Chapter 30: Accepting or Rejecting the Batch

Purpose: This chapter describes the processes that the system performs when you enter 9 next to a batch to accept the entire batch or you enter 11 next to a batch to reject and delete the batch.

Note: You can also accept an order batch by pressing F9 at the Select Customer Sold to for Order Screen.

In this chapter:

• Performing Online Credit Card Authorizations

• Order Batch Listing

• Accepting an Order in the Batch

• Immediate Updates

• Updates at Accept

• Updates During Background Processing

• Accepting the Entire Batch

• Updates at Accept

• Updates During Background Processing

Before you accept or reject: Before accepting the batch, you should press F8 at the Work with Orders Within a Batch Screen (that lists each order entered for the batch) to ensure that the controls you entered prior to Order Entry for the batch (keyed number of orders, number of units, and dollars received) match the actual, system updated totals across all orders in the batch.

When to accept or reject: You accept or reject a batch of orders when you finish entering the individual orders in a batch.

Accepting the batch: If these values are the same, you may return to the Work with Order Batches Screen by pressing F3 to exit the Display Batch Totals Screen, then F3 to exit the Work with Orders Within a Batch Screen.

Printing the Order Batch Listing

At the Work with Order Batches Screen, enter 9 next to the balanced batch to accept the batch. This changes the status of the batch to ACCEPTED and the individual orders in the batch from “suspended” to “open.” The system automatically submits the Order Batch Listing.

If the keyed and actual values are different, you must correct the batch, by updating the individual orders in the batch, adjusting the order batch or changing check information (if batching cash). This process is described in Chapter 29: Balancing the Batch.

The system does not allow you to accept an unbalanced batch and issues the following message if you enter a 9 next to a batch that is out of balance: Order Batch (xx) is not in balance.

At this point, you can correct the batch or reject the 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 enter 9 to accept an order batch at the Work with Order Batches Screen or press F9 to accept an order batch at the Select Customer Sold to for Order Screen 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.

Performing Online Verification Only: If the Online Auth Verification Only (I96) system control value is set to Y, 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.

Credit cards requiring authorizations less than the automatic authorization dollar threshold: When you perform online authorization, the system determines if the authorization amount qualifies for automatic authorization.

• If the credit card amount to authorize is less than the dollar amount defined in the $ Threshold for Automatic Authorization # Assignment (K36) system control value and you have defined an authorization number in the Authorization Number for Authorizations Under $ Threshold (K37) system control value, the system does not send the credit card to the service bureau for authorization and instead assigns the authorization number defined in the Authorization Number for Authorizations Under $ Threshold (K37) to the credit card.

• If the $ Threshold for Automatic Authorization # Assignment (K36) or Authorization Number for Authorizations Under $ Threshold (K37) system control value is blank, 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 defined in the Authorization Number for Authorizations Under $1.00 (I08) system control value to the credit card.

Credit cards requiring authorizations less than the reserve dollar threshold: If the Authorize Full Amount During Order Entry (G99) system control value is set to N and the authorization amount does not qualify for automatic authorization (see above), the system determines if the authorization amount meets the reserve dollar threshold.

• If the credit card amount to authorize is less than the amount defined in the Online Auth Reserve $ Threshold (L74) system control value and part of the order is not shippable, the system does not send the credit card to the service bureau for authorization. The system will send the credit card to the service bureau during batch authorization.

• If the credit card amount to authorize is less than the amount defined in the Online Auth Reserve $ Threshold (L74) system control value and all of the order is shippable, the system sends the credit card to the service bureau for authorization.

• If the credit card amount to authorize is equal to or greater than the amount defined in the Online Auth Reserve $ Threshold (L74) system control value, the system sends the credit card to the service bureau for authorization.

Bill Me Later orders: When you process an online authorization for an order containing a Bill Me Later pay type, the system always authorizes the pay types on the order for the full amount, regardless of the setting of the Authorize Full Amount During Order Entry (G99) system control value and Online Auth Verification Only (I96) system control value; see Performing Online Authorization for a Bill Me Later Order.

For more information: See Chapter 49: Performing Online Credit Card Authorizations for an overview of the online credit card authorization process and the required setup.

Rejecting the batch: If the batch is out of balance and you want to re-enter the batch, you can enter an 11 next to the unbalanced batch to reject and delete the batch.

