Receiving a Special Order

Special Order items are received as part of the Purchase Order process — you don't receive them separately. When you receive a Purchase Order that contains items linked to Special Orders, Skumo automatically marks those Special Order items as received.

When Goods Arrive

When you receive a Purchase Order (either manually or by barcode scan), Skumo checks which items on that PO are linked to Special Orders. Those items are automatically updated to Received status on the relevant Special Orders.

You don't need to manually update Special Orders when a delivery comes in — as long as the PO receipt is recorded in Skumo, the Special Orders will update.

After Items Are Received

Once all items on a Special Order are marked as received, the order status moves to Received. At this point:

1. Open the Special Order from the list.
2. You'll see the status has updated and the received items are listed.
3. Contact the customer to let them know their order is in — use the Contact Customer button to log the contact date for your records.
4. When the customer collects, click Mark as Complete. This moves the order to Completed status and records the completion date.

If you need the customer to collect at a specific time, you can use Awaiting Customer status as an intermediate step — this keeps the order visible in the In Progress list as a reminder that it's ready and waiting.

Partially Received Orders

If a Purchase Order is only partially received — for example, some items were out of stock with the supplier — only the items actually received will be updated on the Special Order. The remaining items stay in Ordered status until they arrive on a future delivery.

The Special Order's overall status will show as Partially Received to reflect this.

Items Ordered Outside of Skumo

If you've placed an order for a Special Order item directly with a supplier (by phone, email, or their own ordering system) rather than through a Skumo Purchase Order, you can mark the item as manually ordered.

Open the Special Order and use Edit Order. For the relevant item, toggle Already manually ordered on and enter the date the order was placed. The item's status will update to Ordered to reflect that it's in progress, and it will be excluded from future PO generation suggestions for this item.

Cancelling Items

If an item can't be fulfilled — the supplier is out of stock, the item is discontinued, or the customer changes their mind — you can cancel individual items from within the Special Order.

Open the Special Order, click Edit Order, and use the cancel option on the item. Cancelled items are recorded on the order for your reference but are excluded from all future PO suggestions and status calculations.