Beginner’s Guide to Handling special-order SKUs in yard-based operations

In the building materials industry, special-order SKUs are more common than ever. Whether it’s a custom-cut steel beam, made-to-order windows, or a non-stock roofing system, these products don’t follow your typical inventory process—and that’s where the problems often start.

Special-order SKUs can be highly profitable, but they also introduce complexity. In yard-based operations, where materials are moved by forklifts, staged in open-air zones, and loaded directly onto trucks, managing these unique items without a system leads to lost time, mistakes, and missed deadlines.

This beginner’s guide will walk you through how to handle special-order SKUs effectively—and how an ERP system makes it all much easier.

What is a Special-Order SKU?

A special-order SKU is any product that:

Isn’t stocked regularly in your yard or warehouse

Is purchased on-demand for a specific customer or job

May be customized in size, finish, or specification

Is usually non-returnable or time-sensitive

These products may not be part of your daily stock, but they’re critical to your business—especially if you serve custom builders, commercial contractors, or long-term infrastructure projects.

The Risks of Managing Special Orders Manually

Without the right tools and workflows, special orders can quickly create chaos:

Lost paperwork or miscommunication with vendors

Wrong items delivered due to incorrect specs

Staging errors that delay delivery or cause rework

Unaccounted stock sitting in the yard, forgotten or misplaced

In a yard environment where storage and space are limited, mistakes with special orders have a ripple effect on operations.

Step-by-Step: How to Handle Special-Order SKUs in Your Yard

Let’s walk through the best practices, from order creation to delivery.

• Start With a Precise Sales Order

It begins at the counter, call, or customer portal. Be sure the order includes:

All specifications (size, type, finish)

Quantity needed

Job site or customer reference

Delivery timeline or pickup date

✅ Pro tip: Use an ERP system with built-in configurators for special orders to reduce entry errors and standardize quoting.

• Place the Vendor PO Immediately With Order Linking

Once the sales order is approved, your ERP should:

Generate a linked purchase order

Send it directly to the correct vendor

Track expected delivery date

Mark the product as “special order” and allocate it to the customer

✅ Why it matters: This ensures the item isn’t mixed with general stock—and it’s reserved for the right job.

• Receive and Tag the Material Correctly

When the special-order item arrives:

Confirm it matches the order

Tag it clearly with a customer or job name

Place it in a designated staging area (not general inventory)

✅ Use barcode scanners or RFID tagging to update the ERP so your team knows where it is and when it arrived.

• Notify the Customer or Schedule Delivery

Good communication prevents job site delays. As soon as the item is staged:

Notify the customer or contractor

Schedule delivery in your ERP

Include any special handling notes on the dispatch ticket

✅ Ensure staging and delivery teams are aware it’s a custom product—often fragile, bulky, or irreplaceable.

• Track the Lifecycle for Accuracy and Accountability

Special orders often require documentation—especially if something goes wrong.

Track:

PO creation and vendor response

Delivery receipts

Yard staging time and location

Final delivery or pickup with proof

✅ ERP bonus: All steps are logged automatically, creating a full audit trail if a dispute arises.

Common Mistakes to Avoid

Using general inventory for a special-order item

Forgetting to notify the customer when the order is staged

Losing paperwork or tagging it incorrectly

Delivering it to the wrong job site

Allowing the item to sit in the yard past its promised date

Final Thoughts

Handling special-order SKUs doesn’t have to slow you down. With clear workflows and ERP tools to support them, your yard team can process custom requests just as smoothly as regular inventory—while improving customer satisfaction and protecting margins.

📦 New to handling custom products in your yard? We can help you set up simple, repeatable ERP workflows to eliminate mistakes and streamline special-order delivery.