Pending Order Reports
This module generates the Pending Order Reports, which show how much ordered quantity is still to be dispatched against your customers' Purchase Orders. It offers two views — Customer-Wise Pending Orders and Part-Wise Pending Orders — each with a chart, a breakup table, and a row-level detail drill-down.
1. Generate Pending Order Reports​
Step-by-Step User Guide​
1.1 Access the Pending Order Section​
- Open the main menu
- Navigate to Dashboard (or Sales → Reports)
- Select Info Graphics – Pending Order Dashboard
- Use the ribbon tabs to switch between Customer-Wise and Part-Wise
1.2 Understanding the Search Fields​
All fields marked with (*) are mandatory.
| Field | Description |
|---|---|
| Time Range (*) | Sets the as-of date. Pending is calculated as of the To date — orders placed and quantities dispatched up to that date. |
| Customer | Choose one or more customers, or leave blank for ALL (Customer-Wise view). |
| Part | Choose one or more parts, or leave blank for ALL (Part-Wise view). |
The report is a snapshot as of the To date, not activity between two dates. The From date does not restrict the pending calculation — change the To date to see the pending position on a different day.
1.3 Field Validations​
- Customer and Part default to ALL when left blank.
- Only Active Purchase Orders that are still Open (not closed) are included.
- Cancelled invoices are ignored when calculating what has been dispatched.
- If nothing matches the filters, the system displays No Data Available.
1.4 Generate the Report​
- Select the required filters
- Choose Customer-Wise or Part-Wise from the ribbon
- The chart and the breakup table below it update automatically
- Click a chart bar or a table row to open the row-level details
- Use the Backlog only option to focus on overdue lines
- Click Refresh to reload
1.5 No Data Found Message​
If no data matches the selected filters:
No Data Available
Recommended actions:
- Confirm there are Active / Open Purchase Orders as of the selected To date.
- Check the selected customer or part actually has open orders.
- Remember fully dispatched lines drop out — they have zero pending quantity.
2. Common Rules​
These rules apply to both Pending Order reports, because both are built from the same order base.
2.1 Which Orders Are Counted​
A Purchase Order line is included only when the order is Active and Open (not closed), and its order date is on or before the To date.
2.2 What "Dispatched" Means​
Dispatched quantity is the total invoiced quantity for the order line, counting only non-cancelled invoices dated on or before the To date.
2.3 How Pending Is Calculated​
For every order line:
Pending Qty = Ordered Qty − Dispatched Qty (never below zero)
If a line is fully or over-dispatched, its pending quantity is 0 and it is excluded from the detail list.
2.4 Backlog (Overdue)​
Backlog is the part of the pending quantity whose delivery date has already passed (before today). It is a subset of Pending — every backlog quantity is also pending, but only the overdue ones.
2.5 Line Status​
Each order line is labelled:
| Status | Meaning |
|---|---|
| Completed | Nothing left to dispatch (pending = 0). |
| Overdue | Still pending and the delivery date has passed. |
| Partially Dispatched | Some quantity dispatched, some still pending. |
| Open | Nothing dispatched yet and not overdue. |
3. Report Views & Formulas​
- Customer-Wise Pending
- Part-Wise Pending
- Detail Drill-down
Grouped by: Customer
Purpose: See which customers have the most quantity still to be dispatched. Shows the top 15 customers by pending quantity.
For each customer:
- Pending Qty = Sum of pending quantity across the customer's open order lines.
- Backlog Qty = Sum of pending quantity that is past due.
- Total Orders = Count of distinct Purchase Orders contributing pending quantity.
Sorted by Pending Qty (highest first).
Grouped by: Part
Purpose: See which parts have the most quantity still to be dispatched. Shows the top 15 parts by pending quantity.
For each part:
- Pending Qty = Sum of pending quantity across all open order lines for that part.
- Backlog Qty = Sum of pending quantity that is past due.
- Total Orders = Count of distinct Purchase Orders contributing pending quantity.
Sorted by Pending Qty (highest first).
Purpose: The row-level list behind a customer or part — one row per open order line, with only lines where Pending Qty > 0.
Each row shows: Order No, PO Revision, Ref No, Customer, Plant, Part (number, name, revision, QQS code, type), PO Item, MOT, Order Date, Due Date, Ordered / Dispatched / Pending quantities, Pending Days, and Status.
- Pending Days = days remaining until the delivery date (0 if the date has passed).
- Backlog only limits the list to lines whose due date has already passed.
- Rows are ordered by Due Date (earliest first).
4. How to Interpret the Results​
| Observation | Meaning |
|---|---|
| High Pending Qty for a customer/part | A large open commitment still to be dispatched — a delivery priority. |
| High Backlog Qty | A significant share is already overdue — immediate attention needed. |
| Backlog close to Pending | Most of the open quantity is late; the schedule has slipped badly. |
| Low Pending Days on a line | Due very soon — plan dispatch now to avoid becoming backlog. |
| Many Total Orders, low pending each | Commitment is spread across many small orders rather than a few large ones. |
5. Final Notes​
If figures look unexpected, always verify:
- The To date — the whole report is a snapshot as of that day.
- Whether a specific Customer or Part was selected, or the view is aggregated across ALL.
- That the relevant Purchase Orders are still Active / Open — closed or cancelled orders are excluded, as are cancelled invoices.
Both Pending Order reports:
- Are calculated from Active, Open customer Purchase Orders as of the To date.
- Use non-cancelled invoiced quantity as the dispatched amount.
- Treat Pending = Ordered − Dispatched (never negative), with Backlog as its overdue portion.
For further assistance, please contact the DMeX Support Team.