Part Dispatching Cash Sales Orders
Payments, backorders and cancelled balances
Written by Dominic Oldrey
Updated at June 14th, 2023
Table of Contents
Overview
If a customer has paid in cash for goods before delivery, there are a few potential outcomes for the order. This article covers the various routes through the order dispatching process and what that means for payments and order values.
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Dispatching a Cash Sales Order
As you dispatch a sales order, there are three potential choices for how each line is dispatched:
1. Dispatched as ordered
The customer has been supplied the goods as requested. The order is fully paid, so there is no complexity to worry about.
2. Part/not dispatched - Balance back ordered
Where some or all of a line is back-ordered, a refund payment is placed on the parent order, and a matching and opposite payment is placed on the backorder.
Update March 2023 - End-of-Day Report
Previously these payments were only visible on the orders but were not included on the End-of-Day cash drawer reports. As of this update, the matching refund and payments are treated as physical payments for the cash drawer and are visible on the end-of-day report. This makes it easier for your accountant to reconcile the payments against specific invoices.
This example shows that order 54491 was part dispatched. £31.18 of the value of that order has been credited against the backorder 54491/1.
3. Part/not dispatched - Balance cancelled
Sometimes the quantity of goods supplied may differ from the quantity originally paid for. For paid cash sales, the order line pricing is switched to "Fixed" at the point of payment. This fixes the line value and price, so even if there is a slight variation in quantity, the payment stands.
If the quantity dispatched is within 10% of the quantity order, and the value variation is within £10, then the line value remains fixed at the paid value. If, however, the quantity dispatched is greater than 10% off the purchased quantity or the value is more than £10 different, the line pricing mode is switched to Quote. This fixes the price but not the value of the line.
As such, the line will be revalued for the quantity dispatched. This will leave the order over or underpaid. This will prevent an order from reaching the completed status until the payment/refund has been resolved or a senior user has manually repriced the line to the required value.
Examples:
1. The customer buys 3x2.4m lengths (7.2m total). Priced at £1 per metre, they pay £7.20. At the point of dispatch, they are given 2x2.4 and 1x2.5m. This oversupply of .1m is less than 10% variant and less than £10 value difference, so the order progresses as fully paid without requiring any extra payment. (note: If you wish to charge the extra for this, you would need to edit the paid order before dispatching it.)
2. The customer buys three buckets at £3 each, for a line total of £9. At point of dispatch, only two buckets are provided. The cancelled balance is 33.3% of the original order, so the line is revalued to £6. The order now requires a payment refund of £3.
Build Number: RC_5379_5470
Release Month & Year: MAR/2023