Accepting or Rejecting the Order Batch
Purpose: This topic describes the processes that the system performs when you select Edit/Accept for a batch to accept the entire batch or you select Reject Batch for a batch to reject and delete the batch.
In this chapter:
• Performing Online Credit Card Authorizations
• Accepting an Order in the Batch
- Updates During Background Processing
- Updates During Background Processing
When to accept or reject: You accept or reject a batch of orders when you finish entering the individual orders in a batch; see Performing Batch Order Entry.
You may want to reject an order batch if the order batch contains orders that you wish to delete.
Select Reject Batch to reject and delete the batch. You advance to the Confirm Reject Window. Select OK to reject the batch.
The system prints the Rejected Batch Listing, deletes the orders from the system, and deletes the batch itself.
Deleted Order table: The system writes a record in the Deleted Order Table for each purged order.
If the batch includes a retail pickup or delivery order from the Order Broker, the BROKER process sends a status update rejecting the order; also, it deletes the related Order Broker and Order Broker History records. See Retail Pickup (including Ship-for-Pickup) or Delivery Orders for an overview.
Select Edit/Accept on the Work with Error Orders 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) and includes any orders in error on the Print Remote Order Errors Report.
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 Print Remote Order Errors Report and retains the order in an error status in the order batch. Select Work with Orders for the order batch to advance to the Work with Error Orders Batches Screen where you can review and correct the errors on each order. When you have finished updating each order, select Edit/Accept again to edit and accept the remaining orders in the order batch.
Performing Online Credit Card Authorizations
Online credit card authorization allows you to send and receive electronically the information required to authorize a credit card at the time the order is placed instead of at the time the pick slip is generated for the order.
The system performs online authorization when you accept an order batch after determining if any order in the batch should go on hold.
If an order in the batch is eligible to receive a credit card authorization during batch order entry, the system sends the amount requiring authorization to the authorization service and waits for a response.
There are 3 types of responses you can receive from the authorization service.
• R = an authorization response was received, such as declined or approved.
• T = the program timed out before an authorization response was received.
• U = an undefined response was received.
Additionally, if an authorization response is received, the authorization service sends back an authorization response code, AVS response code (if performing address verification), card security response code (if performing credit card security identification), authorization code, and date.
If a hold reason code has been defined for the vendor response, AVS response, or CID response received, the system places the order on hold.
Credit cards requiring authorizations less than $1.00: If the credit card amount to authorize is less than $1.00 and you have defined an authorization number in the Authorization Number for Authorizations Under $1.00 (I08) system control value, the system does not send the credit card to the service bureau for authorization and instead assigns the authorization number from the system control value to the credit card. If an authorization number is not defined in this system control value, the system sends the credit card to the service bureau for authorization, regardless of the amount that requires authorization.
Performing Online Verification Only: If the Online Auth Verification Only (I96) system control value is selected, the system processes online authorizations for $1.00 for the purpose of validating the card. During batch authorizations, the system authorizes the card for the shippable dollar amount and voids the online authorization for $1.00.
For more information: See Performing Online Credit Card Authorizations for an overview of the online credit card authorization process and the required setup.
Accepting an Order in the Batch
Purpose: The system performs updates to a number of tables to reflect the addition of a new order to the batch. The updates occur:
• Immediately, as you enter an order to the batch.
• When you accept the order or accept the order and add a recipient order.
• During a background processing job (ORDR_ASYNC).
The system updates the SKU and Item/Warehouse tables immediately as you enter a new order to the batch.
Process |
Table |
Field |
Update the Item/Warehouse record for each item ordered |
Item/ Warehouse |
On hand qty (if express-billed order) ITW B/O qty Reserve qty S/H reserve qty ITW On order qty |
Update the SKU record |
SKU |
SKU Orders avail pick gen SKU Open qty SKU On hold qty |
Additionally, the system updates the following tables as you enter a new order:
• Customer Sold To
• Customer Sold To Extended Address
• Customer Sold To Phone #
• Customer Bill To
• Customer Bill To Extended Address
• Customer Bill To Phone #
• Customer Ship To
• Customer Ship To Extended
• Customer Ship To Phone #
• Customer Action Notes
• Order Additional Charges
• Order Detail
• Order Detail Data Queue
• Order Free Gift
• Order Header
• Order I/T Lines
• Order Information
• Order Line History
• Order Line Messages
• Order Messages
• Order Payment Method
• Order Pending Checks
• Order Selected Item
• Order Ship To
• Order Ship To Address
• Order Ship To Data Queue
• Order Special Handling
• Order Transaction History
• Reserved Order Lines
The system performs these table updates when you accept each order in the batch.
