Special orders are a great way to order out-of-stock items for your customers. For example, you could create a special order for a customer who wants a specific out-of-stock item and is willing to wait for more quantities to arrive.

For how to put a special order on a purchase order, visit Creating purchase orders.

Special orders can also be added through the Lightspeed Retail application programming interface (API).

Creating a special order

1. Navigate to Sales > Special Order.

   

2. Select the customer.

   

3. Use the Item field to search for the item(s).
   1. If multiple items match your input, click + Add to add the item.
   2. You can select multiple items by clicking in the tickboxes and then clicking + Add Selected.

      

4. Click Payment.

   

5. (Optional) If the customer wants to add a deposit, click Add Deposit.

   

   Enter the deposit amount and click Add.

   

6. Click Finish Sale.

   

Putting sale items on a special order

If you've added items to a sale and want to put them on special order:

1. Add a customer to your sale.
2. Click Special Order All.

   

   (Optional) To add an individual item to a special order, click the item. In the Move To drop-down, select Special Order. Click Save.

   

3. Click OK.
4. Click Payment.

   

5. (Optional) If the customer wants to add a deposit, click Add Deposit.

   

   Enter the deposit amount and click Add.

   

6. Click Finish Sale.

   

Adding payments or deposits to a special order

1. Navigate to Inventory > Special Orders.

   

2. Search for a customer's special orders by barcode or customer name.

   

   • If the customer has a receipt or an account deposit receipt, scan the barcode on the receipt into the Item field.
   • You can also associate a new sale with the customer. The number of items they have on special order is displayed at the top of the page.
3. Click the shopping cart icon.

   

4. Click Payment.

   The payment screen displays the total the customer has on deposit in their account, if any.

   

5. (Optional) If the customer wants to add a deposit, click Add Deposit.

   

   Enter the deposit amount and click Add.

   

6. Click Finish Sale.

   

Understanding the special order page

You can find your special order page by navigating to Inventory > Special Orders.

Here, you will see a list of all currently open special orders.

Your special order will be shown with a status and color:

• Red and Not Ordered: The out-of-stock item has not been ordered.
• Yellow and Ordered: The out-of-stock item has been ordered, but not received.
• Green and Ready, Not Called: The item was received and added to inventory, but the customer has not been contacted.
• Green and Ready For Pickup: The item was received, added to inventory, and the customer was contacted.

To move the special order to the register, click the shopping cart icon.

To delete the special order, click the trash can icon and click OK.

To print the special order's label, click the printer icon.

Clicking Ready or Not Ready will change the order's status to Ready or Not Ordered.

To indicate that a customer has been contacted, click the Called tickbox.

Completing a special order

When your customer comes in-store to pick up their special order, you can complete their transaction.

1. Navigate to Sales > Special Orders.

   

2. Select the customer.

   

3. Click Complete next to the item(s) that are marked Ready For Pickup.

   You can also select Complete All to select all items.

   

4. You will be navigated back to the Sale tab. Finish out the sale as you would with a typical sale.

   

What's next?