Backordering Products

Use Line Item Sourcing for any product you are selling that is not available. The Line Item Sourcing window lets users make common backorder tasks quickly. User have keyboard shortcuts, to use to procure from a branch or vendor, change shipping branches, or create direct orders. Keyboard shortcuts, or the available buttons, simplify the backorder process. The Line Item Sourcing window is predominantly view-only. You can select the vendors or branches from which to get the unavailable items.

Note: This window does not replace Line Item Scheduling. Additional details are still maintained using the schedule screen.

Users must be assigned the SOE.SOURCING authorization key to access the backorder window automatically. Assign level 1 to users who only need the window to display when the product has to be backordered. Level 2 always displays the window during order entry. If you are also assigned the SOE.SCHEDULE authorization key, the SOE.SOURCING supersedes it.

Important: Changes on this window are automatically saved. If you use the action buttons, the change cannot be reversed.

To backorder a product using Line Item Sourcing:

1. Create or open a sales order and display the order's Body tab.

2. Locate the line item you need to backorder and press Ctrl-R to display the Line Item Sourcing window.

The view-only Select Source area displays all sources available from which to get the item needed with the following columns by default:

Column	Description
Branch/Vendor	The vendor or branch from which you can procure the needed items. To view all branch sourcing options, from the File menu, select All Branches.
Available Date	The date the items are available to ship.
Lead Time	The number of days it takes for you to prepare and process the purchase order, the vendor to ship the material, and your warehouse to receive the material.
Available Qty	The number of items ready to ship that are in the warehouse.
Surplus Qty	The number of items greater than what is needed to fulfill the currently scheduled sales orders.
Vendor Minimum*	Specify the vendor minimum for prepaid freight in the vendor file. Set the display for the Vendor Minimum column with the Line Item Target Sourcing Display field in Vendor Maintenance.
Target for Frt PPD (Freight Pre-Paid) orotherVendor Target*	The specific dollar amount, total shipment weight, number of pieces, or total shipment volume that your purchasing agents must purchase from a vendor as set in Vendor Maintenance to process the purchase order. $ - Dollars - The dollar amount. # - Weight - The value assigned to a product in the LBS/ field on the Product Maintenance window. P - Pieces - Any of the units of measure defined for a product or buy line. L - Load Factor - The cubic dimensions of a product or the point value of a product, as displayed on a vendor specification sheet in cubic feet (CF).
Ship Via	The default ship vias for transfers and vendor procurements. Edit the values, if needed, by double-clicking in the Ship Via column. Purchase orders and transfers inherit the ship vias defined. Use the Line Item Sourcing Vendor Ship Via Defaultcontrol maintenance record to enter your company's normal vendor procurement ship via to populate this column.

* Vendor Minimums View

3. From the Branch/Vendor column and based on the remaining columns' information, select the branch or vendor from which you want to get the item.

Note: You cannot procure items from a remit-to only vendor.

Note: If you cannot ship products out of another branch, you might not have authorization to do so. For more information, see Assigning Branches to Users.

4. Select one of the following:

Note: Depending on the line item, the Keyboard Shortcuts and buttons may change their function from procurement from a branch or vendor to a direct shipment. Not all of them will display at once.

Options	Keyboard Shortcut
Procure the Backorder Quantity from another Branch	P
Procure the Full Order Quantity from another Branch	R
Procure the Backorder Quantity from a Vendor	P
Procure the Full Order Quantity from a Vendor	R
(Direct) Ship the Backorder Quantity from a Vendor	B
(Direct) Ship the Full Order Quantity from a Vendor	F
Edit the Cost Override	O
Change the Ship Via	S

To display the Keyboard Shortcuts, from the Options menu, select Show Text.

Note: Both a purchase order or a transfer can be created with the procure buttons. If you are focused on a vendor, the system creates a purchase order. If you are focused on a vendor, the system creates a branch procurement which includes a transfer order.

5. The Product Cost area, displays the Product Replacement Cost and Purchase Order Procurement Cost Override fields. This system pulls this information from the price sheet for the product. The basis mapped to the global basis DFLT-COST displays here.

To edit the Purchase Order Procurement Cost Override field, users must be assigned the SOE.COST.EDIT.SOURCING authorization key.

6. The Line Item Sourcing window closes and the user returns to the sales order.

Line item scheduling lets you adjust shipping dates and ship vias for line items depending on when your customer needs to the items. When you change or add a ship date or ship via, the system creates a new generation of the order for that line item. You can manage the individual generation's products or the order as a whole.

For editing other parts of the sales order generations, see Drilling into Sales Order Details.

