Debtor Manual

ORDERS - BACK ORDER RELEASE

Menu option:

DEBTORS -

The function of the Back Order Release option is to automate the release of stock that has been placed on back order within the system. Individual settings in the Debtors module allow you to specify preferences and priorities in regard to whether they require back orders to be kept.

System Settings

Open

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Despatch Rating - found on the Details tab, this allows you to set a priority Rating A,B,C to each debtor. This will be used later in the Back Order Release function when assigning stock. The highest rating (A) will get first option if there is not enough stock to supply ALL back orders.

Consolidate Orders - found on the Options tab, this specifies whether the debtor wishes receive split deliveries of stock items, or whether they would prefer to wait until the full quantity of each item is available.

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Place a tick - if they Do Not wish to split deliveries (this will show as Yes in the BO Release l screen)

Leave field blank - if they are happy to split the deliveries (this will show as No in the

BO Release screen).

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Back Order Release - Screen Info

Opening the

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screen instructs the system to scan through the exisiting orders in the sytem and produce the details showing what is on order, for whom, and details of what is currently avaialble. Details of this screen are as follows:

Dept / Warehouse - by being specific in these fields you can narrow down the options on which orders you wish to look at and supply.

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Warehouse Total - depending on the Warehouse you have selected the details of the stock situation for each highlighted line will be shown here.

Ratio Split - clicking on this button will mean that you can fill orders by their ratio that than the priority if there are unavailable stock levels.

List Order By - this is a filtering system allowing you to be more selective inthe orders you wish to view. Default would normally be set to Stock in the first filter, however any or all filter fields can be used and changed as required. Using the drop down choose the option required, then if you also click on the small rectangle next to the Filter By heading you will be presented with an extra field where you can search for specific codes, debtors etc. The search options change depending of which filter you have chosen.

Order by Line - clicking on this tab will provide a complete list of all items on back order based on the selections made.

Orders by Reference - clicking on this tab will provide a list of all Orders in the system based on their Reference number.

Invoice Date - enter the date here to be used on any invoices generated from this back order release.

Print - use the frop down to select an option of what type of document to print - Inv/Ord, Del Dkt,

None or Both.

Print to - use the drop down to make your selection - Printer, Email or Both

Allocate (with printer icon) - click this to print out the Automated Allocation list

Allocate (with tick icon) - clicking this will allow the system to work through your screen selections allocating stock where possible. You will note that the individual lines will now change colour depending on whether stock has been allocated or not. The quantity value of what can be supplied will be automatically entered into the 'Supply' column.

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Green - meanse that the back order quantity can be supplied in full l

Black - could not be supplied at all in this run, or can only be partially supplied.

Pick Slip - when you are happy with the selections made, clicking this will POST your selections, and print a Picking Slip for each debtor. Should the item that is being produced is a part supply only, then the system will generate 2 picking slips, one for the items to be supplied and the other to show the balance that is left on back order.

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Post Inv - If you do not use or wish to skip the picking slip option, you can choose this button to post the details directly to an invoice.

Cancel - choose this option if you wish to cancel the options you have chosen, you canthen either start again or close out of the screen.

Releasing Back Orders - Orders By Line

Open

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1. Make your selections for Department & Warehouse

2. If required choose your Filters - if left with just the default Stock in the first field then everything on back order in the system will be shown.

3. Choose whether you wish to let the system auto Allocate based on current stock levels if so then click on the Allocate button.... or

4. Go through each stock item and make a manual decision on what is to be released by double clicking inthe 'Supply' field for each line.

5. Make your selections regarding date, print options etc.

6. Once selections are complete - choose to either print the Picking Slip or Invoice to finalise your selections and Post into the system.

Releasing Back Orders - Orders By Reference

The same criteria applies to the header in terms of Dept/Warehouse and filters, however this time you will see a list of orders by their reference number in the top of the screen, and the details of what that back order contains will be shown in the bottom half of the screen.

Note that each line will show in a colour which is related to how much of the back order can be supplied at this time.

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Red = no lines can be filled at all l

Light Green = the order can be partially filled at this time l

Dark Green = the order can be completely filled at this time

The same options for either using the

[A

LLOCATE

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button or manually selecting what will be supplied applies to this screen.

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