About Backorder Enquiry

The Backorder Enquiry report page can be used by administration staff to manage the creation and deployment of shipments. After adding an order and saving it, or creating a shipment; the order will appear in the Shipment Enquiry page.
You can then choose to:

• select the order to process it
• create a shipment
• Create purchase orders for required products.

You can perform these tasks by using the action cog. The Backorder Enquiry report page provides:

• information on what orders can be shipped,
• which orders are already in the shipment process, and
• what orders have been fully shipped from the warehouse.
• You can filter and report on shipment information
• Export reports to multiple output formats (PDF, CSV, XSLV and XLS).
• Filter backorder enquiries by date, order status, warehouse, product code, product description, customer type, customer code or company name.
• Enables you to determine what order to fill.

The Backorder Enquiry page is your dashboard, which enables you to be kept up-to-date on the management of the shipping process. You can access the Backorder Enquiry report via Reports | Sales | Backorder Enquiry.

Backorder Enquiry page

Grid Columns

You can click and expand (- and +) your sales order number easily. When it is expanded, you will see more details of the sales order, this includes product details of the sales order.

The default display is of the Sales Order tab grid. See Using Backorder Enquiry tabs for more information.

Order No.: Displays the unique sales order number for the specified sales order.
Order Date: Displays the date that the order was made.
Required Date: Displays the date that the order is required by.
Warehouse Code: Displays a unique code for the specified warehouse.
Customer Code: Displays the unique customer code for the specified order.
Order Status: Displays the order status of the sales order, this is determined by what filter is selected in the Order Status drop-down menu. You have the option to select from Open, Parked, Placed and Backordered.
Can Ship: This displays in percentage (based on stock availability against those products within the order), what orders can be shipped, ready to be picked up and delivered from the warehouse.
On Shipments: This displays in percentage (based on part shipments), what orders are on shipment, already dispatched from the warehouse.
Shipped: This displays what orders (in percentage amount) have been fully shipped from the warehouse. This is based on the completed partial shipments for the order.
Action Cog: This action cog displays actions that you can perform at line level. This action cog allows you to purchase or ship sales orders at line level.

Hidden Columns

Customer: This displays the name of the customer that the Sales Order is for.
Customer Ref: This displays the Customer Reference, if applicable.  It is a customizable field that can be set via the Settings module.
Sales Order Group: This displays the Sales Order Group that the line belongs to. This could be anything from your region, sales branch etc. It is a customizable field that can be set via the Settings module.
Sales Person: This displays the specified sales person for the order. You can customize this option from the Settings module.
Warehouse Code: This is the warehouse code for the specified line. 

Using Backorder Enquiry tabs

IN THIS SECTION

Sales Order tab
All tab

Sales Order tab

This is the default tab that displays when you first open Backorder Enquiry.  

All tab

The All tab on the Backorder Enquiry report contains all columns from sales order's inner grids plus the Customer column. (screenshot).

Customer: Displays the name of the customer that the Sales Order is for.
Product Code: Displays the specified product code of the product.
Product Description: Displays the product description of the specified product.
Next Delivery: Displays the next delivery date that the items are to be shipped.
Ordered: Displays the number of items that have been ordered.
To ship: Displays the number of items to be shipped to the warehouse.
Can Ship: This displays in percentage (based on stock availability against those products within the order), what orders can be shipped, ready to be picked up and delivered from the warehouse.
On Shipments: This displays in percentage (based on part shipments), what orders are on shipment, already dispatched from the warehouse.
Shipped: This displays what orders (in percentage amount) have been fully shipped from the warehouse. This is based on the completed partial shipments for the order. 

Hidden columns

Customer Code: Displays the specified code for the Customer.
Customer Reference: Displays unique customer reference for the specified customer.
Order Date: Displays the date the order was made.
Order Number: Displays the unique order number for the specified order.
Sales Order Group: This displays the Sales Order Group that the line belongs to. This could be anything from your region, sales branch etc. It is a customizable field that can be set via the Settings module.
Sales Person: This displays the specified sales person for the order. You can customize this option from the Settings module.
Warehouse Code: This is the warehouse code for the specified line.
Warehouse Name:This is the unique name for the Warehouse and can be customized.

Filtering your Backorder Enquiry

1. Select a filter you want to use from the top of the Backorder Enquiry page, this could be from filters options available. You can select from;
   • Date From (select date from calendar)
   • Date To (select date from calendar)
   • Order Status (drop-down date contains; Open, Parked, Placed and Backordered).
   • Warehouse (select warehouse from drop-down menu, this option can be customized in Settings)
   • Product Code (enter code into field)
   • Product Description (enter product description into field)
   • Customer Type (select Customer Type from drop-down, this option can be customized in Settings)
   • Customer Code (enter code into field)
   • Customer Name (enter name into field)
2. Press Run

When the Run button is clicked the search filters are only being apply to the active tab; either Sales Orders or All.

3. Your results appear on the page.

Creating a shipment

When there is not enough stock to ship, you can easily create a shipment. To do so,

1. Select the sales order line you want to edit and click on the action cog in the action column.
2. From the action cog, select Ship
3. When selected, this will create a shipment for the current sales order.

Order must have lines before creating shipments.

Creating a purchase order for the current sales order

When there is not enough stock to ship, you can easily create a purchase order for the current sales order. To do so,

1. Select the sales order line you want to edit and click on the action cog in the action column.
2. From the action cog, select Purchase.
3. The Create Purchase Order window appears, you can use the Set Order Status as Backordered and then press the Create button to proceed.

Make sure you have product lines assigned to the purchase order, otherwise you will not be able to proceed.

Exporting your reports

You can easily export your report to PDF (default), CSV, XLSC or XLS for optimal reporting.
To do so;

1. Press the Export button.
2. Select what format you want your report to be, you have the option of;
   • PDF
   • CSV
   • XLSC
   • XLS

To select the option you want, click on the Export arrow on right of button to provide you the options. If you click on Export itself, it will default to the PDF setting, and a PDF is generated.

The Export button exports the grid (tab that is displayed) that is currently displayed on the page.

Using the custom grids

Depending on what sort of information you require, you can enter the relevant criteria and then click Run at the top on the banner. You can also export what you are seeing to a number of different formats such as pdf, xls and .xlsx using the Export button on the banner. Using the tool bar above the grid, you can do a number of other things to the information shown in the grid.

These are described as follows:

Group By Column(s):

To group by a desired column you simply need to drag and drop it into 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.