Entering Backorder Lines

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Entering Backorder Lines

You add items to a backorder using the Enter Backorder Line screen. You also use this screen to maintain the items associated with a backorder. An item can be entered onto a backorder more than once with different delivery dates, quantities and prices.

With the exception of supplier order details, the process for entering an item as a direct backorder is the same as processing a sales invoice line.

Create a new backorder, or recall an existing one.

Refer to "Creating a New Backorder" or "Recalling a Backorder".

Backorder Creation

If you want to:

add an item to a backorder, select the Add button
insert an item on a backorder, select the line below where you want the item inserted then select the Insert button
delete an item from a backorder, select the item then select the Delete button
edit the details of an item on a backorder, double click on an item or select an item then press the Line button.

If you selected to add, insert or edit an item, Micronet displays the Enter Backorder Line screen.

Complete the following fields:

	Field	Value
	Item Number	Enter or select the ID of the item to be sold to your customer. When creating backorders for colour/size items, you can enter each colour/size item individually. Alternatively, you can enter the colour/size master item and enter individual item quantities using the colour/size matrix. If you enter a colour/size master item in this field, Micronet displays the colour/size matrix where you enter the quantities you want to order for each colour/size combination in the grey cells then choose the Ok button. For more information about colour/size items, refer to "Working with Colour/Size Tables" in the Advanced Distribution Training Manual.
	Item Description	Micronet displays the description of the selected item.
	Warehouse	Micronet displays the warehouse from which the item will be supplied from the Backorder Creation Header screen.
	Salesman	Micronet displays the salesperson entered against this backorder from the Backorder Creation Header screen.
	Buy Price	2.8 Feature If you have appropriate authority, select the buy price for the backorder item. You can use this, for example, if a special price has been negotiated with the supplier. The selected price will flow through to the Automatic Purchasing program. This field is only enabled if the Show Cost on Inquiries field on the User File Update screen - Main tab is set to Yes for your user ID (refer to "Maintenance - Edit UserIDs - 1. Main").
	Cost	Micronet displays the buy price for the item from the Item master file (refer to "File - Inventory - Sell Price").
	Free Stock	Micronet displays the quantity of the item available.
	Ordered	Enter the amount of the item you want to include on this backorder.
	Notional Quantity	Notional quantities are used where the sales quantity is different to the ordered quantity for orders - for example, for meat supplies where orders are in quantities and sales are in kilograms, etc. This field is only enabled if the Use Notional Quantities field on the Inventory Configuration screen is set to Yes (refer to "Edit - Program - Inventory").
	Price	Micronet displays the default selling price set in the Debtor master file. You can change this if you have the appropriate user access, e.g. you can select Nett to enter a fixed price. You can only change pricing if the Override Invoice Pricing field on the User File Update screen - MDS Security tab is set to Yes (refer to "Maintenance - Edit UserIDs - 4. MDS Security"). If you do, details are stored in the Price Override Audit file for management reporting purposes
	Nett Price	Micronet calculates the net price based on the debtor/item pricing matrix. If you selected Nett in the Price field, you can enter a fixed price.

Warning

You need to be aware of whether your net prices include or exclude GST. For more information, refer to "Edit - Program - Tax".

