Minimum Version Required: 25.01
Pre-Conditions
You have products that are currently backordered or out of stock.
You are viewing the invoice screen and expect all backordered/out-of-stock items to be listed.
Steps
1. Verify the 'ShowZeros' Setting:
On the Invoice View dashboard, locate the option to "Show Zeros".
Ensure this option is selected. The default view might hide items with zero values in certain fields, including backorder quantities if specific conditions are not met.
2. Check Invoice Transaction Backorder Value:
Navigate to the specific invoice in question.
Examine the Invoice Transactions for the products that are not appearing as backordered/out of stock.
Verify if the "Backorder" value is populated for these items. If the "Backorder" value is zero or empty, the item will not appear in the default invoice view.
3. Investigate Customer History and Load Sheet Dates:
The InvoiceTrans.Backorder value is populated from the Customer History record.
The CustomerHistory.Backorder value is expected to update the InvoiceTrans.Backorder only when the Backorder Date in the Customer History matches the Load Sheet Date.
For the affected products, check the Customer History record and note the "Backorder Date".
Identify the relevant "Load Sheet" associated with the invoice and note its date.
If the Backorder Date in the Customer History does not equal the Load Sheet Date, the backorder information may not be reflected in the Invoice Transaction.
4. Review Field Audit History:
For the affected products, review the "Field Audit" history of the Customer History record.
Look for any recent changes to the "Backorder Date" field. Discrepancies in dates might explain why the backorder information is not being updated as expected.
5. Contact Encompass Support if the Issue Persists: If after following the above steps, the backordered/out-of-stock products are still not appearing correctly on the invoice screen, contact Encompass Support for further assistance. Please provide the following information to help them troubleshoot:
Invoice Number(s): The specific invoice(s) where the issue is occurring (e.g., Invoice - 278103).
Product Details: The names and product codes of the missing backordered/out-of-stock items (e.g., 29 Imperial Texan - 50 liter keg, 77 True Love - 50 liter keg).
Screenshots or Screen Recordings (if possible): Visual evidence of the issue on the invoice screen and any relevant audit trails.
Reproduction Steps: The exact steps you took in Encompass leading up to observing the issue.
Fields And Definitions
InvoiceTrans.Backorder: The field in the Invoice Transaction record that stores the backordered quantity of a product on a specific invoice line.
Customer History: A record within Encompass that tracks historical data related to customers and products, including backorder information.
CustomerHistory.Backorder: The field in the Customer History record that stores the backordered quantity of a product for a specific customer.
Backorder Date: The date associated with a product being placed on backorder, stored in the Customer History.
LS Date (Load Sheet Date): The date of the Load Sheet, which represents the date of delivery or shipment.
Show Zeros: An option on the Invoice View dashboard that, when selected, displays all invoice transactions regardless of whether certain quantity fields (like NumUnits, Ordered, or Backorder) have a zero value.
Invoice Transaction: A record representing a single line item on an invoice, detailing the product, quantity, and other related information.
Best Practices
Manage Backorders Regularly: Check and handle your backorders often using the Backorder Management Dashboard to keep your inventory accurate and communicate well with customers.
Understand Backorder Expiration Dates: Know how the system's default backorder expiration settings work and how they might affect when backorders are filled. Remember that the default expiration setting (System Setting 14) applies to everyone and can't be set differently for specific customers.
Use "Show Zeros" to See Everything: If you think some backordered items aren't visible, try turning on the "Show Zeros" option on the invoice view.
Keep an Eye on Customer History: Regularly check customer history to understand any existing backorders and when they are set to expire.