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Today’s video is about transfer backorders in Prophet 21. We are going to talk about how they work, what their purpose is in Prophet 21, and how to view your transfer backorders. We will also walk through the process of PO Receipts with transfer backorders.

How Transfer Backorders work in Prophet 21

➡️ Start off by opening Transfer Entry and begin an order with an item on transfer backorder.

Scroll to the bottom of the page to view the Items tab. The number of items on backorder is listed under the Quantity on TBO header. If you add more items to that quantity, they will be marked as a B disposition when the TBO (Transfer Backorder) quantity is updated.

Now, when you save this transfer, even if you try to print an acknowledgment or had a note, it will not print anything. When you hit save, it will tell you that the transfer number has been saved successfully. But if you pull that transfer number back up, you will notice that it is now a deleted transfer.

This is because Prophet 21 does not allow you to leave transfers open that are Transfer Backorders. However, if you had four items and only one of them was a TBO, that one line would be deleted, but the other three would still be on there.

The idea is that Prophet 21 allows you to keep filling that Quantity on TBO “bucket,” so you do not have multiple transfers requesting the same item. It waits until you can fill that quantity or partial quantity and then combines them.

How to View Open Transfer Backorders:

If you wanted to view what you had on open Transfer Backorder, there is a module called View Open Transfer Backorders. When you first open this query screen, it looks like an Excel document.

If you right-click anywhere and hit Apply Query, it will pull up every single transfer backorder. Now in a test system, that is not a problem. But if you are in the real world with many locations and items, it could be a quite hectic to view all of that information.

To help narrow down the results, I would recommend using either a destination or source location ID. So if you want to know which Location 10 items are currently on backorder, right-click and hit apply query. This function will bring back every item that qualifies.

If for some reason you do not want to keep items on Transfer Backorder, you can clear the quantity and enter zero. Instead of having to go clear out multiple transfer orders, the function keeps them in one bucket. So when you hit save, that line will be gone.

Then if we do our play query again, you will see the screen looks a little different because there is only one item.

PO Receipts with Transfer Backorders

Now, I am going to jump over to PO receipts because I have a receipt ready to go and I want to show you what Prophet 21 does when you have a Purchase Order with Transfer Backorders.

Now normally we have Purchase Orders set to Allocate Automatically. For this example, because I want to show you what the system is trying to do, we will use manual allocation. So when I hit Save, it will launch the allocation wizard.

Notice that in the bottom Allocate tab, Location 20 has 400 items on transfer backorder. So once I allocate those and I hit save changes in x, it will tell me that it needs to create a new transfer.

The system recognizes that all of those transfer back orders came from four or five different transfer orders. It will combine them all into one brand new transfer.

Hit the check box to print the transfer order. And that will clear all the items out with transfer backorder status. Remember, the system would have automatically done this, but I wanted to show you the process.

And that’s it!

If you guys have questions on TBOs, or anything else, put a comment down below.

Continue Learning: What is a Transfer Backorder?