Chapter 28: Performing Batch Order Entry

Purpose: This chapter describes the differences you see during Order Entry when you enter batched orders. This chapter identifies the screen differences on each major Order Entry screen during Batch Order Entry. The screens display this way only if you enter a Y in the Are these orders batched field at the Request Order Batch Screen (Selecting Batch Order Entry).

Only the fields and command keys that apply to batch Order Entry are described in this chapter.

Refer to Chapter 4: Entering Orders Using Header Format or Chapter 5: Entering Orders Using Header/Detail Format for field-by-field descriptions and instructions for performing Order Entry. Whether entering batched or unbatched orders, this process remains the same.

The only difference to note if you are using batch Order Entry is that you must perform some up-front tasks of batching cash (if the Batch Cash? (B22) field in the System Control file contains a Y and you want to enter check information as a separate process), balancing the cash batch, and creating an order batch (to define the number of orders, number of units, and total dollars that you will enter across all orders in the batch).

When you complete the batch Order Entry process, which means that you enter and accept each order in the batch, you must accept the entire batch to release these orders on the system. The system ensures that the totals for actual orders you enter match the order totals for the batch. If so, you may accept the batch. If not, you receive this error message and you must correct the batch somehow:

Order Batch (xx) is not in balance.

Refer to Chapter 29: Balancing the Batch if you need to correct the batch to bring it into balance with the order controls you defined.

Finally, refer to Chapter 30: Accepting or Rejecting the Batch if you are through entering the batch and you wish to process or delete the batch.

In this chapter:

• Select Customer Sold to for Order Screen

• Work with Order Screen (Batch Order Entry with Header Format)

• Completing Order Entry

Select Customer Sold to for Order Screen

Purpose: Use this screen to specify the customer for order entry, by:

• Entering the customer number, if you know it, or

• Entering information in any of the scan fields to obtain a list of customers who closely match this information, or

• Pressing F6 to enter an order for a new customer.

How to display this screen: Press Enter after completing the Create Order Batch Screen. The system assigns the next available batch number and today's date to the order batch, or press F6 at the Work with Orders Within a Batch Screen.

About this screen: This screen is described fully in Chapter 3: Selecting Customers; however, in batch order entry the Current ord. batch # (Current order batch number) field displays at the top of the screen to indicate that you are entering orders for a batch.

OER0445 ENTER Select Customer Sold To For Order 3/09/00 10:36:06 EVOLUTIONARY NICHE CO Batch # 56 Customer . . . . . Match code . . . . Postal code . . . Last name . . Company . . . Telephone # . . . (Day,Eve,Fax) Alt cust # . . . . E-mail Address . . F2=Change defaults F3=Exit F6=Create F7=Maintenance F8=Review batch F9=Accept batch F11=Reject batch F14=Item availability F23=More keys

Field	Description
Current ord. batch # (Current order batch number)	The batch number for which you are entering the current order. The batch number is a number assigned by the system to a group of orders. The batch number is used as a control for the group of orders to ensure that you enter a specific number of orders, number of units, and total dollars. Numeric, 5 positions; display-only, assigned by the system.

Screen Option	Procedure
Review or update defaults for several Order Entry fields	Press F2 to display the Change Defaults pop-up window. See Chapter 2: Setting Defaults.
Enter an order for a new customer	Press F6 to advance to the Work with Order screen. See Chapter 4: Entering Orders Using Header Format or Chapter 5: Entering Orders Using Header/Detail Format.
Review the orders already entered in the batch	Press F8 to display the Work with Orders Within a Batch Screen.
Accept the entire batch of orders	Press F9. See Chapter 30: Accepting or Rejecting the Batch.
Reject the entire batch of orders	Press F11, then press Enter at the reject- confirmation prompt. See Chapter 30: Accepting or Rejecting the Batch.
Review the accumulated totals across all orders entered for the batch, as compared to the order controls for the batch	Press F16. See Chapter 29: Balancing the Batch.

Work with Order Screen (Batch Order Entry with Header Format)

Purpose: The following screens identify the differences in the Order Entry screens when batching orders using default Header format. Header format is used for Order Entry regardless of the setting of the Default Version for Order Entry (A71) system control value.

See Chapter 4: Entering Orders Using Header Format for a complete discussion of these screens.

Sample screens: The following sample screens show batch Order Entry when using the default header format.

OER0332 ENTER Work with Order 10/30/03 8:58:49 Review EZK Mail Order Hold reason Order#: 9494 - 1 Order date: 102903 Batch#: 666 Calc freight Y Sold To 1099 Recip sts: Suspended Type I E-COMMERCE ORDERS Attention Mail Y Rent Y Order sts: Error Name BERNADETTE T MIRANDA Company . M/F F Street . 11 STANFORD ST Apt Postal Code 01705 City FRAMINGHAM St MA Country USA Delivery R (B,R) Day Ext Eve Ext E-mail Address ------------------------------------------------------------------------------ Source . . . 1245 Salesrep# . . 5555555 Ship via . . . . 1 Gift . . . . N (Y,N) Priority . . . . . Warehouse . . . Associate . . N (Y/N) Discount % . . Est frt . Auto can B/O N (Y,N) Cancel date . Arrival date 102903 Tax code . . N (E,G,...) Rsl/Ex# PO# Merch Frt Frt+ Tax Hnd Chg Total F2=Sold To/Recip F6=Bill To F7=Cust Ship To F8=Work w/detail F9=Accept F10=Options F11=Reject F14=Order Ship To F15=Payments F24=More keys

Field	Description
Batch#	The batch number for which you are entering the current order. The batch number is a number assigned by the system to a group of orders. The batch number is used as a control for the group of orders to ensure that you enter a specific the number of orders, number of units, and total dollars. Numeric, 5 positions; display-only, assigned by the system.

Completing Order Entry

Purpose: You return to the Select Customer Sold to for Order Screen when you accept or reject each order in the batch. Continue entering orders for the batch until you enter the required amount (as defined in the # of orders field in the Order Batch record).

Select one of the following options when you finish entering the orders in the batch:

• Press F8 to return to the Work with Orders Within a Batch Screen to review the number of orders entered for the batch.

• Press F16 to display the batch totals that show the keyed (control totals) and actual totals. This helps you determine if the batch is in balance and can be accepted.

• Press F9 to accept all the orders in the batch. The Display Batch Totals screen appears for you to verify that the batch is in balance. Press Enter, F3 or F12 to return to the Work with Order Batches Screen. If the batch is in balance, ACCEPTED appears to the right of the batch, and the system submits the Order Batch Listing report automatically then deletes the batch from this screen.

• Press F11 to reject and delete the entire batch.

See Chapter 29: Balancing the Batch if you need to adjust information for the batch to make it balance. See Chapter 30: Accepting or Rejecting the Batch if you are through entering the entire batch.