How to Create a Special Order for a Product in RepairDesk

Customers often ask for products you don't keep in stock, from a specific phone case or charger to an accessory or a particular device model. Cell phone and computer repair stores can't stock every item, and without a system to track these requests, shops risk lost sales, forgotten orders, and products that arrive with no one knowing who they belong to.

RepairDesk's Special Order for Products feature solves this by letting you order specific products for a customer directly from the Point of Sale. You can tie the order to the customer, find the exact item in your catalog, generate a purchase order with vendor and tax details, collect a deposit to secure the sale, and mark the product as received the moment it arrives so it's routed to the right customer.

Video Guide:

In this guide, you'll learn how to place a special order for a product, set up the purchase order, and process the product once it arrives at your shop.

FAQs

How can I manage or view all special orders for products?

You can view all special orders on a dedicated special order listing page. Hover over Inventory in the top menu on your POS screen and click on Special Order Products. Or you can also view it in the Purchase Orders listing.

What happens if I create a special order for an inventory product vs. a non-inventory product?

Inventory product (normally stocked, but currently out of stock): Create a special order for the product. The order is added as a line item in your POS and tied to an invoice. When the product arrives, create a GRN (Goods Received Note) to receive it, just like any other inventory item. RepairDesk automatically updates the stock count for that product.

Non-inventory product (not something you normally stock): Create a special order for the product. The order is added as a line item in your POS and tied to an invoice. The customer pays for it. You deliver the product to the customer. But the product isn’t added to or removed from your inventory.

How do I mark a special order for a product as "Received"?

If you have created a purchase order: Go to Inventory > Special Order Products. Find the relevant line item from Special Order Products listing and Create a GRN. Once you submit the GRN, the item is marked as Received.

If you have not created a purchase order: You can manually mark it as Received from the Special Order Products listing.

How do I notify the customer about a special order for a product?

You can notify customers via email or SMS. You can set up special-order notifications from the Emails & SMS Notifications module. Go to Store Settings > Communications > Email & SMS

Can I track the details of a special-order for a product on the invoice?

Yes, each special order for a product has an invoice tied to it, and you can order details from the invoice.