Client backorders is a list of products without deduction that need to be purchased to fulfill specific orders. To ensure that such products are automatically added to this list, you need to configure order statuses in which the system will identify them as “awaiting parts.” Products from the list can be quickly added to an existing purchase order or a new purchase order can be created directly from the table.
The ‘Client backorders’ feature helps you keep track of products that need to be purchased for specific client work orders. It simplifies the manager's work: instead of searching manually, they can immediately see what needs to be reordered and can quickly place a purchase with the supplier.
You can also view a list of products whose stock levels have fallen below the minimum allowed level — Products to reorder.
This article discusses how to enable the necessary option for statuses, as well as how to work effectively with the table of client backorders — viewing data, filtering, exporting, and placing purchase orders.
Configuring order statuses
You need to configure the status so that the products from these orders are included in the list of backordered products.
1. Go to Settings > Statuses > Work Orders.
2. Open the status you need (for example, “Waiting for parts”).
3. Check the “Add undeducted products to the Client backorders list” checkbox and save the settings.
You can enable this feature for the statuses “In progress,” “Pending,” and “Delivery.”
Done! Now, as soon as an order enters this status and contains undeducted products, they automatically appear in the list of products for client backorders—in the same quantity as in the order.
Table structure and available actions
The list of client backorders is located on the Inventory > Purchase Orders > Client Backorders page. All items in the list are shown for the warehouses of the selected location. To view another location, simply change the location at the top of the page.
Important: to view the list of client backorders, export and print it, you must have the “Can use Client backorders” right enabled in the “Inventory” rights section.
Let's take a look at the data displayed in this list.
Name — the name of the product.
Order — the client work order number where the product is added as “without deduction.” Click on the order number to view it.
Purchase needed — the number of undeducted product units in the order that need to be ordered.
Default Supplier — the preferred supplier for this product.
Last purchase price — the last recorded purchase price per unit of product.
Total — the estimated purchase amount, calculated using the formula: Last purchase price * Purchase needed.
In addition, you can view other data from the product fields. To do this, click on the gear icon in the upper right corner of the table and enable the columns you want to see.
The data in the list of goods ordered by clients can be filtered by:
product category;
status (client order statuses with the “Add undeducted products to the Client backorders list” checkbox enabled);
default supplier.
To change the width of a column, drag its right edge. To change the position of a column, hold and drag it to the desired location. You can sort products by a specific column. Click on the column and you will see an up arrow next to the name (sorting from A to Z). Click again and a down arrow will appear (sorting from Z to A).
You can also export or print the entire table. Set the desired filters, click “Actions” in the upper right corner, and select an action.
Adding products to purchase order using group actions
When working with a large volume of client backorders, you can use group actions.
Use the checkboxes to select the products you need.
Click the “Actions” button at the bottom of the table.
Select one of the options: export, create purchase order, add to purchase order.
Export — click to export the selected products.
Create purchase order — clicking this will open a window for creating a new purchase order.
Please note that to use this action, the ‘Can create purchase orders’ right must be enabled for the employee.
If the same default supplier is specified for all selected products, it will automatically be entered in the corresponding field. If the suppliers are different, the field will remain empty, and you can select the one you need manually.
The selected products will be added to the purchase order to the supplier in the required quantity and at the price of the last purchase, which can be edited.
After filling in the rest of the fields, click “Create”. Done! A new purchase order has been created.
Add to purchase order — after clicking, select the purchase order with the status “Draft” to which you want to add the selected products. If necessary, edit the order details and click “Save.”
A new event will automatically appear in the event feeds of the corresponding client orders, indicating the supplier purchase order number, the ordered products, and the expected delivery date.
To use this action, the “Can edit purchase orders” permission must be enabled for the employee role.
Once you add products to a purchase order or create a new order from them, these products will disappear from the list of client backorders. If the purchase order is canceled or these items are removed from it, the products will return to the list.
Products may also disappear from the list if the client order changes to a status where the “Add undeducted products to the Client backorders list” feature is disabled, even if the products have not yet been ordered.