You can work with the following types of order batches in Batch Order Entry.
• Orders Created in Batch Order Entry
• Batch Order Entry and Web Orders
• Batch Order Entry and Membership Orders
• Batch Order Entry and Business-to-Business Orders
Orders Created in Batch Order Entry
Batch Order Entry, is a 5-step process, that includes:
1. Entering check information (if you batch cash); see Opening a Cash Batch (WCSH)
2. Entering order controls; see Opening an Order Batch
3. Entering individual orders; see Performing Batch Order Entry
4. Balancing batched orders to the order batch controls; see Balancing the Order Batch
5. Accepting or rejecting the batch; see Accepting or Rejecting the Order Batch
Batch order entry is a method of entering groups of orders on the system, balancing these orders to order controls, and accepting the orders an entire batch at a time.
This form of Order Entry is used for mail or fax orders because you can group these orders into batches (of any number), define basic order and payment information for the batch, enter the individual orders in the batch, and ensure that the orders entered on the system match the controls you defined prior to Order Entry.
The actual Order Entry process is the same as for regular Order Entry, as described in Entering Orders; however, the up-front processes of creating a cash and order batches, and the back-end process of balancing to these controls make batch Order Entry unique.
Entering payment controls: It is common, with this type of Order Entry, for your Accounting department to enter payment information on the system to make a link between the checks received and the related order forms. This process is described in Opening a Cash Batch (WCSH).
Entering order controls: Next, your Order Entry operators either work with the cash batches entered by your Accounting department or open an order batch, which defines the number of orders, number of units, and the dollars received across the individual orders in a batch. This process is described in Opening an Order Batch.
Entering individual orders: Once you define the controls for the batch, you enter each order included in the batch through Order Entry, as described in Entering Orders. Each order within a batch is entered as a separate order on the system.
Balancing the batch: Now that you have entered each order in the batch, you may review the batch controls to determine whether the orders you have entered on the system match the batch controls, in terms of cash, the number of orders, and the number of units ordered. Several functions are available for you to review the batch before you try to accept it. This is described in Balancing the Order Batch.
Completing the batch: When the batch is completed, you can accept or reject the batch. When you accept the batch, the system ensures that the entire batch balances to the batch controls. If so, the status of the individual orders in the batch is changed from “held” to “suspended,” the system updates several tables and performs pick slip preparation, and these orders become available for order maintenance or inquiry.
The system prevents you from accepting a batch that is not in balance. You may review and adjust the batch controls or correct an individual order in the batch if there was a keying error before you can accept the batch. Finally, you can reject the entire batch and start from the beginning, if necessary. These functions are described in Introducing Batch Order Entry.
Correcting errors: The system interactively edits orders as you create them in batch order entry. When the order batch is complete, select Accept on the Work with Order Batches Screen to accept the order batch. When you accept the order batch, the system removes the batch number from the order, updates its status to open, and makes it available in regular order maintenance/inquiry and pick slip generation.
Note: Because orders created in batch order entry are edited interactively, you cannot use the Edit/Accept option on the Work with Order Batches Screen to edit and accept the batch. You will receive the error Order Batch Entered is Invalid. No errors in Batch. Use the Accept option to accept the order batch.
Preparing a Batch Created in Batch Order Entry
Prior to opening a cash batch or an order batch and entering the individual orders in the batch, you must prepare the batch. This is necessary in order to set aside orders with problems and enter only "good" orders. You may correct the orders with problems by working with information on the order form or by contacting the customer.
Batching procedures: Usually, another department within your company (such as your Accounting department) receives the mail or fax orders and separates the orders into similar order types, such as consumer prepaid, business prepaid, Master Card, Visa, and other credit card types, and business (Accounts Receivable). Each order is date-stamped and is checked to ensure that it is complete, namely, that it includes a:
• valid source code
• valid customer number
• correct, deliverable address
• active item number (for example, item is not discontinued)
• valid order quantity
• correct per unit price for items
• valid shipper (for example, P.O. box addresses must be shipped by special shippers such as Parcel Post)
• complete credit card number, if applicable
• valid credit card expiration date, if applicable
• Valid A/R account number, if applicable
• Amount paid (for example, amount paid on order form matches the amount of the check or money order)
• Any orders with incorrect information are set aside so that they can be corrected.
Batching prepaid orders: Follow these steps to prepare a batch of prepaid orders, in which the customers are paying by check:
1. Assemble the checks and corresponding order forms into groups (batches) of 50 or less.
2. Stamp each check and corresponding order form with a cash control number. This creates the first link on the system between the payment method and the order.
3. Make sure that the customer name and paid amounts on the check and order form match.
4. Place each batch of checks and orders into a batch folder.
5. Calculate and record the total amount paid in the cash batch.
6. Calculate and record the total amount paid on the corresponding order forms in the batch; ensure that this total matches the total in the cash batch and recalculate, if necessary.
7. Record the total amount of checks received, the date received, and attach this information to the corresponding group of checks.
8. Record on the batch folder the range of cash control numbers, the forwarding department, the payment type (prepaid), the date the batch was prepared, the paid amount, and the initials of the person who prepared the batch.
