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pdguyonmax

SO invoice entry creating random backorders

Posted By

Our invoice clerk report 3 times that she had back orders on invoice she had entered last week. We don't do backorders in our business so this is very unusual. The Backorder column is not on the SO Invoice Data Entry form.  The system seems to grab the unit price and put it in the backorder qty field automatically.

Has anyone else seen this problem and have a fix for it?

This is seriously slowing down invoice processing.

  • 0
    You didn't mention what version you are running or whether you have any third party add ons or customizations.

    I have not heard of random back orders. In any event, a possible solutions (assuming that you do not want to allow any backorders) would be as follows:

    1. Make sure that in role maintenance | Tab 2 security events | Sales Order that the box for allowed to backorder all items is cleared.
    and
    2. Make sure that all items have the option for "allow backorders" cleared (IM | Item Maintenance | Tab 2 Additional). A fast way to apply this to all items is to use Product Line Maintenance. Select a product line and make sure that allow back orders is not checked. Click the apply button. Select the check back for allow back orders (this means you are applying the value), select your item code range (or ALL in this product line) and click proceed.
  • 0 in reply to TomTarget
    My apologies, here is the info.

    Sage 100 Advanced 2016 (Version 5.30.2.0) - no 3rd party add-ons, customization limited to User Defined Fields, Screens and Custom Forms
    Windows 10 Professional (x64)
    Windows Server 2012 R2 Standard
    SQL Server 2014
  • 0 in reply to pdguyonmax
    Nothing there that would change my thoughts.

    Do note that the backorder field will be present on your sales order screen by default. It may not be in the primary windows but it should be in the secondary window (unless you have hidden it). So there is always the possibility that someone may be accidentally changing it without realizing it.

    If you don't allow backorders at all, my previous suggestions SHOULD work unless there is something else going on.
  • 0 in reply to pdguyonmax
    We do allow backorders, so your solution might not work for us. I'm looking into that. There seems to be something else going on, not a data entry error as one would suspect.

    The strange thing is the system appears to be pulling in the unit price into the backorder qty field.
  • 0 in reply to pdguyonmax
    Sorry, thought you said that you don't do back orders.

    On my system by default, the primary window on the lines tab has Item Code, Ordered, Back Ordered, Unit Price, Extension , Comment.

    I could see where it might be easy to be in a hurry and put in an ordered quantity immediately followed by the unit price (in the back ordered by mistake). I note that if you do this the back ordered quantity cannot be higher than the ordered quantity.

    Any possibility that the person having the trouble has this same configuration as mine (different users can have different configurations)? If so have them drag the back ordered field into the secondary data entry grid.
  • 0

    We  have discovered Backorders being generated in a strange way on our system.  We are using Sage 100 2017 Advanced.

    If we process an order in Sales Order Invoice without using a Sales Order (immediate sale).  We accept the invoice and then go back into it before posting, and lower the quantity on an item.  This will create a Sales Order - Backorder for that item when we post the invoice.  We have been able to duplicate this and don't understand why it should occur.  We do not receive any notice that a Sales Order - Backorder is being created.  It just does it.

    Our current workaround is to delete the line and then add a new line with the correct quantity if we need to make a change.

    Please try it yourself!

  • 0 in reply to Paul D Fox

    The Daily Back Order Report (which is printed with the Daily Sales Reports/Updates) shows the Backorder that will be generated.  If you are modifying an invoice, and you don't want a Backorder created, make sure to change both the Quantity Ordered and the Quantity Shipped fields.

  • 0 in reply to BadgerJerry

    Did you actually try this?  When we did. It did not generate a Daily Back Order Report.  We did change both the Quantity Ordered and the Quantity Shipped.

  • 0 in reply to Paul D Fox

    Yes, I "actually" tried this, and it worked as I outlined above.  

  • 0 in reply to Paul D Fox

    That report is optional.  Look in SO options.

    Back-orders should only be created if #Ordered does not equal #Shipped.

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