This document provides instructions for processing special order transactions in a point of sale (POS) system. It describes how to create a special order sku, enter customer and item details, select a purchase order, apply terms and freight charges, take a deposit, and invoice the final sale. Key steps include contacting the vendor, using a special order template sku, entering required fields, and double checking the transaction before saving, printing, and filing the paperwork.

1. Special Orders
POS

2. Contact Vendor
Before any Special Order Entry you must
contact the vendor and get:
Availability
Cost
shipping

3. Transaction Menu
Press F2 to get to the transaction menu.
Then you will select 4 for Special Order
The screen should now show Special Order
in the top right corner of your POS screen

4. Customer Information
Once you go to the bottom Item (SKU) box,
it will automatically prompt the Customer
Information Screen
Input Customers name, phone #, and
address
Be sure to reference the vendor and a quick
description of the product

5. Check Item #
1st you will check the item # to insure it is
not a current SKU before adding a new SP
SKU. If item is not in Inventory, press yes
to create a Special Order Sku
If it did come up with a current SKU, 1st
check to make sure no other store has it
available and do a transfer if possible

6. SP Template Sku
Once you have determined this is a special
order SKU you will input your template
Special Order SKU.
Press Enter
This is what categorizes your special order
item in the correct department classification.
See next slide for example SKU’s

7. Template Sku’s
TEMPLATE SKU’S FOR SPECIAL ORDERS:
SKU DESCRIPTION
SPPAINT SPECIAL ORDER PAINT SKU
SPELECTRICAL SPECIAL ORDER ELECTRICAL SKU
SPPLUMBING SPECIAL ORDER PLUMBING SKU
SPHARDWARE SPECIAL ORDER HARDWARE SKU
SPTOOLS SPECIAL ORDER TOOLS SKU
SPHOUSEWARES SPECIAL ORDER HOUSEWARES SKU
SPAUTOMOTIVE SPECIAL ORDER AUTOMOTIVE SKU
SPTIRES SPECIAL ORDER TIRES SKU
SPBATTERIES SPECIAL ORDER BATTERIES SKU
SPAGRICULTURE SPECIAL ORDER AGRICULTURE SKU
SPFARM SPECIAL ORDER FARM SKU
SPPET SPECIAL ORDER PET SKU
SPTACK SPECIAL ORDER TACK SKU
SPANIMALHEALTH SPECIAL ORDER ANIMAL HEALTH SKU
SPFEED SPECIAL ORDER FEED SKU
SPLAWNGARDEN SPECIAL ORDER LAWN & GARDEN SKU
SPSPORTINGGOOD SPECIAL ORDER SPORTING GOODS SKU
SPPOPCANDY SPECIAL ORDER POP AND CANDY SKU
SPBOOTS SPECIAL ORDER BOOTS SKU
SPHATS SPECIAL ORDER HATS SKU
SPCLOTHING SPECIAL ORDER CLOTHING SKU
SPORIGIL SPECIAL ORDER ORIGIL
SPGUN SPECIAL ORDER FIREARM
SPSTIHL SPECIAL ORDER STIHL
Here is an example of the Special Order
SKU’s that are available
SPELLING CORRECTION:
SPECIAL ORDER ORGILL IS
SPORGILL

8. SKU INFORMATION
Input the following information for your
item
Vendor Part # -this is an item/model #
Description- fill in completely
Order Quantity-How Many do you need?
List-MSPR (Manufactured Sugg Retail Price)
Cost-What Big R is charged
Retail-What we will charge the Customer

