| # Back orders - manual confirmation If the Confirm Back Orders automatically check box is cleared in the Purchase Order Parameters (tdpur0100m400) session, you must manually confirm potential back orders. Potential back orders Potential back orders are stored in the Potential Purchase Back Orders (tdpur4101m700) session. In this session, you can retrieve all information you need for internal investigation and external negotiation. ERP Enterprise displays all purchase orders whose back order quantity is greater than zero and whose back order is not confirmed yet. You can modify the potential back order details, such as the back order quantity and the back order's delivery date, and must confirm the potential back order in this session. Received quantity is less than ordered quantity If you enter a purchase order and release it to Warehousing, its status will be In Process. After the purchase order is released to Warehousing, receipts are carried out in the Warehouse Receipt (whinh3512m000) session. On the Lines tab of this session, you must enter the quantity of goods received in the Received Quantity in Receipt Unit field. If the expected quantity is less than the received quantity and if you select the Final Receipt check box and confirm the receipt, ERP Enterprise generates a potential back order in the Potential Purchase Back Orders (tdpur4101m700) session. After you confirm the potential back order, ERP Enterprise generates a new purchase order line (with the same position number as the original line, but with another sequence number) of Order Line Type Back Order. When the back order is approved, the purchase (back) order line is automatically released to Warehousing. The original purchase order's status still is In Process. After the receipt is performed, the normal procedure for the purchase order type applies. Received quantity is (partially) rejected If inspection is required on the goods, first receipts are carried out in the Warehouse Receipt (whinh3512m000) session and then the goods must be inspected in the Warehouse Inspections (whinh3122m000) session. If the goods are rejected during inspection and the Inventory Disposition check box is cleared in the Inventory Handling Parameters (whinh0100m000) session, a back order is created for the rejected items. Note If the Inventory Disposition check box is selected in the Inventory Handling Parameters (whinh0100m000) session, you must pay for the items after receipt, even if they must still be inspected. If, in Warehousing, these items are rejected during inspection and returned to the supplier by means of a Return Rejects purchase order, the supplier must be invoiced for the returned rejected goods. Because Warehousing does not communicate rejections for disposition items to the purchase order line, no back order is created. Back order lines that are the result of rejection during inspection cannot be automatically confirmed and always result into a potential back order. The reason for this is that a user must have the time to decide how to handle the rejected inventory that is stored in the reject location of the warehouse, which can also be accepted again. Rejected quantity that is present at the reject location, can be: Returned Destroyed Accepted again Potential back orders can be manually confirmed in the Potential Purchase Back Orders (tdpur4101m700) session. Confirmation can occur before or after a user has decided how to handle the rejected inventory at the reject location. However, if (part of) the rejected goods are accepted again, a user can first adapt the To be Confirmed Backorder Quantity and then confirm the potential back order. The following applies to the original purchase order line (detail): If rejected goods are accepted again in the Rejected Inventory (whwmd2570m000) session, a new receipt is executed for the original purchase order line (detail) and the Rejected Quantity is reduced with the accepted quantity. The original purchase order line (detail) can only be processed in the Process Delivered Purchase Orders (tdpur4223m000) session if the total received quantity is inspected and rejected goods are no longer present at the reject location. The invoicing status, which is displayed in the Invoicing Status field of the Purchase Order Lines Monitor (tdpur4501m500) session, can only be set to All Approved if rejected goods are no longer present at the reject location. If rejected goods are still present, the goods can be accepted again, after which they must be invoiced. Note You can view: The ordered quantity, received quantity, rejected quantity (destroyed and returned), quantity on the reject location, back order quantity, and the most recent receipt number in the following sessions: Potential Purchase Back Orders (tdpur4101m700) Purchase Orders - Receipt Overview (tdpur4531m000) Purchase Order Lines (tdpur4101m000) The confirmed back orders for the purchase orders in the Confirmed Purchase Back Orders (tdpur4101m800) session. Planned inventory transactions for back orders When a back order is generated, ERP Enterprise creates a planned inventory transaction in the Planned Inventory Transactions (whinp1500m000) and the Order - Planned Inventory Transactions (whinp1501m000) sessions. The Planned Quantity field in these sessions is equal to the quantity that is expected to be received on the back order, even if the back order is not confirmed yet. If you change the back order quantity in the Potential Purchase Back Orders (tdpur4101m700) session and confirm the potential back order, the changed quantity is recorded as the planned quantity. Example Order quantity = 10
Received quantity | Rejected quantity | Backorder confirmed | Backorder quantity | Planned inventory transaction
--- | --- | --- | --- | ---
7 | 0 | No | - | 3
7 | 0 | Yes | 3 | 3
7 | 2 | No | - | 5
7 | 2 | Yes | 5 | 5
7 | 2 | Yes | 3 | 3
For the example's last line, the back order quantity is changed manually in the Potential Purchase Back Orders (tdpur4101m700) session. Related topics Purchase back orders Rejected inventory Planned inventory transactions |