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How to record a partial shipment and backorders

An order of 24 cases shipped as 10, then 8, then 6, with the backorder recorded on every slip until nothing is left.

When an order cannot go out in one box, every slip shows what is in the box, what shipped before and what is still on backorder. This guide follows one order through three shipments with the packing slip.

The example order

Names and figures are invented.

Maple & Pine Candle Co. receives order SO-2041 from Lakeview Gift Shop for 24 cases of jar candles, item code 0310. Ten cases are ready this week, eight more next week, and the last six depend on a glass delivery.

Shipment Ordered Shipped before This shipment Remaining (backordered)
1 24 0 10 14
2 24 10 8 6
3 24 18 6 0

The rule is the same on every slip: Remaining = Ordered − Shipped before − This shipment. After shipment 2 it is 24 − 10 − 8 = 6 cases still on backorder.

Step 1: Make the first slip from the order

Open the packing slip, enter Ship from and Ship to, and type SO-2041 in Order / PO number. Add the line with item code 0310, Ordered 24 and Shipped before 0. If you keep the customer’s order as a purchase order, you can start the slip from it instead.

Step 2: Enter only what is in this box

Type 10 under This shipment. Do not change Ordered: it stays at what the customer ordered, so every slip shows the full picture. Remaining now shows 14; it is calculated.

Step 3: Write the backorder note

The remaining column already shows the numbers. A short note under Notes (in More options) tells the customer what to expect, for example:

Backordered: 14 cases of 0310 (jar candles). They will ship separately as soon as they are ready, at no extra shipping cost. You do not need to order again.

Only promise a date or free shipping if you mean it. “Backordered” and “to follow” are both common wording; use the one your customers know.

Step 4: Print, pack and keep the slip

Download the PDF or print the slip and put it in the box. Tick Keep my documents on this device before you leave the page, or download a backup file (.json), because you need this slip to make the next one. With saving off, a reload starts with a blank form.

Step 5: Create the second shipment and update the backorder

When the next cases are ready, open shipment 1 and choose Create next shipment. The new slip keeps the order number, lines and notes, moves last time’s 10 into Shipped before and pre-fills This shipment with the 14 still open. Only 8 are ready, so change it to 8; Remaining shows 6. Shipment 1 is not changed, so both slips stay as they were sent.

The note is copied from the first slip, so it still says 14. Change it to the new backorder:

Backordered: 6 cases of 0310. This is the last part of order SO-2041.

Step 6: Close the backorder with the last shipment

For shipment 3, choose Create next shipment on shipment 2. Shipped before becomes 18 and This shipment is pre-filled with 6, which is exactly what goes in the box. Remaining is 0. Replace the note with something like “This shipment completes order SO-2041”, so the customer knows nothing else is coming.

Several lines, several backorders

Real orders often have some lines complete and others still open. Each line keeps its own Shipped before and Remaining, so the slip shows exactly which items are on backorder. You can delete complete lines from later slips or leave them in with 0 remaining. Leaving them in shows the customer that nothing was forgotten; deleting them keeps the slip short. Name each open item in the backorder note, not just the total, so the customer can plan for it.

Watch for over-shipments

If you type 8 on the third slip when only 6 are left, Remaining becomes −2 and the line shows Over-shipped by 2. That is an over-shipment: you would be sending more than was ordered. Check before you send lists it, and Download PDF and Print stay off until you tick I confirm the over-shipment. Most of the time it is a typo or a mixed-up line, so check the box contents before you confirm. If you really are sending extra (a replacement for a broken case, say), confirm it and explain why in Notes.

Common mistakes

  • Reusing one slip and changing the numbers. You lose the record of what was in each box. Make a new slip per shipment.
  • Lowering Ordered to what you shipped. The customer then sees nothing remaining and may think the order is closed.
  • Leaving out the order number. The customer cannot match the second box to the first.
  • Forgetting to update the copied note. An old backorder figure on a new slip contradicts the numbers next to it.

Invoicing a split order

Shipping and billing are separate. You can invoice each shipment or wait until the order is complete. To bill only what shipped, create an invoice and keep just the lines and quantities in that shipment. See all shipping documents.

Frequently asked questions

Should each shipment have its own packing slip?
Yes. One slip per box or delivery lets the recipient check that box against its own list. Put the same order number on every slip so all of them can be matched to the order.
What does backordered mean?
The item was ordered but is not in this shipment because it is not available yet. It will be sent later. On the packing slip it shows as the Remaining quantity.
What happens if I ship more than was ordered?
The remaining quantity becomes negative and the line shows Over-shipped by the extra amount. You have to tick I confirm the over-shipment under Check before you send before you can print or download the slip. Usually it is a typing error; correct This shipment.
Do I need one invoice per shipment?
Not necessarily. Some businesses invoice each shipment, others invoice once when the order is complete. Agree on it with your customer. To bill part of an order, create the invoice and keep only the lines and quantities that shipped.

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