Backorders for Course Materials
OMS first searches for on-hand inventory across the entire network and then searches for an open PO (new condition only). If there is no on-hand inventory but there is an open PO somewhere in the network, OMS holds the line item.
- If a positive inventory update occurs, the line item is released for fulfillment.
- If a positive inventory update does not occur, the line item remains in backorder status.
Note: Positive inventory can also occur from any positive inventory adjustment such as receiving or refunds.
How SODA Manages Backorders for Course Materials
SODA manages backordered items that are released to the originating store from OMS. This process runs automatically several times throughout the day. SODA allocates orders to be picked based on the current inventory in the Merchandise Management System (MMS).
- If an item is in stock, the pick list shows the quantity of the item to be picked.
- If an item is on backorder, the item does not print on a pick list.
A pick list only prints allocated items (e.g., there must be at least one allocated item for the pick list to print).
SODA allocates course materials to open orders on a first come, first serve basis, as on-hand inventory becomes available. The status on the item changes from Backordered to Allocated status and the order displays in the Print Pick/Order Documents list.
OMS Management of Publisher Substitutions When There are Backorders
When a publisher substitution occurs during CourseTracks receiving and there are backorders for the original book, the following sequence of events MUST occur:
Note: This sequence of events does not happen in real time. Allow time for an inventory update between applications.
The store is to take the following actions in CourseTracks:
- Adjust receiver to include the substituted book (i.e., substitute the item on the PO in CourseTracks Receiving).
- Cancel the PO for the original book.
- Receive the substituted book.
After the OMS releases the order to SODA Backorder Allocation, use the Bulk Substitution processing procedure to substitute the new item in all the orders, instead of manually replacing the SKU in every order with that SKU.
Important: At the present time, any orders for Rental will NOT be bulk substituted.
If the customer ordered the original book as a Rental, the new line item cannot be added to SODA as a Rental. Publisher substitutions typically involve a new bundle from the publisher — which includes a web access code. Bundles are NOT available to rent.
Backorders for General Merchandise
OMS searches and places general merchandise items on backorder in the same process as course materials.
A backorder may be canceled from OMS in one of two ways:
- Canceling the open PO that created the backorder.
- Customer request, via the eStore Portal OMS Look Up Tool. See Cancel a line item from an order.
The line item is automatically canceled by OMS and the customer receives an order update email notification with a line item status of Canceled.
Backorders for International/Military Shipments
OMS searches for on-hand inventory of general merchandise and course materials at the originating store.
If the on-hand inventory is zero, the order is held in SODA and appears on the SODA Backorder Report until on-hand inventory becomes available.
After printing the SODA Backorder Report, check the shipping address for all the orders listed.
If shipping address is international, the item will NOT source to another location. Search for inventory at other stores FIRST, before ordering from the publisher. Once the item is received, the status changes from Backorder to Allocated and displays in the Print Pick/Order Documents list.
Identifying and Printing Backorder Items
The SODA Backorder Report by Customer (shown below) in addition to showing orders on backorder at the originating store, also shows orders on backorder in OMS. All OMS backorders are identified by OMS in the SODA Order Number column.
Note: A soft copy of this report can be requested and found in eStore Portal. From there it can be exported to Excel.
Canceling Backordered Items
A member of the management team determines what backorders to cancel after classes start.
Once it is determined that your store not be able to fulfill orders for a backordered item within a reasonable amount of time, use the following procedure to cancel the item in all of the orders where the backordered item appears.
For example, if a book is out of print, the store can cancel all the backorders related to that book and send a message to customers at the same time.