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How Do I Use Backorder All?

Use Backorder All to backorder the full quantity of an item for a specific sales order without committing currently available inventory.

Use the Backorder All function in Prelude when you want the full quantity of an item backordered for a specific sales order instead of committing available inventory to that order.

Important Ship Via Requirement

The Backorder All function will only appear when Ship Via is:

  • OT
  • AH

The function will not appear if Ship Via is set to another option, such as:

  • Salesman Delivery
  • Customer Pickup
  • ZZ

Make sure OT or AH is entered before using Backorder All.

Use Backorder All

Step 1 — Go to Sales Order Entry as usual.

Step 2 — Open the customer account.

Step 3 — Confirm that Ship Via is set to OT or AH.

Step 4 — Press F2 to enter the sales order.

Step 5 — Enter the item number.

Step 6 — Press Enter.

Step 7 — Enter an order quantity that is greater than the current available quantity.

Step 8 — Press Enter.

A warning screen will appear stating that the order quantity is greater than the available quantity and that a backorder will be created.

The screen will also display the buyer associated with that item and warehouse.

Step 9 — Select Backorder All and press Enter.

The quantities will change so that:

  • Quantity Picked becomes 0.
  • The full order quantity moves to Quantity Backordered.

For example, if 150 are ordered and 141 are currently available:

  • Quantity Picked = 0
  • Quantity Backordered = 150
  • The 141 available items remain available for other customers.

Step 10 — Press F2.

Step 11 — When the backorder message appears, select Continue.

Step 12 — Complete the order as usual.

What Happens Next

The order will have no inventory committed to it.

No date changes are required.

The order will not hit Roadshow.

The stock item is treated like a non-stock item so the buyer can purchase the full quantity for that specific customer.

After daily processing runs the following morning, the backordered quantity will populate in the buyer’s queue.

The buyer will then be alerted to purchase the full quantity for that specific order.

When the product is received, it will be allocated to the sales order.

Key Result

Using Backorder All prevents available inventory from being held for a customer who may not need the product for several weeks.

It also allows the buyer to purchase the full requested quantity specifically for that order while leaving current inventory available for other customers.