---
title: "Receiving Partial Quantities and Creating Backorders"
slug: "receiving-partial-quantities-and-creating-backorders"
tags: ["Language - English", "Industry - Landscaping", "Type - Task (How-To)", "Role - System Admin", "Role - Branch Admin", "Role - Operations Manager", "Role - Branch Manager", "Role - Controller", "Skill Level - 2 (Intermediate)"]
updated: 2026-06-25T12:33:11Z
published: 2026-06-25T12:33:11Z
canonical: "guide.youraspire.com/receiving-partial-quantities-and-creating-backorders"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://guide.youraspire.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Receiving Partial Quantities and Creating Backorders

When purchasing for landscaping jobs, backorders can occur for several reasons which include seasonal demand fluctuations, limited availability of materials, weather conditions, or product supply disruptions.

While you hope that your vendors give you everything you need when you need it, that isn't always the case. In this article, we show how to create a *Backorder* in Aspire by receiving partial quantities.

*Backorders* are important to help your team manage inventory, and they help keep your customers satisfied rather than having to cancel or delay their entire job! One of the most important things to know about *Backorders* is that they can help you communicate your demand to your suppliers better!

By keeping track of your *Backorders*, you can help vendors plan their production to make sure you get your inventory in a timely manner!

📑To learn more about the *Purchasing* module, [click here](https://guide.youraspire.com/docs/using-the-purchasing-module) to watch our overview!

## **Requirements**

✅To view the *Purchasing* module and all *Purchasing* tabs, you will need *View Purchasing* added to your user role.

✅To create *Purchase Receipts*, you’ll need *Add Receipt* added to your user role.

✅To receive and partially receive *Purchase Receipts*, you’ll need the permission *Receive Receipt* added to your user role.

## **Receiving a Purchase Receipt and Creating a Backorder**

Let’s say that you are working with a vendor to purchase pine needles for a plant install at Camille’s Oasis. There was a supplier disruption, so your purchase of 400 pounds of pine needles needed to be backordered 100 pounds!

The purchase receipt was already created, so we need to receive the materials, but only partially since we are still waiting for the rest to be delivered.

- To do this, start by navigating to the *Purchasing* module.

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/receiving-partial-quantities-and-creating-backorders-image-k4ia1jdq.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A17%3A23Z&se=2026-11-15T02%3A17%3A23Z&sr=c&sp=r&sig=9CovHNb%2BtJgFrrQ1vsJppDIrL%2B1frkxQBz8morpSODE%3D)

- Click on the *Purchase Receipts* tab.

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/receiving-partial-quantities-and-creating-backorders-image-u8bu1wyu.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A17%3A23Z&se=2026-11-15T02%3A17%3A23Z&sr=c&sp=r&sig=9CovHNb%2BtJgFrrQ1vsJppDIrL%2B1frkxQBz8morpSODE%3D)

- Search for the needed purchase receipt you need to backorder from. Click into the purchase receipt. ​

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/receiving-partial-quantities-and-creating-backorders-image-fymk719a.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A17%3A23Z&se=2026-11-15T02%3A17%3A23Z&sr=c&sp=r&sig=9CovHNb%2BtJgFrrQ1vsJppDIrL%2B1frkxQBz8morpSODE%3D)

- Click on the three dot menu and select *Receive Partial.*

*![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/receiving-partial-quantities-and-creating-backorders-image-4s2dfox7.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A17%3A23Z&se=2026-11-15T02%3A17%3A23Z&sr=c&sp=r&sig=9CovHNb%2BtJgFrrQ1vsJppDIrL%2B1frkxQBz8morpSODE%3D)*

- Confirm that you’d like to partially receive the purchase receipt:

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/receiving-partial-quantities-and-creating-backorders-image-2gv8z7kk.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A17%3A23Z&se=2026-11-15T02%3A17%3A23Z&sr=c&sp=r&sig=9CovHNb%2BtJgFrrQ1vsJppDIrL%2B1frkxQBz8morpSODE%3D)

The Receive Partial window will pop-up:

- Select the date when the partial amount was received.
- Add the quantity that you physically received from the vendor in the *Item Quantity* box.
- Click Save. ​

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/receiving-partial-quantities-and-creating-backorders-image-mqsw0qsp.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A17%3A23Z&se=2026-11-15T02%3A17%3A23Z&sr=c&sp=r&sig=9CovHNb%2BtJgFrrQ1vsJppDIrL%2B1frkxQBz8morpSODE%3D)

- Another pop-up will ask if you want to create a *Backorder*. Click *Yes* to continue.
  - If you choose *No*, you can still partially receive the *Purchase Receipt*, and a backorder will not be created.

