Back Order Allocation Software for Parts
Holds stock that arrives for the oldest waiting work orders and sales orders at the same branch, with every hold on a ledger.
Included with your module subscription at no extra charge. An administrator switches each pack on for your business in Admin > Features.
What back-order allocation is
When a delivery lands on the dock, the loudest caller tends to get the part. Back-order allocation makes the queue fair and visible. Stock that arrives, or is already on the shelf, is held for the work orders and sales orders waiting on it at that branch, in order of age, with jobs and sales orders in one queue.
The holds live in an append-only ledger. Receiving stock, reversing a receipt, issuing, cancelling or closing a job, deleting a job line and changing a quantity all release or re-offer holds on their own. Sales-order picks do the same. A pick cannot take stock that is held for another job or order, and a sales order's own hold is honoured when it is picked.
Parts staff see two lists under Parts hub > Stock reports > Back orders: stock held for jobs and orders, and jobs and orders still waiting, with sales orders marked by a badge and a link. Four roles can step in when the queue needs a human decision: an admin, dealer principal, branch manager or parts manager can release held stock, or move it to another waiting job or sales order at the same branch. A reason is required, the move is audited and it can be reversed.
Part of these modules
What back-order allocation covers
- Holds received or on-shelf stock for waiting work orders and sales orders at the same branch, oldest first
- Keeps every hold, release and re-offer in an append-only ledger
- Stops a pick taking stock that is held for another job or order
- Shows Stock held for jobs and orders, and Jobs and orders still waiting, under Stock reports > Back orders
- Lets admin, dealer principal, branch manager and parts manager release held stock or move it to another waiting job or order with a reason
Where back-order allocation stops
Stated as it behaves today, so you can judge the fit before you switch it on.
- Covers work orders and sales orders only; quotes are not demand
- Holds whole units; fractional quantities round down
- Does not order anything automatically and does not hold across branches
- A hold is not a reservation on a machine
Back-order allocation in a working day
A shipment of filters arrives at a branch where several service jobs and one sales order are waiting. Without a system, the first technician at the counter takes them. With allocation on, the oldest holds are filled first, the sales order is next in the queue, and a counter pick for a walk-in cannot reach the held stock. When an urgent breakdown jumps the queue, the parts manager moves a hold to it, types the reason, and the ledger records who and why.
Switching on back-order allocation
Included with your module subscription at no extra charge. An administrator switches each pack on for your business in Admin > Features.
Ask MDMS AI about back-order allocation
Try asking Read
“Which jobs and orders are waiting on stock?”
Parts, warehouse and service roles. Reads only. MDMS AI is an optional add-on with its own price and an AI seat, and what it can answer depends on your modules and role.
About MDMS AIMore feature packs
Parts costing method
Choose between today's mixed costs and moving average cost for issues, job and quote costs, margins and stock valuation.
Seasonal reorder adjustment
Enter twelve monthly factors per branch and demand suggestions adjust for busy and quiet months, within limits you control.
Delivery dockets and proof of delivery
Create a delivery docket from picked sales order quantities, and have the driver capture a signature and photos on the phone.
Frequently asked questions
- Does it order the stock that is missing?
- No. It allocates stock you have or receive. Ordering stays with your replenishment and purchasing processes.
- Does it work across branches?
- No. Holds are made within a branch.
- Can a manager override the order?
- Yes. An admin, dealer principal, branch manager or parts manager can release a hold or move it to another waiting job or sales order at the same branch, with a reason. The move is audited and reversible.
Where this work shows up
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