Vendor replies out of stock
All vendors should confirm at the time of purchase if the item is in stock or out of stock so that we can decide how to proceed with the order. For those times the vendor responds with out of stock, we should take steps to save the order by verifying if another vendor could fulfill the PO. Some orders will end up being canceled because the item is not in stock anywhere else, or the next available vendor is too expensive.
PO canceled due to no stock, or the next vendor is too expensive
Get a cancellation confirmation from the PO vendor when no other source is available, and the next vendor is too expensive.
Email request to cancel
Reply to the PO email with the following
<PO Number>
<MPN>
<Quantity>
<Item description>
Refund Pending Status - Once the PO is canceled, manually adjust the status to refund pending.
PO canceled and available to swap to another vendor
Get a cancellation confirmation from the PO vendor, then submit a new PO to the new vendor
Email request to cancel
Reply to the PO email with the following
<PO Number>
<MPN>
<Quantity>
<Item description>
Create another PO - The PO is canceled with the original vendor, now select a new vendor to create a new PO.
Update the ETA on the order
Get the new ETA from the vendor if there is no option to swap to another vendor and the vendor supports backorders. If this order is for Amazon, skip this step. We will cancel the PO and Sales Order to refund the customer. Amazon does not support backorders.
Email request for new ETA
What is the expected ETA for the part number that is out of stock?