Chapter 3: Working with the BILL_ASYNC Job
Purpose: The BILLING ASYNC job updates system files with sales and shipment information as orders are billed.
As orders are confirmed, items returned, or records are uploaded from the PC Manifest system, the system sends records to the Billing data queue for processing. If the Billing ASYNC (BILL_ASYNC) job is active, it processes the records immediately. If the job is not active when the records arrive, the BILL_ASYNC job will process them when it becomes active again. All records are processed in the sequence in which they arrive at the data queue.
If there are any errors, processing for that order stops at the error point. The system begins processing the next order record in sequence. The records in error appear on the Billing Background Job Error Listing, which prints when the ASYNC jobs end. BILL_ASYNC will continue processing the record when the error has been corrected. You should correct any errors that exist as soon as possible so that your system files update properly. See Working with BILL_ASYNC Status Messages.
You can review the status of each record in the data queue at any point at the Display Billing Header Data Queue Screen.
In this chapter:
• Related System Control Values
• Display Asynchronous Job Screen (Displaying the Billing ASYNC Job)
• Display Billing Header Data Queue Screen
• Working with BILL_ASYNC Status Messages
• Billing Background Job Error Listing
• Updates During Background Processing
The following system control values affect the function of the BILL_ASYNC job.
System Control Value |
Description |
If this system control value is set to Y, the Override Async Start Date window opens when you start the CNTL_ASYNC job. This window enables you to specify a date other than the system date to update billing transaction records, so you can ensure a clean cutoff for billing. You must confirm your entry after completing the pop-up window. See Chapter 2: Working with the CNTL_ASYNC Job. If this system control value is set to N or is blank, the system date is used for all billing transactions. Because there can be multiple companies in CWDirect, each with a different setting, the window opens if any company has the system control value set to Y. However, the override date you enter at the window is used only in companies that have the system control value set to Y; the system date is used for any company that has the system control value set to N or left blank. |
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This system control value indicates how many instances of the BILL_ASYNC job to run when you start the CNTL_ASYNC job. You might choose to run more than one BILL_ASYNC job to increase the rate at which you can process billing transactions. Because the background jobs run for all companies in CWDirect, the system checks the setting for this system control value in all companies, and uses the highest value (up to 9). A setting of 0 or 1 will cause the system to run one BILL_ASYNC job only. |
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This system control value defines whether the system holds invoices for multi-recipient orders until all of the pick slips for the order have been confirmed. If this system control value is set to Y, the system determines if the pick slip being confirmed is the last pick slip that needs to be confirmed for the multi-recipient order. If the pick slip is the last pick slip that needs to be confirmed for the order, the system: • submits all of the pick slips associated with the order to the BILL_ASYNC • places the order in a closed status • creates an invoice for all of the pick slips associated with order If the pick slip is not the last pick slip that needs to be confirmed for the order, the system: • places the pick slip in a B (billing pending) status until all of the pick slips for the order have been confirmed • does not create an invoice • keeps the order in an open status • writes an order transaction history message indicating that the pick slip has been confirmed Note: If you generated pick slips using the Master Pick Slips pick slip generation option, the system creates a master pick slip. You can use the master pick slip to confirm all of the pick slips associated with the multi-recipient order. |
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If this system control value was set to Y, the system saves the billing and shipping addresses for each invoice during billing. The shipping address is used to calculate tax. |
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E-mail Shipment/Return Confirmation Notification Immediately (K07) |
If this system control value was set to Y, the BILL_ASYNC job generates shipment and return notifications when billing the shipment or return. |
If selected, billing creates records in the CC Deposit Transaction file and CC Deposit History file immediately after creating records in the Invoice Payment Method file. In addition: • If you use the Chase Paymentech Orbital Gateway Integration, the system sends the deposit transaction to the service bureau during billing. You still need to use Processing Auto Deposits (SDEP) to process credit deposits and perform batch deposit updates. Also, you will need to use the Resubmitting Rejected Deposits (SRDP) menu option to resubmit any deposits that were not completely processed during billing and deposits. • For all other service bureaus, the system sends the deposit transaction to the service bureau when you submit deposits using the Processing Auto Deposits (SDEP) menu option. |
Display Asynchronous Job Screen (Displaying the Billing ASYNC Job)
Purpose: Use this screen to display the job attributes for each background ASYNC job, including the Billing ASYNC job.
