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Automatically Fulfill BackOrder Quantity in Dynamics GP

When you enter a sales order and back order some of the items, those item quantities are not allocated and fulfilled. There can be multiple orders that contain the same back ordered items.  When the stock for these items arrive, how are you going to update these order quantities?  You have to go through each of the sales orders and do a manual fulfill. There is a method in Microsoft Dynamics GP where you can automatically fulfill backorder quantities on sales orders.  This article will provide you a step by step process on how to do it.


Microsoft Dynamics GP 10
Microsoft Dynamics GP 2010
Microsoft Dynamics GP 2013


In this example, we will use Fabrikam as the company to create two sales order transactions with backorder quantities for the same item.

1. Create the first sales order transaction. Enter item 128-SDRAM in the line item with a quantity of 10. Press the TAB key.

2. At this point you should see the Sales Quantity Shortage Options window open. Notice that the Quantity Available is zero. This means we do not currently have this item in stock, so they must be ordered.

3. Select BackOrder All, and then press OK (See Fig. 1)

4. You will notice that the Qty to Back Order is now 10. (See Fig. 2)

5. Save the order.

6. Repeat steps 1 - 5 to create another sales order with the same back order item.
Once the item is placed on back order, it must be purchased from a vendor. A Purchase Order (PO) must be created which will be sent to the vendor.
Now you will generate the purchase order to request the vendor to ship the items in order to fulfill the order in your customer's transaction.

7. Create a purchase order. Enter "128 SDRAM" with a quantity of 10 in the scrolling window.

8. Mark the "Allow Sales Documents Commitments" checkbox.

9. Select "128 SDRAM" in the scrolling window and click Link Purchase Order button (See Fig. 3) to open the Sales Commitments for Purchase Order window.

10. In the Sales Commitments for Purchase Order, click Add Sales Doc button to open the Sales Assignments for Purchase Order window where you can select the sales line items. (See Fig. 4)

11. Select the last two sales line items and click Select to create a link between the purchase order and the line item. You have to do this twice as you can only select one sales line item at a time.

12. The selected line items will appear in the Sales Commitments for Purchase Order window. Click OK to save the commitments and return to Purchase Order Entry window.  A link icon will appear in the PO line to reflect that it has a connection to a Sales Document.  (See Fig. 5)

13. In the Purchase Order Entry, go to Actions and select Receive and Invoice the PO Items. This will open the Receivings Transaction Entry window together with the Select Purchase Order Items window. Select the order that you have created and click Receive. (See Fig. 6)

14. Clicking Receive will close the Select Purchase Order Items window and the items will appear in the Receivings Transaction Entry window.  (See Fig. 7)

15. In the Receivings Transaction Entry window, enter the Vendor Document Number. You will notice in this window that the items and quantities were pulled from the purchase order and automatically added to the list of items being received.

16. Click the Post button and this will commit the receipt of items.

17. Open the Sales Transaction Entry and retrieve the orders that we have previously created. Expand the order details by clicking the two down arrows on the right hand side of Line Items by Order Entered.

18. By expanding the order details, you now can see that the quantity on back order has dropped to zero, and the Qty Fulfilled and Qty to Invoice are the same as the Qty Ordered. (See Fig. 8) Notice how Dynamics GP took care of that automatically once the shipment was posted to inventory.