Working with Backorders Pending Cancellation (WBPC)

Purpose: Use the Work with Backorders Pending Cancellation menu option to work with orders and order lines that have been flagged for cancellation due to backordered items.

Options: The options available through this function are:

• order inquiry or order maintenance

• Inquiring into Item Availability (DIAV)

• changing the backorder dates for orders where the customer has accepted the delay

• canceling orders or order lines

• flagging an order to suppress or unsuppress generation of backorder notices

• generating backorder notices

• printing the Order Cancellation List by Item. You can also print this report through the Printing the Order Cancellation List (PBRI) menu option.

When available? The system creates records in the Backorder Pending Cancellation file for order lines flagged for cancellation when you generate backorder notices through Generate Backorder Cards (GBOC) if:

• the FTC--Second Notice Output (E68) system control value is set to FILE or FILE/PRINT (If this system control value is set to PRINT or blank, the system generates the backorder notices and does not save records in this file); and

• the FTC -- Action after Second Notification (C70) system control value is set to CANCEL.

Credit card cancellations: The system does not generate a backorder cancellation notice for orders flagged for cancellation due to credit card decline, even if the order would also be eligible for backorder cancellation notices due to backordered items on the order. See Working with Credit Card Cancellations (WCCC).

Amazon orders: The cancellation job skips any order whose order type matches the Amazon Order Type (I22) system control value if you specify a cancel reason that reduces demand. See Amazon Order Feed for an overview.

Drop ship items: CWCollaborate items are included in the Backorder Pending Cancellation file; however, the expected ship date here is calculated the same way as a regular item, rather than using the standard calculation used elsewhere for CWCollaborate items (current date + Drop Ship Lead Days (H36) + the Lead days for the vendor item). A CWCollaborate item is a drop ship item whose default vendor has the Drop ship output field set to C.

Other drop ship items which are not CWCollaborate items are not included in the Back Order Pending Cancellation file.

Pre-billable items: If you cancel a pre-billable item, the pre-billed deposit is not automatically refunded. Optionally, you can use order maintenance to process a return against the pre-bill amount item or apply a negative additional charge. See Pre Billed Amount Item (J72) for a general overview.

Canceling an item on a retail pickup or delivery order: See Maintaining a Retail Pickup or Delivery Order for information on the additional activity that takes place when you cancel an item on one of these orders.

In this topic:

• Work with Backorders Pending Cancellation Screen

• Display Backorder Notice Screen

• Suppressing and Unsuppressing Notices

• Accepting the Delay

• Cancel Backordered Lines Window

• Orders Canceled After Second Notice Report

• Printing the Order Cancellation List (PBRI)

• Order Cancellation List by Item

Work with Backorders Pending Cancellation Screen

How to display this screen: Enter WBPC in the Fast path field at the top of any menu or select Work with Backorders Pending Cancellation from a menu.

BOR0014 DISPLAY Work with BO's Pending Cancellation 7/24/97 9:18:55 EZK Mail Order P S Opt Order # Date Item CLR SIZE WDTH B/O Cancel r u t p Type options, press Enter. 5=Display 6=Order Inquiry 7=Order Maintenance 8=Item Inquiry 9=Suppress/Unsuppress Notice 11=Customer Accepts Delay 3825 5/23/97 BA123 SMLL 7/25/97 7/25/97 Y Y 3827 5/23/97 TO456 MEDM 7/25/97 7/25/97 Y Y 3828 5/23/97 UM789 BLUE 7/25/97 7/25/97 Y Y F3=Exit F15=Cancel Group F16=Accept Delay F17=Print Notices F18=Print Report F19=Unsuppress Group

Field	Description
Order #	The number of the order flagged for cancellation due to the backordered item. Numeric, 8 positions; optional.
Date	The date you entered the order. Numeric, 6 positions (MMDDYY); display-only.
SKU	The item's unique characteristics, such as its color and size. Enter a valid SKU code to display orders that match your entry. Note: You can scan on SKU code with or without entering an item code. Alphanumeric, one 14-position field (full SKU) or three 4-position fields (split SKU); optional.
Item	The code representing the unit of inventory that is backordered. Alphanumeric, 12 positions; optional.
B/O (Next backorder date)	The next date when the order is eligible for a backorder notice. Numeric, 6 positions (MMDDYY format); display-only.
Cancel (Cancel date)	The date when the order line is eligible for cancellation due to backorder. This date also appears on the order detail line (available by entering 5 next to the item in order inquiry, or 2 next to the item in order maintenance). See Cancel Backordered Lines Window. Numeric, 6 positions (MMDDYY format); optional.
Prt (Printed?)	This field indicates whether you have already generated (printed, emailed, or produced the Outbound Email XML Message (CWEmailOut) for) a backorder notice for this item. Valid values are: Y = A backorder notice was generated. N = A backorder notice was not generated. If the FTC--Second Notice Output (E68) system control value is set to: FILE/PRINT = this field is initially set to Y FILE = this field is initially set to N PRINT or blank = you would not be able to use the Work with Backorders Pending Cancellation menu option to review orders. Alphanumeric, 1 position; display-only.
Sup (Suppress printing?)	This field indicates whether to generate a backorder notice when you press F17 (print notices). Valid values are: Y (default) = Suppress backorder notice generation. N = Do not suppress backorder notice generation. You can switch this flag from suppressed to unsuppressed, or vice versa, by entering 9 next to the item. You press F17 to print each unsuppressed notice. However, the FTC--Second Notice Output (E68) system control value must be set to FILE in order for you to generate notices this way; if not, a message indicates: E68 must be set to file. Alphanumeric, 1 position; display-only.

