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 the 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:

  • purchase order – for stock yet to be received.
  • purchase tax invoice – for stock already received.

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 two different items. You have created a sales order with two line items. Later you only receive one from the supplier and decide to ship it to the customer despite the other not having arrived.

Partial Delivery of Stock to your Customer

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

  1. Duplicate the original Sales Order but set the type to Tax Invoice and remove the undelivered item.
  2. From the original Sales Order remove the delivered item by either:
    • Adding a 3rd line to the Sales Order that is a reversing line item (negative quantity) -or-
    • Deleting the line item.

Partial Delivery of Stock where it has been paid in advance

As per the example above but we will reassign the payment to be split across the new Tax Invoice and the original sales order.

  1. Duplicate the original Sales Order but set the type to Tax Invoice and remove the undelivered item.
  2. Load the original payment made by the customer. Assign the payment to be partially the Tax Invoice (in the above step) and the balance to the Sales Order. This sales Order will be partially paid at this point.
  3. From the original Sales Order remove the delivered item by either:
    • Adding a 3rd line to the Sales Order that is a reversing line item (negative quantity) -or-
    • Deleting the line item.
  4. The Sales Order should now be fully paid.