Page Contents:

View the Backorder Enquiry

Using the Backorder Enquiry

Create Shipments with the Backorder Enquiry

Create Purchase Orders with the Backorder Enquiry

Complete Sales Orders with the Backorder Enquiry

Customize your Backorder Enquiry

The Backorder Enquiry page enables you to manage the shipping progress for your open Sales Orders. This report can be used by administration staff to manage the creation and deployment of shipments and subsequently the completion of Sales Orders. Similarly, Purchase Orders can be created directly from the Backorder Enquiry to fulfil the any outstanding quantity requirements of specific Sales Orders, streamlining the inventory fulfilment process. 

The Backorder Enquiry report page provides information on:

• Which open Sales Orders can be shipped, based on your stock's current availability.
• Which open Sales Orders already have open shipments created with stock allocated.
• How much of an open Sales Orders has been shipped already.

And then allows you and your teams to:

• Filter the above information for a refined Sales Order management view by; order status, order date, warehouse, product and customer. 
• Create Shipments for open Sales Orders that can be shipped. 
• Create Purchase Orders for Sales Orders that don't have enough stock available.
• Complete Sales Orders when the remaining ordered quantities can be dispatched. 

View the Backorder Enquiry

To open the Backorder Enquiry; from the main menu navigate to the Reports, Sales and select Backorder Enquiry. By default, the Order Status filter will populate with the Backordered option.

Filter field descriptions

Use the Backorder Enquiry's available filter fields, found at the top of the page, to refine your search and manage your Sales Orders quickly and effectively. The filter options available are: 

• Date From: Select a start date in the field's calendar icon to filter by the Sales Order's Order Date.
• Date To: Select an end date in the field's calendar icon to filter by the Sales Order's Order Date.
• Order Status: Use the dropdown menu to select either Open, Parked, Placed, Backordered or any custom Sales Order Statuses.
• Warehouse: Use the multi-select drop down menu to select the applicable Order Warehouse.
• Product Code: Search and select by the products code
• Product Description: Automatically populates when the Product Code field is used.
• Customer Type Use the dropdown menu to select a custom Customer Type.
• Customer Code: Enter the Customer's code
• Customer Name: Enter the Customer's name

Header button descriptions

At the top to of the Backorder Enquiry's page, there are two action buttons available:

• Export: Downloads the Backorder Enquiry in a CSV file format. Use the down arrow on the Export button to download the report in either a PDF, CSV or XLSX format. 
• Run: Once the enquiry has the appropriate filters applied, click on Run to generate the enquiry's results in the grid below.

Using the Backorder Enquiry

There are two different views available to the Backorder Enquiry, each designed to give an alternative view of your stock availability compared to the orders in progress. The views are shown as tabs below the enquiry's filter fields:

• Sales Orders: Each Sales Order is shown as a single row overview, which can be expanded to show a per order line breakdown.
• All: Shows each Sales Order's order line.

Sales Order tab

The Sales Order tab allows you to review your Sales Orders as either a consolidated (per Sales Order) or expanded (per order line per Sales Order) view, and further manage them by creating shipments, purchase orders and completing them.

Column header descriptions

By default, the following headers are included to the Backorder Enquiry's Sales Orders grid layout:

• Expand: Click on the + icon per row to expand the Sales Order's view for a per order line breakdown.
• Action Cog: Tick the checkboxes available to apply the bulk actions (below) in the Action Cog's header icon.
  • Select All
  • Select None
  • Complete Orders
  • Create Shipments
• Order No.: Displays the Sales Order's transaction number and is a quick link to open the Sales Order in a new tab. 
• Order Date: Displays the Sales Order's Order Date.
• Required Date: Displays the Sales Order's advised Required Date, if the date has passed the field will be highlighted red.
• Order Warehouse: Displays the Warehouse allocated to the Sales Order.
• Order Status: Displays the Sales Order's current status
• Customer Code: Displays the Sales Order's Customer's code.
• Can Ship: Displays a percentage value for the ordered quantity that is available to ship.
• On Shipments: Displays a percentage value for the ordered quantity that has been allocated to an open Shipment.
• Shipped: Displays a percentage value for the ordered quantity that has been dispatched on a shipment.
• Action: Hover over the Action Cog per row to apply the below actions per Sales Order:
  • Ship
  • Purchase
  • Complete 

When a Sales Order row is expanded, the following sub-header columns will be shown:

• Ln: Displays the product's order line's number.
• Product Code: Displays the product's code.
• Product Description: Displays the product's description.
• Next Delivery: If the product is on a Placed Purchase Order, the soonest PO's delivery date will be shown.
• Ordered: Displays the ordered quantity for the product.
• To Ship: Displays the quantity still due to be dispatched on a shipment for the Sales Order.
• Can Ship: Displays a percentage value for the ordered quantity that is available to ship.
• On Shipments: Displays a percentage value for the ordered quantity that has been allocated to an open Shipment.
• Shipped: Displays a percentage value for the ordered quantity that has been dispatched on a shipment.

