Receiving Less than Ordered on a Purchase Order (Backorders)

If your supplier has sent you less products than ordered, you can receipt in what was received, and then decide whether you need to backorder the remainder or not. This usually needs to be followed up with the supplier as it is dependant on if you will be sent the remainder or not (may be out of stock etc).

From the relevant approved purchase order's detail page, click Receive Purchase Order.

Receive the PO as normal with the information from the supplier invoice if you have it. If not, leave the invoice fields blank to complete when received. When receiving the line items, enter the amount actually received. If the Received Quantity is less than the Order Quantity, WorkGuru will prompt to create a backorder. If yes this will tick the Create a backorder checkbox and WorkGuru will create a backorder with the missing quantity of products. If no, it will not create a backorder, and you will only receive the quantity on this order.

If the create a backorder option is ticked, WorkGuru will fully receive the original order and create another approved PO with the same details containing the missing product quantity. This can be identified by the slash number (/x) suffix on the original PO reference.The back order can then be received when the backorder arrives with a new received date. You can back order the back order if the the back order is not fully sent. If you have been charged by the supplier on the one invoice for the multiple shipments, you can use the same supplier invoice number when costing the back orders.

If the supplier cannot fulfil the back ordered items, click Cancel Purchase Order after confirming you haven't been invoiced for these items.