The system prints the Rejected Batch Listing, deletes the orders from the system, and deletes the batch itself.

Retail pickup and delivery orders: When you reject a batch that includes a retail pickup or delivery order, or if you delete a retail pickup or delivery order in a batch, the system also sends a status update message to Locate indicating that the order is rejected. See Fulfilling Retail Pickup and Delivery Orders in CWDirect for background.

Accepting an Order in the Batch

Purpose: The system performs updates to a number of files to reflect the addition of a new order to the batch. The updates occur:

• Immediately, as you enter an order to the batch; see Immediate Updates.

• When you press F9 to accept the order or F19 to accept the order and add a recipient order; see Updates at Accept.

• During a background processing job (ORDR_ASYNC); see Updates During Background Processing.

Immediate Updates

The system updates the SKU and Item/Warehouse files immediately as you enter a new order to the batch.

Process	File	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 files 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 Batch

• 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

Updates at Accept

The system performs these file updates when you press F9 or F19 to accept each order in the batch.

Process	File	Field
Reprice order if the Pricing method field in the Source Code record contains a D (Regular Item Pricing + Repricing)	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 file	Order Additional Charges	All fields
Sends balance of updates to background processing job (O/P ASYNC)

Order transaction history: When you press F9 to accept an order that is part of a remote order batch, the system writes an order transaction history message with a Type of 4 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 an order in a remote order batch. You can review order transaction history messages on the Display Order History Screen.

The system considers an order to be part of a remote order batch if:

• the order is included in the e-commerce order batch (this is the order batch number defined in the Default Batch for E-Commerce Orders in Error (G41) system control value).

• the order is included in the retail channel order batch (this is the order batch number defined in the Batch Number for Retail Channel Orders (I78) system control value).

• the order is included in the phone order batch (this is the order batch number defined in the Batch # field in the Phone Order file; see Using Batch Order Entry to Accept, Reject, or Correct Phone Orders).

• the order is included in the membership order batch (this is the order batch number assigned during membership order generation; see Generating Membership Orders (EGMO)).

An example of the order transaction history message the system creates when a user accepts an order that is part of a remote order batch is displayed below. The system includes an amount regardless of whether the change updated the order total. Note: The Transaction Note indicates the type of remote order batch:

• Batch order changed - Ecomm.

• Batch order changed - Retail.

• Batch order changed - Phone.

• Batch order changed - Membership.

Date	Type	Transaction Note	Amount	User
8/4/14	4	Batch order changed - Ecomm.	20.75	SFLYE

Note: The system does not create an order transaction history message if a user rejects out of an order that is part of a remote order batch or manually creates an order in a remote order batch. If a user accepts an order in order maintenance that is no longer part of a remote order batch, the system writes an order transaction history message indicating: Order was maintained.

Retail pickup and delivery orders: When you accept a batch and a retail pickup or delivery order’s status changes to Open or Held, the system also sends a status update message to Locate indicating that the order is accepted. See Fulfilling Retail Pickup and Delivery Orders in CWDirect for background.

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 Customer Bill To record with the open A/R dollar value

• Update the Online Authorization, Authorization History, and Void Authorization files if you performed online credit card authorization

Updates During Background Processing

The system performs the balance of the field and file updates during a background processing job (O/P ASYNC) that runs after you accept each order in the batch.

Process	File	Field
Update the Price Override Reason file, 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 file 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

Accepting the Entire Batch

Purpose: The system updates several files:

• When you enter 9 next to the batch to accept the entire batch; see Updates at Accept.

• During a background processing job that runs automatically after you accept a batch or an order in the batch; see Updates During Background Processing.

See System Operations Chapter 5: Working with the ORDR_ASYNC Job for more information on the background jobs.

Updates at Accept

The system performs these file updates when you enter 9 next to a batch to accept the batch. See Customer Service Chapter 84: Performing the Release and Chapter 79: 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	File	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: credit limit exceeds open A/R	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
Update customer bill-to record if A/R order	Customer Bill To	CBT $ on Order
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

Updates During Background Processing

The system performs the balance of the field and file updates during a background processing job (ORDR_ASYNC) that runs after you accept the entire batch.

Process	File	Field
Update the Price Override Reason file, 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 file 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