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/receiving-partial-quantities-and-creating-backorders-image-74bw024d.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A17%3A23Z&se=2026-11-15T02%3A17%3A23Z&sr=c&sp=r&sig=9CovHNb%2BtJgFrrQ1vsJppDIrL%2B1frkxQBz8morpSODE%3D)

- The original purchase receipt screen reappears and the *Purchase Receip*t status will be updated from *New* to *Received.*

*![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/receiving-partial-quantities-and-creating-backorders-image-i0w407v9.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A17%3A23Z&se=2026-11-15T02%3A17%3A23Z&sr=c&sp=r&sig=9CovHNb%2BtJgFrrQ1vsJppDIrL%2B1frkxQBz8morpSODE%3D)*

- In the *Purchase Items* section of the receipt, the *Quantity* and the *Recorded Quantity* boxes display the partial receipt difference.

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/receiving-partial-quantities-and-creating-backorders-image-qs91prgu.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A17%3A23Z&se=2026-11-15T02%3A17%3A23Z&sr=c&sp=r&sig=9CovHNb%2BtJgFrrQ1vsJppDIrL%2B1frkxQBz8morpSODE%3D)

## 

## Receiving Partial Quantities from the OCR Match Review Screen

If your organization uses **Vendor Invoice OCR**, you can receive partial quantities directly from the side-by-side match review screen without navigating back to the purchase receipt. This is useful when a vendor invoice confirms a partial shipment and you want to handle the receipt while reviewing the OCR match.

![Partial receipt entry example with allocation details.](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/image (6).png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A17%3A23Z&se=2026-11-15T02%3A17%3A23Z&sr=c&sp=r&sig=9CovHNb%2BtJgFrrQ1vsJppDIrL%2B1frkxQBz8morpSODE%3D)

### Things to know

- You need the **Edit PRs in OCR Match Review status** permission on your user role to use this feature.
- **Receive Partial** is only available when the matched purchase receipt is in **New** status. It does not appear for purchase receipts in **Received** or **Approved** status.
- If the purchase receipt is in the purchasing approval workflow (either in approval or already approved), the side-by-side review screen is read-only. You'll need to remove the purchase receipt from the approval workflow before you can make changes.
- Non-inventory items require you to open the allocations modal before you can adjust the quantity.
- If the vendor invoice date falls into a closed accounting period, Aspire displays a warning banner on the review screen.

### Receive partial quantities and create a backorder

1. From the **OCR Invoices** list, select a vendor invoice in **Match Review** status to open the side-by-side review screen.
2. Review the matched items and resolve any discrepancies as needed.
3. Select **Receive Partial** in the header bar.
  - A confirmation dialog asks if you're sure you want to partially receive the receipt. Any match review edits are saved and the receipt moves to **Received** status.

![Invoice OCR example with confirmation prompt for partial receipt.](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/image (3)(1).png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A17%3A23Z&se=2026-11-15T02%3A17%3A23Z&sr=c&sp=r&sig=9CovHNb%2BtJgFrrQ1vsJppDIrL%2B1frkxQBz8morpSODE%3D)

1. Select **Confirm** to continue. The **Receive Partial** dialog opens with the line items from the matched purchase receipt.
  - Enter the date the partial shipment was received in the **Received** field.
  - Adjust the **Item Qty** for each line item to reflect what you physically received.

1. Select **Confirm & Next** to save.
2. A second confirmation dialog asks if you'd like to create a backorder for the remaining undelivered quantities.
  - Select **Yes** to create a backorder purchase receipt for the undelivered items. A new purchase receipt is created with the original receipt number plus a revision number (for example, *"612-1"*).
  - Select **No** to partially receive without creating a backorder.

![Invoice details with confirmation prompt for creating a back order displayed on screen.](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/image (7).png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A17%3A23Z&se=2026-11-15T02%3A17%3A23Z&sr=c&sp=r&sig=9CovHNb%2BtJgFrrQ1vsJppDIrL%2B1frkxQBz8morpSODE%3D)

After you save, the side-by-side review screen advances to the next vendor invoice in **Match Review** status. If there are no more invoices to review, you're returned to the **OCR Invoices** list.

> [!NOTE]
> **Note:** Edits on the side-by-side review screen are only saved when you select **Confirm and Next** or **Receive Partial**. If you navigate away without confirming, your changes are not saved.

