In this article, we will discuss some special order concepts and terminology of Golf Genius Golf Shop. If you are a new customer, it is particularly important to get a good grasp of these concepts so you can avoid any confusion as you begin using the product.
Special Order and Purchase Order:
Two kinds of orders that are directly related to each other:
Special Order: A special order is an item that a member or guest would like to order.
Purchase Order: A purchase order is an order sent to a vendor that includes one or more special orders.
Every purchase order is assigned a PO#, and every special order is assigned a SO#. These numbers are useful to quickly identify and organize orders in Golf Genius Golf Shop. The SO# is typically derived from the PO#.
Let's look at two common scenarios.
One Special Order in a Purchase Order: A member wants to order a wedge. The golf shop enters this special order, and that special order is attached to a new purchase order. The PO# will be PO#1001, and the SO# for the wedge will be SO#1001-1, (as shown below).
Multiple Special Orders in a Purchase Order: A member wants to order a Callaway driver, 3 wood, 5 wood, and 3 Hybrid. The golf shop enters four special orders, and all special orders are attached to a new purchase order. The PO# will be PO#1002, the driver's SO# will be SO#1002-1, 3 Wood is SO#1002-2, 5 Wood is SO#1002-3, and the hybrid's SO# is SO#1002-4, (as shown below).
Special Order Process:
Every special order goes through the process of being entered into the system, placed to the vendor, delivered, and finalized. In some cases, shipping details will also be entered.
Let's look at an example: A member requests an order for a Callaway Driver. The item is entered as special order and assigned to a purchase order for Callaway. The purchase order is then placed with Callaway. Callaway then provides shipping details for the item (which can be entered into the system by the club to track the shipment), and once received by the club, the order is marked as Delivered. When the member is notified the club is received, it can be picked up. Once picked up and charged, the order can be finalized.
The illustration below highlights the life cycle of a special order.
For complete details on managing special order, Click Here.
Special Order Forms:
When entering a special order, you will be filling out an order form where you will assign it to a product category (e.g., driver, pants, etc.), which allows you to easily identify and organize your orders. Each product category can have its own custom form filled with various product detail custom fields.
Example: You might have a product category for gloves and another category for drivers. The order form for the glove will have the appropriate product detail custom fields (e.g., brand, glove size, and hand). The order form for the driver will have its own appropriate custom fields (e.g., loft, shaft flex). Customizing custom forms by category will ensure you do not see information on an order form like loft and shaft flex when you are placing a glove order.
To better illustrate, look at the order forms side-by-side (see below). Both order forms include the standard information that is needed (e.g. vendor, member, Item SKU). However, the product detail custom fields (by the selected category) are also represented on the form.
For details on managing custom forms, Click Here.
Member Profiles:
Every club has a membership roster that contains a member profile for each member. Every profile contains system fields stored in your member roster (e.g., name, email, birthday, and cell phone) as well as custom fields (created by you). Example custom fields include shirt size, shoe size, and grip size.
Member custom fields can be connected to special order custom fields. When a member is selected in a special order, any member custom field connected to a special order custom field will populate into the form. For details on connecting special order custom fields, Click Here.
Example: You have a member custom field for Shirt Size. John Smith (one of your members) is Large. When entering a shirt special order for John, his size will automatically pre-fill into the Size field of the form.
To help illustrate this example, take a look at his member profile (below).
Now, take a look at the order form for John (below) and notice how the size was automatically populated.
You can also collect member custom field answers (e.g., sizing information, merchandise preferences) through our Survey Feature. For more details on this, Click Here.