Hidden Column descriptions

• Contact Email
• Contact Name
• Contact Phone
• Customer
• Customer Ref
• Sales Order Group
• Sales Person
• Uninvoiced (base currency)

All tab

The All tab shows the Backorder Enquiry's results broken down per customer's order line, providing a more specific view of your individually ordered products. 

Column header descriptions

By default, the following headers are included to the Backorder Enquiry's All grid layout:

• Customer Name: The name of the customer whom ordered the product.
• Product Code: Displays the product's code
• Product Description: Displays the product's description
• Next Delivery: If the product is on a Placed Purchase Order, the soonest PO's delivery date will be shown.
• Ordered: Displays the ordered quantity for the product.
• To Ship: Displays the quantity still due to be dispatched on a shipment for the Sales Order.
• Can Ship: Displays a percentage value for the ordered quantity that is available to ship.
• On Shipments: Displays a percentage value for the ordered quantity that has been allocated to an open Shipment.
• Shipped: Displays a percentage value for the ordered quantity that has been dispatched on a shipment.

Hidden Column descriptions

• Customer Code
• Customer Ref
• Order Date
• Order Name
• Order Number
• Required Date
• Sales Order Group
• Sales Person
• Warehouse Code
• Warehouse Name

Create Shipments with the Backorder Enquiry

When stock is available to ship, you can easily create a shipment either per Sales Order or for multiple Sales Orders at once to allocate and subsequently dispatch the products.

To create a Shipment, the Sales Order must include at least one line for a diminishing product. 

Create a Shipment per Sales Order

1. From the Backorder Enquiry's Sales Order tab, hover over the Action Cog in the Sales Order's row.
   
   
2. From the Action Cog, select Ship.
   
   
3. A Parked Shipment will be created for the Sales Order

Create Shipments for multiple Sales Orders

1. From the Backorder Enquiry's Sales Order tab, use the checkboxes available to select the Sales Orders requiring shipments.
   
   
2. Hover over the Action Cog in the column's header. 
   
   
3. Select Create Shipments.
   
4. A Parked Shipment will be created per selected Sales Order. 

Create Purchase Orders with the Backorder Enquiry

When there is not enough stock available to ship, create a purchase order from the Backorder Enquiry to fulfil the outstanding quantity either per Sales Order or for multiple Sales Orders at once.

Create a Purchase Order per Sales Order

1. From the Backorder Enquiry's Sales Order tab, hover over the Action Cog in the Sales Order's row.
   
   
2. From the Action Cog, select Purchase.
   
   
   
3. The Create Purchase Order pop-up window will appear.
   
   
   
4. The Purchase Qty will automatically populate with the outstanding Sales Order's quantities. Make any necessary amendments and allocate a Supplier for each order line to be purchased from. 
   
   
5. Click on Create and a Purchase Order per Supplier will be created.

Customize your Backorder Enquiry

Depending on which type of Sales Orders and information you want to review, you can use the filter fields available in the Backorder Enquiry to run a refined report. Then, using the column headers and toolbar space above them, you can customize how the results are shown:

• Group By Column(s):
  To group by the desired column you simply need to drag and drop it into the toolbar above the grid. As soon as you drop it the grid will group everything based on that column. You can group by as many columns as you like and expand all or collapse all the groups under the More menu.
• Create Multiple Views:
  To set up multiple views of this report you just need to click New on the toolbar and give it a name after making any customizations. You can create as many views as you like and also choose a default which will be displayed when you first click on the report.
• Customize Columns Shown:
  Using the Hidden Columns button you can choose what columns are shown on the grid and where. To add or remove a column, simply drag and drop the columns you like to and from the Hidden columns box.

Using the Show Toolbar tab above the grid, you can manage Hidden Columns and the saved grid layouts you've created. For more details, see How to create and share default grid layouts.