Purpose: Use the Work with Order Batches option to:
Enter order controls for a cash batch if you batch cash as a separate step or for a new batch if you do not batch cash. These controls include:
• The number of orders in the batch
• The number of units in the batch
• The accumulated dollar value of the checks in the batch
• Change information for an order batch
• Reject or display an order batch
• Add, delete, or display an order in the batch at the Work with Orders Within a Batch Screen
• Accept an entire batch, which releases the orders within the batch from a suspended status and makes these orders eligible for Pick Slip Generation, inquiry or maintenance.
• Rerun the edit batch program and produce the Print Phone Errors report.
In this topic:
• Request Order Batch Screen (Selecting Batch Order Entry)
• Work with Order Batches Screen
• Work with Orders Within a Batch Screen
• Steps to Creating an Order Batch
Order batching enables you to enter order controls for a group (batch) of orders before you enter the orders on the system. This ensures that the order controls match the actual orders entered on the system.
The Order Entry operator performs this function, either adding order controls to a cash batch or defining order controls for a new batch. With the cash batching function (as designated by a Y in the Batch Cash? (B22) field in the System Control file), it is common for your Accounting department to create a cash batch to enter the individual checks in a a batch. This process is described in Opening a Cash Batch (WCSH).
Although you can accept an unbalanced cash batch during the Cash Batch process and the system allows you to create an order batch for the unbalanced cash batch, you cannot enter the orders for the batch until it is balanced.
About this screen: The Work with Order Batches Screen lists the balanced and unbalanced batches on the system. The value in the Assigned to user field controls which batches display. If blank, this screen lists all the order batches on the system.
Note: A threshold value controls the length of time in which a suspended (unbalanced) order batch remains on the system. Any order batches beyond this threshold are deleted automatically during a periodic process.
The system updates the Actual number of orders and the Actual dollar value fields as you enter orders for the batch. The batch is not in balance until the values in the Keyed number of orders and Actual number of orders and the Keyed dollar value and Actual dollar value fields match.
A blinking (or red) batch number indicates an order batch that is out-of-balance. This means that you must enter or correct orders for the batch or adjust the order or cash controls for the batch. See Balancing the Batch.
This screen also displays the user ID of the person currently working with an order batch. Only one person can work on a batch.
Selecting this option: Follow these steps to select this option:
1. Enter OEOM in the Fast path field or select this option from a menu. The Request Order Batch screen appears, as shown on the next page.
2. Enter Y at the Are the orders batched field (if this is not the default).
3. Optionally, Tab to the Payment type field and enter the code for a prepaid payment type.
4. Press Enter to display the Work with Order Batches screen.
Request Order Batch Screen (Selecting Batch Order Entry)
Purpose: Use this screen to select batch Order Entry and, optionally, to set defaults for several Order Entry fields.
About this screen: Each field on this screen is described in Setting Defaults; however, you must enter a Y in the Are the orders batched field to select batch Order Entry mode. Entries to the other fields on this screen are optional.
OER0143 ENTER Request Order Batch 6/09/99 10:08:10 KAL Co.
Are the orders batched? . . . . . . Y (Y,N) Business to Business format . . . . N (Y/N)
--------------- Default Values --------------- Order type . . . . . . . . . . . . . . . . P Payment type . . . . . . . . . . . . . . Salesrep # . . . . . . . . . . . . . 5555555 Ship via . . . . . . . . . . . . . . . . 1 Country . . . . . . . . . . . . . . . . USA
F3=Exit F7=Maintain orders F12=Cancel F22=User defined option |
Work with Order Batches Screen
Purpose: Use this screen to define order controls for a batch of orders to reduce order entry mistakes.
About this screen: This screen lists the order batches on the system, shows the status of each batch, provides options to update, review, accept, reject or create an order batch, and provides access to the Work with Orders Within a Batch Screen.
How to display this screen: Complete the Request Order Batch Screen (Selecting Batch Order Entry), entering Y in the Are the orders batched? field.
OER0119 DISPLAY Work with Order Batches 6/09/99 10:09:37 KAL Co.