Screen Option	Procedure
Display complete backorder notice details	Enter 5 next to an item to advance to Display Backorder Notice Screen.
Advance to order inquiry	Enter 6 next to an item. See Using Order Inquiry.
Advance to order maintenance	Enter 7 next to an item. See Changing Item Detail Line Information.
Advance to item inquiry	Enter 8 next to an item. See Merchandising Using Inventory Inquiry (DINI).
Change the Suppress notice flag for an item	Enter 9 next to an item to unsuppress notice generation if it is currently suppressed, or to suppress notice generation if it is currently unsuppressed. The backorder notice is eligible for generation when you press F17 to print notices. See Suppressing and Unsuppressing Notices.
Remove the cancel date from an item because the customer accepts the delay	Enter 11 next to an item. See Accepting the Delay.
Cancel a group of order lines based on cancellation date or item	Press F15 to display the Cancel Backordered Lines Window.
Accept the delay for all order lines with the same item	Press F16 to display the Accept Delay for All Customers Pop-Up Window.
Print backorder notices (cards) or generate an email notification or the Outbound Email XML Message (CWEmailOut), as well as the Backorder Cancellation Register	Press F17. This option is available only if the FTC--Second Notice Output (E68) system control value is set to FILE. See Purchase Order Layering and Backorder Notifications, for report and notice samples.
Print the Order Cancellation List	Press F18 to print the Order Cancellation List by Item.
Unsuppress a group of notices by date range or item	Press F19 to display the Unsuppress Notices Window.

Display Backorder Notice Screen

Purpose: Use this screen to review details about a backorder notice.

How to display this screen: Enter 5 next to an item at the Work with Backorders Pending Cancellation Screen.

BOR0016 DISPLAY Display Backorder Notice 7/24/97 17:14:26 EZK Mail Order Order Number 3786 - 1 Order Line 1 Generation date 7/24/97 Cancellation Date 8/23/97 Expected ship date 9/01/97 Printed Y Print date 7/24/97 Suppress Notice Y F3=Exit F12=Cancel

Field	Description
Order number	The number of the order containing the backordered item. The ship-to number is separated from the order number by a hyphen. If there is only one ship-to address, the ship-to number is 1. Order number: numeric, 8 positions. Ship-to number: numeric, 3 positions.
Order line	The line on the order where the backordered item appears. Numeric, 3 positions.
Generation date	The date when the backorder notice was generated; or, if the FTC--Second Notice Output (E68) system control value is set to FILE, the date when the record was written to the file. Numeric, 6 positions (MMDDYY format).
Cancellation date	The date when the order is flagged for cancellation. The system writes this date to the Backorder Cancellation Pending file when you generate backorders. Note: This date does not update automatically based on changes to the Cancel date on the order detail line. Numeric, 6 positions (MMDDYY format).
Expected ship date	The Due date from the next purchase order you expect to be able to fulfill the order. The system writes this date to the Backorder Cancellation Pending file at the time you generate backorder notices; it is not updated if you run Batch P/O Layering afterward. In this situation, the Expected ship date that appears on the order detail line in order inquiry may differ from the date that appears here. System calculated date? The system calculates the expected ship date for backordered items that are not on any open purchase orders if the Calculate Expected Date in OE if No PO (J61) system control value is set to Y. The calculation updates the order detail record by adding the FTC -- # of Days for Items without Expected Ship Date (C71) system control value when you first add the item to the order, and again each time you run batch PO layering. See the Calculate Expected Date in OE if No PO (J61) system control value for a discussion. CWCollaborate items: A CWCollaborate item’s expected ship date here is calculated the same way as a regular item, rather than using the standard calculation used elsewhere for CWCollaborate items (current date + Drop Ship Lead Days (H36) + the Lead days for the vendor item). A CWCollaborate item is a drop ship item whose default vendor has the Drop ship output field set to C. Numeric, 6 positions (MMDDYY format).
Printed	Indicates whether the backorder notice has been generated, either in print, through an email, or through the Outbound Email XML Message (CWEmailOut). Valid values are: Y = The backorder notice has been generated. N = The backorder notice has not been generated. Alphanumeric, 1 position.
Print date	The date when the notice was generated. This field is blank if you have not yet generated the notice. Numeric, 6 positions (MMDDYY format).
Suppress notice	Indicates whether the notice is eligible for generation when you press F17. In order for notices to be eligible for generation, the FTC--Second Notice Output (E68) system control value must be set to FILE. Valid values are: Y = Notice generation is suppressed. N = Notice generation is not suppressed. Alphanumeric, 1 position.