## **Locating Backordered Purchase Receipts**

### **On the Purchase Receipts List**

For the *Backorder* *Quantity* that hasn’t yet been received, a second *Purchase Receipt* will be created with the original receipt number plus a sub number.

- A good example of this is for Camille’s Oasis and Vendor *Jawa’s Nursery and Bulk Material*, the original *Purchase Receipt* number was *612*.
- The new *Purchase Receipt* number would be located by the *Revision Number* of *612-1*:

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/receiving-partial-quantities-and-creating-backorders-image-gmdqrepq.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A17%3A23Z&se=2026-11-15T02%3A17%3A23Z&sr=c&sp=r&sig=9CovHNb%2BtJgFrrQ1vsJppDIrL%2B1frkxQBz8morpSODE%3D)

### **Within a Purchase Receipt**

In the original or sub purchase receipt, click in the three dot menu in the upper right and select *View Backorders*.

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/receiving-partial-quantities-and-creating-backorders-image-8z48rbhs.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A17%3A23Z&se=2026-11-15T02%3A17%3A23Z&sr=c&sp=r&sig=9CovHNb%2BtJgFrrQ1vsJppDIrL%2B1frkxQBz8morpSODE%3D)

- This will display all the *Backorders* related to the original *Purchase Receipt*.

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/receiving-partial-quantities-and-creating-backorders-image-jwn0vf0h.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A17%3A23Z&se=2026-11-15T02%3A17%3A23Z&sr=c&sp=r&sig=9CovHNb%2BtJgFrrQ1vsJppDIrL%2B1frkxQBz8morpSODE%3D)

## **Receiving in a Backorder**

When your *Backorde*r items are fulfilled, you can update your *Purchase Receipts*.

In our example, the rest of the pine needle order for Camille’s Oasis arrived from Jawa’s Nursery and Bulk Material! Now, we can receive the backordered *Purchase Receipt.*

- Select the *Purchase Receipt* for the backorder either from the *Purchase Receipts* list or from the *Backorders* list in a *Purchase Receipt*:

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/receiving-partial-quantities-and-creating-backorders-image-rnys4ei3.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A17%3A23Z&se=2026-11-15T02%3A17%3A23Z&sr=c&sp=r&sig=9CovHNb%2BtJgFrrQ1vsJppDIrL%2B1frkxQBz8morpSODE%3D)

- Once the *Purchase Receipt* is open, then you can select the three dot menu and can receive the *Backorder* like you would a regular purchase receipt. ​

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/receiving-partial-quantities-and-creating-backorders-image-gj47faug.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A17%3A23Z&se=2026-11-15T02%3A17%3A23Z&sr=c&sp=r&sig=9CovHNb%2BtJgFrrQ1vsJppDIrL%2B1frkxQBz8morpSODE%3D)

📌 Note: If the vendor gives you another partial delivery, you can create another *Backorder* from the sub purchase receipt by using the three dot menu and selecting *Receive Partial*.

⚠️ Something to know about backorders is that if you needed to edit one and you had additional backorders after the one that needs to be edited, you would have to delete the ones made afterwards and redo them!

Here’s an example of this:

If you had six *Backorders*, and you needed to make edits to *Backorder* two, you would need to delete Backorders three through six before you would be able to make changes to *Backorder* number two!

You then would have to redo all of the partially received purchase receipts for Backorders three through six as well!

Because of all of the legwork required to fix or edit a *Purchase Receipt*, it might be best to create individual *Purchase Receipts* for the products you have received.

## **Partially Receiving a Purchase Receipt Without Creating a Backorder**

**![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/receiving-partial-quantities-and-creating-backorders-image-yzt8kd6s.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A17%3A23Z&se=2026-11-15T02%3A17%3A23Z&sr=c&sp=r&sig=9CovHNb%2BtJgFrrQ1vsJppDIrL%2B1frkxQBz8morpSODE%3D)**

When you partially receive a purchase receipt, you have the option to select *No* to avoid creating a *Backorder*. There are a few scenarios that might reflect why you would choose not to create a *Backorder*.

Let’s say you order material and partially receive the purchase receipt. But then, you realize that you don’t need all the material. In this case, you wouldn’t need to create a backorder, because you actually need less and don't need to receive the rest of the original material on the *Purchase Receipt.*

Another example of when you wouldn’t need to use a *Backorder* would be if you order material, and the vendor isn't getting more of the material after sending you a portion of what they could sell.

You would need to order the rest of the remaining material from a different supplier. The backorder would not be necessary because you would be ordering from another supplier.

🧠In these scenarios, you could also adjust the quantity and then receive the PR and fully receive the edited *Purchase Receipt*!