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How to manage Backorders


If you create a shipment and not all ordered products are available, the status of the Sales Order will default to "Backordered". This is a status to simply show you that not everything has been dispatched to the customer. If it is backordered, you can create a purchase order or assembly to get the fulfil the outstanding stock and then ship it.

Use the Backorder Enquiry to help identify and manage open Sales Orders and maintain an accurate stock on hand. 

Tips to manage Backorders

  • Create a Shipment for the stock that can be shipped now. This will default the order status to be Backordered. 

  • Create an Invoice for the goods that have been dispatched by creating an invoice from the shipment. This can be done using the action cog on the Shipments tab.

  • Create a Purchase Order or Assembly directly from the Sales Order, on a per order line or per order basis.

  • Use the Reorder Report to purchase or assemble stock for multiple Sales Orders at the same time.

Using the Backorder Enquiry to manage Sales Order

From the main menu, in the Reports section select Sales and then click on the Backorder Enquiry. This report allows you to review the current progress of your Sales Orders, comparing what stock you have available in your inventory, what is allocated to opens shipments and what's already been shipped per order. By default, the Backorder Enquiry will filter for all Sales Orders with a Backordered status. However, this filter can be amended to include either Open, Parked, Placed, Backordered or a custom status to manage any type of open sales order.

The Sales Order tab will provide an overview per order of the percentage quantities that can be shipped, are on open shipments or have been dispatched. Whereas the All tab will show a breakdown per product per sales order of the quantities that can be shipped, are on open shipments and have already been shipped, as well as the Next Delivery date if the product's on order with a Supplier. 

Manage Backorders using the Sales Order tab

  • Use the plus icon along each Sales Order's overview in the Backorder Enquiry to see a quantity breakdown per product, oh what can, is and has been shipped. If a product's is on a Placed Purchase Order, the Next Delivery field will populate with the Purchase Orders estimated delivery date. 

  • Use the checkboxes to select multiple Sales Orders, then hover over the Action Cog in the headers to either Complete Orders or Create Shipments in bulk, if enough stock is available.

  • Use the Action Cog on each Sales Order line to either create a Shipment, Purchase Order or Complete the specific order.

For more details on the Backorder Enquiry, see Backorder Enquiry.

Include the Backordered quantity on Sales Order documents

You can show backordered quantity details on printouts for both sales orders and invoices by adding the following Header columns to the Doc Designer template's Sales Order or Invoice line grid components:

  • UnshippedQuantity (To Ship)
  • ShippedQty (Shipped)
  • UnCompleteInvoicedQuantity (To Invoice)
  • CompletedInvoiceQuantity (Invoiced)

You can find these columns by selecting the SalesOrderLinesGrid or InvoiceLinesGrid in the appropriate template layout in Settings, Doc Designer. When the grid component is selected, navigate to the Component tab on the right of your page and check Visible for the additional headers to be included.

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The details will then be printed on the Sales Order. Here's an example: 

Screenshot 2023-08-31 at 12.33.42 PM.png

For more details on managing Doc Designer templates, see Doc Designer

Manage Sales Orders from the View Sales Orders page

You can also view the shipping progress of open Sales Orders from the View Sales Orders page.

In the Show Toolbar tab, select Hidden Columns and drag and drop the On Shipment and Shipped headers into the grid's layout. These fields will populate with a percentage per order for how much of the order's on open shipments and how much has already been shipped. 

Screenshot 2023-08-31 at 12.24.43 PM.png

Use the Action Cogs in the header or per Sales Order line to create new shipments or complete the Sales Orders and further progress them within the Sales process. For more details, see Manage and View Sales Orders.


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