When creating a special order, there are several fields available in the special order form. Some fields may be mandatory for your facility. You have the ability to define certain fields that may be required in the special order form. Only checked options will be mandatory on the special order form.