To backorder a product using Line Item Scheduling:

1. Create or open a sales order and display the order's Body tab.

2. Locate the line item you want to schedule for backorder.

Depending on your view, a backorder can be indicated by a shipment quantity that is less than the order quantity, a B/O column status code, or an Avail column date that is past the required shipping date.

3. With the cursor on a backordered line item, select Line Item > Schedule to display the Line Item Scheduling window.

4. Use any of the options, as needed, to determine the status and location of product inventory.

   To...	Use this menu option...
   view details about the product's expected purchase orders and existing commitments	Inquiries > Future Ledger The Product Future Ledger window displays.
   view the product's inventory levels in other branches	Inquiries > Inventory Inquiry The Inventory Inquiry window displays.
   view the products in a kit	Edit > Kit The Product Kit Maintenance window displays.
   attach product specifications	Edit > Product Notes The Product Notes window displays. Select a product specifications note, and then save your changes and exit the window.
   view the transaction to which an item is tagged	Inquiries > View Tagged Order The order for the tagged item displays.
   enter a product serial number	Edit > Serial Numbers The Serial Number Entry window displays.
   view a summary of product sales, purchases, transfers, etc.	Inquiries > Inventory History The Inventory History Ledger window displays.
   change the product's unit of measurement	Edit > Unit of Measure The Change UM window displays. Select a new quantity or unit and press Enter.
   review returned products flagged as Defective, etc.	Edit > Return Goods The Returned Goods Queue window displays.
   select a detail lot for products that belong to detail lots	Edit > Detail Lot The Detail Lot Selection window displays.
   create a work order for products that require manufacture or assembly	Edit > Work Order Note: This option is not available in Solar as of this release.
   split a product between different locations and lots	Edit > Split Locations The Split Locations window displays. If you use incremental, sequential lot assignments, you can have the system automatically assign lot numbers.

Note: If you change the location or location type on an order that has already been invoiced, no in-process record is created. You must manually notify the warehouse if any action is required on their part.

5. Use any of the options to schedule the backorder:

   To...	Use this menu option...
   procure the product from another branch or an emergency vendor	Edit > Procurement The Order Entry Procurement window displays. Note: You cannot procure items from a remit-to only vendor.
   substitute a product that is in stock, if replacement products are available	Edit > Substitutes The Substitute / Add On Sale Items window displays.

    

6. Review or edit the fields, as needed:

   Field	Description
   Ship Date	The date on which you want the product to ship.
   Ship Qty	The amount of the item scheduled to be sent to the customer. The system assigns the quantity you ordered to the earliest available ship date, based on inventory amounts. If not enough inventory is available to ship on the same day, the system distributes the quantity among two or more ship dates. You can change the quantity shipped on any given ship date, or assign a quantity to a new ship date. Enter the date in the Ship Date field and then enter the quantity.
   Status	The current order status of the selected backordered item. The system assigns the item the customer's default order status, but you can change it to reflect the needs of the customer. If the item quantity is split over multiple ship dates, each ship date can have a different backorder status code. For example, if you ship a quantity today and the customer requests that you call before shipping additional quantities, you set today's shipment status to A (ship when available), and your future date shipments' statuses to C (call when complete).
   Shp Br	The branch from which the product will be shipped. Note: If you cannot ship products directly out of another branch, you might not have authorization to do so. See Assigning Branches to Users for more information.
   Qty Type	The disposition of the selected quantity of an item. Valid values include: S - Stock (saleable material available for shipment). The item is currently in the product file, whether it is a stock or nonstock item. F - Defective. The item is considered flawed. This status does not prevent you from selling the item, if the customer still wants it. O - Overshipment. More of the item was shipped or purchased than was required and is tagged for return to the vendor. E - Exceptional. The item is purchased or sold in an exceptional situation and this transaction does not affect demand calculations. See the Inventory Management documentation for details on exceptional sales. R - Review. The item has not been assigned a status. The item requires inspection before its disposition can be determined. (If an item is assigned Review and shows a negative quantity, the material is return.) L - Display (but available for shipment if requested). The item is on display in the showroom. Display items affect inventory levels. A sales order will indicate that a quantity is available on display only when the quantity requested exceeds the stock quantity available. Note: All quantity types other than S (Stock) and E (Exceptional) have an associated transaction number in the Location/Tag/Lot column.
   Location / Tag / Lot	A number that identifies the physical location of the item (after invoicing), as set in Product Location Maintenance, or the transaction number associated with the order generation. For example, if an item is procured from another branch, the Transfer transaction number displays. The system deducts any outgoing inprocess quantities from the location onhand quantities displayed. Note: If the item is assigned to a detail lot, the Lot ID displays next to the location number (once the order is invoiced, shipped, or received).

7. Exit the window to return to the order's Body tab.