Suppressing and Unsuppressing Notices

Purpose: The system creates each backorder pending cancellation record with the Suppress? flag set to Y, so that generating backorder notices is suppressed. If the FTC--Second Notice Output (E68) system control value is set to FILE, you have the option of unsuppressing notice generation for these records, either individually or by group.

Why are notices suppressed? The notices are created in a suppressed status so that you can avoid generating notices unnecessarily. For instance, you might generate backorder cancellation records in advance of their backorder dates so that you can review and work with backorder notices before printing them or emailing the customer (based on the FTC--Number of Days Prior to Next Backorder Date to Generate Second Notice (E67) system control value).

If you determine that you will actually be able to fulfill orders in a reasonable time, you can use the accept delay option for an individual order, or the function key for a group of orders. Accepting the delay allows you to reserve and fulfill the order. See Accepting the Delay.

Unsuppress a notice individually: To unsuppress an individual notice for generation, enter 9 next to the item at the Work with Backorders Pending Cancellation Screen. The Suppress? flag changes from Y to N.

You can also unsuppress notices by group through the Unsuppress Notices Window.

Suppress a notice: Similarly, you can suppress a notice that has been unsuppressed by enter 9 next to the item at the Work with Backorders Pending Cancellation Screen. The Suppress? flag changes from N to Y.

You cannot suppress notices by group.

Unsuppress Notices Window

Press F19 at the Work with Backorders Pending Cancellation Screen to unsuppress a group of notices for generation.

Unsuppress Notices Generation date range to Item . . . . . . . F9=Accept F12=Cancel

Field	Description
Generation date range	The beginning and ending dates to include when unsuppressing backorder notifications for generation. Each backorder pending cancellation record generated on or between these dates is unsuppressed. Two fields, numeric, 6 positions (MMDDYY format); optional.
Item	The code representing the item whose backorder notifications you want to unsuppress for generation. If the item has SKUs, all SKUs are unsuppressed. Alphanumeric, 12 positions; optional.

Completing this screen: Press F9 to submit the unsuppress. A message indicates that the notices were unsuppressed based on date range or item. Optionally, press F12 to cancel.

The Suppress? flag for each selected backorder record changes to N.

If you completed both the generation date range fields and the Item field, only backorder records that meet both criteria are unsuppressed. In other words, if you select a range of dates between July 1 and August 1, and the item AB100, only backorder records for AB100 between those dates are unsuppressed; a backorder record for AB100 generated on August 2 remains suppressed.

Accepting the Delay

Purpose: You can remove an order line from a cancellation pending status through the Work with Backorders Pending Cancellation Screen. You might want to do so if a customer has communicated a willingness to accept the delay for the item, or if you determine that you will receive the item and be able to fulfill orders within a reasonable amount of time. You can accept delay for an individual order or for all order containing a specific item.

What happens when accept delay? The system:

• deletes the backorder record from the Backorder Cancellation Pending file (and the line disappears from the Work with Backorders Pending Cancellation Screen);

• deletes the cancellation date from the order detail line (visible by entering 5 next to the item in order inquiry or 2 next to the item in order maintenance)

• writes an order transaction history message indicating that the customer has accepted the delay for the item (visible by pressing F18 in order inquiry)

• adds the amount of days specified in the Number of Days to Add for Accepted Delays (E69) system control value to the next backorder date (visible by entering 5 next to the item in order inquiry, then pressing F14). The order line is eligible for pending backorder cancellation again if you are not able to fulfill the order by that date.

The order line is then eligible for reservation and fulfillment when you receive a purchase order for the item.

Accepting the delay for a single order: Enter 11 next to an item at the Work with Backorders Pending Cancellation Screen to accept the delay for the item on that order only. Press Enter at the confirmation window to confirm the acceptance. If you accept, the system performs the updates described above for the order.

Accept Delay for All Customers Pop-Up Window

Press F16 at the Work with Backorders Pending Cancellation Screen to accept the delay for all orders containing a specific item and SKU.

Accept Delay all Customers Item F9=Accept Delay F12=Cancel No value selected.

