Introducing Batch Order Entry

Purpose: This chapter describes batch Order Entry, which is a 5-step process, that includes:

• Entering check information (if you batch cash)

• Entering order controls

• Entering individual orders

• Balancing batched orders to the order batch controls

• Accepting or rejecting the 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 Using Header Format and Entering Orders Using Header/Detail Format; 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 Using Header Format or Entering Orders Using Header/Detail Format. 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 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 files, and these orders become available for Pick Slip Generation, 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.

Preparing the Batch

Purpose: 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 contains 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 enter Y at 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 enter Y at 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.