Complete External Orders Set to Partial Fill

External orders that are incomplete when they arrive at your institution can be given Partial Fill status.

You must review all pending external orders with Partial Fill status. Once reviewed, there are several ways to deal with the order, depending on your institution’s workflow:

  • Close the existing external order and place an external order for a different product unit size with the same vendor.
  • Close the existing external order and place an external order for the same product with another vendor.
  • Change the order status to Back-ordered.

To complete an external order set to Partial Fill:

  1. Open the Inventory module and click the Pending External Order tab.
  2. Enter the appropriate search criteria and click Search.

    3. Tip: We recommend searching for the order by date range and location.

    Note: The order status should read Partial Fill.

  3. Contact the vendor and confirm why the order was not complete.
  4. Depending on the vendor’s explanation, complete any of the following:
    • Close the existing external order and place an external order for a different product unit size with same vendor.
    • Close the existing external order and place an external order for the same product with another vendor.
    • Right-click the order and select Back-Order Item.

      • Important: You must ensure the vendor is aware you still need the missing products and knows you have created the back-order.

      • When prompted with the Back-Order Item Warning window, click Yes.

      The order text changes to red to indicate it is on back-order.