Creating and Managing Back Order Inventory Requests

To begin the process of creating Back Order inventory requests you will first need to navigate to the initial inventory request detail page you are looking to create the back order request from. 

Creating Back Order Inventory Requests

Example Inventory Request Detail Page

Note that the Quantity column (Quantity requested) for these items might warrant a back order due to the stock being low for each item. 

1. Edit each inventory item record and enter the quantity you would like to back order and save those changes.

• Note: You will have to manually adjust the "Quantity" column so that the "Quantity" column + "Back Order Qty" column match the original Quantity Requested.
  • In the below screenshot example, we adjusted the Back Order Qty for Aerosal Paint Blue to 1 and adjusted the Quantity to 4 so that both added together equal the 5 that was originally requested.
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2. Once the inventory request is approved and assigned, meaning its ready to complete, select the complete button in bottom left hand side of the screen

3. Select "Ok" in the back order request prompt.  This will create 1 back order request per inventory item that has a Back Order Qty listed.

In this case 2 new back order requests will be made for "Aerosal Paint Blue" and "Aerosal Paint Green"

4. Back Order Requests are now created and are linked to this initial inventory request via the Notes section

These back order requests will also be linked and displayed when you expand the inventory request to see the item details in view inventory requests page

Email Notification of Back Order inventory requests

One email will go out that includes all of the Back Ordered inventory items. The email will display what was delivered from the original request and what is still in back order, with go-to links to the newly created back order inventory requests.

Managing Back Order Inventory Requests

Once the Back Order inventory request(s) are created. The requests will display in the Inventory > View Inventory Requests > Open Requests Default filter (or if you requested it, these requests will also display under My Requests default filter.

Back Order Inventory request information:

1. Back Order inventory requests will have links to take you back to the original inventory request in both the header and in the description
2. All requestor based information is copied over from the original request to the back order request
3. The Assignee is copied over from the original Request
4. The Back Order inventory request does not keep the approval path from the original intent
   1. The idea here is when you intentionally create the back order, you dont need approval after making that decision.
5. Back Order Inventory Requests will have a status of "Back Order"
6. The Date Submitted will update to todays date.
7. The Quantity column will update to match the Back Order Qty amount from the original request.

Essentially at this point, these back order request(s) can now be managed independently as their own inventory request(s). Once completed, the same "COMPLETE" email will go out to the requestor, assignee and approvers that the inventory request was complete.

Helpful Tip

Create a saved filter on View Inventory Requests page that filters to only Inventory Requests with status of "Back Order"

1. Filter Status the Status column to "Back Order"

2. Navigate to Actions > Add New Saved Filter

3. Name the Saved Filter

A suggested saved filter name can be " 0 - Back Order Requests". This way the custom saved filter will show at the top of your saved filters.

4. Select Save.

Now you have an easy way to access your Back Ordered inventory requests