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Back Order

Former Member
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We have SAP Business One... but are looking at setting up a better back order system than the one currently in SAP. We use crystal reports to give us back order infomation but we find that we need SAP to be more automated. Is there anyone out there who has a add on or patch that might be able to help us here?



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Active Contributor
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Dear Darren,

you did not explain whether you have read this following note (941631):

Backorder Processing


In previous releases, SAP Business One lacked backorder processing functionality.

Other terms


Reason and Prerequisites

Business Scenario


SAP Business One 2005 A SP01 provides the required functionality for handling the backorder process. This solution consists of enhancements in Sales - A/R documents and new report, as described below:

1. The column Delivered Qty has been added to the Sales Order. This column displays the delivered quantity of each row in the Sales Order, and is updated whenever items are drawn to a higher level document. This column is not displayed in the document by default.

2. You can update the Quantity and Del. Date fields of partially drawn rows in a Sales Order according the following rules:

  • The quantity can be increased freely or reduced to, but not below, the delivered quantity. If the updated quantity equals the delivered quantity, this row is closed.

  • Prices are not updated as a result of quantity change even if special prices are defined for the new quantity.

  • If batch numbers are allocated to a specific row that is partially delivered, it is impossible to change the quantity of this row.

1. You can close specific rows in Sales Orders and Purchase Orders. Closed rows can not be reopened, and if batch numbers are allocated to a row, the batch allocation is canceled when the row is closed. In the case of a Bill of Materials item, the following rules apply:

  • Sales BoM - it is possible to close a row of Sales BoM component.

  • Assembly BoM - when closing a row of Assembly BoM item, the accumalators of its components are updated accordingly.

  • Template BoM - same as regular item row.

  1. ThecolumnQty to Ship is added to the Delivery and A/R Invoice. It displays the quantity to be shipped in addition to the quantity of the current document.

  2. The column Ordered is added to the Delivery and A/R Invoice. It displays the original quantity ordered from each item.

  • If the Delivery is created from a base document, the value displayed in the Ordered column is copied from the Quantity column in the base document. If the Delivery is created manually (not based on another document), the Ordered column displays the value that appears in the Quantity column of the document.

  • When the A/R Invoice is based on single Delivery, the Ordered column displays the values from the base document. If the A/R Invoice is based on more than one Delivery, the Ordered column remains empty.

1. There are cases in which you want to inform your customer that a specific item is not delivered at all, but is planned to be delivered in the future. For that purpose, an option to create a row with zero quantity has been added to the Delivery and A/R Invoice. If you create a document with a zero quantity row, the total open quantity of the specific item appears in the Qty to Ship field. The following rules apply to zero quantity rows:

  • Row total equals zero.

  • Freight cannot be applied on zero quantity rows.

  • Batches or serial numbers cannot be allocated to zero quantity rows.

  • It is possible to create zero quantity rows for sales tree components.

1. Backorders Report - this is a managerial report that provides information regarding the Sales Order rows and A/R Invoice rows with positive backorder quantities. You can access the report through: Sales - A/R -> Sales Reports -> Backorder. You can generate the report according to ranges of delivery date (on row level), customer code, document number (Delivery, A/R Reserve Invoice), item code, item group, item properties, warehouses (including drop ship), and locations. The report results are displayed in the Backorder Report window, with the following columns: Item No., Item Description, Doc. No., Delivery Date, Customer Name, Whse, Ordered, Delivered, Backorder.

  • Additional information:

o From the report window, you can close groups of selected rows.

o Assembly tree items - the component items are not displayed in the report, only the assembly tree item itself is displayed.

o Sales tree items - the report displays component items only, while the sales tree items themselves are not displayed.

o The report results are sorted by default by item code, delivery date, and document number. You can sort it differently by double clicking on the required column.

o You can display the following additional columns in the report, by selecting them from the Form Settings window: unit of measure, priority, customer name, document row, in stock, customer reference number, sales employee, customer group, document type, posting date (of the document), allow backorder, shipping type, ship to code, ship to description, and BoM type.

try to use it.


Former Member
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Thanks for that...

We believe that we are following your method at least 99% of the way, but will confirm with our SAP dealer that we are setup correctly. However, the prolems that we face are that by not being able to alocate purchace orders to actual back orders means that if a new order arrives for the same stock item on the same day that the warehouse is not able to give priority to older orders which might be waiting for other products where as the new order would be able to be sent out immediately as it's not waiting for anything further.

We have tried the back to back order method and was initially advised that we could collate these back to back orders by supplier. We later established that this is not so, and therefore cannot use this method of purchacing. Could you please bring us upto speed of any available add-ons to solve the auto purchacing which makes B1 more like a warehouse distribution system that should be.