Managing Special Order with RepSpark helps you automate the Special Order process by eliminating the need for double entry, reducing mistakes, and providing timely updates to your members. To check out our introductory video to see how it works, Click Here.
In this article, we will discuss creating and managing special orders with RepSpark, and further automating the special order process.
For details on connecting your existing or creating a new RepSpark account and managing the RepSpark Integration Click Here.
Entering Special Orders in Golf Shop:
After connecting the RepSpark integration, you are ready to create your first special order utilizing the RepSpark integration. Follow these instructions:
Go to Orders > Special Orders > New Special Order.
Select a vendor mapped to a RepSpark brand.
Select one of the order options (Each Option will be discussed in greater detail below):
I'd like to order in RepSpark Now: Select this option if you want to immediately place the order in RepSpark (as shown below).
I just want to enter order details for now: Select this option if you would like to place the order in RepSpark at a later time.
I want to place the order without RepSpark: Select this option if you would like to place the order via phone or email directly with your vendor contact.
I'd like to order in RepSpark Now:
If you select "I'd like to order in RepSpark Now," continue with these directions:
Select the Customer Type:
Member: Select the Member Name.
Guest: Fill out the guest details.
Select if the order is to be drop shipped. Note: Not all RepSpark brands support drop-ship orders.
Click "Save and Place Order in RepSpark Now."
The order will be placed in the "Order Entered" Stage and flagged as a "RepSpark" Order (as shown below).
You will immediately be directed to RepSpark to Create your Draft Order.
I just want to enter order details for now:
If you select "I just want to enter order details for now," continue with these directions:
Select the Customer Type:
Member: Select the Member Name.
Guest: Fill out the guest details.
Enter pertinent order details in the "Internal Notes" to help remember the order for later.
Click "Save and Order Later" if you intend to wait and place the order with the vendor at a later time. The order will be placed in the "Orders to Place" stage and can be placed as a special order later, where you will be able to create your draft order in RepSpark.
Notes:
When clicking "Save and Order Now," you are taken to the place order screen where you can start the order in RepSpark or by Phone and Email. This will take you to the place order screen.
If you plan on placing the order immediately with your RepSpark account, change the order to use the option "I'd like to order in RepSpark Now."
If you place on placing the order via phone or email, change the order to use the option "I want to place the order without RepSpark."
I want to place the order without RepSpark:
If you select "I just want to enter order details for now," continue with these directions:
Select the Customer Type:
Member: Select the Member Name
Guest: Fill out the guest details
Enter pertinent order details, as your would with any non-Repspark vendor.
Select one of the options to proceed with the order. For complete details on all the available options, Click Here.
Create Draft Order in RepSpark:
There are two ways to initiate a RepSpark Draft Order from Golf Shop:
I'd like to order in RepSpark Now: When creating the special order and selecting the option "I'd like to order in RepSpark Now" in the form, you can then "Place Order in RepSpark Now."
I just want to enter order details for now: When creating the special order and selecting the option "I just want to enter order details for now" in the form, the order is saved and placed in the "Order to Place" stage. At this point, you will be able to click "Place Order" for the special order. Once you click on "Place Order," you will be presented with a popup where you can select the option to send purchase order by "RepSpark" and then click "Initiate order in RepSpark."
When either of the two actions is taken, you will be sent to RepSpark, and a draft order will be created.
The following details will be pulled from Golf Shop into the RepSpark Draft order (as shown below):
Member Name
Purchase Order Number
Drop Ship Infomation (if available for the vendor)
Note 1: When sent to RepSpark, you will be asked to log in with the RepSpark account connected to your Golf Shop Customer Account if you are not already logged in. If another RepSpark account is open on the same browser, you need to log out of that account and log back in with RepSpark Account connected to your Golf Shop account.
Note 2: As mentioned earlier in the article, only valid/active RepSpark Profiles can be used with this integration. If you attempt to use an invalid/inactive RepSpark Profile, you will not be able to create a draft order and should either 1) re-map your Golf Shop vendor to the correct RepSpark Profile or 2) reach out to your brand rep to fix the invalid/inactive RepSpark profile.
Order Placement in RepSpark:
Once the draft order is created and you are redirected to RepSpark, add items to the cart and check out as usual in RepSpark (as shown below).
After clicking "Checkout," the order is placed with the brand in RepSpark and the following details will be added to the Golf Shop special order:
Item Name
Style #/SKU
Wholesale Cost
Product Category
Item Description
Item Fields and attributes
Note: Some special Order details populated by RepSpark are not editable in Golf Shop.
Further, the special order will be moved from the "Orders to Place" stage to the "Orders Placed" stage on the Golf Shop Special Order Dashboard. When the order moves between stages, the customer will receive an email notification (if enabled) and text message notification (if enabled) confirming that their order has been placed with the vendor. For automated emails, you can view the Email Delivery Report to ensure emails were delivered successfully and identify those that were not. Click Here for more details.
Multiple Item Order Placement in RepSpark:
If multiple items are included in the RepSpark Order, Golf Shop will automatically create a separate special order for each additional item using the same customer name and PO numbers. The Special Order numbers for the additional items will be generated as they usually are (e.g., 1234-1, 1234-2, etc.).
Note: All items will be assigned to the member of the Golf Shop special order from which the RepSpark draft order was initiated.
Automatic Updates for Orders in "Orders Placed" Stage:
After an order has been place in RepSpark and first populated into Golf Shop, additional order details can become available. When RepSpark brands provided this additional information (e.g., shipping and invoice information), it will be pulled from RepSpark to Golf Shop, allowing automatic order updates. Note: It's important to note that some brands do not provide this information (e.g., Summit Brands, Tharanco), therefore it must be entered manually by the user.
Shipping Information: When a vendor provides shipping information to RepSpark for an order, the tracking number will populate in the respective Golf Shop special orders, triggering member notifications.
Further, if the shipping updates automatic order transition option is enabled in your Special Order General Settings, the order will automatically move from the "Orders Placed" stage to the "Delivered" stage once it arrives at its destination. When the order moves between stages, the customer will receive an email notification (if enabled) and text message notification (if enabled) confirming that their order has been delivered.Order Confirmation Number: When an order is confirmed by the vendor and RepSpark has received order confirmation, the Order Confirmation Number will be populated from RepSpark to Golf Shop.
Invoice: When a vendor provides invoice details to RepSpark for an order, invoice details will populate in the respective Golf Shop special order. Further, if the order is in the "Orders Placed" or "Delivered" stage, the order will be flagged with "Invoice Available," providing awareness that an invoice is available to be paid in RepSpark (as shown below).
Order Changes/Updates: After you submit a special order in RepSpark, you cannot change the RepSpark order (e.g., add items, change sizes, etc.). However, the vendor or a RepSpark representative may be able to make those changes on your behalf. When order changes are made in RepSpark by the vendor or representative, those updates will be pushed to the associated Golf Shop Special Order.
Canceled Orders: After the user submits a special order in RepSpark, they have a time frame where they can cancel their order through the vendor or RepSpark representative. When this occurs, RepSpark will signal Golf Shop that the entire order has been canceled or some items have been canceled. At this point, Golf Shop will mark the special order as canceled or adjust the special order as necessary. Further, the customer will receive an email notification (if enabled) and text message notification (if enabled) confirming that their order has been canceled.
