Overview

A special order is a part ordered for a specific customer: a tire they want that you don’t stock, or a derailleur a work order is waiting on. ShopTech tracks it from the request to the hold shelf to pickup, keeps the unit reserved so it isn’t sold to someone else, and records any deposit.

Special orders live under Sales → Special Orders. Orders attached to a work order are managed from that work order instead, and the buyer sees all of them on the purchasing Clipboard.

The five stops

Stop	Status	What moves it on
Requested	Pending	The buyer orders it from the Clipboard, or you Claim from an order already placed.
Ordered	On order	Receiving the purchase order moves it here on its own.
Arrived	Received	Put it on the hold shelf, or Place with service item for a work order part.
Ready	Held for customer	Mark picked up, or the sale in Shopify POS.
Picked up	Picked up	Done.

Two other endings: Cancelled, and Returned to stock for a held part nobody collected. Both can be reopened.

Every stop has a way back. The quiet “Not right?” link under the main action offers things like It’s not actually here or Take it back off the shelf.

Who does what

• Counter: creates the order, takes a deposit in POS, texts the customer when it lands, and rings up the pickup.
• Buyer: orders it from the Clipboard as part of a purchase order, or claims one off an order already on its way. Needs the Purchasing or Admin role.
• Receiving: receives the purchase order. Special orders on it become Received and are flagged to be sorted onto the shelf or the bike.

Reservation

From the moment a part is received until it’s picked up, ShopTech holds that unit in Shopify so it can’t be sold online or at the register to anyone else. The hold is released when the part is picked up, returned to stock, cancelled, or moved to a work order (which then holds it). Prepaid parts are never reserved because they’ve already been sold.