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Back Orders

Backorders occur when not all your stock arrives and you need to fulfil an order from a customer. An explanation follows of how to handle various stock situations where full delivery, partial delivery, or returns may need to be booked into Saasu.

Fully Received Stock Delivery

Use this method if receiving a full delivery from supplier, then update the sale invoice accordingly.

  1. Open the existing purchase order from the purchase lists (use the contact as a filter).
  2. Open the purchase order and change the type to Tax Invoice (or Invoice).
  3. Click Save.

Partial Received Stock Delivery

Use this method if supplier has only delivered part of the invoice, a duplication and invoice amendment is required here.

This technique reverses the original purchase order and creates a new:

NOTE: Sending the supporting documents for these transactions may confuse the supplier. You will need to decide whether you need to do this or if you are happy for them to rely on the original purchase order for simplicity. Currently Saasu doesn't fully support partial deliveries, so this example is a method for dealing with this situation. Depending on the strictness of your received goods accounting, you should consult your accounting advisor regarding the appropriateness of this method.

  1. Reverse the original purchase by duplicating it and creating the same transaction with negative quantities in the line items.
  2. Apply a payment to both at once for net zero amount to close both transactions.
  3. Create a new purchase order for the stock not yet received.
  4. Create a new purchase invoice for the stock already received.

In these examples, the customer buys a TV and speakers. You have created a sales order with two line items listed - A TV and some speakers. Later you only receive the TV from the supplier and decide to ship it to the customer despite the speakers not having arrived.

Partial Delivery of Stock

Duplicate the sale invoice in to a) fulfillable order, and b) pending order.

  1. Create a new sales order for the speakers. TIP: A quick way to do this is to duplicate the original purchase order and remove the TV.
  2. Remove the speakers from the original sales order.
  3. Convert the original sales order to an invoice (now with just a TV on it).

Partial Delivery of Stock where it has been paid in advance:

Duplicate the sale invoice in to a) fulfillable order with payment details, and b) pending order with payment details.

NOTE: This example is the same as the one above except that you need to reassign the payment to be split across the new and the original sales order.

  1. Create a new sales order for the speakers. TIP: A quick way to do this is to duplicate the original Purchase Order and remove the TV.
  2. Edit the payment on the original sales order so that it's split across the new sales order and the original one - In other words, the amount relating to the TV would be applied to the original sales order and the amount relating to the speakers would be applied to the new sales order.
  3. Remove the speakers from the original sales order.
  4. Convert the original sales order (which now just has a TV on it) into an invoice in order to close this.
  5. Later, when the speakers come in, you can close that sales order to be an invoice.