How to display this screen: Enter 5 next to the BILL_ASYNC job at the Work with Background Jobs Screen.
MSR0240 DISPLAY Display Asynchronous Job 2/22/99 11:45:21 KAL Co.
Data queue name . . . : BILLDATAQ Job name . . . . . . : BILL_ASYNC
Description . . . . . : Billing Data Queue
Data queue length . . : 24 Library . . . . . . . : CWM35QDTA Wait time . . . . . . : -1 0=No wait, -1=Wait forever
Start . . . . . . . . : 2/22/99 9:32:30 EBOTELHO End . . . . . . . . . : 2/20/99 23:37:05 WPURDON
Controlling job ? . . : N (N=No, Y=Yes) System Option ? . . . : Y (N=No, Y=Yes)
Status . . . . . . . : A *ACTIVE
F3=Exit F12=Cancel |
Field |
Description |
Data queue name |
The name of the data queue where transactions records are sent for processing by this ASYNC job. The name of the billing data queue is BILLDATAQ. Alphanumeric, 10 positions; display-only. |
Job name |
The name of the ASYNC job. Alphanumeric, 10 positions; display-only. |
Description |
The description of the ASYNC job. Alphanumeric, 40 positions; display-only. |
Data queue length |
The length of the data queue where transactions records for this ASYNC job are processed. The length of the billing data queue is 24 positions. Alphanumeric, 3 positions; display-only. |
Library |
The library list where the ASYNC job is defined. Alphanumeric, 10 positions; display-only. |
Wait time |
The length of time the job will wait for records to be sent for processing before it times out. Valid values are: 0 - No wait. The job ends when there are no records to process. 1 - Wait forever. The job will not time out when there are no records to process. Numeric, 1 position; display-only. |
Start |
The date and time the ASYNC job was last started and the User ID of the person who started it. (Date): Numeric, 6 positions; display-only. (Time): Numeric, 6 positions; display-only. (User ID): Alphanumeric, 10 positions; display-only. |
End |
The date and time the ASYNC job was last ended and the User ID of the person who ended it. (Date): Numeric, 6 positions; display-only. (Time): Numeric, 6 positions; display-only. (User ID): Alphanumeric; 10 positions; display-only. |
Controlling job ? |
A flag indicating whether this job controls other ASYNC functions. The controlling ASYNC job starts and ends other ASYNC functions. Valid values are: Y - This is a controlling ASYNC job. N - This is not a controlling ASYNC job. The CNTL_ASYNC job is the only controlling ASYNC job. Alphanumeric, 1 position; display-only. |
System Option ? |
A flag indicating whether this job is a system function that cannot be deleted by the user. Valid values are: Y = This job cannot be deleted by the user. N = This job can be deleted by the user. Alphanumeric, 1 position; display-only. |
Status |
The current status of the job. Valid status codes are: A - *ACTIVE I - *INACTIVE E - *ENDPEND J - *JOBQ R - *REORG Alphanumeric, 1 position; display-only. |
Display Billing Header Data Queue Screen
Purpose: This screen displays the records that have been sent to the data queue for processing since the last time the ASYNC job was ended. Records are sent to the data queue when orders are confirmed, items are returned, and when the PC Manifest Upload records have been processed through the PCINTASYNC.
The status of each record, indicating if the record has been processed or if any errors exist, displays.
How to display this screen: Enter 10 next to the BILL_ASYNC job at the Work with Background Jobs Screen.
