Back Orders
What this does
A back order is an ecommerce shipping order that Teamship can't fulfil yet because there isn't enough stock in the warehouse.
When an order arrives from a connected storefront and the stock on hand can't cover 100% of the order, Teamship:
- Creates the whole order as a back order (it is never split or part-shipped)
- Sets its Order Type to Back Order
- Holds it in the On Hold tab of the ecommerce order directory, so it can't be picked
- Tracks the quantity it is waiting for in the Backordered column of the Inventory module
Once enough stock is received or added, the back order automatically becomes an Open shipping order and can be picked, packed and shipped as normal.
When it applies
Back orders are created for orders imported from connected storefronts:
- Order Desk
- Extensiv
An order becomes a back order when the available quantity of any SKU on it is not enough to fill the order. Stock that is already reserved for other orders doesn't count as available.
Storefront orders are imported oldest first (FIFO), so earlier orders get first claim on available stock.
Kits
Kit orders are handled the same way, through their child SKUs. If even one child SKU doesn't have enough stock, the entire order becomes a back order.
On a kit back order:
- The order detail page shows the quantities for each child SKU
- The Backordered quantity in the Inventory module is counted against the child SKUs
Finding back orders
Back orders are listed in the On Hold tab of the ecommerce order directory, together with orders that were put on hold manually. The tab sorts oldest first. See Ecommerce Shipping Orders.
Back orders:
- Show Back Order as the order type
- Are not offered in the pick status dropdown, so they can't be picked until they convert to Open
- Are visible to every role that can see the shipping order directory, with the same columns that role normally sees
The back order detail page
Opening a back order shows:
- A message explaining that some or all items are out of stock and that the order will be ready to pick once all items are available
- A note that stock is allocated to back orders by order date, oldest first — but if not enough stock arrives to complete an older order, a newer order that needs less may become fulfillable first
- A Qty Needed column showing how many units of each SKU are still missing. This column appears only on back orders, not on open orders.
Customers (parent and child accounts) can edit the ship-to address on their back orders while they wait for stock.
How back orders convert to open orders
Teamship checks back orders whenever stock becomes available for their SKUs. Back orders are filled in FIFO order (oldest first). An order moves to Open only when 100% of its quantity can be fulfilled — partial stock does not release it.
Stock can become available in several ways, and each one triggers the check:
| How stock is added | Example |
|---|---|
| Receiving an inventory order | A purchase order is received into the warehouse |
| Update Inventory Stock | Stock is adjusted up, from the module or through the API |
| Releasing reserved stock from another order | Quantity is removed from an open bulk shipping order, or an LPN is removed from an LPN order |
| Deleting another order | A bulk, LPN or ecommerce order is deleted (from its page, from pick/pack, or from a batch) and its stock returns to inventory |
When a back order converts:
- Its status changes to Open and it leaves the On Hold tab.
- Its quantities are removed from Backordered and from Available, and added to Reserved, in the Inventory module.
- The change is recorded in inventory history.
- The order can now be picked individually or added to a batch. See Batch Picking.
Kit back orders convert the same way, once every child SKU is available.
Backordered quantity in the Inventory module
The Inventory module's Available and Detailed tabs include a Backordered column. It shows the total quantity of each SKU ordered on back orders, per warehouse. Hover over the column header for a tooltip.
Use it to see how much stock you need to receive to clear outstanding back orders.
Cancelling and deleting back orders
- If an order is cancelled in the storefront, it shows as cancelled on the customer detail page, for back orders as well as open orders.
- Warehouse users can delete a back order with Delete Order on the back order page. Customers can't delete orders.
When a back order is deleted:
- Its quantity is removed from the Backordered quantity in the Inventory module
- It no longer appears in the On Hold queue as an active order
- The order page shows that the order has been deleted
Deleted orders are listed in the All tab. See Delete Orders.
Roles and permissions
Warehouse users and administrators
- View back orders in the ecommerce order directory
- Receive or add stock that releases back orders
- Delete back orders
Customers
- View their back orders and the quantities needed
- Edit the ship-to address on a back order (parent and child accounts)
- Cannot delete back orders
Common issues
| Issue | Likely cause |
|---|---|
| A storefront order went straight to On Hold | At least one SKU, or one child SKU of a kit, didn't have enough available stock when the order was imported |
| Stock was received but the back order is still on hold | Not enough stock arrived to fill 100% of the order, or an older back order for the same SKU was filled first |
| A newer back order was released before an older one | The older order needs more stock than is available; the newer one could be filled in full |
| A back order can't be picked | Back orders must convert to Open first. They aren't available in the pick status dropdown. |
| Backordered quantity looks too high | A back order may still be open for that SKU in another warehouse, or a kit back order is counted against its child SKUs |
| Customer can't delete a back order | Only warehouse roles can delete orders |