Back orders for sales

A back order is a way of splitting a sales order into several smaller orders. It is normally used when items ordered by a customer are out of stock and will be delivered at a future date.

Back orders are identified by using an order status.

An order can be manually set as a back order by updating the order status, which can be done even where some items have already been shipped.

Moving sales order items to a new back order

Brightpearl supports multiple shipments per sales order, so the split to back order process is normally only used when a you need to send an invoice to the customer for only some of the items, typically those which have been shipped.

The items which are not being invoiced will need to be moved onto a separate sales order before the invoice is raised.

Splitting items to a back order will generate another order ID number and transfer all unallocated items off the original and onto the new order. The two orders will be cross-referenced in the order notes and comments.

Warning: Note that if the original sales order has already been cloned to a purchase order (back-to-back ordering), the inventory for any back orders created will not be automatically allocated - inventory will need to be allocated manually.

Setting up back orders

  1. Create an order status for back orders by going to Settings > Sales > Sales statuses.
    Click 'Add a new status' to add the new order status.
    Learn more about creating order statuses here.
  2. Go to Settings > Sales > Sales Workflow and select the order status from step one as your back order status:

How to split items to back order

  1. Search for and open the sales order to be placed on back order.
  2. Select the rows which are to be split to a back order.
  3. Click the Split to Back Order button.

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  4. Review the changes that will take place and click Split to back order button to confirm.

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    Note: In order to be split to back order, the product cannot be allocated to the original order or already be fulfilled.
  5. A new sales order is created and the items are transferred leaving the remaining items on the original sales order. The new order is automatically assigned the back order status defined at Settings > Sales > Sales workflow.

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  7. The two order references are displayed. Both orders will contain a cross-reference to the other order within the order notes and comments.
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Maintain price of original order

On the split to back order modal, there is an option to 'maintain price of original order':

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Checking this box still splits the selected products out onto a new sales order, with the following differences:

  • The price of the products on the new order are set to zero (i.e. the order value of the backorder is zero)
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  • A non-stock tracked row is added to the original order, with a value of the products that were split out
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This option means the customer can be invoiced for all products even when not all of them have been fulfilled.

Maintaining the original order price is an alternative to partial fulfillment that is generally used when parts of an order must be sent to different addresses (as an order can only have a single delivery address).

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