MSR0513 DISPLAY Display Billing Header Data Queue 2/22/99 11:47:49
Cmp Date Time Job # B/A Processed Ordr ship to Trans 0:00:00 192 2/22/99 11:16:31 58224 A BHQ All Updates Complete 352 1 CF
192 2/22/99 11:16:39 58224 A BHQ All Updates Complete 352 1 CF
192 2/22/99 11:16:46 58224 A BHQ All Updates Complete 352 1 CF
192 2/22/99 11:16:54 58224 A BHQ All Updates Complete 352 1 CF
192 2/22/99 11:17:18 58224 A BHQ All Updates Complete 353 1 CF
192 2/22/99 11:17:29 58224 A *Blank 353 1 CF
192 2/22/99 11:17:38 58224 A *Blank 353 1 CF
192 2/22/99 11:17:57 58224 A BHQ All Updates Complete 353 1 CF +
F3=Exit F12=Cancel |
Field |
Description |
Cmp (Company) |
The number of the company for which the transaction was processed. If you are running operations for more than one company, transactions for all companies are submitted to the same data queue. Numeric, 3 positions; display-only. |
Date |
The date when the transaction was submitted to the data queue for processing. Numeric, 6 positions; display-only. |
Time |
The time when the transaction was submitted to the data queue for processing. Numeric, 6 positions; display-only. |
Job # |
The job number assigned to the transaction when it was submitted to the data queue. Numeric, 6 positions; display-only. |
B/A |
A code indicating whether the record represents a before image or an after image for the transaction. After records are written for all transactions; before records are written for orders that have been maintained. Valid codes are: B - The record represents the order information before the transaction was processed. A - The record represents the order information after the transaction was processed. Alphanumeric, 1 position; display-only. |
Processed |
The status of the record. The record is either not processed, in process, in error, or processed. A status message displays for each step. Alphanumeric, 30 positions; display-only. |
Ordr ship to |
The order ship-to number for which the record is being processed. (Order #): Numeric, 8 positions; display-only. (Ship-to): Numeric, 3 positions; display-only. |
Trans |
A code identifying the function from which the transaction originated. Valid status codes are: CF - Confirmation DS - Drop Ship EB - Evaluate Backorders OE - Order Entry OM - Order Maintenance PE - Purchase Order Entry PM - Purchase Order Maintenance PR - Receiving RA - Return Authorization US - Unspecified Alphanumeric, 2 positions, display-only. |
Changing the Status of BILL_ASYNC
Purpose: Enter 11 next to the BILL_ASYNC job at the Work with Background Jobs Screen to change its status if the job has ended, but the status indicates that it is still active. This situation may occur if the ASYNC subsystem is brought down while the background ASYNC jobs are still active; the background ASYNC jobs have really ended, but the status indicates that they are still *ACTIVE.
If the status is *ACTIVE, you cannot start the ASYNC jobs because the system considers them to be active. The only way that you can restart the background ASYNC jobs is to change the status of each job to *INACTIVE manually.
Note: You cannot use the Change Status option to start or stop an individual ASYNC job. You must use the CNTL_ASYNC job to start or stop all the asynchronous jobs simultaneously.
Note: A pop-up window displays:
Select Status 1=Select *ACTIVE *INACTIVE *JOBQ *ENDPEND *REORG |
Enter 1 next to the correct status, or press F12 to cancel.
Working with BILL_ASYNC Status Messages
Purpose: You can review the status of each data queue record by displaying the data queue. If there is an error, the message will print on the Billing Background Job Error Listing produced when you end the ASYNC jobs. You must correct the error before the billing transaction can be fully processed.
BILL_ASYNC status messages: This table lists the status messages that you may see when displaying the Billing Header Data Queue, or when reviewing the Billing Background Job Error Listing.
