Allocate existing Purchase Orders to new Sales Orders
Table Of Contents
Overview
Automatic Back Order Associations allow newly created or imported Sales Orders to be linked automatically to existing Purchase Orders that contain the required stock.
This feature helps streamline back-order processing by automatically creating Purchase Order and Sales Order associations where sufficient stock is already on order.
If the Purchase Order line status has an email template linked to it, Khaos Control can also automatically generate a customer email when the association is created.
How It Works
When a new Sales Order is created or imported:
- Khaos Control checks for matching undelivered Purchase Order lines.
- If sufficient outstanding quantity exists, a Back Order/Purchase Order association is created automatically.
- The allocated quantity is reserved against the Purchase Order.
- A customer email can be generated automatically based on the Purchase Order line status.
If there is not enough outstanding quantity available on the Purchase Order to satisfy the full Sales Order demand:
- The item is skipped.
- No automatic association is created.
- The remaining requirement must be ordered and allocated manually.
Configuration
This functionality requires a system update before it can be used.
A new KSS
.ini option is available which, when enabled, automatically applies a default Purchase Order Line Status during association processing.Additional Setup Requirements
Before using this functionality, the following must be configured:
Create Back Order Email Templates
Create one or more email templates with the trigger type:
BACK ORDER
For guidance, see:
Configure Purchase Order Line Statuses
Purchase Order Line Statuses must be:
Purchase Order Line Statuses must be:
- Created in System Data.
- Linked to the appropriate Back Order email templates.
When the status is applied to the Purchase Order line, Khaos Control uses the associated template when generating customer emails.
Using Automatic Back Order Associations
Once the feature has been configured, the process is automatic.
Once the feature has been configured, the process is automatic.
Step 1: Prepare the Purchase Order
You must have an undelivered Purchase Order containing stock items that are currently on order.
You must have an undelivered Purchase Order containing stock items that are currently on order.
For the Purchase Order:
- Ensure the required stock items exist on the Purchase Order.
- Ensure the Purchase Order has not yet been delivered.
- Assign an appropriate Purchase Order Line Status.
If a default status has been configured through the KSS
.ini option, the status may be assigned automaticallyStep 2: Create or Import a Sales Order
Create or import a Sales Order containing the same stock items that are currently outstanding on the Purchase Order.
Khaos Control will then:
- Search for matching Purchase Order lines.
- Check outstanding available quantities.
- Create Back Order/Purchase Order associations automatically where sufficient stock is available.
If Sufficient Stock Exists
The association is created automatically and the customer email is generated.
If Insufficient Stock Exists
The item is skipped and:
- No association is created.
- Additional stock must be ordered manually.
- The Sales Order line must be allocated manually when stock becomes available.
Customer Emails
If the Purchase Order Line Status has an email template assigned:
- An email is generated automatically.
- The email is added to Pending Emails.
Note: Emails are not sent immediately unless your email configuration is set up to do so.
Pending emails can be:
- Sent manually from Email Manager.
- Sent automatically using the standard KSDMU email processing routines.
Result
When sufficient stock is already on order:
- Back Order associations are created automatically.
- Purchase Orders and Sales Orders become linked.
- Customer notification emails can be generated automatically.
- Manual allocation work is reduced.
Where insufficient stock exists, the system safely skips the association, allowing stock ordering and allocation to be managed manually.