Creating and Viewing Purchase Order Backorders
This section discusses how to update the purchase order backorder status.
Suppliers can't always fulfill orders within the required time frames. You can now assign a backorder status, and the new quantity and delivery date information provided by the supplier to some or all of the purchase order schedules dispatched from PeopleSoft Purchasing when you know that they will not meet the specified delivery due date.
When you create a backordered line or schedule for a dispatched purchase order, the system changes the purchase order header Backorder Status field value from None to Backorder. The overall header, line, and schedule statuses remain the same (dispatched, active, and so forth).
The backorder status appears on these pages:
Maintain Purchase Order - Purchase Order (PO_LINE).
Maintain Purchase Order - Purchase Order Inquiry (PO_LINE_INQ).
Line Details (PO_LINE_DTLS).
Line Details Inquiry (PO_LINE_DTLS_INQ).
Express Purchase Order - Purchase Order (PO_EXPRESS).
Buyer's Workbench (PO_RC_WB).
Splitting Schedules and Distribution Lines
When a schedule is split due to a partial backorder, the system creates a new schedule for the remaining amount and identifies its original schedule number on these pages:
Create Backorder: Received and Matched tab (PO_BACKORDER).
Details for Schedule (PO_SCHED_DTLS_INQ).
When multiple distribution lines are associated with the split schedule, the system uses a last in first out (LIFO) method of associating distribution lines with the new schedule.
For example, suppose that the original purchase order schedule quantity is 100 and has two distribution lines with a quantity of 50 each, entering a partial backorder of 40 against the schedule results in a new schedule with a single distribution line. This distribution line references the same ChartField and distribution values as the original schedule distribution line two but with a quantity of 40. The original schedule still has two distribution lines, the first with a quantity of 50 and the second with an adjusted quantity of 10.
Note: Certain purchase order backorder changes (for example, creating a new schedule in response to a backorder or backordering the entire schedule quantity), do not automatically trigger a change order. However, depending on the purchase order change template settings, other modifications could trigger a change order.
Receiving Backordered Schedules
When you receive the backordered line or schedule, running the PO RECON (purchase order reconciliation) process (PO_PORECON) sets the backorder status to BO Recv (backorder received).
Viewing Backorder Details
Run the Backorder Status SQR report (POPO012) to view backorder details for a supplier, business unit, item, or buyer within user-defined date parameters.
|
Page Name |
Definition Name |
Usage |
|---|---|---|
|
PO_BACKORDER |
Apply backorder status, revised quantities, and delivery due dates to dispatched purchase order schedules. |
|
|
Item Description Page |
PO_BCKORD_ITM_DESC |
Enter and view descriptions for a specific item. |
Use the Create Backorder page (PO_BACKORDER) to apply backorder status, revised quantities, and delivery due dates to dispatched purchase order schedules.
Navigation:
Note: Only purchase orders with a status of Dispatched are available for selection.
This section discusses how to:
(Optional) Populate the page with current receipt and matching information.
Apply backorder details to open purchase order schedules that have not been received.
(Optional) To populate the page with current receipt and matching information:
Select the impacted lines and schedules.
Click the Get Received/Matched Quantity button.
The system populates the Received and Matched fields with any received and matched quantities for the selected lines and schedules.
Note: When a purchase order has an authored contract document associated to it, certain changes here could affect the authored document. You should contact the contract specialist or the buyer in case they need to update the document.
To apply backorder details to a purchase order:
Select the impacted lines and schedules that the supplier has indicated will not be delivered by the due date.
Enter the backordered quantities for the selected lines and schedules:
Select Apply Backorder to Open Quantity check box to backorder the entire unreceived quantity.
Alternatively, enter a backordered quantity to backorder less than the quantity not received.
Enter due date for the selected lines and schedules:
Select a backorder due date in the default options. Using this field the system populates the BO Due Date (backorder due date) field for the selected schedules with the same expected arrival date. (You must first select the Apply Backorder to Open Quantity check box.)
Alternatively, enter the backorder due date for each backordered quantity by individual line and schedule.
Click the Apply Backorder & Save button.
If you have selected the Apply Backorder to Open Quantity check box:
The system calculates and populates the Backordered Qty field with the open (unreceived) quantities.
If you have also defined a backorder due date, the system populates the Backorder Due Date field for each individual line and schedule.
For fully backordered schedules, the system:
Retains the originally scheduled quantity and schedule number.
It references itself as the schedule number that generated the backorder.
Updates the schedule due date.
Updates the purchase order header status to Backorder, and then clears the Backorder Due Date and Backordered Qty fields.
For partially backordered schedules, the system:
Creates new schedules, and where appropriate, new distribution lines.
References the schedule number that generated the backorder.
Uses backorder due date and backordered quantity values to calculate revised due date and purchase order quantity values.
Updates the purchase order header status to Backorder, and then clears the Backorder Due Date and Backordered Qty fields.