Process |
Table |
Field |
Reprice order if the Pricing method field in the Source Code record is set to a Reg Plus Reprice |
Order Detail |
ODT Price |
Evaluate free gift eligibility, based on the source code or offer; create order detail records for free gift, if applicable |
Order Detail |
All fields |
Calculate the $ Discount, based on Source or Offer; add a record to the Order Additional Charges table |
Order Additional Charges |
All fields |
Sends balance of updates to background processing job (O/P ASYNC) |
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|
Order transaction history: When you accept an order that is part of an order batch, the system writes an order transaction history message with a Type of Maintenance indicating the user that accepted the order. The system writes an order transaction history message each time a user accepts the order so that you can track the users that changed the order in the batch prior to accepting the order batch. You can review order transaction history messages on the Display Order History Screen.
An example of the order transaction history message the system creates when a user accepts an order that is part of an order batch is displayed below. The system includes an amount regardless of whether the change updated the order total.
Date |
Type |
Transaction Note |
Amount |
User |
8/14/14 |
MAINT |
Order changed while in unaccepted batch |
45.00 |
SFLYE |
Note: The system does not create an order transaction history message if a user rejects out of an order that is part of an order batch. If a user accepts an order in order maintenance that is no longer part of an order batch, the system writes an order transaction history message indicating: Order was maintained.
Additional updates when you accept the entire batch: The system performs these updates to the individual orders in the batch only when you accept the entire batch (see Accepting the Entire Batch):
• Perform the credit check processes
• Evaluate for refund eligibility
• Update the Flash Report
• Evaluate and update the order status based on the detail line status, if necessary
• Update the Online Authorization, Authorization History, and Void Authorization tables if you performed online credit card authorization
• Applies pick slip preparation to each eligible order; see Applying Pick Slip Preparation to an Order
Updates During Background Processing
The system performs the balance of the field and table updates during a background processing job (O/P ASYNC) that runs after you accept each order in the batch.
Process |
Table |
Field |
Update the Price Override Reason table, based on price overrides at detail line level |
Price Override Reason |
POR # of overrides POR Total discount |
Update the SKU record |
SKU |
Date of first order Date of last order |
Update the SKU/Price History record |
SKU Price History |
SPH # orders SPH $ orders |
Update the SKU/Offer Page record for offer page analyses |
SKU/Offer Page |
Dollars ordered CTD Dollars ordered WTD Dollars sold out CTD Dollars sold out WTD Units ordered CTD Units ordered WTD Units sold out CTD Units sold out WTD SOP Dollars upsell CTD SOP Dollars upsell WTD SOP Units upsell CTD SOP Units upsell WTD SOP Units lost CTD SOP Units lost WTD |
Update the Order/Billing History record |
Order/Billing History |
OBH # Orders OBH $ Order total OBH Qty ordered OBH # Orders sold out OBH $ Sold out total OBH Qty sold out |
Add a record to the Soldout Notifications table to generate soldout notifications for sold-out items |
Soldout Notifications |
|
Update the sold-to customer record |
Customer Sold To Order History |
COH On order $ COH # Orders LTD COH # Sold outs LTD COH $ Orders LTD COH $ Sold outs LTD COH Last CC# COH Active since date COH Last order date OTY Order type PAY Pay type SRC Source code |
Update the ship-to customer record |
Customer Ship To Order History |
HOH On order $ HOH # Orders LTD HOH # Sold outs LTD HOH $ Orders LTD HOH $ Sold outs LTD HOH Active since date HOH Last order date OTY Order type PAY Pay Type SRC Source code |
Update operator statistics, based on order type |
Order Type/ User |
OTU # Orders TD OTU # Orders LTD OTU $ Value - TD OTU $ Value - LTD OTU # Receipts TD OTU # Recips LTD OTU # Lines TD OTU # Lines LTD |
Update operator statistics by accounting period, based on order type |
Order Type/ User History |
OUH # Orders OUH $ Value OUH # Recips OUH # Lines |
Update the source code record with the accumulated order totals |
Source |
$ Orders $ Soldouts # of Orders # of Soldouts |
Purpose: The system updates several tables:
• When you accept the entire batch
• During a background processing job that runs automatically after you accept a batch or an order in the batch
See Working with the ORDR_ASYNC Job for more information on the background jobs.
