System Values - Sales - Backorders
Table Of Contents
The Backorders settings control how Khaos Control creates and processes Back-Order Purchase Orders (BO/POs), including drop-ship orders, automatic Purchase Order creation, delivery addresses and stock assignment.
These settings are split into General, Manual BO/PO, Auto BO/PO and Build Level sections.
Note: New systems are normally supplied with the default values shown below.
General
Use Organisation as Company Name
This setting controls which company information is used for the delivery address on BO/POs.
- Ticked: The BO/PO delivery address uses the Sales Order Delivery Organisation instead of the Company Name.
- Unticked: The Company Name is used on the drop-ship BO/PO.
For more information, see How To: Use the Company Name on Dropship BO/POs.
Manual BO/PO
The Manual BO/PO settings control how manually created backorders behave, whether goods are being delivered directly to the customer or to your warehouse.
Allow auto book in of backorder POs
Default: Unticked
This setting controls which Purchase Orders created through the BO/PO process are automatically booked in.
Choose from:
- None: Backorders are not automatically booked in.
- Allow for All: All backorder Purchase Orders are automatically booked in.
- Direct to customer POs only: Only backorder Purchase Orders marked for direct delivery to the customer are automatically booked in.
Move Sales Invoice to Stage
Default: None
When you raise a direct drop-ship order, this option can automatically move the associated Sales Order to the selected stage in the Sales Invoice Manager.
The drop-ship is booked in as soon as it is raised, allowing Khaos Control to auto-pick the order immediately.
For more information, see How To: Automatically Process Drop-Ship Sales Orders.
Assign stock to Dropship if available
Default: Unticked
This setting determines whether available stock can be assigned to Sales Orders containing items that would normally be drop-shipped.
- Ticked: If enough stock is available, Khaos Control assigns it to the Sales Order instead of creating a drop-ship Purchase Order.
- Unticked: Available stock is not automatically assigned. If stock has not been assigned, a drop-ship Purchase Order is created.
Note: Enabling this setting overrides Postpone Assignment for drop-ship items when enough stock is available to fulfil the order.
When importing a web order, a drop-ship item is marked as Postpone Assignment when all of the following apply:
- Assign stock to Dropship if available is ticked.
- The stock item is on the Sales Order.
- The item is stock controlled.
- The item is out of stock.
Deliver to Site
This setting controls the delivery address used for BO/POs that are not being delivered directly to a customer.
- Ticked: The Delivery Address is taken from the Purchase Order's site, as configured in [ System Data | Stock | Sites ].
- Unticked: Stock is not automatically assigned, even when available. If stock is not assigned, a drop-ship Purchase Order is created.
Auto BO/PO
The Auto BO/PO settings allow Khaos Control to automatically create and manage Purchase Orders for backordered and drop-ship items.
Important: If you enable an Auto BO/PO option, any stock item that requires backordering or drop-shipping must have a preferred supplier defined.
Auto Create BO/PO (DropShip)
Default: Unticked
- Ticked: Purchase Orders are automatically created from Sales Orders for stock items marked as Drop-Ship in [ Stock | Detail | Options ].
- Unticked: Purchase Orders are not automatically created for drop-ship items.
Important: If you use account customers, Allow Auto PO creation when Sales Order is on Account must also be enabled for automatic BO/PO creation.
Auto Create BO/PO (BackOrder)
Default: Unticked
- Ticked: Purchase Orders are automatically created for stock items on Sales Orders where there is not enough stock available to fulfil the order.
- Unticked: Purchase Orders for these items must be created manually.
Auto Create BO/PO (Prompt Delivery)
Default: Unticked
This setting works with Auto Create BO/PO (BackOrder) and controls whether users are prompted for supplier delivery charges while Purchase Orders are being created.
- Ticked: Khaos Control prompts for the supplier's delivery charge during automatic PO creation.
- Unticked: The system does not prompt for the delivery charge.
For the prompt to appear, Auto PO Delivery Prompt must also be enabled for the individual supplier in their Additional Options area. See Auto PO Delivery Prompt.
Note: The Sales Order must be paid or on account.
Drop ship direct
Default: Unticked
This setting controls the delivery address used for automatically created backorder Purchase Orders.
- Ticked: The customer's address is automatically added as the delivery address.
- Unticked: The company address is used.
Stop Auto PO creation when outside payment terms [Terms Hold]
Default: Unticked
This option controls automatic Purchase Order creation when an account customer is outside their payment terms.
- Ticked: If a Sales Order goes into Terms Hold because of Invoice Rules, Purchase Orders are not automatically created. Khaos Control displays a message explaining that the Purchase Order was not created and identifies the affected stock items.
- Unticked: Purchase Orders can still be created when the customer is outside their payment terms.
For more information about Terms Hold, see Terms Enforcement.
Allow Auto PO creation when Sales Order is on Account
Default: Unticked
This setting controls whether BO/POs can be automatically created when the originating Sales Order uses Account as its payment type.
- Ticked: A Back-Order Purchase Order can be created for a Sales Order with an Account payment type, subject to other applicable system settings.
- Unticked: A Purchase Order is not automatically created. The user must create it manually when appropriate.
Note: Other settings can still prevent automatic creation. For example, if Stop Auto PO creation when outside payment terms [Terms Hold] is enabled, a BO/PO will not be created when the customer is outside their payment terms. See Terms Enforcement.
Split Drop Ship Direct Purchase Orders
Default: Unticked
This setting controls how Purchase Orders are created when you select multiple orders in:
[ Sales Invoice | Detail | Back Orders (Purchase Ordering) ]
- Ticked: Non-stock-controlled, drop-ship items are placed on separate Purchase Orders marked for direct delivery to the customer.
- Unticked: Purchase Orders are created using the default PO delivery address.
Additional information
When configuring the automatic BO/PO options, keep the following points in mind:
- New systems are normally supplied with the default values shown in this article.
- Any stock item that requires automatic backordering or drop-shipping must have a preferred supplier defined if an Auto BO/PO option is enabled.
- Drop-Ship Purchase Orders retain their link to their Sales Orders after the Sales Orders have been issued.
Build Level
Show Potential Build Level
Default: Unticked
This setting controls whether Khaos Control displays how many parent items could potentially be built from the available child items.
- Ticked: The potential build quantity is displayed above the grid on the right of the [ Back Orders Stock Assignment ] screen.
- Unticked: The potential build quantity is not displayed.