Backorders

Backorders are orders that cannot be fulfilled because products are out of stock. When an order is created but inventory isn’t available, ShipEdge automatically moves it to Backorder status (Status 7). Once inventory is replenished, the system can automatically release backorders and move them to Pending status, ready for fulfillment.

backorder

Why Backorders Exist?

Prevent Lost Sales

Keep orders even when inventory is temporarily unavailable. Backorders ensure customers get their products once stock arrives.

Automatic Processing

System automatically releases backorders when inventory becomes available. No manual intervention needed for most cases.

Priority Handling

Backorders are processed by priority and order date. Older orders and higher priority orders get inventory first.

Inventory Management

Track which products need replenishment by monitoring backorders. See which SKUs are causing delays.

Understanding Backorders

What Creates a Backorder?

Orders automatically become backorders when:

Products are out of stock: Order items have Instock = 'N' (not in stock)
Insufficient inventory: Available quantity is less than ordered quantity
Inventory allocation fails: System cannot allocate required inventory

Backorder Status

Order Status: 7 (Backorder)
Order Item Status: Items marked as Instock = 'N'
Visual Indicator: Red badge in Orders view
Alert: Appears in Order Alerts with count of backorders

When Backorders Are Released

Backorders automatically move to Pending (Status 3) when:

Inventory becomes available for all order items
System checks inventory levels
All items in the order have Instock = 'Y'
Order validation passes

The system processes backorders in priority order:

Priority (highest first)
Order ID (oldest first)

How to View Backorders

Navigate to Orders View

Go to Orders in the main menu, or navigate directly to /orders.php.
Filter by Backorder Status

Click the Backorder alert button at the top of the page.
- Use the Status filter column
- Select “Backorder” from the dropdown
- Table shows only backorder orders
Review Backorder Details

In the filtered view, you’ll see:
- Order numbers and dates
- Customer information
- Products that are out of stock
- Order priority
- How long orders have been waiting
Check Individual Orders

Click any order to view details:
- Which products are unavailable
- Current inventory levels
- Order priority
- Customer information

Managing Backorders

Automatic Release

The system automatically releases backorders when:

Inventory is added to products
Stock levels increase above zero
All order items become available
System processes inventory updates

Process:

Inventory is updated (received, adjusted, etc.)
System checks for backorders with matching SKUs
Backorders are evaluated in priority order
Orders with all items available move to Pending
Order items are marked as Instock = 'Y'

Manual Release - Unlock Backorders

When backorders have some products available but not all:

Check for Unlockable Backorders

Look for the Unlock Backorders button in the Orders view menu. This button appears when:
- Backorders exist with some products in stock
- Orders can be partially fulfilled
- Manual intervention is needed
Click Unlock Backorders

Click the Unlock Backorders button to open the divide orders notification window.
Review Available Orders

The window shows:
- Order numbers
- Order dates
- Available SKUs (products now in stock)
- Checkboxes to select orders
Select Orders to Divide

Check the orders you want to process, or click Select All to choose all available orders.
Click Divide

Click Divide to process selected orders:
- Orders are divided into available and unavailable items
- Available items are shipped immediately
- Remaining items stay as backorder

Send What’s Available

For backorders with partial inventory:

Select Backorder Orders

In the Orders view, check the boxes for backorder orders you want to process.
Choose Bulk Action

Click Actions dropdown, then select Send what’s available.
Confirm Action

System processes selected orders:
- Checks which items are available
- Ships available items
- Keeps unavailable items as backorder
- Updates order status accordingly
Review Results

System shows which orders were processed:
- Successfully sent orders
- Orders that couldn’t be sent
- Any errors encountered

Apply Alternatives

Use product alternatives for backorders:

Select Backorder Orders

Check boxes for backorder orders that have product alternatives configured.
Choose Apply Alternatives

Click Actions → Apply Alternatives.
Confirm Action

System checks for configured alternatives:
- Replaces unavailable products with alternatives
- Updates order items
- Releases order to Pending if all items resolved
Verify Changes

Review orders to ensure alternatives were applied correctly.

Network Backorders

Network backorders are a special type that use network inventory:

Divide Network Backorder

For orders using network inventory:

Identify Network Backorders

Network backorders show pendingprocess = 'network_backorder_process' in the orders table.
Select Network Backorders

Check boxes for network backorder orders (up to 200 orders).
Click Divide Network Backorder

Click the Divide Network Backorder button in the Actions menu.
Monitor Progress

System shows progress percentage:
- Badge displays completion percentage
- Button is disabled during processing
- Process runs in background
Review Results

Once complete:
- Orders are divided based on network inventory
- Available items are processed
- Remaining items stay as backorder

Release Stuck Network Backorders

If a network backorder gets stuck:

Open the order dropdown menu
Click Release Stuck
System releases the order from stuck state
Order can be processed normally

Best Practices

Monitor Backorder Counts

Check Order Alerts daily to see how many backorders exist. High counts may indicate inventory issues.

Prioritize Old Orders

Review backorders by date. Older orders should be addressed first to maintain customer satisfaction.

Set Product Priorities

Use order priority settings to ensure important orders get inventory first when stock arrives.

Configure Alternatives

Set up product alternatives for common backorder situations. This helps automatically resolve some backorders.

Review Inventory Levels

When backorders increase, check inventory levels for those SKUs. Plan replenishments accordingly.

Use Unlock Feature

Regularly check for unlockable backorders. Use “Unlock Backorders” to process partial orders quickly.

Backorder Processing Logic

Priority Order

When inventory becomes available, backorders are processed in this order:

Order Priority (highest priority first)
- Orders with higher priority get inventory first
- Priority can be set manually or by system rules
Order Date (oldest first)
- Among orders with same priority, older orders process first
- Ensures first-come-first-served fairness
Order ID (lowest ID first)
- Final tiebreaker for orders with same priority and date

Partial Fulfillment

When only partial inventory is available:

Automatic: System allocates available quantity to highest priority orders
Manual: Use “Send what’s available” to ship partial orders
Divide: Use “Unlock Backorders” to split orders into available/unavailable items

Full Order Release

An order moves from Backorder to Pending when:

All order items have Instock = 'Y'
All products are available in sufficient quantities
Order validation passes
No holds or other restrictions exist

Troubleshooting

Common Issues

Backorders not releasing automatically

Cause: Inventory not properly updated or allocated
Solution: Check inventory levels, verify products have correct quantities
Check: Ensure inventory updates are processing correctly

Unlock Backorders button not appearing

Cause: No backorders have products available, or all backorders are fully unavailable
Solution: This is normal - button only appears when unlockable backorders exist
Check: Verify inventory levels for backorder products

Backorders stuck in status

Cause: Order may be in network backorder process
Solution: Use “Release Stuck” option for network backorders
Check: Review order details for pendingprocess status

Orders not becoming backorders when out of stock

Cause: Order may be in different status, or validation preventing backorder
Solution: Check order status and validation rules
Check: Verify order items and product availability

Priority not working

Cause: Priority may not be set, or multiple orders have same priority
Solution: Set distinct priorities for important orders
Check: Review order priority settings

Getting Help

If backorders aren’t processing correctly:

Check inventory levels for backorder products
Verify order status is actually Backorder (Status 7)
Review order items to see which products are unavailable
Check for holds or other restrictions on orders
Contact ShipEdge support with specific order numbers

Order Status & Workflow - Understanding order statuses including Backorder
Order Alerts - Monitoring backorder counts via alerts
Managing Orders - Order management and filtering
Inventory Control - Managing inventory levels