Use Supplier Backorder when a supplier has accepted your order but can't deliver yet because the stock isn't available. The items stay on the Purchase Order and are marked as Ordered, and you can record the Expected Delivery Date the supplier gave you.
Nothing is returned to the Purchasing Queue. The current supplier remains responsible for fulfilling the items.
đĄ Enter an Expected Delivery Date to show the Backordered status.
Without a date, Hoops marks the item as Ordered, and the Purchase Order does not show a backorder status.
Mark items as Supplier Backordered
Open the Purchase Order.
Open More Actions (âŻ) for the item. You can also use More Actions (âŻ) for the whole Purchase Order to backorder several items at once.
Under Ordering Actions, select Supplier Backorder.
If you selected a single item, set Quantity Ordered Now to the quantity the supplier has accepted. Hoops calculates Quantity on Backorder for you.
Select the Expected Delivery Date, if the supplier has given you one.
Select Confirm Backorder.
Quantity Ordered Now starts at the item's full quantity, so Quantity on Backorder starts at 0. Change it only if part of the quantity is available now and the rest is waiting on stock.
â ď¸ Entering 0 in Quantity Ordered Now still orders the full quantity.
Hoops does not leave the item unordered. To return unavailable quantity to the Purchasing Queue instead, use Remove and Backorder.
If you use More Actions (âŻ) for the whole Purchase Order, Hoops doesn't ask for quantities. The Expected Delivery Date is applied to every item that hasn't been ordered yet. Items that are already Ordered or Backordered keep their existing status and date.
What happens after you confirm
The items stay on the same Purchase Order and are marked as Ordered.
If you entered an Expected Delivery Date, the item shows the Backordered status, and a red calendar icon appears next to its quantity.
When at least one item on the Purchase Order is Backordered, the Purchase Order status shown at the top of the Purchase Order becomes BACKORDER.
If the Purchase Order is linked to a Job, Hoops updates the Job's purchasing status.
Hover over the red calendar icon to see the Quantity Required, Quantity Ordered, Quantity Outstanding, and Expected Availability Date. Hover over the Backordered status to see the Expected Date.
If you reduced Quantity Ordered Now, the quantity on the Purchase Order line doesn't change. The quantity that is still waiting on the supplier appears as Quantity Outstanding in the tooltip.
Item status after Supplier Backorder
What you did | Item status |
Selected an Expected Delivery Date | Backordered |
Left the date blank and ordered the full quantity | Ordered |
Left the date blank and reduced Quantity Ordered Now (for example, 8 of 12) | Ordered 8 |
When the supplier delivers
When you mark a Backordered item as Received, Hoops clears the expected date and the item is no longer Backordered. If you received only part of the ordered quantity, the item shows the quantity received, for example Received 20.
You can also select Reset to Ordered or Reset to Pending to clear the expected date without receiving the item.
When Supplier Backorder isn't available
Supplier Backorder doesn't appear for items that are already Ordered, Backordered, or Received. Under Ordering Actions, those items show Reset to Pending and Reset to Ordered instead. To backorder an item again, select Reset to Pending first, then choose Supplier Backorder.
Supplier Backorder, Remove and Backorder, or Remove from PO
Supplier Backorder keeps the item on the current Purchase Order, marks it Ordered, and records the Expected Delivery Date. Use it when the current supplier will fulfill the item once it's back in stock.
Remove and Backorder removes the quantity from the Purchase Order and returns it to the Purchasing Queue, with an optional Expected Availability Date. Use it when you want to buy the quantity later or from another supplier. See Remove and Backorder Items from a Purchase Order.
Remove from PO removes the item from the Purchase Order and returns it to the Purchasing Queue, without an expected date.