Order options – prescriptions, engraving and custom details

Order options & personalisation collects the details a customer gives when buying an item: an eyeglass prescription, a logo to print, engraving text, tailoring measurements, a cake message and pickup time, a vehicle VIN. Staff fill them in at the till; online customers fill them on the product page. Opticians, pharmacies, print shops, bakeries, tailors, jewelers, gift and trophy shops use it most.

How to turn it on

1. 1Plan: Included when your plan lists Order options & personalisation (Settings › Package Subscription).
2. 2Switch: Settings › Business Settings › Modules › Industry modules › Order options & personalisation, then Update Settings.
3. 3Permission: User Management › Roles › Order options section, for example Manage order option forms, groups and where they apply and Fill in and edit order options on sales.

Mobile app: Yes – the form opens at the till in the SmartPOS Business app and on product pages in the online store and Shopper app.

How it is organised

Building block	What it is	Example
Fields	One question with a type, rules and an optional price	“Engraving text”, up to 12 letters, price per character
Field groups	A reusable set of fields	“Eyeglass prescription”, “Artwork”, “Delivery slot”
Forms	Groups in order, with their own settings and production statuses	“Prescription glasses” = Prescription + Lenses + Frame
Where they apply	Which variations, products, categories or brands ask the form (optionally per location)	All products in the “Spectacles” category

There are more than 20 field types: short and long text, numbers with units, dropdown, single and multiple choice (with price and colour swatch per option), yes/no, colour, date and time (with lead time and closed days), e-mail, phone, link, file upload, signature, measurement grid, dimensions, calculated price, must-confirm tick box, heading and information text. Fields can be shown only when another field has a certain answer.

Note

Product fields = details about the product (filled when you add the product). Order options = details the customer gives when ordering. Paid extras chosen at the till (size, toppings, sauces) are Modifiers.

Before you start

• Order options & personalisation is in your plan and switched on in Settings › Business Settings › Modules.
• Your products and categories exist. See Add products.

First-time setup

1. Open Products › Order options. You see three tabs: Forms, Field groups and Where they apply.
2. Click Import prebuilt. Your trade is listed first. Tick the forms you want (click Details to see every field and price), then Import selected. Groups you already have are reused.
3. To change a form, open it from the Forms tab. Add or remove groups, set fields as required, choose what prints on the invoice, work ticket or kitchen ticket, and set the form’s production statuses and due-date field.
4. Need your own? Click Add form, or build reusable groups on the Field groups tab first.
5. Open Where they apply and click Attach to products. Choose categories, products, variations or brands, and optionally locations. The most specific level wins: variation, then product, then sub-category, then category, then brand.

/order-options

Import prebuilt: pick your trade, open Details to see the fields, then Import selected.

You can also set it per product: the Order options panel on Add / Edit product lets a product follow its category or brand, use chosen forms, or ask nothing.

Everyday use at the till

1. Add the product on the POS (V1 or V2) or on Add sale. The order options window opens by itself.
2. Fill in the details. Required fields are checked as you go, and the price add-on updates live.
3. For a returning customer, click Use saved to fill in their saved prescription or measurements. To keep new details, tick Save on the customer for next time.
4. Click Save details. The cart line shows a summary and the add-on under the product name. To change, click Options on the line.
5. Customer will bring the details later? Click Finish later and save the sale as a draft, quotation, held sale or sales order.

Caution

A final sale can’t be completed while required details are missing. Staff without the Fill in and edit order options on sales permission see Details to add: they can still sell, and the line shows as “Details missing” for a colleague to complete.

Track personalised orders

Open Sell › Personalised orders. The cards at the top count Open, Overdue, Due today, Ready and Details missing lines. Filter by status, location, form, due date or date range. For each line you can:

• change the production status (Waiting, Design review, Awaiting customer approval, In production, At the lab, Quality check, Ready, Out for delivery, Delivered, Collected, Cancelled — each form uses its own list), or use Apply to selected for several lines;
• open the details with the answers, add-on breakdown and status history;
• Edit details after the sale (this never re-prices the sale);
• print the Work ticket for the workshop or lab.

Every customer page also has a Personalisation tab with saved profiles (and their older versions) and the personalised items they bought.

Settings explained

Setting	Where	Effect
Required (per field)	Form / group editor	The sale can’t be finished without it
Print on invoice / work ticket / kitchen	Field and form settings	Where the answer is printed
Price when filled	Field	Fixed or %, per item or once per line
Prices include tax	Form	Option prices are tax-inclusive (default on)
Save to customer profile + profile type	Field group	Keeps answers for next time; prescriptions, patient, ID and hair & skin profiles are treated as sensitive
Statuses and due date field	Form	Production steps and the date used for Overdue / Due today

Permissions

Permission (Roles page › Order options)	Typical role
Manage order option forms, groups and where they apply	Manager
Fill in and edit order options on sales	Cashier, sales staff
View personalised orders and work tickets	Workshop, lab staff
Change the production status of personalised orders	Workshop, lab staff
View saved customer profiles (measurements, vehicles, pets…)	Sales staff
View sensitive customer profiles (prescriptions, medical, ID)	Optician, pharmacist
Add and delete saved customer profiles	Manager

In the SmartPOS Business app

When staff sell a personalised item in the SmartPOS Business app, the same form opens as a sheet with Finish later and Add to cart. Choices can show icons or photos.

The order options sheet at the till in the SmartPOS Business app.

Tips and mistakes to avoid

• Start from Import prebuilt. The ready-made forms already have sensible fields, prices and statuses for your trade.
• Attach at the category level so new products pick up the form automatically. Use “No order options” on a product that should skip it.
• Mark sensitive groups correctly so only the right staff see prescriptions or ID details.
• Don’t edit prices on personalised lines by hand; the line is flagged “Price check” when the charged price doesn’t match base + add-on.

Related pages

Modifiers

Prebuilt imports

Quotations, drafts and orders

Online store