9. Margin Multiplier
SPECIAL ORDER MARGIN CALCULATOR
COMMON
MULTIPLIERS
DEPARTMENT MARGIN MULTIPLIER
MARGIN MULTIPLIER
PAINT 30% 1.43
PAINT SUNDRIES 40% 1.67 5% 1.05
ELECTRICAL- GENERAL 40% 1.67 8% 1.09
ELECTRICAL- HEATERS, PELLET STOVES 25% 1.33 10% 1.11
PLUMBING- GENERAL 40% 1.67 13% 1.15
PLUMBING- PIPE, PUMPS 25% 1.33 15% 1.18
HARDWARE 50% 2.00 18% 1.22
TOOLS- GENERAL 35% 1.54 20% 1.25
TOOLS- POWER 15% 1.18 23% 1.30
HOUSEWARES 35% 1.54 25% 1.33
TOYS 35% 1.54 28% 1.39
AUTOMOTIVE- GENERAL 40% 1.67 30% 1.43
AUTOMOTIVE- OIL 20% 1.25 33% 1.49
TIRES 20% 1.25 35% 1.54
BATTERIES 30% 1.43 38% 1.61
AGRICULTURE 30% 1.43 40% 1.67
FARM 40% 1.67 42% 1.75
PET 50% 2.00 45% 1.82
TACK 40% 1.67 47% 1.89
ANIMAL HEALTH 40% 1.67 50% 2.00
FEED 20% 1.25 55% 2.22
LAWN & GARDEN- GENERAL 40% 1.67 60% 2.50
LAWN & GARDEN- MOWERS, POWER EQUIPMENT 15% 1.18 70% 3.33
SPORTING GOODS- GENERAL 35% 1.54 75% 4.00
SPORTING GOODS- FIREARMS 18% 1.22 80% 5.00
SPORTING GOODS- AMMUNITION 18% 1.22
POP & CANDY 30% 1.43
BOOTS 40% 1.67
GLOVES 50% 2.00
HATS & ACCESSORIES 45% 1.82
MENS CLOTHING 40% 1.67
WOMENS CLOTHING 40% 1.67
BOYS CLOTHING 40% 1.67
GIRLS CLOTHING 40% 1.67
Utilize this form to find your Minimum
Retail for your special order item.
Cost x Multiplier = least you can charge
List (MSRP)= most you can charge

10. SKU INFORMATION
Vendor-Input the vendor # (if you do not
know the # , start with an “=“ then begin to
type the vendor name

11. SKU INFORMATION
Vendor-Enter Vendor #
Manufacturer-Re-Enter the Vendor #
MFG Part#- this is an item/model #
The Manufacturer Part # is VERY
important, it is what attaches to our SKU
Once all information is complete, press OK
or Enter

12. Post the SP SKU
Once the Special Order # has been assigned
it will display the SKU information and will
prompt for a PO#

13. SP SKU SP004124853001
SP004/124853/001
Store/SP # /Line ItemBreak down of a SP SKU

14. Select A PO
For the majority of Special Orders, we will
need to create a PO. To do so you will
choose RSRV (Reserve PO)

15. Creating a PO
RSRV will auto assign the next numerical
PO available for your store
When you select RSRV this screen pops-up,
you will say OK for it to auto assign
NOTE: there is also an opportunity to
change the due date for this PO. If you
were given a specific time frame from your
vendor you can change the date to make it
more accurate

16. Post the PO
Once the SKU posts it will show the PO# in
the PO Column.
Take this moment to immediately input the
PO in the top highlighted PO# box
This will make the PO# print on the actual
invoice

17. Apply SP Terms
If you have additional items you may create
them now by repeating the steps above
Once all SP’s are created you must now add
the Special Order Terms
Input SPTERMS in the sku box and add qty
*You Must blank out the Vendor and PO
Box
Press Enter

18. SP TERMS
Once you post the sku you will see the
Special Order terms posted.
Be sure to let you customer know about our
terms

19. Freight
All Special Orders are subject to a freight charge.
Utilize SKU 551 for Special Order Freight
You must input the Qty and the Price manually
depending on what the charge will be
We do have vendors that waive our freight charge,
if waived still use the 551 sku but input the price
for $.001
*You Must blank out the Vendor and PO Box*
Press Enter

20. Utilize F3 Notes
If Needed
At any time during the transaction, you may
utilize F3 for any additional notes about the
Special Order.
These notes will print on the invoice

21. Double Check
Once all items are created, terms and freight
are applied press total

22. Finish Special Order
Once you total , you will choose Save and
Print to take the deposit.
Options:
1) Save
2) Save and Print
3) Invoice

23. Deposit Menu
POS will prompt a deposit box
It will auto fill with the ¼ down deposit that is
required
You may change the amount to what the
customer would like to put down unless it is
less than the required deposit
If less you will need a managers override
Input the amount the customer would like to
put down and select OK

24. Total Menu
Now you will select the type of tender the
customer will be paying for their deposit.
Enter amount in appropriate cash, check or
charge field and press enter

25. Complete Transaction
Select Yes to print out a copy of the invoice
Take copy to the receiving area for incoming
Special Orders and make sure to
communicate what item was ordered to your
receiver and management staff.

26. Invoicing A
Special Order

27. Invoice Transaction
When you get to the Special Order menu
you will choose option 3- Invoice
It will give you the remaining balance in
parentheses.
Only invoice if the customer is picking up
and paying for the item

28. Final Invoice
Now you may proceed as a regular
transaction.
Make sure to call and have someone retrieve
the Special Order from its designated area
REMINDER: To invoice means there is a
change in inventory/change of possession