FieldStack uses a single system to handle customer Special Orders, Holds, location-to-location transfers, and Layaways. Special orders can go onto Purchase Orders that will later be sent to a vendor or they can push to pick lists at other stores or a Warehouse. Holds are essentially a Special Order with an arrival date. A Layaway is essentially a Hold with a deposit.

All of these functions can be handled from the Point of Sale while assisting a customer.

Placing a Special Order

1. Use Find Customer [ALT + F1] to select a customer account.

2. Search for an item in the POS.

3. On the item search there are three primary indicators that alert you of an item's availability.

• White – The item may or may not be available.
• Red – The item has a Stop Sell Date in the past; probably unavailable.
• Green in the Quantity Column – The item is in stock at another location or at a Vendor that sends daily on hand data.
• Blue – The item has a future Start Sell Date; not yet available.

There are three toggles that can assist your search:

Hide Unavailable Items – A setting exists to control if items with Stop Sell Date in the past show by default upon search. If you do not see all the items expected, uncheck this toggle.
Hide Out of Stock Items – Check this box to see only items with a Quantity showing in green.
Lock on This Category – Check this box to only see items int the same Category as the item that is highlighted.

Tip: Use CTRL F on the item list screen to refine your search based on a keyword, item number, partial UPC, etc.

4. Once you have located the item the customer would like to order, tap the Special Order button.

A form will come up that allows you to verify info and control some outcomes: 

• If the customer wants multiples of an item, change the Qty field.
• If you handle New and Pre-Owned items you can select Pre-Owned if needed. This order will only function if another location has the pre-owned item.
• If you are promising a price, fill this in. If the Price Promised setting is in place, it will be filled in.
• If you will request a deposit, enter it in the Add Deposit field. More on deposits here.
• If you did not have a customer on screen before searching for the item, tap Associate with Customer and search for the customer.
• If an account is not required and you will type in the customer info, fill in the Name, E-Mail, and Phone fields.
• If you are set up to send email updates to customers, you can check or uncheck E-Mail updates and confirm their E-Mail address.
• If you are set up to text updates to customers, you can check or uncheck the SMS Updates box and confirm their phone number.
• If the item needs to be delivered to another location, and the setting is in place to allow this, you may change the Deliver to Store selector using the dropdown.
• Anything entered in the Comments box is primarily for Office/back-end views. Use this for notes like “If unavailable, change to item number XYZ102."

5. Once all info is correct, tap Order or [ALT + S] to save the order.

6. A confirmation receipt will print out that can be given to the customer.

PUTTING A SINGLE ITEM ON HOLD

1. Use Find Customer [ALT + F1] to select a customer account.

2. Scan the item the customer would like to hold.

3. Tap Put on Hold [F9].

A form will come up that allows you to verify and control some outcomes. It differs slightly from the Special Order form:

• By default, the Hold box next to the UPC will be checked.
• The Qty may not be changed in this scenario and should be left as “1”, or return to the item listed in the transaction screen and change the quantity there first.
• If you handle new and pre-owned the selection will fill in if you scanned the printed price label.
• If you handle pre-owned items, the Price Promised will fill in with the price of the label or the price on screen, depending on how you got to the item.
• Since the item is in hand, the Deliver to Store selection should not be changed.

4. Once all info is correct, tap Hold or [ALT + A] to put the item on Hold.

5. The scanned item will be removed from the transaction screen and a confirmation will be shown.

6. A hold slip will print from the receipt printer. The barcode on this receipt is associated with the specific hold. Scanning it at time-of-purchase will bring up the customer account and any deposits made. Selling using the Hold Slip also completes the hold in the system.

PUTTING A GROUP OF ITEMS ON HOLD

A Company setting exists called Allow Put All-On-Hold. If this setting is true, a new button on the POS will allow multiple items to be held at one time. The Hold All button also serves as a way to create a Layaway by applying a deposit across multiple items. More on the Layaway specific process can be found here.

1. Use Find Customer [ALT + F1] to select a customer account.

2. Scan the item the customer would like to hold.

3. Tap Hold All.

4. A pop-up form will allow you to add a deposit if desired and allow you to associate with a customer if you have not already done so. The items will not show in this form.

5. When the info in the pop-up is correct, tap Hold All or [ALT + A]

6. The scanned items will be removed from the transaction screen and a confirmation will be shown.

7. A hold slip for each item will print from the receipt printer. These should be paired with each item or the item group and scanned to sell the items when the customer returns.

Note: If a deposit was added to the items, a line item charge for that single deposit amount will come up on the transaction screen and show the item in he group that is getting that deposit (if the deposit is less than the price of the first item.) Process the transaction as normal to complete the sale of the deposit and apply it to the items.

If the deposit line is deleted before it is paid for, the items will not have any associated deposit when they are sold.