Dealing with Backorders in Invoicing and Customer Orders

Summary

The following article explains how to deal with customer orders in Invoicing and Customer Orders. This is for the times 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 " Systems\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.
• You will then be taken the list area of the screen. 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 this item to be sold.

To the right of the screen, you will see 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.

• To order a part, press the [Backorder] button on the tool-bar at the top of the screen or press <Shift+F3>.
• This now pulls up a dialog box with the customer's order details. By default, the system will try and take full payment for the items to be ordered. If you need to change this, amend the amount accordingly.
• Press <Shift+F2> or click [Invoice] to confirm this backorder.
• The system will print a deposit receipt with the customer, order and payment details.

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 " Systems\Stock Control Invoicing and Customer Orders".

• At "Customer:" enter or search for the customer's account code.
• Press [Retrieve] button which can be found on the tool-bar at the at the top of the screen or <Ctrl+F3> to search for the customer's order reference.
• This will bring up a reference search. 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 transfer.
• Click [Accept] or <F2> to transfer all the tagged orders or items to the Invoice & 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

• How do I Order Parts for a Customer?
• Processing a Purchase Order
• Dealing with Backorders in Point of Sale
• Taking a Parts Deposit
• Selling Stock at Point of Sale
• Why can I not Retrieve a Customer Parts Order?

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Keywords AND Misspellings

Backorder, invoice, customer, cust, inv, invoicing, old stock, old, invoicing and customer orders, order, Stock, Credit