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During the back-order process, Aptify automatically performs the following tasks:

This section describes the system's default behavior for creating back orders. This corresponds to a value of 1 for the BackOrderAR attribute. See the BackOrderAR description in the About Orders Entity Attributes topic on how the system behaves when this attribute is set to 0.

  • Aptify modifies the quantity on the original order's order lines to reflect the items that actually shipped, as shown in the figure below. Also, if shipping charges apply to the order, the system recalculates the shipping charges based on the actual units that shipped. These modifications reduce the Order Total accordingly.
  • Aptify marks the original order as shipped and generates GL entries for the products that actually shipped.
    • The system generates GL entries for the back ordered products at the time the back order ships. These GL entries are associated with the back order, not the original order.

      Original Order Ships
       
  • Aptify creates a back order for each product that did not ship on the original order.
    • The original order's settings, such as Ship To and Bill To information, carry over to the back order.
    • The original order's ID appears in the Original Order link box.
    • The original order line's details carry over to the back order.
    • The quantity on the back order's order line is the original quantity minus any units that shipped from the original order. The order line's price and quantity set the Order Total accordingly.
    • If shipping charges apply, Aptify calculates the shipping charge for the back-ordered products.
    • This back order has Order Type set to Regular and Order Status set to BackOrdered, as shown in figure below.

      Back-order
       
  • If the original order has one or more payments applied to it, Aptify creates a Credit Memo payment for each back order to transfer the applicable payment amount between the original order and the back order.
    • In the example shown below, the original order has two associated Credit Memo payments since the system generated two back orders (one for Widget A and one for Widget B).

      Credit Memo Payments on Original Order
       
    • The Credit Memo payment appears on the Payments > Payments for Orders tab for both the original order and the back order. Credit Memos have an amount of $0 since they have two counterbalancing payment lines to transfer funds from one order to another, as illustrated in the figure below.

      Credit Memo Payment
       
    • Note that if you selected the option to create a new payment for a back order, the system will not generate the credit memo payment and instead, the back-order will have a credit card payment.
    • If the original order is unpaid via a purchase order, Aptify applies the same purchase order number to the back order.
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