Manage back orders

 

Updated: November 1, 2016

Applies To: Dynamics Marketing

System_CAPS_importantImportant

Microsoft Dynamics Marketing is no longer available as of May 15, 2018. Your organization has until August 13, 2018 to retrieve your data. For advice about how to download data and assets, and how to clean up Dynamics 365 instances that were previously integrated with Dynamics Marketing, see Prepare for the scheduled sunset of Dynamics Marketing. For more information, see also the customer FAQ and read the blog post Microsoft Dynamics Marketing service will be discontinued, and learn what’s coming next. If you have additional questions, please reach out to MDMquest@microsoft.com.

Microsoft Dynamics Marketing enables you to setup Media Asset Units for your current and future ad inventory. Microsoft Dynamics Marketing's back order functions allow you to specify what happens when you run out of inventory.

How Back Orders work

When users book items, Microsoft Dynamics Marketing will determine whether enough Units are available, More information: View and create new media bookings. If they aren't, Microsoft Dynamics Marketing will display a warning message and allow users to change the quantity of the Unit they want. If the Unit allows Backorders, Microsoft Dynamics Marketing will enable the user to book the Units but will indicate that they are back ordered. Microsoft Dynamics Marketing displays the quantity of back orders on the Asset Inventory page. If a Unit is back ordered you have three options:

  • Do nothing: The Booking will remain in the system with its back-ordered items.

  • Add inventory: You can add inventory. After you add inventory, you need to decide how to allocate it to all the Bookings that have the back ordered item.

  • Cancel the Bookings: if additional inventory cannot be obtained or created.

When you setup each item (Asset Unit) you can specify how you want to handle back orders. Microsoft Dynamics Marketing enables you to specify the following:

Field

Description

# of Units

Enter the number of Units of the Asset that are available, or leave blank if there are an unlimited number of Units available. The number of Units field enables you to specify the number of 'instances' of the Unit that are available. For example:

  • A circular might include several locations on each of its pages where an ad could be placed; each location is a Unit.

  • The home page of a web site might have a 'hero' banner. The banner can accommodate up to 6 rotating ads; each 'slot' is a Unit.

  • The welcome banner for an event might have spaces for the logos of 6 sponsors. Each space is a Unit.

Back Order OK

Click the Back Order OK to indicate that users can book Units, even if they are all booked. More information: Manage assets

To add inventory:

  1. On the Asset Inventory page, click the Inventory Item you want to add Inventory to.

  2. Change the # of Units entry to the new quantity of inventory that is available.

  3. Click Save to save your changes and keep viewing the page or click Submit to save your changes and return to the previous page.  

Or

  1. Go to View Assets page.

  2. Find the Asset you want to update.

  3. Click the Asset to open its dashboard.

  4. Click the Unit you want to update.

  5. Change the # of Units entry to the new quantity of inventory that is available.

  6. Click Save to save your changes and keep viewing the page or click Submit to save your changes and return to the previous page.  

Clearing back ordered items is also called 'Filling' back orders. Clear back orders in the order you want to process them. To clear back orders:

  1. Go to the Booking for the Unit you added Inventory to.

  2. Open the page for the Unit that is back ordered.

  3. Click the Toggle button to clear the back order.

  4. Click Save to save your changes and keep viewing the page or click Submit to save your changes and return to the previous page.  

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