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 order 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 OK, 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. You can also manually create a backorder by selecting this checkbox.

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 "x' (/x) suffix on the original PO reference.The back order will have the remaining products on it and can now be received (or back ordered again) when the remaining stock arrives. If the supplier cannot fulfil the back ordered items, click Cancel Purchase Order after confirming you haven't been invoiced for these items.

The invoicing component of the orders depends on how the supplier invoices the backorders:

• One Invoice - If you have been charged by the supplier on the one invoice for the multiple shipments, you can use the same invoice number in the Supplier Invoice Number field when costing the original and back orders.  These will be sent to your accounting integration as separate purchases/bills but as they all use the same prefixed order number, you can use the "find and match" function to easily assist in reconciliation.
• Multiple Invoices - If the supplier only invoices for the quantity they ship, enter the different invoice numbers in each order's Supplier Invoice Number field.