Begin the sales process with a sales order to track backorders in QuickBooks. Create a picklist from the sales order(s) and then create invoices using the actual quantity shown on the completed pick list. You can also create invoices from the sales orders. Backorder quantity will appear on both sales order and invoice if not all items are found in stock and invoiced.
You will need to start with sales orders to track backorders in QuickBooks. The Backordered column only appears on invoices that have been created from sales orders and which have been partially fulfilled.
If you create an invoice from a sales order that has one or more items with insufficient quantity, do the following to track your backorders:
You may have to customize your invoice template for the Backordered column to appear on invoices.
Backordered and Rcv'd columns will automatically appear after a purchase order has been partially received.
A backorder is the inventory on a purchase order that has not yet been received.
Customize your purchase order template if you want to print the Backordered column.
The Current Availability window will quickly show the current quantity and status of Inventory Part and Inventory Assembly items. You can use the Current Availability window to quickly assess your possible backorders.
The Quantity Available field will show a sum of the Quantity on Hand, Quantity on Sales Orders, and Quantity reserved for Assemblies. A negative number is the item quantity that would be on backorder if all sales orders were invoiced.
If you collect money from the customer when they order the items, record the
prepayments as follows:
Go to the Customers menu and click Receive Payments.
Enter the amount of the payment.
Click Print Credit Memo on the toolbar and give the customer a receipt for
This will leave a credit for this customer you can use later when you create
the invoice for the back ordered items.
If you created a partial or full invoice for the backorder, follow these
steps to receive a payment:
Click the Received From drop-down list arrow and choose the customer whose payment you want to
Enter the customer's payment in the amount field. If you received
prepayment and entered it as a credit memo earlier, DO NOT enter anything in
the amount field. Instead, select the open invoice and click Discount &
Credits to apply the prepayment (credit) to the invoice.
Save the payment.
Seeing a list of
back orders or layaways