This Special Order Form is printed on 4-part carbonless paper, with the last copy being card stock. The white copy is given to the customer or attached to the repair order. The yellow, pink and hard copies are placed alphabetically in the "On Order" file, which is preferably an open tub that is easily accessible for quick reference. The On Order file should be reviewed periodically for follow-up. Status notes or changes as they occur must be noted on all copies.
When the part comes in , the copies are pulled from the On Order file. The hard copy can be mailed to advise the customer that the part has been received. If the customer is notified by phone, that should be recorded on the hard copy. If the part is for in-house requirements, the hard copy is given to the service writer.
The pink copy is attached to the part received and placed alphabetically on the special orders rack.
The yellow copy is filed alphabetically in the Special Orders In tub with information on how the customer was notified.
This method of tracking special orders gives the parts department full control. When the customer comes in, the part can be retrieved efficiently and any amounts due can be easily determined.