Message |
Message ID |
Error Reason/Action Required |
Processing has begun |
----- |
None. |
All updates complete |
----- |
None. The record was fully processed. |
AR Typ not found |
OA23250 |
A Terms record does not exist for the A/R terms on the order, and must be created. See Accounts Payable Chapter 9: Working with Terms (WAPT). |
Cust Bill To Change |
OA20931 |
A Bill To record does not exist for the customer in the Customer Bill To file. This error cannot be corrected by the user. |
Cust Ship To Change |
OA20937 |
A Ship To record does not exist for the customer in the Customer Ship To file. This error cannot be corrected by the user. |
Cust Sold To Change |
OA20939 |
A Sold To record does not exist for the customer in the Customer Sold To file. This error cannot be corrected by the user. |
Division Change |
OA22980 |
A Division record does not exist for the division under which the order was entered, and must be created. See Accounts Payable Chapter 3: Working with Divisions (WDIV). |
OHD in Use |
OA21782 |
The order is currently being maintained (the Order Header record is in use). The system will process the record when the Order Header record is no longer in use. |
OHD# Error |
OA21153 |
The Order Header record does not exist. This error cannot be corrected by the user. |
OST# Error |
OA21170 |
The Order Ship To record does not exist. This error cannot be corrected by the user. |
PCH in Use |
OA22373 |
The Pick Control record is in use. The system will process the record when the Pick Control record is no longer in use. |
Salesman Change |
OA21795 |
A Salesman record does not exist for the sales representative assigned to the order, and must be created. See Accounts Payable Chapter 11: Working with Sales Representatives (WSLS). |
Ship Via Change |
OA21696 |
A Ship Via record does not exist for the carrier being used to ship the order, and must be created. See Fulfillment Chapter 30: Working with Ship Via Codes (WVIA). |
Source Change |
OA21695 |
A Division record does not exist for the division under which the order was entered, and must be created. See Marketing Chapter 6: Working with Source Codes (WSRC). |
Billing Background Job Error Listing
Purpose: This report prints when the background ASYNC jobs are ended. The report lists the billing records that could not be processed and the reason for the error. The record will be processed when the error is corrected.
See Working with BILL_ASYNC Status Messages for a complete description of the error messages you may encounter and the steps necessary to correct the error.
CWDirect Billing Background
Job Error Listing KAREN_M 4/23/98 15:09:33 Page 1
Order # Ship to Order date User Update area Error ID 5956 0 Detail updates complete OA21947
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• Order #: The order number for which the error occurred.
• Ship to: The ship-to suffix of the order for which the error occurred.
• Order date: The date when the order was entered.
• User: The User ID of the operator who entered the order.
• Update area: The message describing the reason for the error. See Working with BILL_ASYNC Status Messages.
• Error ID: The ID number assigned to the error. See Working with BILL_ASYNC Status Messages.
Updates During Background Processing
Purpose: The table below lists the field and file updates during the BILL_ASYNC procedure.
Gift acknowledgements? The job generates gift acknowledgements for gift orders if the Automatic Generation of Gift Acknowledgement (B92) system control value is set to B and the customer is not eligible to receive a shipment confirmation email, as described under Shipment and Return Confirmation Emails.
The gift acknowledgement is available for review or printing at the Work with Spool Files screen for the user who started the async jobs.
Shipment or return notifications? The job generates shipment or return notification emails, or the Outbound Email XML Message (CWEmailOut), if the E-mail Shipment/Return Confirmation Notification Immediately (K07) system control value is set to Y.
Updates to the Order Broker for retail pickup and delivery orders: The job generates a status update to Locate’s Order Broker module indicating that a retail pickup or delivery order has shipped, with a status of Intransit for a retail pickup order and Fulfilled for a delivery order. The job also changes the status of the Order Broker records, with a status of T (In Transit) for a retail pickup order, and X (Shipped) for a delivery order. See Fulfilling Retail Pickup and Delivery Orders in CWDirect for background.
