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 maintenance or standard order inquiry

• 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 B/O Cancellation Pending table for order lines flagged for cancellation when you generate backorder notices through Generate Backorder Notices (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, 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.

Important: Orders that are flagged for cancellation due to credit card decline but also would be eligible for cancellation due to backordered items are not visible or accessible through Working with Credit Card Cancellations (WCCC).

Drop ship items: Drop ship items are not included in the B/O Cancellation Pending table.

Quotes: Orders flagged as pre-order quotes are not included in the B/O Cancellation Pending table; the system includes quotes once they are converted to an order; see Entering Pre-Order Quotes for an overview and required setup.

Cancellation email: The system generates an order or order line cancellation email or Outbound Email XML Message (CWEmailOut) to the customer if:

• you have specified an:

- Order Line Cancellation Email Program (K79), if there is still at least one open line on the order and no order lines have shipped, or

- Order Cancellation Email Program (K78), if you are canceling the last open line on the order, and

• the cancel reason code you use does not match the Cancel Reason Code to Suppress Email (L08), and

• the customer is eligible to receive email notifications; see When Does the System Generate an Email Notification?

See the Order Cancellation Confirmation Email Sample and Contents and the Order Line Cancellation Confirmation Email Sample and Contents for more information.

Retail pickup and delivery orders: If you cancel a retail pickup or delivery order received from the Order Broker, the system sends the Order Broker a status update indicating that the order has been canceled. This status indicates to the Order Broker that it should not attempt to find another location to fulfill the order. See Retail Pickup (including Ship-for-Pickup) or Delivery Orders for an overview.

Pick slip preparation: When you cancel an order, the system removes any pick slip preparation that has been applied to the order. When you cancel order lines, the system removes any pick slip preparation that has been applied to the order and then reevaluates the order for pick slip preparation; see Preparing Orders for Pick Slip Generation.

In this chapter:

• 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

For more information: See Printing the Order Cancellation List (PBRI).

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.

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 (in user date format); 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, three 4-position fields; 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 (in user date 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 selecting Display for the item in standard order inquiry, or Change for the item in order maintenance, or by selecting the Detail option in streamlined order inquiry). See Cancel Backordered Lines Window. Numeric, 6 positions (in user date format); optional.
Prt (Printed?)	Indicates whether you have already generated a backorder notice (printed, emailed, or in the Outbound Email XML Message (CWEmailOut)) for this item. Valid values are: • selected = A backorder notice was generated. • unselected = A backorder notice was not generated. If the FTC--Second Notice Output (E68) system control value is set to FILE/PRINT, this field will be selected. If the system control value is set to FILE, this field will be unselected. (If the system control value were set to PRINT, you would not be able to use the Work with Backorders Pending Cancellation menu option to review orders.)
Sup (Suppress printing?)	Indicates whether to generate a backorder notice when you select Print Notices. Valid values are: • selected (default) = Suppress generation (do not generate notices). • unselected = Do not suppress notice generation. You can switch this flag from suppressed to unsuppressed, or vice versa, by selecting Suppress/Unsuppress Notice for the item. You select Print Notices to generate 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.

Screen Option	Procedure
Display complete backorder notice details	Select Display for an item to advance to Display Backorder Notice Screen.
Advance to standard order inquiry	Select Order Inquiry for an item. See Order Inquiry.
Advance to order maintenance	Select Order Maintenance for an item. See Changing Item Detail Line Information in Order Maintenance.
Advance to item inquiry	Select Item Inquiry for an item. See Using Inventory Inquiry (DINI).
Change the Suppress notice flag for an item	Select Suppress/Unsuppress Notice for an item to unsuppress notice generation if it is currently suppressed, or to suppress notice generation if it is currently unsuppressed. The backorder notice will be eligible for generation when you select Print Notices. See Suppressing and Unsuppressing Notices.
Remove the cancel date from an item because the customer accepts the delay	Select Customer Accepts Delay for an item. See Accepting the Delay.
Cancel a group of order lines based on cancellation date or item	Select Cancel Group to display the Cancel Backordered Lines Window.
Accept the delay for all order lines with the same item	Select Accept Delay to display the Accept Delay for All Customers Pop-Up Window.
Generate backorder notices and the Backorder Cancellation Register	Select Print Notices. 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 and more information on generated emails.
Print the Order Cancellation List	Select Print Report to print the Order Cancellation List by Item.
Unsuppress a group of notices by date range or item	Select Unsuppress Group 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: Select Display for an item at the Work with Backorders Pending Cancellation Screen.

