Back Orders

Managing back orders

Updated over a week ago


This document explains how to manage Back Orders.

Detail Steps

Workflow for NSA lines:

In this example item 100 is showing NSA that is indicating NO STOCK AVAILABLE.

To identify the shortfall:
1. Double-click on the line. In this case there is some stock available but NOT ENOUGH to complete the ORDER.

2. If the customer has indicated they are happy, ONLY take those ITEMS that can be totally fulfilled then the order can be SPLIT. In this example, an Order for the entire 10 Cooler Large items will be created.

3. If customer indicates they MUST HAVE ANY STOCK SUPPLY ONHAND, then you use the SPLIT PICK. Split Pick attempts to fulfill as much of the Order as possible and then BackOrders the remaining shortfall.

In this example we will use SPLIT PICK.

Notice that a new back order (NSA) is created for the customer while the original order is now marked as PICKED. The Back Order invoice contains a Ship Comment referencing the original Invoice#.

Workflow for Forcing Backorder of Line-Items

This workflow shows how to set RTP line items onto a Sale Back Order.

  • When Creating and Picking Orders, RTP line items will have STOCK ALLOCATED AUTOMATICALLY.

  • In some cases, stock may need to be reserved for other orders yet to be processed. In this case WMS needs to be forced to create a BackOrder for stock items even though enough stock is available for the current orders entered in the system.

Before you begin…

It is important to verify your System and User Preferences are set correctly in order to have WMS create BackOrders for stocked items.


In Tools > Preferences > General, in settings it is recommended that:

On Sale Record: Set RTP Order Status.

In Tools > Preferences > Barcodes, in settings it is recommended that:

Always use Scan Picking is Unchecked.*

In Tools > Preferences > Barcodes > Sales, in settings it is recommended that:

No BackOrder Line on Split RTP is Unchecked.*


From the Sales Register, select New Sale Order (CTRL+O).

Begin entering sale line details.


If you know ahead of time which line items are to be BackOrdered, create TWO line entries for the item. First with the QUANTITY TO SHIP, and second with the QUANTITY TO BACKORDER.


If you are unsure, enter each line item with total quantity as line Quantities can be split once in the Picking Form.


When all lines are entered, click DRILL TO DESPATCH.


If the prompt INSUFFICIENT STOCK AVAILABLE is displayed click CONTINUE.


Once the Pick Form shows, click Pick Stock. Now locate the Line Items that need to be placed on BackOrder.


If the line is PICKED select the Checkbox and click Release Stock.

You can release multiple lines by clicking the required line checkboxes.

Then select the released line and click Manual Pick (or double-click the line).


In the PICK STOCK form, enter the QUANTITY TO SHIP in the Pick Column. Now click Use Selected.

STEP 10.

A new dialog will display showing UNDER-PICK WARNING. This should be the quantity to BackOrder. Click OK, then process the next line item to BackOrder in the same way.

STEP 11.

Select ALL lines items (NSA and RTP) to be placed on BackOrder by clicking on the line Checkbox. Now, click Split the Order.

STEP 12.

Confirm Split by selecting Yes. The original PickOrder should separate to two “Picks”, one completely PICKED and the other RTP and NSA for the BackOrder items. Click Fast Pack to finalise the line items that will be SHIPPED.


Return to the Sales Register when the BackOrder will have the next Invoice Number in sequence and may show as RTP or NSA. The original order should show as PICKED/PACKED or SHIPPED depending on how it was finalised.

Workflow Restrictions

This procedure can be used to manage FORWARD ORDERS and pre-allocate stock to SaleOrders.

Workflow shows how to Split line item quantities on Backorder for both RTP and NSA items:

  1. Open Despatch Register and Select Order for Picking.

  2. In the Picking Window, double click on the item you want to backorder.

  3. Enter the amount you want to Pick > Use Selected > then you will get message below > Click YES.

4. Then you will get another message click YES as well.

5. Tick the line you want to back order.

6. Select ''Split the Order''.

This action will split the selected line items to backorder.

Cross Docking

To help identify orders that have been waiting on an item purchase or transfer of stock from another location, the WMS has a CROSS DOCK status. In this example item 100 was showing NSA and a Back Order Invoice was created. If 10 items are “Checked In” using the Add Inventory short cut from the Items Register, the status of the invoice will change to CROSS DOCK.

Using the Group by Status function (CTRL+3) in the Despatch Register, all Sales and Transfers that are now Off Back Order can be quickly identified. Other information regarding Back Order Status can be found using the WMS Back Order reports.

Related Information


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