File |
Updates |
Amazon Order Fulfillment (IXAOFF) |
Create records if order type matches the Amazon Order Type (I22) system control value and shipment is billed by PC manifest socket interface or manually by pick control number; see Amazon Order Adjustment Feed for more information |
A/R Open Item (AROITM) |
Create open item records for A/R sales |
CC Deposit Transaction |
Creates records if the Preload Deposits (L78) system control value is selected |
CC Deposit History |
Creates records if the Preload Deposits (L78) system control value is selected |
Customer Membership (OECSMP) |
Create or deactivate customer loyalty memberships based on total sales dollars or customer class. See Loyalty Memberships for an overview. |
Customer Sold To History (CSTOOH) |
# Sales LTD, $ Sales LTD # Exchanges LTD, $ Exchanges LTD # Returns LTD, $ Returns LTD $ On Order $ Warranty Shipped $ Warranty Returned |
Customer A/R Sales History (CSCARH) |
Sales $ A/R Balance |
Customer Ship To Order History (CSORH) |
# Sales LTD, $ Sales LTD # Exchanges LTD, $ Exchanges LTD # Returns LTD, $ Returns LTD $ On Order |
Customer Bill To (CSCBIL) |
# of invoices # of sales Sales LTD $ on order # of Credits |
Customer Shipment History (FLCSHP) |
# of shipments, $ value Last ship date |
Customer Sold To Item Class (OECSIC) |
Units and $ Sales LTD Units and $ Returns LTD Units and $ Exchanges LTD |
Customer Sold To Entity (OECSEP)1 |
Units and $ Sales LTD Units and $ Exchanges LTD Units and $ Returns LTD |
Customer Ship To Entity (OECHEP) |
Units and $ Sales LTD Units and $ Exchanges LTD Units and $ Returns LTD |
Customer Sold TO Item Class Entity (OEICEP) |
Units and $ Sales LTD Units and $ Exchanges LTD Units and $ Returns LTD |
Division (MSDIV) |
# Sales Today, # Sales LTD $ Sales Today, # Sales LTD # Returns Today, # Returns LTD $ Returns Today, $ Returns LTD |
Division History (ACDIVH) |
# Sales, $ Sales # Returns, $ Returns |
Exchange Reason/Offer (CSXROF) |
# Exchange, $ Exchange |
Exchange Reason/Offer/Item (INEROI) |
# Exchange, $ Exchange |
Flexible Payment Option (FLFPOP) |
# of shipments, $ shipped # of returns, and $ returned |
Fulfillment Order Control Summary file (OEFOCS) |
Transaction date, # orders shipped, $ orders shipped, Qty shipped The Order Async updates the orders entered, orders cancelled, and orders soldout fields in the Fulfillment Order Control Summary file. The batch order control job updates the operation and merchandising fields in the Fulfillment Order Control Summary file; see Reviewing Operations Control Summary (FLSH). Note: Updated only if the order type matches the Fulfillment Order Type (J36) system control value. |
General Ledger Interface (GLINTR) |
Creates/updates sales general ledger records Note: Inventory transaction updates are made interactively rather than through the asynchronous job. |
Gift Certificate (OEGFCT) |
Creates a record for each gift certificate billed on the order. The setting of the Gift Certificate Pricing Method (I54) system control value determines the gift certificate amount. See Working with Gift Certificates. |
Invoice Address (OEINAD) |
Creates a record for the shipping and billing address for each invoice if the Capture Addresses for Invoice (J24) system control value was set to Y. |
Invoice Header (OEINHD) |
Creates/updates records. Consolidates shipment invoices created on the same date if the Consolidated Invoice (B49) system control value is set to Y, and consolidates credit invoices created on the same date if the Consolidated Credit Invoice (K06) system control value is set to N. |
Invoice Ship To (OEINSH) |
Creates/updates records |
Invoice Pay Method (CSINVP) |
Creates/updates records |
Invoice Detail (OEINDT) |
Creates/updates records |
Invoice Detail Pay Method (CSINVP) |
Creates/updates records |
