Use this guide to create a Special Parts Order when the required part number is not known.
Special Orders allow parts to be ordered using a description rather than a specific part number while still maintaining a link to the customer or workshop job that requires the part.
Why This Matters
Not every parts requirement begins with a known part number.
In many situations, the person raising the requirement knows what part is needed but does not yet know the manufacturer's part number.
Without a Special Order process, these requirements could be forgotten, delayed, or disconnected from the customer or workshop job waiting for the part.
Special Orders provide a way to:
Record the requirement immediately.
Link the requirement to a customer or workshop job.
Track outstanding parts.
Record deposits where applicable.
Receive and supply the part through the normal workflow once it arrives.
This helps maintain visibility of parts requirements while supplier research or identification is taking place.
When to Use This Process
Use a Special Order when:
The part number is unknown.
The supplier will identify the correct part.
The part is being ordered using a description.
The requirement must be linked to a customer or workshop job.
Common examples include:
Service kits.
Trim components.
Vehicle-specific accessories.
Parts identified by description only.
Items where the supplier will determine the correct part number.
When Not to Use This Process
Do not use a Special Order when:
The correct part number is already known.
The part exists within your normal stock catalogue.
A standard Local, Stock, or VOR Order can be created.
Where possible, use a standard parts order when a valid part number is available.
Before You Start
Before creating a Special Order, ensure you have:
The customer or workshop job details.
The supplier details.
A clear description of the required part.
Any customer deposit information.
Sufficient information for the supplier to identify the item.
The more detail provided, the easier it will be for the supplier to supply the correct part.
How Special Orders Work
Unlike standard parts orders, a Special Order is not created using a part number.
Instead, the requirement is recorded using a description.
Examples include:
Service Kit - Ford Focus
Front Brake Hardware Kit
Exhaust Mounting Kit
Driver Side Mirror Assembly
Steering Column Trim
The order remains linked to the customer or workshop job throughout the process.
When the part arrives, it can be received and supplied using the normal Goods In process.
Understanding the Workflow
A Special Order still follows the same overall lifecycle as other parts orders:
Create the requirement.
Link it to a customer or workshop job.
Order the part from the supplier.
Receive the part through Goods In.
Allocate the part to the correct customer or workshop job.
The main difference is that the order begins with a description rather than a confirmed part number.
Creating a Special Parts Order
Step 1: Open the Special Order Screen
Navigate to the parts ordering area.
Select the option to create a Special Order.
Step 2: Select the Customer or Workshop Job
Choose the customer or workshop job requiring the part.
Verify:
Customer details.
Job number.
Vehicle details where applicable.
This ensures the order remains linked to the correct requirement.
Step 3: Select the Supplier
Choose the supplier who will provide the part.
In many cases, the supplier will assist with identifying the correct part based on the description provided.
Ensure the correct supplier is selected before proceeding.
Step 4: Enter the Part Description
Enter a clear description of the required item.
Examples include:
Service Kit for Ford Focus
Front Brake Sensor
Rear Exhaust Hanger
Passenger Side Door Mirror
Provide enough detail for the supplier to identify the item accurately.
Avoid vague descriptions wherever possible.
Step 5: Enter a Deposit (If Required)
If the order is being raised for a retail customer, enter any required deposit amount.
Deposits may be required for:
Non-returnable parts.
Special-order items.
Customer-specific requirements.
Workshop jobs typically do not require deposits.
Follow your organisation's standard deposit procedures.
Step 6: Review the Information
Before confirming the order, verify:
Customer or workshop job.
Supplier.
Description.
Quantity.
Deposit information.
Carefully reviewing the information reduces delays later in the process.
Step 7: Confirm the Order
Confirm the order.
The system creates the Special Order and links it to the customer or workshop requirement.
The order is now visible within the Orders List.
What Happens Next?
After the Special Order is created:
The supplier identifies and supplies the required item.
The item is received through Goods In.
The item is allocated to the linked customer or workshop job.
The requirement is completed.
The exact Goods In process depends on how the supplier order was created and managed.
Example Workflow
A workshop technician identifies that a vehicle requires a service kit.
The technician knows the vehicle details but does not know the individual part numbers required.
The parts advisor:
Creates a Special Order.
Selects the workshop job.
Selects the supplier.
Enters "Service Kit - Ford Focus".
Confirms the order.
The supplier identifies the correct kit and supplies the components.
When the kit arrives:
The parts are received through Goods In.
The order remains linked to the workshop job.
The parts are supplied to the technician.
The repair proceeds.
Benefits of Special Orders
Special Orders provide several advantages:
Immediate Visibility
Requirements are recorded immediately rather than relying on notes or memory.
Better Workshop Communication
Technicians can see that parts have been requested.
Improved Customer Tracking
Customer requirements remain visible throughout the ordering process.
Reduced Lost Orders
The system maintains a clear record of outstanding requirements.
Consistent Workflow
Special Orders integrate into the same ordering and receiving processes as standard parts orders.
Common Mistakes
Entering Insufficient Information
Short or unclear descriptions make it difficult for suppliers to identify the correct item.
Always provide enough detail to accurately describe the requirement.
Using Special Orders When a Part Number Exists
If the correct part number is available, use the standard parts ordering process instead.
Selecting the Wrong Customer or Workshop Job
Always verify the allocation before confirming the order.
Incorrect allocation can lead to delays when the part arrives.
Forgetting Customer Deposits
If deposits are required by company policy, ensure they are recorded during order creation.
Troubleshooting
The Supplier Cannot Identify the Part
Review the description entered.
Provide additional information such as:
Vehicle registration.
Vehicle model.
Engine size.
Additional part details.
The Order Cannot Be Found Later
Check:
The customer details.
The workshop job number.
The description entered.
The Orders List.
The Wrong Part Arrives
Review the description originally supplied to the supplier.
Additional information may be required when reordering the correct item.
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