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Purchase Order Back Order Feature

The Purchase Order (PO) Back Order feature allows stores to partially receive products from a purchase order while automatically moving unreceived items into a Back Order for future receiving. This workflow helps maintain accurate inventory counts and prevents incomplete purchase orders from remaining open indefinitely.

Important Requirements Before Using Back Order

Before the Back Order feature can be used, the following requirements must be completed:

1. Feature Enablement Required

The Purchase Order Back Order feature is not enabled by default.

To request activation, please contact:

Before TechPOS enables the setting, the store must ensure that all existing purchase orders are closed.

2. User Role Permission Requirement

Users must have permission to Complete Purchase Orders in the User Role settings to finalize a PO and process Back Orders.

Without this permission, users will not be able to see the complete the PO button.

Step 1: Create the Purchase Order

Step 2: Set the Purchase Order Status to "On Order"

Step 3: Receive Each Product Within the PO

Step 4: Complete the Purchase Order (Backorder Feature)

Once all received products have been entered and verified, the PO must be completed to:

  • Finalize inventory receiving
  • Update inventory quantities
  • Make received products available for sale

Important:

  • Products received are not added to available inventory until the PO is completed

1. Edit the Purchase Order

2. Click on Complete PO button

3. When completing the PO, the system will: display all pending (unreceived) products available for Back Order. Check the box to enable the Back Order and confirm all products will be moved to Back Order.

4.Click 'CONFIRM' to finalize the purchase order. A new Back Order will be initiated; this ensures there are no outstanding pending products in the PO and that inventory reflects the correct on -hand and back-ordered quantities as well as correct time stamps on received and back ordered products.  

5. The system will now create a backorder PO for the unreceived items: