Create New Back Order Lines

When processing Delivery Notes (or Goods Received Notes in POP) there are times when the full outstanding delivery cannot be processed – you have insufficient stock available for delivery, or you have not yet received the full shipment – and you can decide (subject to document configuration) whether to write off the remainder or leave on back order.

This new option allows, if the outstanding delivery quantity is left on back order, the system to create a new order line for the back-ordered quantity and reduce the order quantity on the original line to that delivered. This allows for greater clarity on invoice documents when produce one invoice covering multiple deliveries and improves traceability on later enquiries.

The back-order detail line is created at the end of the existing order and is identical to the original order line except for the quantity items (were the order qty is updated to the back-order qty, and the delivered/invoiced quantities are all zero). The original order line is updated with a reduced order quantity equal to that actually delivered (see note below)

During Delivery Note production the operator will notice no differences from standard write-off/back-order processing.On update of the order files new order lines will be created for any lines actually processed (non-zero action quantity) but with a quantity left on back-order. If you amend the order afterwards then the system will warn if amend the detail for which the back order was created and not allow changes although an <F7-Option> override is available.

 Note

For this new feature changes are required to the order detail database, database profiles, application user facilities and, possibly if not already using write-off facilities, the delivery document design.

Restructure a Database

A new data item is required on the sales / purchase order detail database to hold the ‘pre back-order order qty’. This data is not mandatory but this is the item checked when ‘protecting’ an order line from being amended once a delivery has been made and a back-order line created.

File Item Name Type Description

SOD/POD QTY-PRE-B/O K, L, M Holds the original order quantity value prior to the new back-order line creation (and the subsequent reduction in the order qty).

Set Database Profiles

The new data item needs to be referenced within the Datafile Database Profiles for S.O.P. and P.O.P as required. The parameter screen ‘Detail Optional 5’ allows reference of an ‘original order quantity’ which is updated on back-order line creation.

Application User Facilities

The parameter to allow the creation of back order details is set within the Optional Features parameter screen(s). Screen 3 asks for the new parameter.

Create Back-Order Details – set to allow creation of back order details when delivery note action quantity is less than the outstanding delivery quantity and you choose to leave the balance on back order.

Document Parameters

This change, only applying to back orders on delivery note documents, relies on the write-off parameters being enabled within the document design. Parameter Screen 1 contains the write-off parameters.

Allow Adjustments to ‘Inv’ Qty and Write Off – set to allow write-off and back order facilities.

If Write-Off then ask at each detail line - set to allow prompting on each detail whether to leave on back order.

Default back order – set whether default is to write-off (leave blank) or to remain on back-order.