Overview
Sometimes suppliers deliver part of an order in one month and the rest in a later month, issuing separate invoices for each shipment. This guide explains how to correctly record split deliveries and backorders in MechanicDesk, ensuring bills match supplier invoices and are dated correctly for accounting.
Scenario
- A purchase order (PO) is placed for multiple items.
- Supplier delivers part of the items in one month and the remainder in a subsequent month.
- Each shipment comes with its own invoice.
Example:
- PO: 4 items, total $727.47
- Invoice 1 (October 21): $562.94 for 2 items
- Invoice 2 (November 1): $164.53 for remaining 2 items
Step 1: Processing the PO Correctly (Before Any Bills)
- Open the Purchase Order in MechanicDesk.
- Click Process to view all ordered items.
- Adjust quantities to match items received in the first delivery.
- Example: Ordered 4, received 2 → adjust to 2.
MechanicDesk will prompt:
“Do you wish to create a backorder purchase order?”
Select Yes.- Create a Bill for the first invoice using the supplier’s invoice date (e.g., October 21).
- When the backordered items arrive, open the backorder PO:
- Click Add Bill, select the remaining items, and enter the second invoice date.
Step 2: If the PO Was Already Fully Processed
- Open the PO and click Add Bill.
- Create a bill for the first invoice only.
- Remove items not received yet so the total matches the supplier invoice.
- Save the bill.
- Click Add Bill again for the second invoice.
- Use Pick items from related POs to select the remaining items.
- Enter the invoice details and date.
- Both bills will now correctly match supplier invoices and accounting records.
Key Notes
- POs do not sync to accounting packages; only Bills do.
- Mistakes can be corrected by deleting a bill; the PO remains unchanged.
- Always verify invoice totals and dates before saving.
- When in doubt, pause and confirm with support to avoid misentries.