For each client you have set up on the system, you can set up different default rules for dealing with out-of-stock back orders depending on their preferred choice.
(3PL Only) Back Order Policy per client
If you are a 3PL Database and want to configure the back-order policy for your client, please do the following:
Click Clients then Overview.
Find the client you want to manage.
Click Actions then Edit.
Next, click the Defaults tab.
Firstly, select the Holding Order Policy -
Manual.
SplitOrder.
This will allow you to partially ship an order if some of the stock is available.
PlaceOnBackOrder.
Note: Further information on these options can be found in the Holding Order Policy section below.
Then select the Back Order Stock Allocation Policy -
FirstInFirstOut.
Manual.
Note: Further information on these options can be found in the Back Order Stock Allocation Policy section below.
Finally, click Save.
(Multi-Channel) Back Order Policy
If you are not a 3PL database and want to configure the back-order policy for your orders, please do the following:
Click Settings then Client Settings.
Next, click the Defaults tab.
Firstly, select the Holding Order Policy -
Manual.
SplitOrder.
This will allow you to partially ship an order if some of the stock is available.
PlaceOnBackOrder.
Note: Further information on these options can be found in the Holding Order Policy section below.
Then select the Back Order Stock Allocation Policy:
FirstInFirstOut.
Manual.
Further information on these options can be found in the Back Order Stock Allocation Policy section below.
Finally, click Save.
Holding Order Policy
The Holding Order Policy tells the system what to do when an out-of-stock order is received. There are three options to choose from:
Manual - This will leave any orders in Holding status waiting for the client user to action what to do. However, this will mean required by back-order inventory figures will not appear on reports. When stock is added to the system, it will not get allocated to any orders in Holding. This is not a very efficient setting.
Place on Back Order - This will place the entire order for all order lines in back-order status. This means that any in-stock product lines on the order will also be held until all product lines on the order are complete. This is the most cost-efficient method of dealing with back-orders as it ensures that only 1 shipment is made per order. You can also choose later to split orders manually if needed by viewing back orders on Orders then Back Orders.
Split Order - This method will automatically split the order into an in-stock part and an out-of-stock part, leaving only the out-of-stock part on back order. The system denotes the order as Part 1 of 2 and 2 of 2. This method ensures your customer receives their in-stock items faster but results in 2 shipment expenses.
Back Order Stock Allocation Policy
The Back Order Stock Allocation Policy determines what happens when stock is booked into the system when there are back orders that require the stock.
First in First Out - This will automatically let the system allocate any new stock booked in to the oldest orders first that require the stock, working its way back to the newest until the stock has been exhausted. If you have back orders totalling 100 units and only 90 units are delivered, the newest 10 orders will be left on back-order until more stock is booked in.
Manual - With this setting, it is left to the client user to determine which orders to allocate stock to by going to Orders then Back Orders. This can be a preferred choice if you regularly have more back-orders than stock deliveries clear and need to manage customers on a more one-on-one level.
Auto Reprocessing Back Order Setting
Mintsoft can automatically reprocess back orders every 15 minutes, meaning back orders that are ready to be processed will automatically change to NEW. After enabling this feature, you should wait 15-20 minutes for the system to begin automatic reprocessing. To enable automatic reprocessing:
Click Settings then Customer Account Settings.
Click the Automation tab.
Toggle Auto Reprocess Allocated Back Orders to ON. Note: Setting this to OFF will mean you will have to manually reprocess the order.
(Optional) Change the Auto Reprocess Orders in Holding Status Delay. Note: Keeping as 0 will reprocess every 15 minutes.
Click Save.
Back Order Report
The Back Order SKUs Report shows the TotalQTY and how much is due to be allocated to an order (AllocatedQTY).
The AllocatedQTY is what will be allocated when more stock is booked in. For example, if you had the TotalQTY and AllocatedQTY as 5 and then booked in 2, the AllocatedQTY would go to 3 as that is how much is left to allocate when more stock is booked in.
Managing Backorders
Mintsoft has a page dedicated to Back Orders, allowing you to manage all back orders in one place. It shows you a list of back orders and what stock has or hasn't been allocated yet. If you have multiple warehouses, you can see a breakdown of other warehouses the stock is in. To manage your back orders:
Click Orders then Back Orders.
(3PL Only) Filter by Client.
Within here you can perform the following actions from the Bulk Actions drop-down -
Reprocess: Allows you to reprocess an order if stock is ready and allocated.
Split: Allows you to split a selection of orders if some of the items are available.
Cancel: Allows you to cancel a selection of orders.
Allocate available stock: Allows you to trigger a selection of orders to allocate stock to if available.
Unallocate stock: Allows you to trigger a selection of orders to unallocate stock from.
Move to another warehouse: Allows you to move a selection of orders to another warehouse for fulfilment.
Allocate stock from another warehouse: This allows you to allocate stock from another warehouse to a selection of orders.
You can perform these actions on each order individually or by multi-selecting orders.
Once you have selected the Order(s) and the Action, click Go.
Reprocessing back orders
To reprocess a back order:
Click Orders then Back Orders.
(3PL Only) Filter by Client.
Tick the required back order.
Select Reprocess from the Bulk Actions drop-down.
Click Go.
Troubleshooting Backorder Issues
When working with back orders in Mintsoft, you may encounter some common issues. Here are solutions to frequently encountered problems:
Orders not reprocessed automatically - Verify the automatic reprocessing setting under Client Defaults or Customer Account Settings > Automation, and ensure at least 15-20 minutes have passed since enabling the option.
Back orders persisting despite stock availability - Check the allocated warehouse for the order and ensure stock is present in the correct location. You may need to manually reallocate stock or update warehouse assignments.
Manual intervention required - Use the Back Orders page to locate and manually reprocess or reassign orders to appropriate warehouses.
Negative 'Required by Backorder' values - If discrepancies such as negative backorder requirements are identified, first review your stock data to pinpoint affected SKUs then speak with the Mintsoft support team or raise a support ticket. Please ensure you include the relevant SKU codes and order numbers.