Backorders

  • When a backorder is created in POSIM, a Backorder card is created in the Inventory Client module. To locate the Backorder card deck in POSIM, go to Inventory Client>> List >>Backorder. You cannot add a Backorder card like other cards within Diamond (Customer cards, etc.). You must create a new Backorder card through the Sales Client Working Invoice or Special Order card.
    You can set up a warning preference that will warn when selling an item that is out of Stock. This warning will prompt you when an item is sold with a zero On Hand amount and ask if you would like to backorder it. To activate the warning, open Sales Client>> File>> Preferences>> Invoice>> Warnings.
  • Create a backorder through a regular Working Invoice.
    • Backorder cards are created when an item is posted through an invoice with a transaction code of B:
      • On a Working Invoice enter in the Item ID and change the Trans Code from S to B.
      • If you have set up warning preference (in step 1a), you will get a warning asking you if you want to backorder the item. Click the Back Order button to automatically change the Trans Code from S to B.
    • The Invoice extended price will list zero because the customer is not being charged for the item yet. If other items were sold on the invoice, they will show as an amount due.
    • Click the Pay button.
    • Select the payment tender type and click the Post button to finalize the invoice.
    • The backorder card will be created after the invoice has been posted.
  • To view the backorder, open Sales>>Lists>>Backorders. You can also view it in Inventory Client >>Lists>>Backorders. Lastly, you can view the Backorder card by going to the Customer card and clicking on the Backorders button.
    • To find the backorder you wish to view, use the navigation arrows at the top of the Backorder card or use the View button to locate it in the List All.
  • To edit or delete a backorder, you will need to use the cancel function of the backorder:
    • Open the deck of Backorder cards by opening either Sales Client or Inventory Client>>Lists>>Backorders.
    • Find the desired Backorder card by using the navigation arrows at the top of the card or by using the View button to search for it.
    • Once on the card, click the Cancel button at the bottom left corner of the screen.
      • The Manual Backorder Cancel screen will appear.
        • Qty Field – Enter the quantity to be canceled in this field. If you only need to adjust the quantity to order fewer, enter the quantity of the amount you want to cancel here.
        • Name Field- Enter the employee name canceling the backorder.
        • Reason Field – Enter an explanation for the cancellation.
      • Click the OK button to cancel the items, or click the Cancel button to exit without saving.
      • The canceled section of the Backorder card will be updated.
  • Ordering backordered items is accomplished through the Purchase Order process by creating an Open/Working Purchase Order and adding the item(s) to the Purchase Order. When you go to click the “Post” icon on the Purchase order, the Purchase Order Backorder Allocation screen will appear.
    • In the Allocation column on the far right, enter the number of items you want to allocate to invoice backordered.
    • Click OK to save the changes or Cancel to return to the Purchase Order.
      • When items are allocated to a Backorder during the purchasing process, they are not committed to the order. You will be asked to confirm the allocation during the receiving process with the same allocation screen. At that time,you can change the allocation, too.
    • You can also enter Backorders to a Purchase Order by opening Inventory Client>>Misc>> Auto Backorder PO.
      • Enter the date and vendors you wish to include on the Purchase Order. (You may not want to put all the backorders from different Vendors onto one Purchase Order – you may want to take one Vendor ID at a time).
        • Open the Open/Working Purchase Order and add a blank Working Purchase Order.
        • Attach the Vendor to the header.
        • Click OK.
        • Make sure the Backorder items appear on the Purchase Order.
        • Click the Post button and repeat steps 5a-b.

NOTE: If the Vendor for the Open/Working Purchase Order is the Preferred Vendor for the backordered item, you can use the Auto Order feature to order the backordered item. The AutoOrder feature will add the backorder quantity to the quantity needed to make the On Hand amount equal to the Max Stock amount. This allows you to fill the backorder and restock the item to Maximum Stock at the same time.

NOTE: Incorrect Auto Ordering will occur if you create a Backorder card for an item and never fill or cancel it. When an Open/Working Purchase Order is made for the Preferred Vendor for the backordered item, Auto Ordering will add the backorder quantity to the quantity needed to make the On Hand amount equal to the Max Stock amount. When using Backorder cards, you must complete them by filling or canceling to keep your ordering accurate.

  • Receiving Backorders will occur when you receive the items on the Processed Purchase Order containing the backordered items. You will be prompted when receiving the Purchase Order to allocate the items to the backorder. Then you can set them aside and contact the customer.

NOTE: You can also manually fill backorders by opening Sales and selecting “P.Invoices” from the navigation bar, or by selecting Transactions >> Processed Invoices. Once you are on the Processed Invoice screen, Choose Invoice>> Fill Backorders. This will create a new Open Invoice with the Item as a S transaction to sell it.

  • Complete a Receiving Log as normal. When you are ready to finalize the shipment,click the Post button, then the Set Backorders to Customers screen will appear.
    • Enter the quantity for each item that you want to allocate to the backorder. Also, enter the quantity in the Rcv column.
      • You can cancel backorder items on this screen by entering the quantity to cancel in the Canc column.
    • Click the Total button, then the OK button.
      • This will update the Received table of the Backorder card and create an Open Invoice to complete the sale of the item.
      • A screen will appear showing the Open/Working Invoice information.
    • When the customer comes in to pick up the item, go to the Open/Working Invoice screen and pull up the Open/Working Invoice that was created in step 6.2.b.
      • Uncommit and process the sale as normal to complete the transaction.
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