Invoice Detail Charge (INIDCP) |
Creates/updates records |
Invoice Currency (MSINCU) |
Creates/updates records |
Item Warehouse History (INIWRH) |
Units sold, $ sold Units returned, $ returned |
Item Warehouse (INIWRE) |
Units sold, $ Sold Units returned, $ returned Reduce quantity on-hand |
Item Location (INILOC) |
Reduce quantity on-hand Reduce printed quantity |
Item/SKU/Offer (FCISOF) |
Units shipped, $ shipped Units exchanged, $ exchanged Units returned, $ returned |
Order Control Summary (MSORSU) |
Trans date, # orders shipped, $ orders shipped, quantity shipped # invoices credited, $ invoices credited, quantity credited # orders exchanged, $ orders exchanged, quantity exchanged Note: The Order Async updates the orders entered, orders cancelled, and orders soldout fields in the Order Control Summary file. The batch order control job updates the operation and merchandising fields in the Order Control Summary file; see Reviewing Operations Control Summary (FLSH). |
Order Detail (OEORDT) |
Updates status Adjusts quantities |
Order Transaction History (OEOTHI) |
Creates record of billing activity; also, creates record of generating shipment or return notification if the E-mail Shipment/Return Confirmation Notification Immediately (K07) system control value is set to Y. |
Order/Billing History (OEBHST) |
Qty Sold, $ Sold Total, # Sales Qty Exchanged, $ Exchanged Total, # Exchanged Qty Returned, $ Returned Total, # Returns |
Refunds (CSRFND) |
Creates/updates records |
Reserved Order Line (FLRSOL) |
Updates/deletes records |
Return Reason/Offer (CSRTNO) |
# Returns, $ Returns |
Return Reason/Offer/Item (INRROI) |
# Returns, $ Returns |
RI Price Change History Summary (RIPCHS) |
Period to date point of sale units, Period to date point of sale dollars Period to date employee discount units, Period to date employee discount dollars Life to date point of sale units, Life to date point of sale dollars Life to date employee discount units, Life to date employee discount dollars Note: The system only updates this file if the Use Retail Price Change Processing (H29) system control value is set to Y and the selling price of the item/SKU is different from the most recent retail price change; see Chapter 95: Reviewing Retail Price Change History. |
RI Price Change History Detail (RIPCHD) |
Point of sale units, Point of sale dollars Employee discount units, Employee discount dollars Note: The system only updates this file if the Use Retail Price Change Processing (H29) system control value is set to Y. |
Salesman (MSSLMN) |
# Sales LTD, $ Sales LTD # Exchanges LTD, $ Exchanges LTD # Returns LTD, $ Returns LTD |
Ship Via (MSSHPV) |
# of Packages TD, # of Packages LTD Freight Collected TD, Freight Collected LTD |
Ship Via History (VIAHST) |
# of Packages, Freight Collected |
SKU Offer Page (INSKOP) |
Units Sold WTD, Units Sold CTD $ Sold WTD, $ Sold CTD Units Exchanged WTD, Units Exchanged CTD $ Exchanged WTD, $ Exchanged CTD Units Returned WTD, Units Returned CTD $ Returned WTD, $ Returned CTD |
SKU Price History (SKUPHT) |
# Sales, $ Sales |
Source (MSSRC) |
$ Sales, # Sales $ Exchanges, # Exchanges $ Returns, # Returns Requests mailed if Catalog Request Order Type |
Store Promotion Item (INSTPI) |
Quantity Sold, $ Sold Quantity no duplicate, # no duplicate |
Tax Jurisdiction History (MSTXJH) |
$ charged $ credited |
Stored Value Card (OESVCD) |
Create a record for each unit of a stored value card item billed on the order; see Billing a Stored Value Card |
- Entity-level updates take place only if the Track Customer History at Entity Level (F89) system control value is set to Y.
| Chapter 2: Working with the CNTL_ASYNC Job | Contents | SCVs | Search | Glossary | Reports | XML | Index | Chapter 4: Working with the EBO_ASYNC Job |
SO01_03 CWDirect 18.0 August 2015 OTN