Managing Back Order Allocations

Owned by Max Avagliano
Last updated: Oct 25, 2024 by Julie Hanlon
4 min read

There are three ways to allocate stock to sales orders that have back orders.

  1. Inventory > Back Orders > Process Back Orders - this will process all backorders for selected Document Types/Warehouse/Invoices/Inventory Items in FIFO order 

  2. Inventory > Back Orders > Manual Back Order Release - select the order of allocation of stock to sales order back orders

  3. Inventory > Back Orders > Back Order Allocations - Arrange the Sales orders in order of allocation for a single inventory item

  4. Take stock from another sales order using the Find Stock From Other Sales utility.

 

Manual Back Order Release

Where the stock needs to be allocated on a basis other than FIFO, the processing form at Inventory > Back Orders > Manual Back Order Release will allow you to nominate particular sales orders to receive the back order fulfillments.

Example - 

  1. sale of 35 units of 00Test to Browns Computers - all placed on back order

  2. sale of 100 units of 00Test to Arthur Creams - all placed on back order

  3. sale of 250 units of 00Test to Greater Western School - all placed on back order

A delivery arrives of 235 units and all stock must go to Greater Western School.

Opening the Manual Backorder Release form and setting the ranges for Part No. to display only 00Test part will display the following:

By selecting the checkbox for Greater Western School row and pressing Save, all 235 units of the 00Test stock received will be allocated to the sales invoice for Greater Western School.  

Open the Sales order for OrderNo 100530 and press process - note that the sales order is on a new snapshot.

Go back to the Manual Back Order Release form, select New and press Go.  You will see the remaining back orders for part 00Test as follows:

 

Backorder Allocation

Where allocation of stock to back orders for a single stock item is required, the Backorder Allocation form allows individual sales orders to be prioritised. Open Inventory > Back Orders > Back Order Allocations and create a New form for a selected inventory item.  Where there are two or more sales orders listed, select a row, hold down Shift + Up arrow to move the priority of the sales order to a higher position. Press Save.  

In Jiwa version 8 the method of changing allocation order is to click and hold the row number column, then drag the row to the required position.

The red markers will indicate where you are moving the row to.

 

Double right mouse click on the Quantity column to split off a number of items from the one order. You can the prioritise the split amount.

 

 

When back orders are processed on the Inventory > Back Orders > Process Back Orders form, inventory will be allocated in the new order saved on the Back Order Allocations form.

 

Find Stock from Other Sales

This utility is provided by a standard plugin “Find Stock From Other Sales” which is enabled by default.

Where stock is on back order on a sales order, but has been allocated on a previous unprocessed sales order, Jiwa can take stock from the previous sales order and apply it to the current sales order.

It relies on the BackOrder Mode of the sales order to be Manual.

 E.g. there are 10 units of yellow paint in stock. Sales order 100497 has consumed 8 units. This sales order is unprocessed and hasn’t been picked yet.

 

 

 Sales order 100498 is for 5 units of yellow paint. There are 2 left for this order so 3 go on backorder.

 

 

Right mouse click on the sales order line number and select Find Stock From Other Sales from the context menu

 

 

You will be prompted to confirm

 

Click Yes, and Jiwa then tells you which sales orders were decremented to fulfil the current sales order

 

 

Click OK. 

The current sales order now has 5 on This Delivery

 

And previous sales order 100497 is now on back order