Editing a Special Order

What Can Be Edited

You can edit most aspects of a Special Order at any point before it's completed. Open the Special Order and click Edit Order.

Editing Customer Details

All customer details can be updated at any time:

• Name, phone, email
• Taken by
• Notes
• On hold until date

Editing Items

Pending items

Items in Pending status (not yet placed on a Purchase Order) can be fully edited:

• Change the product or variant
• Change the supplier
• Adjust the quantity or agreed price
• Toggle manually ordered on or off

Ordered items

Once an item has been placed on a Purchase Order (status Ordered), the product and supplier are locked — you can't change which item it is. You can still edit the quantity and agreed price.

Received items

Received items are locked for editing. The product, quantity, and supplier reflect the actual goods that arrived.

Adding Items

Use Add another item within the Edit Order screen to add more products to an existing Special Order. The same options are available as when creating — Shopify products or custom items.

Cancelling Individual Items

If one item on an order can no longer be fulfilled, you can cancel just that item without affecting the rest of the order. Use the cancel option on the item within the Edit Order screen.

The item will be marked as Cancelled and removed from future PO suggestions. If the item was already on a Purchase Order, removing it from the Special Order doesn't automatically remove it from the PO — you'll need to adjust the PO separately if needed.

Cancelling the Whole Order

From the Special Order detail screen, click Cancel Order to cancel the entire Special Order. All items will be marked as Cancelled.

If any items were linked to Purchase Orders that are still open, those POs won't be automatically updated. Review any open POs for that supplier to adjust quantities if needed.

Logging Customer Contact

Each time you contact the customer about their order, click Contact Customer to log the date. This builds a record of when they were contacted, which is useful if a query arises later about when they were notified.

Releasing an On Hold Order

If you set an On Hold date and the customer gets in touch to change their plans, or you want to process the order earlier, click Release Hold on the Special Order detail screen. This removes the hold date and returns the order to its normal status in the In Progress list.