Backorders

Overview

The back order feature allows you to sell products on your website that are out of stock in your warehouse at the moment of order creation. Depending on business requirements, you can display products on back order as ‘In stock,’ or with a customized message, For example, ‘Available in under ‘X’ days.’

This feature can lead to increase in sales revenue and provides flexibility with selling and fulfilling merchandise that is not readily available but expected to have stock replenishment within a short-term time frame.

Inventory process

This feature allows merchants to sell, process and fulfill items that are not available in stock at the time of order submission.

Configuration

Backorder can be configured:

  • Store level > Each store might enable/disable the back orders. If backorders are enabled OMS allows all items to be backorderable. In case back orders are disabled, and the OMS receives an order for an SKU that is not in stock then the line will be canceled.
  • Order Item level > Order Items that don’t explicitly allow back orders are going to be canceled if no stock is available.

With backorders enabled, the system will be able to split a single order in any number of shipments. Note that the sourcing logic will allow to configure a maximum number of splits allowed or to hold back entirely an order in case some lines are not available in stock.

IMPORTANT: the logistic provider needs to be able to support multiple shipment-requests for the same order.

Enabling back orders

You Implementation Manager can enable the back orders by sales channel.

By default, all the items in the catalog will accept back orders unless explicitly defined differently. If backorders are explicitly not allowed you can still allow by definning allowed order lines to be backordered:

Backorders allowed in the magento.sales.order_management.create message

The allowBackorder will be provided within the custom_attributes node for each order line. This way if the sku don’t have any available stock the order line will be flagged as a backorder and regularly checking for stock updates.

 "custom_attributes": [
                    {
                        "name": "allowBackorders",
                        "value": "true"
                    }
                ]
....

Backorder exceptions

Set a threshold of days that will be used to flag the backorder lines as an exception in the exception queue. Once the specified day limit is reached the exception is reported with severity “high”.

This config should be used to manage the FTC compliance. You need to make sure to have a process in place to get customer consent to comply with FTC regulations:

After taking the customer’s order, you learn that you cannot ship within the time you stated or within 30 days, you must seek the customer’s consent to the delayed shipment. If you cannot obtain the customer’s consent to the delay – either because it is not a situation in which you are permitted to treat the customer’s silence as consent and the customer has not expressly consented to the delay, or because the customer has expressly refused to consent – you must, without being asked, promptly refund all the money the customer paid you for the unshipped merchandise.

The Process

OMS will check lines with stock status in backorder and will hold them back until stock becomes available. Depending on the used payment method orders with lines on backorder and regular ones will have multiple settlements (one for each shipment).

As soon as the order is imported in OMS and a line flagged as back order, an email will be triggered to the customer informing that the item is on backorder.

Take into account that if the line is not defined as back orderable and OMS doesn’t have stock, the line will be canceled.

OMS backorder management – no stock available

No stock available

The back orders will be displayed in the allocation queue even if the client is using the default mode: DIRECT and there is a job that will check three times x day if the stock is available (the job will log all the attempts to the backorder line). Once the stock is updated the OMS will automatically inject the orders on backorder back to the flow, and the line gets hard allocated, and shipment-request created.

OMS backorder management – stock available after sometime

Stock available after sometime

Payments Process

_Re-auth strategy

Order with back order lines will automatically apply a re-auth strategy to ensure that we will be able to capture the money once the stock is available. This process typically takes place every ten days and can be set by your Implementation manager.

Backorders in Admin

Please, go to the section “User Guides” where you will find how Backorders are displayed in Admin.

Order lines on backorders are labeled to increase visibility:

Label in Admin

Additionally, you can check in the “Exceptions and Allocation Queue” view, if one order has the configurable threshold set to automatically cancel back orders not shipped after “X” days (didn’t receive stock).

Backorders Excetptiona Allocation Queue