Dealing with Backorders in Invoicing and Customer Orders

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The following article explains how to deal with customer orders in Invoicing and Customer Orders. This is for the instances when an item a customer wants is out of stock, or they want a special order item.

More Information

There may be instances whereby you need more options than the Point of Sale invoicing screen can provide. This is where the Invoicing and Customer Orders screen can help.

Creating the Order

Go to " Stock Control Invoicing and Customer Orders".

  • At "Customer" enter the account code of the customer who needs to order the stock item. You can search for the customer, or create a new customer if required.
  • In the "Stock code" column, enter the stock code that you want to sell, or alternatively you can search for it.
  • In the "Quantity" column, enter the quantity of the item to be sold.

To the right of the screen, the [Line Details] will show information about the stock item of the current line.

  • "Free:" is the amount of that stock available to sell, i.e. that is not committed to other customers.
  • "At depot:" is the quantity of the stock you have "on the shelf".

If either of these figures is less than 1 then you will need to order the item for the customer.

  • Repeat to add all items to be sold or ordered at this time.

Placing the Order and Taking a Deposit

  • Press the [Backorder] button on the tool-bar at the top of the screen or press <Shift+F3>.
  • The [Availability - Bookout/Backorder] screen will appear.
  • A "Reference" will be created for this order, using the customer's Phone Number and Account Name. You may overtype this e.g. to enter a mobile number and name.
  • "Delivery by" defaults to the following day. This is the date you intend to supply the goods to the customer and is stored against their order. Amend this field if required.
    • When ordering stock using Stock Reordering the system will take this due date into account when calculating what to order and when. Supplier lead times will also be taken into account (this is a system setting).
  • The "Deposit" amount will usually default to taking full payment for the items to be ordered. Amend if required.
  • Press <Enter> to move down the screen. The [Standard Payment Centres] will pop up for you to select the payment method for the deposit.
    • The items to be ordered will show under the "Backorder" column.
    • The items to be invoiced now will show under the "Invoice" column.

You may add any of these items to the order rather than selling the items you have in stock.

    • Select the item in the list then click the <->>. button to add it to the order. The deposit amount will re-calculate to include the additional items.
  • Press <Shift+F2> or click [Invoice] to confirm this backorder.
  • The system will print a deposit receipt with the customer, order and payment details.
  • If there are any items to invoice, you will be taken to the Invoice screen to produce the final invoice/slip print and take payment for the goods being taken away now - see Selling Stock in Invoicing and Customer Orders to complete the sale.

Processing the Ordered Item

  • See Processing a Purchase Order for details on how to order the items from your suppliers.
  • Once you have received the item from your supplier, the customer reference details will be printed on the goods received note. From this, you can contact the customer and inform them that their item has arrived. With the Sales Order Link switched on, you can inform them by text that the item has arrived.

Retrieving the Backorder

Go to " Stock Control Invoicing and Customer Orders".

  • At "Customer" enter or search for the customer's account code.
  • Press <Enter>. to move onto the [Items] screen.
  • Click [Retrieve] on the tool-bar at the at the top of the screen or <Ctrl+F3>.
  • This will bring up a reference search.
    • If the reference is not the correct one, type part of the customer name or telephone number and press <Enter>.
    • Select the customer's reference and press <Enter>.
  • This will bring up a list of all outstanding orders for the customer.
    • The colour of the order will indicate if it is now in stock. Generally if it is in green, then it is all available; if it is red/pink, then not all the items are yet available.
Note: Where the order is red/pink, you can click on the [Items] button at the top of the screen to check whether all the items are still unavailable. You will see a screen with the items displayed in the same colours as for the order, i.e. green is available, red/pink is not. You can then tag individual items to transfer if you or your customer so wish.
  • Press <T> to tag all the orders you wish to retrieve.
You can only retrieve an order once. You should only retrieve the orders/items which are available to invoice.
If the order you want to retrieve is not shown or you see the message 'No matching items found.' click here for more information.
  • Click [Accept] or <F2> to transfer all the tagged orders or items to the Invoice and Customer Orders screen so you can continue adding items.
  • When ready, click [Invoice] to get to the delivery address screen then click [Invoice] again.
  • If payment has previously been taken, this will be shown in "Previously Paid Deposit". If you need to take payment, select the relevant centre and click [Post] to complete the transaction.

See also

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Keywords AND Misspellings
backorder, invoice, customer, cust, inv, invoicing, old stock, old, invoicing and customer orders, order, stock, credit

SO03, ST09, ST17 ST94