Instructions:

1. Enter the item code for which you are accepting the delay and any SKU codes.

2. Press F9 to accept the delay, or press F12 to cancel. If you accept, a message indicates: Accept delay for all customers processed.

If you press F9, the system performs the updates described under Accepting the Delay for each backorder pending cancellation for this item and SKU.

Cancel Backordered Lines Window

Purpose: Use this window to cancel order lines if you do not expect to receive the items in time to fulfill the orders. Using this option may be more efficient than canceling the order lines individually through order maintenance.

To cancel: Press F15 at the Work with Backorders Pending Cancellation Screen.

Cancel Backordered Lines Select orders 0 days past cancellation date Item Cancel reason . . . . Recalculate freight: Y (Y/N) F9=Accept Cancel Request F12=Cancel

Note: You cannot cancel an item that is reserved through this pop-up window; you need to use order maintenance.

Field	Description
Select orders...(Number of days past cancellation date)	Indicates how many days it must be past the order line's cancellation date for the order line to be included in the cancellation request. This field defaults to 0 (any order whose cancellation date is earlier than or the same as the current date is canceled). Numeric, 3 positions; required.
Item	The item to select for cancellation. If the item has SKUs, you must also enter SKU information. Item: alphanumeric, 12 positions; required. SKU: one 14-position field (full SKU) or three 4-position fields (split SKU); required if the item has SKUs.
Cancel reason	The cancel reason to use when canceling the orders containing this backordered item. Cancel reason codes are defined in and validated against the Cancel Reason Code file. If the cancel reason you enter is set to reduce demand, the order status is X (closed) when the order is canceled; otherwise, the order status is C (canceled). See Establishing Cancel Reason Codes (WCNR). Note: The cancellation job skips any order whose order type matches the Amazon Order Type (I22) system control value if you specify a cancel reason that reduces demand. See Amazon Order Feed for an overview. Numeric, 2 positions; required.
Recalculate freight?	Indicates whether to reduce the freight charge on the orders to reflect the item cancellation. Valid values are: Y (default) = Recalculate freight. N = Do not recalculate freight. The Recalculate Freight Default (F62) system control value controls the default setting of this field, but you can override this default. Alphanumeric, 1 position; required.

Completing this window: Complete each field and press F9 to process the cancel request; otherwise, press F12 to cancel. A message indicates that the cancellation was processed. You can enter information for an additional cancel request, or press F12 to return to the Work with Backorders Pending Cancellation Screen.

The system cancels each order line (or the entire order, if the backordered item was the last open line on the order) using the cancel reason selected, and produces the Orders Canceled After Second Notice Report.

Stored value card? If a stored value card payment with an open, unused authorization amount exists on the order, the system generates a stored value card authorization reversal; see Stored Value Card Authorization Reversal.

Pre-billable items: If the item you are cancelling is pre-billable, a pop-up window indicates that the pre-billed deposit is not automatically be refunded.

The cancelled line is a Pre-billed special order item. Pre-billed amount will not be automatically refunded.

Optionally, you can use order maintenance to process a return against the pre-bill amount item or apply a negative additional charge. See the Pre Billed Amount Item (J72) system control value for an overview.

Special handling charge breaks? The system does not recalculate special handling charge breaks when you cancel an item. See Using Special Handling Charge Breaks for a discussion.

Printing the Order Cancellation List (PBRI)

Purpose: Use the Order Cancellation List by Item to review the order lines flagged for cancellation due to backorder.

You can select one of the fields on this screen, or leave these fields blank to include all orders pending cancellation for backorder on the report.

Select Items for B/O Cancellation Report Screen

How to display this screen: Press F18 at the Work with Backorders Pending Cancellation Screen, enter PBRI in the Fast path field at the top of any menu, or select Print Backorder Cancellation Report from a menu.

BOR0026 ENTER Select Items for B/O Cancellation Report 7/28/97 9:27:26 EZK Mail Order Select Vendor . . . Select Buyer . . . Select Item . . . . F3=Exit F9=Accept F12=Cancel

Field	Description
Select vendor	The vendor whose purchase order was open when the item(s) first became backordered. Vendor codes are defined in and validated against the Vendor file; see Merchandising Working with Vendors (WVEN). Numeric, 7 positions; optional.
Select buyer	The buyer associated with the purchase order(s) that were open when the item(s) first became backordered. Buyer codes are defined in and validated against the Buyer file; see Merchandising Working with Buyers (WBUY). Alphanumeric, 3 positions; optional.
Select item	The item that is backordered. You need to enter only the base item code for SKU’d items. Item codes are defined in and validated against the Item file; see Merchandising Performing Initial Item Entry (MITM). Alphanumeric, 12 positions; optional.

Completing this screen: After completing any desired fields, press F9 to generate the report. The job BO_CN_LIST produces the Order Cancellation List by Item.