Assigned to User: KLETENDRE Batch suspended? Y
--# of Orders-- ---Dollar Value--- Opt Batch# Date Keyed Actual Keyed Actual In Use By
Type options, press Enter. 2=Chg 5=Dsp 7=Reset actuals 8=Work w/ orders 9=Accept 11=Reject 12=Edit
36 3/09/98 1 37 3/09/98 1 38 3/09/98 1 39 3/09/98 1 42 2/10/99 2 132.00 101 6/03/99 1
F2=Change batch defaults F3=Exit F6=Create F12=Cancel F21=Print list F22=User defined option F24=Select company |
Field |
Description |
Assigned to user |
The user ID of the person who created the order batch. All order batches display if this field is blank. Alphanumeric, 10 positions; optional, assigned by the system. |
Batch suspended |
This value indicates whether the screen lists only suspended (unbalanced) batches or all batches. The system suspends a batch if the keyed cash and/or order controls do not match the actual cash and/or order controls. Valid values include: Y = (default): Display only suspended (unbalanced) batches. N = Display balanced and unbalanced batches. The system default is to display only the unbalanced batches because these batches need to be worked on. You must enter (or continue to enter) orders for the batch, adjust the cash or order controls for the batch or correct the orders in the batch to bring the batch into balance. If you enter an N in this field, every batch currently on the system displays. Note: A threshold value controls the length of time in which an unbalanced order batch remains on the system. After this period, the system deletes unbalanced order batches automatically during a periodic process. Alphanumeric, 1 position; required. |
Batch # |
The number assigned by the system to a group of orders within a cash batch. The batch number is used as a control for the group of orders. During the cash batch process, the total dollars received in the batch are linked to the batch number. During the order batch process, the total number of orders and total number of units ordered are linked to the batch number. During Order Entry, the individual orders in the batch are linked to the batch number. The system ensures that the dollars, units, and orders within a given batch number match the controls entered prior to Order Entry. Numeric, 5 positions; display-only, assigned by the system. |
Date |
The date on which the order batch was entered. Numeric, 6 positions (MMDDYY format); display-only, assigned by the system. |
The number of orders you intended to enter for the order batch, as defined in the # of orders field on the Create Order Batch Screen. Numeric, 5 positions; display-only. |
|
# of orders - actual |
The number of individual orders actually entered for this batch, regardless of order status and including orders that have been processed and no longer display in the batch. The system includes all orders whose Batch # field in the Order Header file matches the order batch number. The system compares this value against the value in the # of orders field in the Order Batch record. This value increases by 1 with each new order you enter for the batch. The batch is not in balance until the values in the # of orders - keyed and the # of orders actual fields are the same. Numeric, 5 positions; display-only, updated by the system. |
The total dollars received across all orders in this order batch, as defined in the $ received field in the Order Batch record or that defaults from the Cash batch total amount field in the Cash Batch record. Numeric, 9 positions with a 2-place decimal. |
|
Dollar value - actual |
The total dollar amount of orders entered for this batch during Order Entry. The system compares this value to the value in the Dollar value - keyed field to determine whether the batch is in balance. The system updates this field as you enter and accept each order in the batch. You cannot accept the batch until the values in the Dollar value keyed and the Dollar value actual fields are the same. The entire batch is suspended, each order in the batch is held, and pick slips are not printed until the batch balances. See Balancing the Batch for more information on how to correct any errors in the batch that throw off the totals. Numeric, 9 positions with a 2-place decimal. |
In use by |
The user ID of the person currently working with the batch. Only one person at a time can access a batch. If the batch is locked by another user because, for example, the user’s session ended unexpectedly, you can use Unlocking a Stranded Order or Batch (MULO) to unlock the batch. Alphanumeric, 10 positions; display-only, updated by the system. |
Screen Option |
Procedure |
Change information for an order batch or create an order batch for a cash batch |
Enter 2 next to a batch to advance to the Change Order Batch Screen. |
Review the keyed and actual batch totals for a batch |
Enter 5 next to a batch to advance to the Display Batch Totals screen. See Balancing the Batch. |
Update the actual number of orders and the actual dollar value of the orders for the batch |
Enter 7 next to a batch. The system reads through all orders whose Batch # in the Order Header file matches the batch number you are resetting and updates these totals, if needed. This type of back-end update is designed to improve system performance. |
Review, delete or enter orders for the batch |
Enter 8 next to a batch to display the Work with Orders Within a Batch Screen. |
Accept the entire batch |
Enter 9 next to a batch to accept the entire batch only if it is in balance with the order controls. See Accepting or Rejecting the Batch. |
Reject and remove the entire batch |
Enter 11 next to a batch to reject and delete the batch. Press Enter at the reject-confirmation prompt to perform this action. See Accepting or Rejecting the Batch. |
Rerun the edit batch program and print the Print Phone Errors report. |
Enter 12 next to a batch to rerun the edit batch program and print the Print Phone Errors report. See Loading Remote Orders (LPHO). |
Review or update defaults for several Order Entry fields |
Press F2 to display the Change Defaults pop-up window. See Setting Defaults. |
Open a new order batch only if you do not batch cash |
Press F6 to advance to the Create Order Batch Screen to define order controls for the batch. |
Purpose: Use this screen to define controls for a batch of orders to reduce the chance of order entry mistakes.
