BridalLive Point-of-Sale Standard Ordering Workflow

Special Order -> Purchase Order -> Receiving

This guide walks through the entire BridalLive Point-of-Sale workflow, starting from creating a special order, issuing a purchase order to your designer, and receiving items when they arrive. This overview is designed to help your team work confidently inside the system and maintain accurate inventory, payments, and order tracking.

Overview of Transaction Types

BridalLive includes four transaction types, each handling on-hand quantities differently.

• Sale: For off-the-rack purchases paid in full. BridalLive reduces your on-hand quantity immediately.

• Layaway: For off-the-rack purchases where the customer makes payments over time. The item moves from In Stock to Awaiting Pickup.

• Special Order: Used when ordering from your designer. This transaction type drives purchase order creation.

• Return: For completed transactions where merchandise and/or payments are returned.
  *If your original transaction is still pending, and the items have not been given to the customer, you will do a Canceled Orders

Creating a Special Order

1. In the left menu, open Point of Sale and select Special Order.

2. Assign your contact.
   • Search by last name, or last name followed by a comma and first name.
   • If the customer is new, select Create New Contact. First name, last name, and phone are required. If you use text messaging, your customer can be opted in at this step.

3. Add items to the transaction.
   • Search by item name, vendor, or item number.
   • Scan the BridalLive barcode using the Scan option.
   • Use Quick Add if the item is not yet in your inventory.

4. Complete required fields.
   • Color and size are required and must be selected before leaving the screen.
   • Smart Flows may appear based on the item added. You can configure Smart Flows under Settings.

5. (Optional) Add line item notes, order-level notes, discounts, shipping charges, or fees.

6. Print or email the receipt using the Receipt template.

    

Taking Payments

• If you use BridalLive Pay, select Process Credit Card to run the payment through your terminal. Tipping and Platform Fee is supported.

• Payment Plans and Payment Requests are available through BridalLive Pay and Stripe.

Creating the Purchase Order

Next, you will issue a purchase order.

1. Open Smart View and look for Unissued Special Orders.

2. Select the Special Order you just created.

3. Select Purchase Orders button at the bottom of the Special Order → Create Purchase Order.

4. BridalLive now marks the item as On Order, and the size and color on the Special Order become locked. Any change must be made on the Purchase Order. BridalLive will then prompt you to sync changes back to the Special Order.

    

Managing the Purchase Order

Once your PO is created:
• Add the Submitted Date once you have placed the order with the designer.
• Add the Estimated Ship Date when available. BridalLive can update the Estimated Arrival Date on the Special Order.
• Add the Confirmation Number when the designer confirms the order.
• Optional: Use Send Email and select the Purchase Order template to email the PO to the designer. Line item notes carry over automatically.

Receiving Items

When the shipment arrives:

1. Go to Smart View → Arriving Purchase Orders.

2. Open the PO and verify the items received.

3. Select Receive Items to create a Receiving Voucher.

4. Add invoice details (invoice number, date, freight, discounts, etc.).

5. Complete the voucher.
   • If this is a customer special order, BridalLive increases the Awaiting Pickup quantity.
   • If this is a stock order, BridalLive increases the In Stock quantity.

6. Optional:
   • Print Pickup Slip for customer signature.
   • Print labels for stock items.

    

Customer Pickup

1. Go to Point of Sale → Search Transactions and locate the special order.
   *Searching by Contact Name or Event Contact will bring up the customer's transaction(s).

2. Confirm the balance due is zero and collect any remaining payment.

3. Print a pickup slip if needed.

4. When the customer receives their item, select Complete Special Order. BridalLive will send the tax to your Sales Tax Report and Sales Tax Journal following GAAP accounting standards.

Your special order has now been fully processed, from initial creation to receiving, payment, and final pickup.

Check out the Point-of-Sale Process Video below: