Back Order Review

The Back order function in SYSPRO enables you to manage customer orders for items for which you have insufficient stock to satisfy the demand.

You can configure each customer to allow the entry of back order quantities when processing sales orders for the customer. You can also select whether to allow partial shipments for the customer, or whether the full order must be shipped.

Module affected	Details
Accounts Receivable	You can configure each customer to allow the entry of back order quantities when processing sales orders for the customer. In addition, you can select whether to allow partial shipments for the customer, or whether the full order must be shipped.
Sales Orders	When processing a sales order for a stocked line where the order quantity exceeds the available stock on hand and stock is not allowed to go negative, the system enters the available stock in the ship quantity field and places the balance in the back order quantity field. When processing a sales order for non-stocked items where the order quantity exceeds the quantity you have entered in the ship quantity field, the system places the balance in the back order quantity field. You can configure the system to automatically display the Insufficient Stock window for the order shortage. This enables you to select an alternate stock item or to process a supply chain transfer for stocked items, or to create a purchase order, requisition or job for either stocked or non-stocked items. Alternatively, you can use the back order review to create purchase orders and requisitions for bought-out items; and jobs for made-in and subcontract items. By creating a purchase order, requisition or job that is linked to a sales order line, you ensure that when goods are received into stock the sales order line is updated automatically. You can configure the system to automatically move any remaining back order quantity to the ship quantity field after printing an invoice or SCT transfer document for a partial shipment. You use the Back Order Release program to manually release order lines that were placed on back order during sales order processing. Hierarchical orders and orders which are in suspense at the time of running the program are automatically excluded. You use the Import Back Order Releases program to release/update a batch of sales order lines by processing back order release information that is imported from an ASCII file. Although quantities are typically moved from the Back order field to the Ship quantity field on a sales order, you can indicate that quantities must move from the Ship quantity field to the Back order field. Several reports are available to assist you in monitoring order backlog. In addition, you can view back order information for sales order lines in the Sales Order Query, Sales Invoice Query, Dispatch Note Query and Customer Query programs.
Bill of Materials	If you select to run the Advanced Trial Kitting (Legacy) report using the sales order selection, then only sales order lines with a back order quantity greater than zero are included.
RMA	If you enable the Fix In-house option for an RMA receipt, then the system automatically creates a back ordered non-stocked sales order for returning the item to the customer once it has been repaired. You can also select to automatically put the order quantity into back order on the sales order you create when processing a cross shipment, or when processing an exchange on an RMA receipt.
Requirements Planning	When you run the Requirements Calculation program and select to include sales orders in requirements, then the demand quantity for each merchandise line is calculated by adding the ship and back order quantities and converting it to the stocking unit of measure.

Buyers are individuals in a company responsible for identifying sources of supply and for purchasing products or services from these sources. Within SYSPRO, the buyer code assigned to a stock code indicates the person responsible for purchasing the item.

You typically assign buyers to stock codes when you have more than one person in the company responsible for purchasing products or services.

Buyers can be used as a selection criterion in a number of SYSPRO reports.

You assign buyer codes to bought-out stock items using the Stock Code Maintenance program.

Within SYSPRO a job is equivalent to a works order. Against each job you record what material is required and what operations/instructions must be performed to complete/convert the raw materials into the finished product.

Within SYSPRO, a non-stocked code is allocated to an inventory item that you don't stock in any of your warehouses.

Non-stocked codes are created using the Non-stocked Codes program. They are used in the Quotations module to uniquely identify items that can be used within the Quotations and Estimates programs.

Non-stocked codes created using the Non-stocked Codes program can be converted into stocked codes if the New stock code in non-stocked table setup option is enabled (Setup Options > Preferences > Distribution > Inventory).

A planner is a person who is responsible for ensuring that all the details relating to a specific event (or project) are catered for so that the event takes place on time and without incident. Within SYSPRO, a planner indicates the person in a company responsible for planning the manufacture of made-in stock items.

You would assign planners to stock codes when you have more than one person in the company who is responsible for planning the manufacture of made-in stock items.

Planners can be used as a selection criterion in a number of SYSPRO reports.

You maintain planners using the Planners program.

You assign planner codes to made-in stock items using the Stock Code Maintenance program.

A purchase order is the document used to define the details of a product or service provided by a seller to a buyer. It becomes a temporary legal contract to buy products or services once the seller accepts it.

Once the need for goods or services is identified and the pre-purchase activities (e.g. requisitioning, supplier sourcing and price negotiation) are complete, a purchase order for the goods is placed with the relevant supplier.

When the need for goods or services is identified from either sales, production or another area of the business, a purchase requisition for the goods is created.

The person who creates a new requisition is regarded as the originator of the requisition. Although the initial requisition information does not have to be correct (the originator might not be aware of stock codes, order quantity contracts, etc) it must, however, be corrected by subsequent users before the requisition can be confirmed.

When a requisition is approved, the requisition user who approved the requisition can change it. However, once the approved requisition is routed, it can no longer be changed. It has to be routed back to the approver to either change it or to un-approve it so that the required changes can be made.

Once the requisition is approved and all other pre-purchase activities (such as supplier sourcing and price negotiation) are complete, a purchase order for the goods is placed with the relevant supplier.

A stock code is a number that uniquely identifies an inventory item that is bought or manufactured and which is typically stored in one or more warehouses.

All activity relating to the forecasting, purchasing, manufacturing, stocking and selling of a stocked item is tracked by means of the stock code.

A stock code can be linked to one or more lot numbers if the item is defined as lot traceable. If there is a warranty, the stock code can be defined as serialized and linked to one or more serial numbers.

If the Bill of Materials module is installed, stocked items may be linked in a parent/component relationship for use in Work In Progress and Sales Orders (Kit sales).

You can use the stock code as a selection criterion when generating reports.

You maintain stock codes using the Stock Code Maintenance program.

In SYSPRO this refers to an order type that is processed using the Sales Order Entry program.

SCT orders enable you to transfer stock between your warehouses at the current inventory cost of the stock (always in your local currency).

Stock is allocated immediately and can then be physically transferred at a later date. This lets you reserve stock to be transferred to another warehouse.

Items to be transferred can be placed on backorder.

You can optionally print an order acknowledgment and delivery note for an SCT order type.

Although only stocked merchandise lines and comment lines can be captured for a SCT order, the transfer cost multiplier assigned to the stock code/warehouse lets you include transport costs at the receiving (target) warehouse.

A transfer reference number is allocated (or entered, if you indicated that goods in transit references must be generated manually) at the time of releasing the SCT to a status 8 - To Transfer.

Although similar to inter-branch transfers, SCTs don't require the capture of customer details.

Within the Requirements Planning system, SCT orders are treated as both a supply and a demand and the system takes into account any items that are part of a warehouse transfer awaiting receipt at the target warehouse.

Within SYSPRO, a warehouse represents an actual warehouse containing your inventory items (i.e. a physical warehouse) or a grouping of your inventory according to specific characteristics of the item (i.e. a logical warehouse).

You maintain warehouses using the Warehouse Maintenance program.

You can restrict operator access to programs by assigning them to groups and applying access control against the group (configured using the Operator Groups program).

The Setup Options Program: IMPCFG program lets you configure how Syspro behaves across all modules. These settings can affect processing within this program.