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.