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 will be 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 (in user date format).
Cancellation date	The date when the order is flagged for cancellation. The system writes this date to the Backorder Cancellation Pending table 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 (in user date 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 table at the time you generate backorder cards; it is not updated if you run Batch PO Layering afterward. In this situation, the Expected ship date that appears on the order detail line in standard or streamlined order inquiry may differ from the date that appears here. Numeric, 6 positions (in user date format).
Printed	Indicates whether the backorder notice has been generated (printed, emailed, or sent through the Outbound Email XML Message (CWEmailOut)). Valid values are: • selected = The backorder notice has been generated. • unselected = The backorder notice has not been generated.
Print date	The date when the notice was generated. This field is blank if you have not yet generated the notice. Numeric, 6 positions (in user date format).
Suppress notice	Indicates whether the notice is eligible for generation when you select Print Notices. 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: • selected = Generation is suppressed; the notice is not eligible for generation. • unselected = Generation is not suppressed; the notice is eligible for generation.

Suppressing and Unsuppressing Notices

Purpose: The system creates each backorder pending cancellation record with the Sup (Suppress?) flag selected, 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, and generating these notices.

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 generation (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 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, select Suppress/Unsuppress Notice for the item at the Work with Backorders Pending Cancellation Screen. The Sup 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 select Suppress/Unsuppress Notice for the item at the Work with Backorders Pending Cancellation Screen. The Sup flag changes from N to Y.

You cannot suppress notices by group.

Unsuppress Notices Window

Select Unsuppress Group at the Work with Backorders Pending Cancellation Screen to unsuppress a group of notices for generation.

Field	Description
Generation date range	The beginning and ending dates to include when unsuppressing backorder notifications for generation. Each backorder pending cancellation record created on or between these dates is unsuppressed. Two fields, numeric, 6 positions (in user date 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: Select Accept to submit the unsuppress. A message indicates that the notices have been unsuppressed based on date range or item (if you selected both, the messages specifies unsuppressing by item). Optionally, select Exit to cancel.

The Sup 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 is 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 you accept the delay? The system:

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

• deletes the cancellation date from the order detail line (visible by selecting Display for the item in standard order inquiry, Detail for the item in streamlined order inquiry, or Change for the item in order maintenance)

• writes an order transaction history message indicating that the customer has accepted the delay for the item (visible by selecting Messages in standard or streamlined 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 selecting Display for the item in standard order inquiry, Detail for the item in streamlined order inquiry, or Change for the item in order maintenance). The order line will be 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 containing the item.

Accepting the delay for a single order: Select Customer Accepts Delay for an item at the Work with Backorders Pending Cancellation Screen to accept the delay for the item on that order only. Select OK 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

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

Instructions:

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

2. Select Accept to accept the delay, or select Exit to cancel. If you accept, a message indicates:

Accept delay for all customers processed.

If you select Accept, 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: Select Cancel Group at the Work with Backorders Pending Cancellation Screen.

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 will be canceled). Numeric, 3 positions; required.
Item	Indicates the item to select for cancellation. If the item has SKUs, you must also enter SKU information. Item: alphanumeric, 12 positions; required. SKU: three 4-position fields; 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 table. If the cancel reason you enter is set to reduce demand, the order status will be X (closed) when the order is canceled; otherwise, the order status will be C (canceled). See Establishing Cancel Reason Codes (WCNR). Numeric, 2 positions; required.
Recalculate freight?	Indicates whether to reduce the freight charge on the orders to reflect the item cancellation. Valid values are: • Selected (default) = Recalculate freight. • Unselected = 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.

Completing this window: Complete each field and select Accept Cancel Request to process the cancel request; otherwise, select Exit to cancel. A message displays informing you that the cancellation was processed. You can enter information for an additional cancel request, or select Exit 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.

In addition, 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.

Pick slip preparation: When you cancel an order, the system removes any pick slip preparation that has been applied to the order. When you cancel order lines, the system removes any pick slip preparation that has been applied to the order and then reevaluates the order for pick slip preparation; see Preparing Orders for Pick Slip Generation.