DBD: Order Processing - Backorder Fill Report Setup
DBD: Order Processing - Backorder Fill Report Setup And Procedure
🔵 Overview One of the many sophisticated features of the DemandBridge Inventory Control and Order Processing modules centers around the Backorder Fill Processing. This provides for the automatic processing of backorders as products are received, including committing of lots and production of the Picking/Delivery Tickets. In order for this system to work properly, it is very important that you adhere to the following procedures.
Required Parameter Setup
You will need to answer the following question from the Inventory Control Parameters:
Do you require backorder fill reporting? Y (checked on)
(This is located in Inventory Control Setup System System Setup Parameters; the question is halfway down the panel on tab 1.)
Then on tab 2 of the Inventory Parameters, you will need to answer this question:
Automatic lot selection method code: Oldest 1st Full Cases
⚠️ CRITICAL UPDATE NOTE: This allows for automatically selecting the lot record at the time of PO receiving. If this is not flagged accordingly, you will not get a packing list.
You will then need to answer the following question from the Order Processing Parameters:
Auto print new packing list for B/O items after billing: N (checked off)
(This is located in Order Processing Setup System System Setup Parameters; the question is on the left side on tab 2.)
This is a parameter, which pre-dates the new Back Order Fill Capability. It provides for a new Packing List to be automatically printed following invoicing of a partial shipment. This new packing list would then need to be manually filed in a holding file pending the receipt of the product.
Processing the Report
After PO receiving, select the Backorder Fill Report located under the Purchase Order Processing section of the Order Processing module. This process is not batch driven and should be done by one person daily.
Here is how we recommend answering the questions regarding printing of the report:
Backorder Fill Report - POGRFS
By answering "Y" to Print Receipt Detail, the report will print the detail of what has just been received into the warehouse.
Answering "Y" to Reprint Picking Slips will cause the following actions to take place during the "Clear" phase:
- For any product just received, for which there exist a backorder, the Lot will be selected.
- The Pick Tickets for those orders that can now be filled will automatically print.
The last question centers around how the system should handle lines on orders that have inventory already committed awaiting invoicing. These lines will be flagged on the Back Order Fill rpt with multiple asterisks (*****). This may happen if the additional goods required to complete the order are received that same day (or at least prior to invoicing the partial shipment). Under these circumstances additional procedures will need to be followed to make certain that the backordered quantity gets filled.
After printing the Back Order Fill rpt, clear it. The orders, which can be filled at this time, will have pick tickets printed for them. If your parameters are setup to auto select the lots, this system will do so after clearing the rpt. The order line information will be adjusted accordingly.
💡 Note: Pick Tickets will not be printed for the lines marked with multiple asterisks. A maintenance procedure needs to be in place to process the orders marked with multiple asterisks (*****).
Processing Exception Orders (Marked with Asterisks)
You will need to go to Order Processing > Order Entry for the backordered order number and modify the line to select the lots and reprint the packing list.
⚠️ CRITICAL UPDATE NOTE: You should not try to make the additional selection of these items until the order has passed through billing. There is programming in place which prevents you from accessing an order where "Invoicing is in Progress." Therefore you should first update your Sales Journal. You should then be able to call up these exception orders and select your lots.
We recommend that one person be responsible for printing the Back Order Fill report each day to avoid confusion.
Clearing the Report
Once the report has been printed you will be prompted with the following:
The information that was just printed may now be cleared.
F1 Clear F4 Exit
💡 Note: Select F1 Clear. If you do not select clear then the next time you run this report the same information will be included in your next report along with any new backorders.
Additional Parameter Options: Update Backorder Fill from Inventory Control Update
Set the following question to "Y":
Enable Backorder Fill Feature from Inventory Transactions? Y (checked on)
(This is located in Order Processing Setup System System Setup Parameters; the question is on the right side on tab 6.)
All transactions will update to the Backorder Fill Report. These include Receipts, Adjustments, and Transfers.
Frequently Asked Questions
Q: What parameters do I need to set up before using Backorder Fill Processing?
A: Enable "Do you require backorder fill reporting?" in Inventory Control Parameters (tab 1), set the "Automatic lot selection method code" on tab 2, and set "Auto print new packing list for B/O items after billing" in Order Processing Parameters (tab 2).
Q: What happens if the automatic lot selection method isn't flagged correctly?
A: You will not get a packing list.
Q: What do the multiple asterisks (*****) on the report mean?
A: They flag lines on orders that already have inventory committed awaiting invoicing. Pick Tickets won't print for these — they need a separate maintenance procedure.
Q: How do I process orders flagged with asterisks?
A: Go to Order Processing > Order Entry for that order number and modify the line to select lots and reprint the packing list — but only after the order has passed through billing (update your Sales Journal first), since you can't access an order while "Invoicing is in Progress."
Q: What happens if I don't select Clear after printing the report?
A: The same information will be included again the next time you run the report, along with any new backorders.
Q: How do I make inventory transactions like receipts and adjustments update the Backorder Fill Report?
A: Enable "Enable Backorder Fill Feature from Inventory Transactions?" in Order Processing Setup System Setup Parameters (tab 6) — this covers Receipts, Adjustments, and Transfers.
Tags: order-processing, backorder-fill, inventory-control, purchase-orders, DB-distributor