Install on ShopifySpecial Orders — Overview
What is a Special Order?
A Special Order in Skumo is a customer order for an item that isn't currently in stock, or that you don't normally carry. Instead of turning the customer away, you record what they want, order it from your supplier, and track it through to collection.
Special Orders are designed for independent retailers who regularly order items specifically for individual customers — anything from a particular size or colour that's sold out, to a specialist product you don't usually stock.
How Special Orders Interact with Purchase Orders
Special Orders and Purchase Orders are linked in Skumo. When you generate a Purchase Order for a supplier, any pending Special Order items for that supplier are automatically included in the suggested quantities.
For example, if you have two customers who've each ordered one of a particular item, and the analysis suggests you should order three for general stock, the PO will suggest five — three for stock plus one each for the two special orders.
When a Purchase Order is received, Skumo automatically marks the linked Special Order items as received, and you can then mark the Special Order as complete when the customer collects.
Special Order Statuses
Each Special Order has a status that reflects where it is in the process:
| Status | What it means |
|---|---|
| Pending | The order has been recorded but hasn't been placed with a supplier yet |
| Partially ordered | Some items on the order have been placed on a PO, others haven't |
| Ordered | All items have been placed on a PO and are on their way |
| Partially received | Some items have arrived |
| Received | All items have arrived — ready to contact the customer |
| Awaiting customer | The goods are in and the customer has been notified |
| Completed | The customer has collected their order |
| Cancelled | The order has been cancelled |
Individual items within a Special Order also have their own statuses (Pending, Ordered, Received, Cancelled), and the overall order status is calculated from these.
On Hold Orders
If a customer asks you to hold an order until a specific date — for example, until they're back from holiday — you can set an On hold until date. The order will show as On Hold in the list until that date arrives, helping you separate orders that need attention from those that can wait.
The Special Orders List
The Special Orders page has three tabs:
- In Progress — all open orders that need action
- On Hold — orders set to a future hold date
- Completed — finished orders
You can filter the In Progress tab by item status (needs ordering, ordered, received) and by supplier, to focus on what needs action now.