The system performs these table updates when you accept the batch. See Performing the Release and Introducing Order Hold Reason Codes for more information about the credit check process that evaluates customers, orders, and payment types and performs record updates if any condition on the order fails a credit check.
Process |
Table |
Field |
Credit check: sold-to customer unconditional hold |
Order Header SKU |
OHD OHR Sys hold reason SKU On hold qty |
Credit check: sold-to customer fraud |
Order Header Order Header SKU |
OHD Order status OHD OHR Sys hold reason SKU On hold qty |
Credit check: sold-to customer zip code fraud |
Order Header Order Header SKU |
OHD Order status OHD OHR Sys hold reason SKU On hold qty |
Credit check: bill-to customer unconditional hold |
Order Header SKU |
OHD OHR Sys hold reason SKU On hold qty |
Credit check: bill-to customer zip code fraud |
Order Header SKU |
OHD OHR Sys hold reason SKU On hold qty |
Credit check: ship-to/ sold-to customer fraud |
Order Ship To Order Header Order Ship To SKU |
OST OHR Hold reason OHD OHR Sys hold reason OST Order status SKU On hold qty |
Credit check: ship-to/ sold-to customer zip code fraud |
Order Ship To Order Header SKU |
OST Order status OHD OHR Sys hold reason SKU On hold qty |
Credit check: ship-to customer fraud |
Order Ship To Order Header SKU |
OST Order status OHD OHR Sys hold reason SKU On hold qty |
Credit check: ship-to customer zip code fraud |
Order Ship To Order Header SKU |
OST Order status OHD OHR Sys hold reason SKU On hold qty |
Credit check: dollar hold |
Order Header SKU |
OHD OHR Sys hold reason SKU On hold qty |
Credit check: time hold |
Pay Type Order Header SKU |
OHR Hold reason OHD OHR Sys hold reason SKU On hold qty |
Credit check: check fraud |
Pay Type Order Header SKU |
OHR Hold reason OHD OHR Sys hold reason SKU On hold qty |
Credit check: balance due exceeds the $ amount |
Order Header SKU |
OHD OHR Sys hold reason SKU On hold qty |
Credit check: pay types |
Order Header SKU |
OHD OHR Sys hold reason SKU On hold qty |
Credit check: credit card fraud |
Pay Type Order Header SKU |
OHR Hold reason OHD OHR Sys hold reason SKU On hold qty |
Credit check: credit card authorization pending status |
Pay Type Order Header SKU |
OHR Hold reason OHD OHR Sys hold reason SKU On hold qty |
Credit check: outstanding balance due |
Pay Type Order Header SKU |
OHR Hold reason OHD OHR Sys hold reason SKU On hold qty |
Credit check: email address fraud |
Order Header Order Ship To SKU |
OHR Hold reason OHD OHR Sys hold reason SKU On hold qty |
Evaluate order for refunds; create refund records for overpayments or balance dues |
Refunds |
All fields |
Update the Operations Control Summary (Flash) Report |
Order Control Summary |
# Orders entered $ Orders entered Quantity ordered # Orders soldout/clsd $ Orders soldout Quantity soldout $ Open backordered Quantity backordered $ Held backordered Qty held backordered |
Update order header and order ship-to status to match status of detail lines if all lines canceled. |
Order Header Order Ship To |
OHD Order status OST Order status |
Approved online credit card authorization: Create an online authorization record, authorization history record, and void authorization record if you performed online credit card authorization for a credit card payment method on the order |
Online Authorization Authorization History Void Authorization |
Online Authorization: company order # seq # auth amount vendor response 1(auth response) vendor response 2 (CID response) auth # auth date status: *UPDT trans seq # credit card # terminal # AVS result card security value ASV auth service Authorization History: All fields except Amount Deposited Void Authorization: All fields |
Declined online credit card authorization: Create an online authorization record and authorization history record if you performed online credit card authorization for a credit card payment method on the order |
Online Authorization Authorization History |
Online Authorization: company order # seq # auth amount vendor response status: *SENT trans seq # credit card # terminal # ASV auth service Authorization History: All fields except Amount Deposited, Auth Date, and Auth # |
