A special order is how you order a product from a vendor for a specific customer when it's not in stock — Rundoo ties the customer to a purchase order, tracks it through ordered → received, and rings it up when the customer comes to pick it up. The coupling between a customer's sale and the vendor PO is what Rundoo calls Linked Sales and Orders — one line on the counter side, one line on the buyer side, kept in sync as the PO moves from ordered to received. Deposits for Special Orders is the optional front-end: a percent of the total captured up front when the customer commits, so you aren't floating the cost until pickup.

In the POS > Transactions > Special orders tab, every special order lives once it's created. The buyer's cross-customer view — every outstanding special-order line across all open POs — lives in POS > Orders > Special order products.

Special order vs. will-call

These two get mixed up at the counter constantly, so it's worth a minute.

• A special order is for a product you don't have. The line gets onto a vendor PO, tracks through the PO lifecycle, and rings up when it lands.
• A will-call is for a product you do have. You pull it off the shelf, set it aside, and hold it for the customer until they're ready.

If the product's on the shelf, it's a will-call — see Drafts, quotes & will-calls. If you have to order it from a vendor first, you're in the right place.

Step 0: Set up a Sale form (one-time, per product class)

A Sale form is a small per-product questionnaire that opens at cart time — the place a cashier captures the door swing, jamb size, glass tempering, blind dimensions, or whatever the vendor needs to actually fulfill the order. You configure forms once in Admin, then attach the right form to each special-orderable product so the cart-time modal asks the right questions.

Build the form. In the Admin mode, Product left tab, scroll to the Sale forms section. Click + New to open the New sale form modal. Set:

• Form name — what cashiers will see in the picker (e.g. Doors, Custom blinds, Glass).
• Field name rows — one per data point you want captured. Click + Add field for each.
• Field type per row — Text field for short answers (Width, Color) or Paragraph for free-form notes.

A Notes field is included by default on every form — you don't add it manually. Click Save to commit.

Attach the form to a product. In POS > Products, pick the product, open the Settings top tab, and find the Checkout card. The Sale form dropdown lists every form configured in Admin; pick the right one for this product. The card's helper text — "Tintable products will show a modal to add tint. Special orderable products will allow cost edits after sale." — is a reminder that the modal that opens at cart time depends on the toggles below.

Step 1: Mark the product as Special orderable

A special order starts with a flag on the product itself. In the POS > Products tab, pick the product, open the Settings top tab, and scroll to the Checkout section. Flip the Special orderable toggle on.

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The toggle is gated on inventory. Special orderable can only be flipped when the product has 0 On Hand and 0 Committed inventory. If either is non-zero, the toggle is disabled — zero out the inventory or wait for it to clear before changing.

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