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Release Backorder/Forward Order

Use this form to release order lines that have a status of On Backorder, or have a Forward Order status. The form includes options to search for orders using various filters and options. You can allocate inventory to orders. Options are also available to generate and print packing slips when orders have been released.

Note: This process is enabled if backorders and forward orders are allowed.

Options Reference

Each option and field on the form is described below. Mandatory options and fields are highlighted in red.

Selection Criteria

Reference

To recall a specific set of search filters — for example, if you regularly use the same logic to search for orders to release — enter a reference and then click Save Criteria.

Highest delivery date

This is used with the sales order header Delivery date. Orders are only reviewed if they have a delivery date which is less than or equal to the date specified here.

Location

This only applies if you are using inventory locations. If you enter a location, only orders with that location on the order line is returned to the details table when search criteria is applied. If the field is left blank, the search is not location specific.

Backorders/Forward Orders

Select whether the release applies to backorders (lines with a On Backorder status) or forward orders (lines with a forward order type status). If Forward Orders is selected, you can select a specific forward order status for the release, or select All to include all orders with a forward order status.

Note: If you select forward orders, the Commit inventory only option is set to false and is not visible. Re-selecting backorders displays the option again and it remains unselected.

From/To Search Filters

You can search for orders to release using any or all of these parameters: Inventory Code, (IN) Analysis Code, Branch, Customer Number, Sales Order Number, or Backorder Priority Code. Click Search Now to apply the criteria and return sales orders to the table for selection.

Save Criteria

Use this with the Reference field to save search criteria to recall when the process runs in future.

Delete Criteria

Click this button to clear the current search criteria section and return to default selections, enabling you to enter new criteria.

New Criteria

Click this button to clear the current search criteria section and return to default selections, enabling you to enter new criteria.

All Backorders

Click this button to view all backorders of the search criteria. If you select this option, all customers with backorders display in the Selected Customers table. Associated order lines are Selected to include in the process, regardless of whether there is sufficient inventory available to meet the order requirement.

You can use this option with the Prompt if unavailable process option to include all lines in the process and review insufficient inventory options again for each line as it progresses through the release process.

To view order lines for a specific customer, click the customer code in the Selected Customers table. All backorder lines for that customer display in the process table.

Available Only

If you do not want select all backorder lines for each customer to include in the process, click this button instead of the All Backorders button. This separates customers into the Selected and Unselected Customers tables, based on whether the customer has order lines for which there is now some inventory available to satisfy one or more of the lines.

If the customer has order lines for which some inventory is now available (either partially or fully), the customer displays in the Selected Customers table, and you can view orders or lines in the process table when you select the customer. If the customer has no order lines that now have a quantity available to release (at the order line location), they display in the Unselected Customers table.

What displays in the table for each customer uses the SO User Preferences Display available only in SO Release Backorders option:

If this option is not selected, all order lines display for Selected Customers even if the quantity available to release is 0.0. All lines display for the selected customer, as long as at least one has some available inventory). However, any lines with a quantity of 0.00 to release are not selected to include in the process.
If you select this option, any lines for the selected customer that have an available quantity to release of 0.00 do not display in the process table. This applies to customers in both the Selected and Unselected Customers table. Because customers displayed in the Unselected Customers table do not have any inventory available for any order lines, no line detail displays for these customers.

Whether you select the All Backorders option or the Available only option, click the Select (All) and Deselect (All) options to manage customer lists to add or remove customers from default selections before clicking the Release Orders button. You can also change the Selected option for each order line to manage which lines to release from backorder.

When you select Release Orders, Greentree Desktop reviews the selected order line and:

Automatically release orders which have sufficient inventory, at the line location, to fulfil the backorder quantity.
If the option Prompt if unavailable is selected, the Insufficient Inventory Available form displays for each line that does not have sufficient inventory at the line location. You can select from a number of actions before completing the process. Actions include: Select an alternative location, Select a substitute item, Allow over-selling, or Leave on Backorder.
Click Cancel to close the form, without selecting any action - this will leave the order line with its status. If the selected action enables release, the line is included in the process. If Greentree Desktop still cannot release selected order lines following actions, an error message displays for each line, indicating the nature of the problem. Those lines are not included in the process.
If the option Prompt if unavailable is not selected, the Insufficient Inventory Available form does not display and you can't select an alternative action. Lines with insufficient inventory are not released, and there is no individual line error messages to indicate this.

Note: Unless the process option Commit inventory only is selected, packing slips generate for order lines that are released.

Clear Table

Click this button to clear the customer order detail in the table so that the search can be re-applied if required (for example, to re-enter selections).

Note: Details are displayed in the table in read-only format. You can double click any line to display the Sales Order Entry form, populated with details of the line that was selected in the table when the form was opened.

Release Process Options

Allow partial release

If you select this option, Greentree Desktop will review the inventory status of backorder lines, and if there is a quantity available (at line location), it releases the available quantity from backorder, and subsequently update the backorder quantity of the line to a reduced quantity.

If you don't select this option, order lines are only released if there is sufficient inventory to meet the requirement of the full backordered line quantity.

Prompt if unavailable

This option is selected if the SO Module Control option Prompt for unavailable inventory at BO release is selected.

Apply to all

This option is enabled if the Prompt if unavailable option is selected. If you select this option, any substitute item or alternative location selected for one item is applied to other order lines (for same item) that have been selected for release. If not selected, you can select an individual action for each order line, using the Insufficient Inventory Available form.

Print packing slips now

This option is not available if the Sales Orders Module Control option Commit inventory only at BO release is selected.

If the Print packing slips now option is enabled and selected, Greentree Desktop prints packing slips for released backorders.

Note: You must have the option to hot print selected for packing slips in User Preferences for this feature to be enabled.

Print report

Select this option to print the SO Backorder/Forward Order Release Report from this form when the release process is complete.

Date to print

If the option to Print packing slips now is selected, you can enter a date which prints on the packing slip. Use the date as a filter when searching for packing slips on the Packing Slip Maintenance, Finalise Packing Slips, and Generate Invoices forms.

Commit inventory only

This option is enables and is selected if the Sales Orders Module Control option Commit inventory only at BO release is selected.

If you select this option before releasing backorders, Greentree Desktop will commit inventory to selected order lines. It will not generate packing slips. You can't Print packing slips now if this option is selected.

Sales Order Linking:

If the SO-PO Linking sub-module is in use, you can select the Commit inventory only option in PO User Preferences to either automatically generate packing slips or commit inventory when backorders are released using the PO Receipt Entry form.