A Purchase Order can hold many Special Orders, each at its own stage and carrying its own customer, product, shipping, and finalize details. Seeing all of that on one screen — and finding the order you need — could quickly get overwhelming. The Purchase Order form keeps it manageable by organizing everything into clear sections: identifying information at the top, live status counts in the middle, and each Special Order laid out below with its own set of tabs, so you can see where an order stands at a glance and open any detail when you need it.
In this article, we will discuss the three sections of the Purchase Order form:
Creating Purchase Order
Purchase Order header
Special Orders stats bar
Special Order forms
Creating Purchase Orders
Instead of entering special order(s) and creating purchase orders, you can create a purchase order first, then add special orders within it. This is the preferred method when entering multiple special orders for the same vendor. For details on creating a Purchase Order, Click Here.
Purchase Order Header
The Purchase Order header displays the identifying information of the order (as shown below).
This includes:
PO#: The Purchase Order number.
Vendor Name: The vendor for the Purchase Order.
Order Date: The date the Purchase Order was placed.
PO Nickname: A free-text name you can give the Purchase Order for easy identification (for example, "Spring Trunk Sale" or "June Tournament Gifts").
Member Orders / Guest Orders / Total Orders: Counts of the orders on the Purchase Order.
Total Quantity of Items: The total quantity across all Special Orders.
Method of Ordering: How the order was placed — email, phone, or B2B website.
User: The manager who created the Purchase Order.
Note: The Order Date and Method of Ordering populate once the Purchase Order has been placed. For complete details on placing a Purchase Order, Click Here.
Special Orders Stats Bar
Below the Purchase Order header, the "Special Orders" bar displays live counts of Special Orders at each stage of the pipeline (for example, To Place, Placed, Delivered, Finalized, Returned, Canceled, and Deleted). These counts update as you make changes, giving you a quick overview of the orders on the Purchase Order (as shown below).
When a Purchase Order has many Special Orders, you can use the filter and search functions to narrow what is shown:
Status View: Filter by pipeline stage — All Active, Orders to Place, Orders Placed, or Delivered.
Include View: Show lifecycle categories — Finalized, Returned, Canceled, or Deleted. Selecting one shows only the orders matching it (active orders are hidden), and it works together with the Status View.
Search: Search by customer name, Special Order number, SKU, description, or category.
Special Order Forms
Each Special Order on the Purchase Order is displayed in the lower portion of the form (as shown below).
Each Special Order displays the following information:
Special Order Number: The assigned Special Order number, which can be edited in the Order Details tab.
Special Order Icons (Alerts/Flags): These flags indicate an alert or status for that order. For details on all the available flags, Click Here and review the relevant section in the Special Order Dashboard article.
Each Special Order on the Purchase Order supports the following actions:
Drag and Drop: Reorder Special Orders by dragging the grip handle. The order is saved when you save the Purchase Order.
Expand/Collapse: A collapsed Special Order displays a few key fields in view-only mode. Expand it to edit the fields.
Clone Order: Create a copy of a Special Order with the same field values — useful when entering similar items.
Delete: Remove a Special Order. For a previously saved order, a confirmation appears, and the deleted order displays a "Deleted" badge with a Restore option.
Restore: Return a deleted or canceled Special Order to its previous state. Note: This option is only available for a Deleted or Canceled Special Order. To view deleted or canceled orders, set the "Include" dropdown to display these options (as shown below).
Note:
Clone Order and Add New Special Order are not available on placed orders, or on RepSpark and Callaway Connect orders.
To restore a returned item, set the "Include" dropdown to display Returned, expand the order you wish to restore, open the Return tab, and uncheck the Returned box (as shown below).
When you expand a Special Order, all of its available options are shown in a tabbed menu (as shown below).
The Special Order is split into the following tabs:
Order Details: All the details entered when creating a Special Order. For complete details, Click Here.
Notifications: The notification settings for the customer, plus a quick look at their email and phone number.
Shipping Details: View and add shipping details for a Special Order. For complete details on shipping, Click Here.
Finalize: Review and update the finalize details of a Special Order. For complete details on finalizing, Click Here.
Return: Review and update the return details of a Special Order. For complete details on returns, Click Here.
Vendor: View the complete details for the selected vendor.
Logos: View, update, and manage logos for a Special Order.
Files: View, update, and manage files uploaded to a Special Order. For details on uploading files, Click Here.
Activity Log: Review the activity log of a Special Order. For details on the activity log, Click Here.