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PrerequisitesBefore jumping into allocations or handling backorders, make sure:
  • You have access to Sales Orders and Stock modules.
  • You’ve reviewed the Available Stock Report to confirm actual inventory.
  • The Sales Order is in Submitted status and pending fulfillment.
  • You understand which items are available and which ones need to be backordered.

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1.0 What’s the Difference?

Order Allocation: Reserving available stock for specific Sales Orders, so the items aren’t used elsewhere. Backorder: A follow-up order or delivery created when an item can’t be fulfilled immediately due to stock unavailability.

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2.0 Managing Order Allocations

When you want to reserve items for a Sales Order: 1. Check Stock Availability
  • Navigate to the Stock > Stock Balance or use the Available Stock report.
  • Identify which items are currently available for allocation.
2. Open the Sales Order
  • Go to the Sales Order list and open the submitted order you want to allocate stock for.
3. Create a Delivery Note Click Create > Delivery Note.
  • The system will automatically allocate available quantities.
  • If some items aren’t available, the system will show a message or allocate partially.
4. Review and Submit
  • Confirm the allocated quantities and expected delivery dates.
  • Submit the Delivery Note to lock the stock for this order.
If the full quantity isn’t available, only the available part gets allocated—and that’s where backorders come in.

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3.0 Handling Backorders

If an item is only partially available (or completely out of stock), here’s what to do: 1. Partial Delivery Note
  • When creating a Delivery Note, deliver the available quantity only.
  • Submit the Delivery Note.
2. Create a Backorder After the partial delivery, go back to the original Sales Order.
  • Click Create > Delivery Note again—the system will prompt you to fulfill the remaining quantity.
  • This new Delivery Note becomes your backorder delivery.
3. Fulfill Later
  • Once stock is replenished, process and submit the pending Delivery Note to complete the order.

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4.0 What CGIC’s System Does Behind the Scenes

  • Tracks allocated quantities vs. pending quantities for each Sales Order.
  • Automatically generates partial delivery records if full stock isn’t available.
  • Maintains an audit trail so you can always see which orders were fulfilled in parts and when.