Back orders occur when you receive orders for products that are out of stock. Mintsoft allows you to configure how the system handles these situations through holding order policies and stock allocation policies. You can set these policies per client (for 3PL users) or for your entire account (for multi-channel users).
Configure back-order policy (3PL)
If you're a 3PL database, you can configure the back-order policy for each client.
Tip: These settings determine how Mintsoft handles orders when stock isn't available.
Click Clients then Overview.
Find the client you want to manage.
Click Actions then Edit.
Next, click the Defaults tab.
Firstly, select the Holding Order Policy -
Manual.
SplitOrder.
This will allow you to partially ship an order if some of the stock is available.
PlaceOnBackOrder.
Further information on these options can be found in the Holding Order Policy section below.
Then select the Back Order Stock Allocation Policy -
FirstInFirstOut.
Manual.
Finally, click Save.
Note: Further information on these options can be found in the Back Order Stock Allocation Policy section below.
Configure back-order policy (Multi-Channel)
If you're not a 3PL database, you can configure the back-order policy for your orders.
Click Settings then Client Settings.
Next, click the Defaults tab.
Firstly, select the Holding Order Policy -
Manual.
SplitOrder.
This will allow you to partially ship an order if some of the stock is available.
PlaceOnBackOrder.
Further information on these options can be found in the Holding Order Policy section below.
Then select the Back Order Stock Allocation Policy:
FirstInFirstOut.
Manual.
Further information on these options can be found in the Back Order Stock Allocation Policy section below.
Finally, click Save.
Holding order policy options
The Holding Order Policy tells the system what to do when an out-of-stock order is received.
Manual
Leaves any orders in Holding status waiting for action.
Important: This option means required backorder inventory figures won't appear on reports. When stock is added to the system, it won't get allocated to any orders in Holding.
Place on Back Order
Places the entire order for all order lines in back-order status. Any in-stock product lines on the order are also held until all product lines on the order are complete.
Tip: You can split orders manually later if needed by viewing back orders on Orders, then Back Orders.
Split Order
Automatically splits the order into an in-stock part and an out-of-stock part, leaving only the out-of-stock part on back order. The system denotes the order as Part 1 of 2 and 2 of 2.
Note: Ensures your customer receives their in-stock items faster but results in two shipment expenses.
Back order stock allocation policy options
The Back Order Stock Allocation Policy determines what happens when stock is booked into the system and there are back orders that require the stock.
First in First Out
Automatically lets the system allocate any new stock booked in to the oldest orders first that require the stock, working back to the newest until the stock has been exhausted.
Example: If you have back orders totalling 100 units and only 90 units are delivered, the newest 10 orders will be left on back order until more stock is booked in.
Manual
You determine which orders to allocate stock to by going to Orders, Back Orders.
Tip: This can be a preferred choice if you regularly have more back orders than stock deliveries clear and need to manage customers on a more one-to-one level.
Enable automatic back order reprocessing
Mintsoft can automatically reprocess back orders every 15 minutes. Back orders that are ready to be processed will automatically change to NEW.
Important: After enabling this feature, you should wait 15 to 20 minutes for the system to begin automatic reprocessing.
Click Settings then Customer Account Settings.
Click the Automation tab.
Toggle Auto Reprocess Allocated Back Orders to ON. Note: Setting this to OFF will mean you will have to manually reprocess the order.
(Optional) Change the Auto Reprocess Orders in Holding Status Delay. Note: Keeping as 0 will reprocess every 15 minutes.
Click Save.
Understanding the back order report
The Back Order SKUs Report shows the TotalQTY and how much is due to be allocated to an order (AllocatedQTY).
The AllocatedQTY is what will be allocated when more stock is booked in.
Example: If you had the TotalQTY and AllocatedQTY as 5 and then booked in 2, the AllocatedQTY would go to 3 as that's how much is left to allocate when more stock is booked in.
Manage back orders
Mintsoft has a page dedicated to back orders, allowing you to manage all back orders in one place. You can see a list of back orders and what stock has or hasn't been allocated yet. If you have multiple warehouses, you can see a breakdown of which warehouses hold the stock.
Click Orders then Back Orders.
(3PL Only) Filter by Client.
Within here you can perform the following actions from the Bulk Actions drop-down -
Reprocess: Allows you to reprocess an order if stock is ready and allocated.
Split: Allows you to split a selection of orders if some of the items are available.
Cancel: Allows you to cancel a selection of orders.
Allocate available stock: Allows you to trigger a selection of orders to allocate stock to if available.
Unallocate stock: Allows you to trigger a selection of orders to unallocate stock from.
Move to another warehouse: Allows you to move a selection of orders to another warehouse for fulfilment.
Allocate stock from another warehouse: This allows you to allocate stock from another warehouse to a selection of orders.
You can perform these actions on each order individually or by multi-selecting orders.
Once you have selected the Order(s) and the Action, click Go.
Reprocess back orders
Click Orders then Back Orders.
(3PL Only) Filter by Client.
Tick the required back order.
Select Reprocess from the Bulk Actions drop-down.
Click Go.
Troubleshoot back order issues
Orders not reprocessed automatically
Verify the automatic reprocessing setting under Client Defaults or Customer Account Settings > Automation, and ensure at least 15 to 20 minutes have passed since enabling the option.
Back orders persisting despite stock availability
Check the allocated warehouse for the order and ensure stock is present in the correct location. You may need to manually reallocate stock or update warehouse assignments.
Manual intervention required
Use the Back Orders page to locate and manually reprocess or reassign orders to appropriate warehouses.