Build, buy or backorder items

If you attempt to record a sales invoice with an insufficient on-hand quantity (see ‘Complete the sale’ on page 74), and you don’t allow the recording of sales with insufficient quantities, the Backorder List window appears. In this window, you need to build or buy the required quantity, or create a customer sales order (backorder) for the unavailable quantity, before you can record the sale.

Before you begin

Before you can auto-build an item in the Backorder List window, you need to set up your item details. For more information, see ‘Auto-building items’ on page 172. If you want to record a bill using this window, you need to enter a default supplier for the item. For more information, see ‘Creating items’ on page 163.

To build, buy or backorder items in the Backorder List window

1	Go to the Sales command centre and click Enter Sales. The Sales window appears.

2	Enter the details of the sale. For more information, see ‘Entering sales’ on page 71.

3	Click Record. If you have insufficient on-hand quantities of an item or you do not allow negative on-hand stock, the Backorder List window appears showing items that are either out of stock or would be as a result of recording the sale.

To...	Do this...
Auto-build items	1 Click in the Build column next to the item you want to auto-build and then click Build. The Auto-Build Items window appears. 2 Click Build Items. The Build Items window appears. 3 Click Record to build the finished item.
Record a purchase	1 Click in the Buy column next to the item you want to purchase and then click Buy. The Enter Purchases window appears. 2 Select Purchase as the status from the list in the top left corner and complete the purchase. For information about completing the purchase, see ‘Entering purchases’ on page 96.
Record a sales order	1 Click in the Backorder column next to the item you want to place on backorder. 2 Click Backorder. The Sales window reappears with the Deliver and Backorder columns adjusted. A sales order is automatically recorded for the item when you record the invoice.

4	Decide what you want to do:

note : Multiple items with insufficient quantities

You can use the Backorder List window to build, buy or backorder items. However, you can only perform one of these tasks at a time and in the following order: build, buy and then backorder. For example, if you want to backorder some items and buy others, you need to buy the required items first and then return to this window (by clicking Record in the Sales window again) to complete the backorder.

5	Complete the sale. For more information, see ‘Complete the sale’ on page 74.

Related Topics

■	Entering sales

■	Recording sales with insufficient on-hand item quantities

■	Auto-building items