How do I complete a back to back sales order when only part of the quantity has been delivered?

If you are using back to back sales orders, you may have a situation where a supplier has delivered part of the order and the remaining quantity is not required. This applies to items using both the From Supplier Via Stock and the Direct To Customer fulfilment methods.

To complete the sales and purchase orders, you must write off the remaining quantities on the sales order and purchase order.

To do this, you cancel sales order first and then write off the incomplete purchase order. If you try to write off the incomplete purchase order first, you will see this message:

The specified order has lines linked to sales orders.

The sales order lines must be removed before the purchase order can be written off.

To complete part delivered back to back sales orders:

1. Record the quantity that has been received for the purchase order:

   • For items using the Supplier via Stock fulfilment method: Purchase Order Processing > Order Processing > Goods Received/Despatched > Confirm Goods Received
   • For items using the Direct To Customer fulfilment method: Purchase Order Processing > Order Processing > Goods Received/Despatched > Confirm Direct Delivery Goods Received.

   The Despatched quantity is updated on the sales order and the Received quantity is updated on the purchase order.

2. Record the purchase invoice for the quantity received:

   Purchase Order Processing > Record Purchase Invoice.

3. Print and post the sales order for the quantity received by the customer.

   Sales Order Processing > Document Printing > Print Invoices and Sales Order Processing > Order Processing > Post Invoices and Credit Notes.

4. You now have a remaining amount on your sales order. To write off this amount, amend the order status and choose to Cancel the sales order:

   Sales Order Processing > Sales orders > Amend Order Status.

   When you choose to cancel the sale order, you will receive two error messages:

   • The order contains one or more lines linked to purchase orders. Cancelling the order will not reduce the quantities on the purchase order. Do you want to continue?
   • The order has been partly despatched and/or invoiced. Only the parts of the order yet to be despatched will be Cancelled.

   Confirm both messages. The remaining quantity on the sales order is cancelled and the sales order is marked as Completed.

5. You can now write off the remaining quantity on your purchase order:

   Purchase Order Processing > POP Maintenance > Write Off Incomplete Orders.

   The remaining quantity is written off and the purchase order is marked as Completed.