Handling Back Orders with SalesPad Workflow

 In Blog

workflow rules - sequence matters-1.jpg

Almost every company will deal with out-of-stock inventory at some time, and depending on your process for handling these shortages, you’ll most likely be seeing a backorder at least occasionally.

Dealing with backorders can be a major headache, or it can be a simple process – and SalesPad is all about simplifying order entry.

So, of course, we have a solution to make sure it is indeed a simple process.

First off, let’s take a look at how you might wind up with a back order on a document. Throughout this post, you’ll see references to backorders frequently; this is in reference to sales lines with backordered quantities, not back order document types as set up in Dynamics GP.

SalesPad does not support the actual backorder document type, but instead can assign backordered quantities to the sales lines and handle the backordering process through a standard sales order document.

The easiest way to ensure that lines are being backordered when stock isn’t available to allocate the full quantity of the item to the line is to set the “Quantity Shortage Handling” in GP’s “Sales Order Processing Setup” to “Backorder Balance.”

This will cause the system to mark the line’s “Quantity Backordered” equal to the difference between the “Quantity Ordered” on the line and the item’s “Available Quantity.”

To ensure that back orders are being assigned correctly, you’ll also need to have the allocation setting on any sales document IDs that will be utilizing backorders set to “Allocate by Line.” Currently, SalesPad does not fully support backordering with sales document IDs set to allocate by document/batch or none.

With these settings, entering a line with more quantity than the item has available will cause a small red “!” to appear in front of the line until the document is saved, at which point the text will turn red to indicate there is a backordered quantity by default. This quantity will be visible in the “Qty BO” column.

Workflow can then be set up to move any documents with backordered lines into one batch, which can be monitored to ensure documents with backorders are getting handled appropriately.


If you have any questions on workflow setup, you can check it out on video here or take a look at our workflow documentation.

To move all back ordered documents to a specific batch, the workflow will need to be set up with a batch for these documents to be moved out of, a batch for them to be moved to (ex. “BACKORDER”), and a rule to check for back ordered items on the document.

The “Eval” checkbox will also need to be checked for any queues in workflow that the backorder workflow rule will be evaluated in, as seen here:

A workflow rule will also need to be established to evaluate for backordered lines, using the “BACKORDERED ITEM” rule condition.

After setting this up, your workflow rules grid would look like this:

With these set up, any time you forward a document out of the “NEW ORDER” queue in SalesPad, it will be moved to the “BACKORDER queue if it has any backordered items on it. In addition, when releasing it from the “BACKORDER” queue, the document will remain in that queue if” there are any backordered items on it. If you would prefer to split all the backordered items onto a separate order and continue processing the rest of the order instead, this can be achieved by adding the “Split Sales Document” plugin to our “NEW ORDER” queue:

This will move all available lines to one order with a “.1” suffix, and all backordered lines onto an order with a “.2” suffix. The first document will then proceed through workflow normally, while the second will be moved to the “BACKORDER” queue.

For more information on how this works, or the different ways splitting can be used to control document flow, take a look at our Split Sales Document documentation.

Now that we’ve looked at how workflow can be set up to handled backorders, you may be asking: “Why would I ever want to use this?” H

andling backorders via SalesPad workflow has a few advantages, but the two largest of these for most users are visibility and efficiency. Utilizing this process, a purchasing manager can monitor the designated backorder batch in sales monitor or GP to easily see which documents have items that are waiting for purchase orders to be filed or received.

If using SOP to POP linking in SalesPad, purchasers could even open documents in this batch from sales monitor and purchase directly from the document, using the “Purchase Button”  to create the SOP to POP links to that document automatically. Additionally, this prevents documents that can’t be shipped from accidentally getting to a “Ready To Ship” batch.

If there’s a backorder on the document, it’s going to stay in the designated backorder batch until the line is removed, or the stock is received and allocated. With the split functionality enabled as well, this keeps everything that can be shipped flowing through the system and getting sent out to your customers, while the unavailable items are clearly set aside so they can be handled appropriately in a timely manner.

In the end, customers are happier to be getting as much of their product as possible as soon as possible, and your team isn’t scrambling to figure out what’s on back order, what’s not, and who’s affected. Everybody wins!

Nate Ayers


Recent Posts

Start typing and press Enter to search