Backorders

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Understanding backorders

Sellercloud can mark an order with a BackOrder status when a customer orders an unavailable item. When this happens, the backordered quantity will appear in the Order Details’ BackOrderQty column and the order is marked as BackOrder in the Order Status bar.

The BackOrder Qty is adjusted and the Order Status is updated accordingly when inventory becomes available. Inventory is applied chronologically to orders with quantity first becoming available to older orders. If you manually change the inventory of an item, you can easily force the recalculation of one or more backorders instead of reallocating inventory or waiting for the BackOrderReCalculateService to rerun.

  • On the Manage Orders page > Select orders > Action Menu > Recalculate Backorders > Go.  

The Backorder feature is only available if the BackOrderReCalculateService is running on your server. Contact Sellercloud Support to confirm that this service is installed.

In addition, Enable BackOrder Workflow must be selected in Client Settings to use this feature. Read how to configure backorder-related Client Settings later in this topic.

This topic explains several ways to help you effectively manage your backorders, including:


 

Configuring the Client Settings for backorders

Below are the Client Settings that affect Sellercloud’s calculation and appearance of backorders:

 
CLIENT SETTING DESCRIPTION
Consider ReplacementSKU Qty in BackOrder Calculation  If an item is out of stock, but its replacement SKU has stock, the order will not be marked as a backorder

Don’t consider Dropship WH Qty as Available Qty for BackOrder calculation 

(enabled by default)

Excludes the quantity in a Dropship type warehouse from the backorder calculation

You can use this when importing inventory from a vendor into a dropship type warehouse and you don’t want this inventory to be considered as available. Instead, items are actually ordered on a PO, received, and shipped to the customer.

Include Authorized Orders In BackOrder Calculation 

(enabled by default)

Orders with a Payment Status of Authorized are considered for calculating backorders

Include Unpaid Orders In BackOrder Calculation

(enabled by default)

Orders with a Payment Status of Unpaid are considered for calculating backorders
Use Warehouse-Based Backorder Calculation 

Calculates backorder per product, based on the Ship To warehouse set on the order. 

Note: This will not do the calculation for FBA, Interim, or Untested warehouse types. 

Use Payment Date Instead of Order Creation in Backorder Calculation Payment Date, not Order Date, will be used in backorder calculations; meaning, paid backorders will have priority over backorders without payment
Prioritize Fully-Shippable Orders in Backorder Calculation

This setting is useful when dealing with multiple backorders with different quantities:

  • It will allocate available quantities to the order with the minimum required quantity that can be fulfilled, when possible

  • For example, an order for 40 items with 10 on hand and a second order for 10 comes in later. This setting will allocate quantity to the second order instead of reserving it for the first. It will try to do this for the oldest orders first. 

Include OnHold Orders In BackOrder Calculation  Orders with an Order Status of OnHold will be included in backorder calculations
 

 

When an order comes in for an out-of-stock item, Sellercloud offers several other options for dealing with backorders:

  • Delaying shipping
  • Cancelling order
  • Dropshipping from vendor

 

Finding backorders

  1. Open Manage Orders > Custom filters > Add Filter > Backorder.
  2. You can choose to filter All, Full, or Partial backorders.
  3. Click the Order ID to access the order’s details page.

 

The following order-related actions will have an impact on an order’s backorder status. When any of these occur, the backorder status and quantity is immediately determined on related orders, and other quantity adjustments will update the backorder status periodically, throughout the day:

  • An order is split
  • An order has items added to it  
  • Inventory becomes available though a PO Receive

 

Reallocating the backorder quantities

To ship an order immediately, there may be times when you want to reallocate an order’s backordered item to fill the backorder quantity on another order. If so, you can edit the backorder quantities and change their backorder statuses. 

1. Go Manage Orders > select backorder > Action Menu > Mark Backorder or Mark Not Backorder.

2. There are 2 places to edit an order’s backorder quantity:

  1. Go Order Details page > Action Menu > Backorder Reallocation > Go; or
  2. Go Manage Orders > select the backorder > Action Menu > Backorder Reallocation > Go
  3. On the BackOrder Reallocation page > revise the Backorder Qty field > Update.

Your changes will be overwritten when the BackOrderReCalculateService re-runs based on quantity available and backorder-related Client Settings.


 

Configuring ShipBridge for backorders

ShipBridge has 2 convenient settings that help control backorders:

  • Move all backorders to ShipBridge’s Requires Attention tab instead of the Unshipped tab, so they are easily discernible as orders that are not ready to ship.
    • Menu > Customize Interface > GUIAuto move orders with backorder items to the attention tab 
  • Hide all backorders from ShipBridge’s Scan and Ship tab when entering or scanning those orders, so you will not try to ship a backorder when you have no item(s) available in the warehouse.
    • Menu > Options > Scan and ShipIgnore backorder/requires attention orders

 

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