This process ensures that the actual orders you enter for the batch match the order controls. The system does not allow you to accept an order batch until the batch balances.
How to display this screen: Press F6 at the Work with Order Batches Screen.
OER0116 ENTER Create Order Batch 12/28/93 16:14:55 Mail Order Company
Batch # . . . . . . . : 17
Batch date . . . . : 12/28/93
# of Orders . . . . . # of Units . . . . . $ Received . . . .
F3=Exit F12=Cancel |
:
Field |
Description |
Batch # |
The number assigned by the system to a group of orders within a cash batch. The batch number is used as a control for the group of orders. During the cash batch process, the total dollars received in the batch are linked to the batch number. During the order batch process, the total number of orders, the total number of units ordered, and the total dollars received are linked to the batch number. During Order Entry, the individual orders in the batch are linked to the batch number. The system ensures that the dollars, units, and orders within a given batch number match the controls entered prior to Order Entry. Numeric, 5 positions; display-only, assigned by the system. |
Batch date |
The date on which the batch was entered. Numeric, 6 positions; display-only, assigned by the system. |
The number of orders you intend to enter for this batch. The system compares this value to the number of orders actually entered following Order Entry and prohibits you from accepting these orders if these values do not match. Numeric, 5 positions; required. |
|
The total quantity of items you intend to order, across all orders in the batch. The system compares this value to the number of units actually ordered following Order Entry and prohibits you from accepting these orders if these values do not match. Numeric, 7 positions; required. |
|
$ received (Dollars received) |
The total dollars received across all orders in the batch. The system compares this value against the totals across all orders you enter for the batch and prevents you from accepting the batch until these values are the same. This value may default from the Cash Batch record, if you batch cash. See Opening a Cash Batch (WCSH). Numeric, 9 positions with a 2-place decimal. |
Purpose: Use this option if you need to change the totals in the order batch if the batch does not balance after you enter the orders in the batch.
Things to note: This screen displays the order controls you entered before you entered the orders and the actual, system-updated values for each of these fields. If the keyed values (control values) do not match the actual values (on the actual orders), your batch is out of balance. You must change either the orders or the keyed values to bring the batch into balance and accept the orders.
The Batch Totals Access (A27) field in the Secured Features file controls whether you can update the batch controls for another user.
See Balancing the Batch for more information about how to adjust the batch totals.
Creating an order batch for a cash batch: Use this function to create an order batch for an existing cash batch. When you display the Work with Order Batches Screen, the cash batches created through the Cash Batch function appear on this screen and the batch numbers blink or display in red to indicate that they require an order batch. Also, the # of orders keyed field contains a 0 to indicate that an order batch does not exist for the cash batch.
When you display the Change Order Batch Screen, notice that only the $ received field contains a value; this field defaults from the Total cash batch amount field in the Cash Batch record. You must make entries to the # of orders and # of units field to create an order batch for the cash batch before you can begin entering orders for this batch.
How to display this screen: Enter 2 next to the order batch you want to update or the cash batch you want to enter controls for.