	Discount	If the debtor has a default discount matrix assigned in the Debtor master file, Micronet calculates and displays the applicable discount. Alternatively, enter the amount or percentage of any discount that applies to this backorder. You select the type (e.g. dollar amount or percentage) in the Discount Type field. To assign the discount to specific discount categories, select the Dis button. Micronet displays the Discount Breakup screen. Enter the amount or percentage of the discount to be assigned to each discount category then select the Accept button to return to the Enter Backorder Line screen. The discount is stored within your backorder line file for reporting/inquiry analysis purposes. The discount category names are setup on the Enter Discount Names screen (refer to "Edit Company - Edit - Discount Names").
	Discount Type	If you entered a discount in the previous field, select the discount type. Options are: Percentage - the specified percentage of the total item value Dollar - the specified amount in dollars Cents - the specified amount in cents Per Packet Price - this option is not used % of Order - the specified percentage of the total order value.
	Line Total	Micronet displays the total value of the line minus any discounts.
	GP Percentage	Micronet calculates the gross profit percentage using the values in the Cost, Price and Discount fields.
	GST/Sales Tax	Micronet displays the GST or sales tax applied to this item.
	Sales Unit	Micronet displays the sales unit for the item from the Item master file (refer to "File - Inventory - Item").
	Units	Micronet displays the unit of measure for the item from the Item master file, e.g. EA for each (refer to "File - Inventory - Item").
	Delivered	If you are entering a new backorder, Micronet displays the quantity delivered as 0. Otherwise, Micronet displays any quantities of the item that have been allocated to invoices from this backorder.
	Allocated	If you are entering a new backorder, Micronet displays the quantity allocated as 0. Otherwise, Micronet displays any quantities of the item that have been allocated to picking slips from this backorder.

Technical Tip

2.8 Feature

Micronet also displays the Delivered and Allocated quantities in columns of the same name on the Backorder Creation screen.

	Supplier	If this order is also to be sent to your supplier, enter or select the supplier ID. Micronet defaults to the normal supplier for this item. You can either accept this or enter the ID of a different supplier for this particular backorder. Press the spacebar and press Enter to select from a list of suppliers. Micronet uses this information when producing the supplier’s purchase order so that you may produce reports and warnings if the supplier is late on delivery, and/or you are falling short on delivery to your customer.
	Expected Delivery Dates
	Supplier	If this order is also to be sent to your supplier, enter or select the date that the supplier has committed to you for delivery. Micronet uses this information when producing the supplier’s purchase order so that you may produce reports and warnings if the supplier is late on delivery, and/or you are falling short on delivery to your customer. 2.8 Feature If the Update Delivery Date on Backorder field in your company settings is set to Yes, this date will be updated automatically if the backorder line is allocated to a purchase order line and the Due Date on that purchase order line is changed (refer to "Edit - Program - Purchasing" and "Entering Purchase Order Lines").
	Customer	If this order is also to be sent to your supplier, enter or select the delivery date that you have committed to your customer. Micronet uses this information when producing the supplier’s purchase order so that you may produce reports and warnings if the supplier is late on delivery, and/or you are falling short on delivery to your customer.
	Line Type	Micronet allows you to select different line types for each line on an invoice, allowing each invoice line to be dissected to a different GL account. While the default line type of Normal relates to normal stock items, you might want to change the line type to charge customers for, say, freight items or labour items. Select the line type for this backorder line if required. For more information about invoice line types, refer to "File - Invoice Type".
	Important Information	Micronet displays any added text in the Item master file that is assigned to display as important information on backorders.

Optionally, you can perform any of the following edits or actions on the Enter Backorder Line screen if required:

inquire on item details such as stock quantities and prices - refer to "Enter Backorder Line - Item"
inquire on alternate part numbers for the item - refer to "Enter Backorder Line - Alt Parts"
inquire on or maintain the contents of a sub-assembly - refer to "Enter Backorder Line - Subassembly"
enter user defined questions - refer to "Enter Backorder Line - User Quest"
enter free text for the backorder - refer to "Enter Backorder Line - Text"
perform a full item inquiry on an item - refer to "Enter Backorder Line - Inquiry"
pre-allocate the item from a purchase order to the backorder or request a transfer of the item from another warehouse - refer to "Enter Backorder Line - Allocations".

When you have finished maintaining the details for the backorder line, select the Accept button.

Micronet saves the details of the item you have added to this backorder and redisplays the Enter Backorder Line screen so you can continue adding or maintaining backorder lines.

As Micronet creates the purchase order for the supplier, the supplier, purchase order number and date are written to the backorder file for future reference.

When you have finished adding and maintaining backorder lines, select the Cancel button to close the Enter Backorder Line screen.

Micronet redisplays the Backorder Creation screen showing all the items added to this backorder.