Customer Special Orders

 With FieldStack you can manage the chain’s special orders. They are accessed by clicking the Customer Special Orders tab.

The special order system in FieldStack takes the burden of maintaining special orders off from the stores and moving it to the office which is better equipped to track down problem items and contact customers with status updates. Special orders may be placed at the stores or office using the POS program.

When the window first opens, only special orders that need attention will appear. There are several reasons as to why an order may need attention. Find them below:
  • Special Order is not mapped.  Find the desired item and enter in the Item Code.
  • Order has expired or hasn’t been received within 10 days of order being sent.
  • Vendor Order hasn’t been sent for 7 days.

At the top of the window you can select a date range for viewing completed special orders. 

If you want to view all open special orders, not just the ones needing attention, click the All Open Special Orders button at the top of the window.

Color Codes

  • Red - Item is out of print.
  • Green - Item is a new release.
  • Blue - Entry is the one currently highlighted.

The top portion of the screen lists special orders with the following information:

When the order was placed
UPC number of the item ordered
Items needing attention.
Name of the customer
Description of the item ordered
Store at which the order was placed
Vendor (distributor) from whom the item has been/is to be ordered
Arrival date
When the item arrived at the store
A zero (0) denotes that the item is new; a 1 (one) denotes that the item is used

The bottom portion of the screen gives information about the specific order. Here are the available fields and their corresponding meanings.

Special Order Date
When the order was placed
Arrival Date
When the item was received by the store
Contacted Date
Date when  the customer was contacted (if manually set)
Completion Date
When the order was completed (fulfilled or cancelled)
Item Code
Unique code given to every item by FieldStack
At which store the order was placed
Item Condition
Either new (0) or used (1)
Description Box
Description of item including its price
Customer Code
Customer’s Frequent Buyer’s Card account number
Customer Name
Customer’s name
Customer E-mail
Customer's email address (if given)
Customer Phone
Customer's phone number
Which employee placed the order and any additional information
Hides a listing from view until a date chosen
From whom an item has been ordered
Order Date
When the item was ordered from the vendor
Kill Date
Date by which the order will cancel (if it hasn’t arrived)
Purchase Order
Order number associated with the entire order placed with a vendor
Date Received
When the shipment with the item was received

  • In the bottom-left corner of the window is a vendor drop-down menu where you can view which vendors have the item in stock. 
  • The primary vendor of the item will appear above the 0------------ line as well as any other vendors who have the item in stock. 
  • If another store has the item in stock, there will be a Store Transfer  option.  Some vendors let you know if they have the item in stock, and if so how many. 

Filtering Search Results

Clicking on any of these headings will order the entries in either ascending or descending order according to that category.  You may also choose to selectively view only certain types of orders, such as those in a single store, which may be done by clicking on the funnel in the Store heading and choosing the store number.

It could also be useful to group orders by date.  You can also group orders by dragging headers into the black space above it.  Have several sub-groupings by dragging multiple headings up.