A back order indicates that items ordered by your customer are out of stock, and will be delivered at a future date. If only some items on a sales order are out of stock, you have a variety of options:
- Allocate any in-stock inventory to the order so it's not sold to anyone else.
Put the whole order on hold awaiting inventory.
Ship everything at once later.
- Ship the items you have in stock, keep out-of-stock items on the same order.
Put the order on hold awaiting inventory.
Ship remaining items later (partial fulfilment).
- Ship the items you have in stock, and split the out-of-stock items to a separate order.
Complete and invoice the first order.
The split order is put on hold awaiting inventory.
Back orders are identified by using an order status. An order can be manually set as a back order by updating the order status and this can be done even where some items have already been shipped.
Note: if an order originates from an ecommerce or marketplace channel, you won't be able to split rows to back order (option 3) since that would prevent shipment updates being pushed back up to the channel.
Moving sales order items to a new back order
Brightpearl supports multiple shipments per sales order, so the split to back order process should only be used when a you need to send an invoice to the customer for only some of the items, for example those items which have been shipped. Those items not to be 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.
How to split items to back order
- You will need an order status to represent sales back orders, go to Settings > Sales > Sales statuses and add a status to represent back orders.
- Go to Settings > Sales > Sales Workflow and select the order status as your back order status.
- Search for and open the sales order to be placed on back order.
- The whole order can be placed on back order by just changing the order status.
- If items need to be physically moved onto a separate order so that an invoice can be raised for the rest of the order, select the rows which are to be split to a back order.
- Click the Split to Back Order button. All items with inventory allocated will be carried to a separate order.
- Review the changes that will take place and click Split to back order button to confirm. 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, it will need to be done manually.
- 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.
- The two order references are displayed. Both orders will contain a cross-reference to the other order within the order notes and comments.