Undefined online credit card authorization response: Create an online authorization record and authorization history record if you performed online credit card authorization for a credit card payment method on the order |
Online Authorization Authorization History |
Online Authorization: company order # seq # auth amount vendor response auth # auth date status: *UPDT trans seq # credit card # terminal # ASV auth service Authorization History: All fields except Amount Deposited |
Online credit card authorization communication failure: Create an online authorization record and authorization history record if you performed online credit card authorization for a credit card payment method on the order |
Online Authorization Authorization History |
Online Authorization: company order # seq # auth amount auth # auth date status: *UPDT trans seq # credit card # terminal # ASV auth service Authorization History: All fields except Amount Deposited, Auth Date, Auth #, and Vendor Response |
Clear order batch number: If the order is a membership order, an e-commerce order or a retail order, the system clears the order batch number upon acceptance. Determined by: • membership order: Clears the order batch number if there is a Membership ID on the Order Header • e-commerce order: Clears the order batch number if the order batch number matches the Default Batch for E-Commerce Orders in Error (G41) • retail order: Clears the order batch number if the order batch number matches the Batch Number for Retail Channel Orders (I78) |
Order Header |
OBA Batch # |
For a retail pickup or delivery order, sends a status update to the Order Broker to change the status in Order Broker to Accepted. Also, change the status of the Order Broker record to In process. See Retail Pickup (including Ship-for-Pickup) or Delivery Orders |
Order Broker |
Status |
Create pre-generated picks |
Pick Control Header Pick Control Detail Pick Control Label Pick Stored Value Card |
See Applying Pick Slip Preparation to an Order for the updates that are performed |
Updates During Background Processing
The system performs the balance of the field and table updates during a background processing job (ORDR_ASYNC) that runs after you accept the entire batch.
Process |
Table |
Field |
Update the Price Override Reason table, based on price overrides at detail line level |
Price Override Reason |
POR # of overrides POR Total discount |
Update the SKU record |
SKU |
Date of first order Date of last order |
Update the SKU/Price History record |
SKU Price History |
SPH # orders SPH $ orders |
Update the SKU/Offer Page record for offer page analyses |
SKU/Offer Page |
Dollars ordered CTD Dollars ordered WTD Dollars sold out CTD Dollars sold out WTD Units ordered CTD Units ordered WTD Units sold out CTD Units sold out WTD SOP Dollars upsell CTD SOP Dollars upsell WTD SOP Units upsell CTD SOP Units upsell WTD SOP Units lost CTD SOP Units lost WTD |
Update the Order/Billing History record |
Order/Billing History |
OBH # Orders OBH $ Order total OBH Qty ordered OBH # Orders sold out OBH $ Sold out total OBH Qty sold out |
Add a record to the Soldout Notifications table to generate soldout notifications for sold-out items |
Soldout Notifications |
|
Update the sold-to customer record |
Customer Sold To Order History |
COH On order $ COH # Orders LTD COH # Sold outs LTD COH $ Orders LTD COH $ Sold outs LTD COH Last CC# COH Active since date COH Last order date OTY Order type PAY Pay type SRC Source code |
Update the ship-to customer record |
Customer Ship To Order History |
HOH On order $ HOH # Orders LTD HOH # Sold outs LTD HOH $ Orders LTD HOH $ Sold outs LTD HOH Active since date HOH Last order date OTY Order type PAY Pay Type SRC Source code |
Update operator statistics, based on order type |
Order Type/ User |
OTU # Orders TD OTU # Orders LTD OTU $ Value - TD OTU $ Value - LTD OTU # Recips TD OTU # Recips LTD OTU # Lines TD OTU # Lines LTD |
Update operator statistics by accounting period, based on order type |
Order Type/ User History |
OUH # Orders OUH $ Value OUH # Recips OUH # Lines |
Update the source code record with the accumulated order totals |
Source |
$ Orders $ Soldouts # of Orders # of Soldouts |
| Performing Batch Order Entry | Contents | SCVs | Search | Glossary | Reports | Solutions | XML | Index | Printing the Retail Order Cross Reference Report (POCR) |
OE02_06 OROMS 17.0 2018 OTN