Create a sales backorder

Create a sales backorder

Overview

If you don't have enough stock to complete an order, you can dispatch some items and backorder the rest.

When you create a backorder, a new sales order is created with the un-dispatched items. The original sales order will have those un-dispatched line items hidden. The new sales order will be where you update dispatch dates when the goods arrive.

Partially dispatch a sales order

First you need to partially dispatch the sales order.

  1. From the Sales Orders list page, find the transaction to be partially dispatched.

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  2. Select the Ref column Reference ID for a given Sales Order to edit the transaction.

  1. For each line item, select the Qty Dispatched column and enter the quantity you have dispatched. Select Save to confirm the changes.

Create a backorder

When you create a back order, the items that were not dispatched are split into a new sales order.

  1. Find the order, select the cog icon, then select Admin.

  2. From the Actions menu, select Select Items To Back Order.

  3. In the screen that displays, enter the quantity of items you would like to backorder. Alternatively, select Select All to automatically populate the cells with all outstanding items.

  4. Once complete, select Back order Selected Products.

  5. The screen that displays will be a new sales order that contains only the outstanding items.

  6. Select Approve Back to List to confirm the order.

The new sales order that is created will have the same reference as the original, but with a letter appended to it (for example, the sales order ABC1-234 will become ABC1-234A).

Fully dispatch the original sales order

The last step is to return to the original order and complete it.

  1. From the Sales Orders List page, find the original sales order.

  2. Select the Ref column Reference ID for a given Sales Order to edit the transaction.

  3. The back-ordered items have now been removed from this order. Enter a Fully Dispatched Date and an Invoice Date. Select Save Back to List.

FAQs

I have many line items. Do I have to dispatch each line individually?

If you have multiple line items in an order, it may be quicker to Fully Dispatch the order first and then edit those line items that have only been partially dispatched (instead of the other way around).

My backorder no longer shows on the original invoice?

When the backorder itself has been fully dispatched, it no longer appears on the original invoice.

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