9. Forward the order forms to the Order Entry department so they can enter the orders on the system.
10. Repeat these steps until all batches of prepaid orders have been submitted to the Order Entry department.
11. Select the Order Entry option (OEOM) and select the Are the orders batched field.
12. Create an order batch for the cash batch and specify the number of orders and number of units in the batch.
13. Start entering the individual orders in the batch.
Batching credit card or A/R orders: Follow these steps to prepare a batch of credit card or A/R orders, in which the customers are using credit cards or billing the order to their commercial accounts:
1. Assemble the orders into groups (batches) of 50 or less.
2. Place each batch of orders into a batch folder.
3. Record on the batch folder the forwarding department, the payment type (credit card or A/R), the date the batch was prepared, and the initials of the person who prepared the batch.
4. Forward the order forms to the Order Entry department so they can enter the orders on the system.
5. Repeat this procedure until all batches have been submitted to the Order Entry department.
6. Select the Order Entry option (OEOM) and select the Are the orders batched field.
7. Create an order batch for the cash batch and specify the number of orders and number of units in the batch.
8. Start entering the individual orders in the batch.
Batch Order Entry and Web Orders
Web orders that fail the order edit: If an order received through the Generic Order Interface (Order API) does not pass the order edit, or if it does not include payment information, it is retained in the Default Batch for E-Commerce Orders in Error (G41). However:
• If the order_channel is P and the order is not part of a batch, the system places the order in the Batch Number for Retail Channel Orders (I78) if it has errors.
• If a retail pickup or delivery order does not pass the order edit, it is retained in the Order Broker Error Batch Number (K90). If this system control value is blank, retail pickup and delivery orders in error are assigned to the same batch as e-commerce orders in error. See Retail Pickup or Delivery Orders for background.
To correct web orders in error: You can use batch order entry to review, work with, and approve web orders that failed the order edit. Select Edit/Accept on the Work with Order Batches Screen to edit the order batch. The system runs the same order edit that is performed when you receive orders through the Generic Order Interface (Order API). When an order passes the order edit, the system removes the batch number from the order, updates its status to open, performs pick slip preparation, and makes it available in regular order maintenance and inquiry. If an order fails the order edit, the system includes the order on the Phone Errors Report and retains the order in an error status in the order batch.
Note: Because web orders require a final edit before being accepted, you cannot use the Accept option on the Work with Order Batches Screen to accept the batch. You will receive the error Accepting of batch not allowed. Must use edit/accept option. Use the Edit/Accept option to edit the batch and accept the orders in the batch that pass the edit.
Batching orders through the Order API: You can also receive batched orders through the Inbound Order XML Message (CWORDERIN). All orders that come in with the same batch_number are assigned to the same order batch, using the next number in the Order Batch (A01) number assignment wheel. Select Edit/Accept on the Work with Order to edit and approve the batch. Even if the batch is error-free, you will still need to approve it manually. See Batching Orders Through the Order API for more information.
Batch Order Entry and Membership Orders
Membership orders that fail the order edit: If a membership order generated through Generating Membership Orders (EGMO) does not pass the order edit, the order remains in a suspended status and is placed in a generated order batch, using the next number in the Order Batch (A01) number assignment wheel.
To correct membership orders in error: You can use batch order entry to review, work with, and approve membership orders that failed the order edit. Select Edit/Accept on the Work with Order Batches Screen to edit the order batch. The system runs the same order edit that is performed when you receive orders through the Generic Order Interface (Order API). When an order passes the order edit, the system removes the batch number from the order, updates its status to open, performs pick slip preparation, and makes it available in regular order maintenance and inquiry. If an order fails the order edit, the system includes the order on the Phone Errors Report and retains the order in an error status in the order batch.
Note: Because membership orders require a final edit before being accepted, you cannot use the Accept option on the Work with Order Batches Screen to accept the batch. You will receive the error Accepting of batch not allowed. Must use edit/accept option. Use the Edit/Accept option to edit the batch and accept the orders in the batch that pass the edit.
Batch Order Entry and Business-to-Business Orders
Business-to-Business orders that fail the order edit: If an order created through Business-to-Business Order Entry (see Introducing Business to Business Order Entry) does not pass the order edit, it is retained in the Batch for Business to Business Orders in Error (G09).
To correct business-to-business orders in error: You can use batch order entry to review, work with, and approve business-to-business orders that failed the order edit. Select Edit/Accept on the Work with Order Batches Screen to edit the order batch. The system runs the same order edit that is performed when you receive orders through the Generic Order Interface (Order API). When an order passes the order edit, the system removes the batch number from the order, updates its status to open, and makes it available in regular order maintenance and inquiry. If an order fails the order edit, the system includes the order on the Phone Errors Report and retains the order in an error status in the order batch.
Note: Because business-to-business orders require a final edit before being accepted, you cannot use the Accept option on the Work with Order Batches Screen to accept the batch. You will receive the error Accepting of batch not allowed. Must use edit/accept option. Use the Edit/Accept option to edit the batch and accept the orders in the batch that pass the edit.
