BEST POS - Special orders and deposits

Special Orders and Deposits in BEST POS

Summary

This guide shows how to create a special order for non-stock or order-only items, take a deposit, place procurement (PO or transfer), receive the items, notify the customer, then convert to an invoice / delivery. It also covers cancellations, partial pickups, and deposit reconciliation.

Step-by-step Instructions

1) Prerequisites

  • Role permitted to create special orders and take deposits.
  • Customer attached with contact info (phone, email) and notification preference.
  • Store policy: deposit amount (fixed or %), lead times, cancellation terms.

2) Create the special order

  1. At POS, select New Document > Special Order (document type).
  2. Attach the customer and confirm fulfillment (pickup or delivery).
  3. Add items:
    • If missing in catalog, create a temporary item (SKU, description, estimated price, taxes).
    • Enter quantities, estimated lead times, and notes (color, size).
  4. Apply discounts if allowed, then click Subtotal.
  5. Enter a promise date and terms (non-refundable, fees).
  6. Save to generate a special order number.

3) Take a deposit

  1. Click Take Deposit.
  2. Choose the amount (fixed or %) per policy (e.g., 25%).
  3. Select payment method (card, cash, etc.).
  4. Print/email the deposit receipt. The deposit is linked to the order.

4) Place procurement (PO / transfer)

  • In BackOffice > Purchasing, create a purchase order to the vendor (or an interstore transfer).
  • Reference the special order number on the PO/transfer.
  • Send the PO and record the ETA.

5) Receive and reserve to the customer

  1. On arrival, post the goods receipt linking lines to the special order.
  2. Mark items as reserved; update the status (ready / partial).
  3. Trigger the customer notification (email/SMS) with pickup window.

6) Pickup / delivery and convert to invoice

  1. Open the special order and click Convert to Invoice.
  2. Confirm quantities:
    • Full: all lines delivered.
    • Partial: deliver received lines; keep the rest on hold.
  3. The deposit auto-applies; collect the balance.
  4. Print/email the invoice and delivery note as needed.

7) Cancellation, change, and refunds

  • Cancel before procurement: void the order; refund per policy.
  • Cancel after vendor order: apply fees if defined; log the reason.
  • Deposit refund: use Refund linked deposit to keep traceability.
  • Change (color, qty): create a revision and update the PO/transfer.

8) Reporting and control

  • Track statuses: Open, Ordered, Partially received, Ready, Delivered, Cancelled.
  • Compare deposits received vs deposits applied (variance watch).
  • Review overdue orders (ETA exceeded) and follow up with vendors.

Fixes and FAQs

  • Deposit not applied: ensure it is linked to the special order, not a standalone payment.
  • Cannot convert: lines not received; deliver partially or wait for receipt.
  • Price changed at invoice: refresh catalog price or lock the price from the initial quote.
  • Cancellation dispute: follow documented policy and log the reason.
  • Temporary item forgotten: convert to a catalog item if it becomes recurrent.

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