For each client, you have set up on the system you can set up different default rules for dealing with out-of-stock backorders 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 backorder inventory figures will not appear on reports. Or 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 the need occurs by viewing backorders 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 backorder. So, 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 into the oldest orders first that require the stock - working its way back to the newest until the stock has been exhausted. So 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, Back Orders. This can be a preferred choice if you regularly have more back-orders than stock deliveries clear and so need to manage customers on a more one-on-one level.
Auto Reprocessing Back Order Setting
Mintsoft can automatically reprocess backorders every 15 minutes, meaning backorders that are ready to be processed will automatically change to NEW. To enable automatic reprocessing, please do the following:
Click Settings then Customer Account Settings.
Next, click the Automation tab.
Toggle Auto Reprocess Allocated Back Orders to ON.
Setting this to OFF will mean you will have to manually reprocess the order.
(Optional) Change the Auto Reprocess Orders in Holding Status Delay.
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 BackOrders, allowing you to manage all backorders in one place. It can show you a list of backorders and what stock has or hasn't been allocated yet, also if you have multiple warehouses, you can see a breakdown of other warehouses the stock is in. To manage your back orders, please do the following:
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, please do the following:
Click Orders then Back Orders.
(3PL Only) Filter by Client.
Tick the required back order.
Select Reprocess from the Bulk Actions drop-down.
Next, click Go.