Customer Back Order Processing

Back Orders give you the ability to sell the inventory you have on hand and back order the remaining quantity, or back order the entire quantity if you do not have the required quantity to complete the sale.

Both in stock items and back order items can be combined on the same sales order and converted to an invoice, billing the customer for the in stock items and keeping the sales order open until the back ordered items are received.  Once the items are received, the sales order is updated and the remaining items can be invoiced.

Example of selling available quantity and back ordering on Sales Order:

Back Order

You will be prompted for the quantity again; as this is the quantity the system will back order.

You will end up with 2 lines on the Sales Order.  Selling 1 that you have on hand, and back ordering 1.

At this point, you have two options for converting the Sales Order toan Invoice.

Option 1 – Convert to an Invoice and collect for the Available Items you are selling from stock.  This will leave the back ordered part on the Sales Order in an “open” status and the Sales Order itself in a “partial” status.  (i.e. you are waiting to order and receive the back ordered part so the Sales Order can be converted to an Invoice)

Option 2 – Create a Customer Deposit for the back ordered part (ONLY).  This option will create an Invoice referencing the Sales Order and require you to collect for the total amount of the backorder, plus tax (if applicable).

Option 1 – Settlement of Invoice

Option 1 – Sample Invoice:

Option 1 – Sales Order showing Partial Status with Line Item Status Open forback ordered item:

Once the back ordered item has been received, the quantity sold will be updated on the Sales Order. The Sales Order can then be converted to an invoice and settled for the amount due.

Option 2 – Taking Customer Deposit for back ordered item:

Settlement screen

Invoice/Receipt for Customer Deposit:

Extracting Back Order:

Use either CTRL + B to initiate the back order extract, or

Inventory > Utilities > Suggested Stock Orders > System BackOrders

Enter either the Item Number or Shipping Method to select your backordered part.

Select Order Summary tab to create Purchase Order.

Click Yes to open Purchase Order, or No to exit back order extract screen.

When a part is received, you will need to create an Item Receipt/Bill.      

Inventory > New > Item Receipt/Bill

After Item Receipt/Bill has been created, you may open the Sales Order, convert to Invoice, and Collect Payment.