OER0146 OPEN Change Order Batch 1/05/94 13:58:32 Mail Order Company
Batch # . . . . . . . : 28
Batch date . . . . : 1/03/94 - Actual -
# of Orders . . . . . 1 1 # of Units . . . . . 1 1 $ Received . . . . 12.00 10.00
F3=Exit F8=Work with Cash Batch F12=Cancel
|
Only the following fields can be updated:
• # of orders
• # of units
• $ received.
Screen Option |
Procedure |
Display or update information for the individual checks in a cash batch |
Press F8 to display the Reviewing Individual Checks in a Cash Batch to change, delete, display or add a check in the cash batch. |
Work with Orders Within a Batch Screen
Purpose: Use this option to:
• Review the orders entered for the batch
• Delete an order from the batch
• Work with an order in the batch
• Review the order totals for an order in the batch
• Add an order to the batch
• Review the keyed and actual statistics for the entire batch
How to display this screen: Enter 8 next to an order batch at the Work with Order Batches Screen.
OER0151 DISPLAY Work with Orders within a Batch 9/13/12 8:18:18 KAB Co2 Karen Bottger Company Batch# . . : 1234
Opt Sts Order # Ord date Sold to #Recipients Totl Paid Pmt
Type options, press Enter. 4=Delete 5=Work with ship to's 8=Display order totals
E 1345 3/31/11 KAT'S FARM STAND ATTN: MIRANDA 1 Y E 1379 4/05/11 GIDGETS AND WIDGETS ATTN: SMIT 1 Y E 1417 4/11/11 GIDGETS AND WIDGETS ATTN: SMIT 1 Y E 1441 4/12/11 SHEPARD, GWENDOLYN 1 Y
F3=Exit F6=Create F8=Display batch totals F12=Cancel |
:
Field |
Description |
Batch# |
The number assigned by the system to a group of orders within a cash batch. The batch number is used as a control for the group of orders. During the cash batch process, the total dollars received in the batch are linked to the batch number. During the order batch process, the total number of orders, the total number of units ordered, and the total dollars received are linked to the batch number. During Order Entry, the individual orders in the batch are linked to the batch number. The system ensures that the dollars, units, and orders within a given batch number match the controls entered prior to Order Entry. Numeric, 5 positions; display-only, assigned by the system. |
Sts (Order status) |
The status of the order, as assigned by the system. Batched orders may have a S (Suspended) or blank (Open) status. S (Suspended) Batched orders are suspended as each order in the batch is entered and accepted. When you enter every order in the batch and accept the entire batch, the status of each order in the batch and the batch itself changes to Open. ' ' (Open) Pick slips may be printed for orders in an open status. Additionally, these orders are available for maintenance and inquiry. Other status codes are: H (Held), C (Canceled) or X (Closed). Alphanumeric, 1 position; display-only, updated by the system. |
Order # |
A unique number assigned by the system to identify an order. Numeric, 8 positions; display-only, assigned by the system. |
Ord date (Order date) |
The processing date for the order. This value defaults to today's date during Order Entry, but may be overridden to date-stamp orders you received or wish to post on an earlier date. Numeric, 6 positions (MMDDYY format); display-only, required. |
Sold to (Sold to customer name) |
The last name, first name and initial or the company name of the customer who placed the order. Alphanumeric, 41 positions; display-only, required. |
#Recipients (Number of recipients) |
The number of recipients for this order, which indicates the number of different shipping addresses associated with the order number. The system assigns a sequential ship-to number to every order, even if the shipping address and the sold-to address are the same. Numeric, 3 positions; display-only, required. |
Totl paid (Total cash paid) |
The dollar amount you received from the customer on all prepaid (A/R and check payments) for the order. Numeric, 11 positions with a 2-place decimal; display-only, updated by the system. |
Pmt |
Indicates whether a payment method exists on the order. • Y = A payment method exists on the order. • N = A payment method does not exist on the order. Alphanumeric, 1 position; display-only. |
Screen Option |
Procedure |
Delete an order from the batch |
Enter 4 next to the order to delete it. |
Go into an order in the batch to change or verify order information before you accept the entire batch |
Enter 5 next to an order listed for the batch to advance to Order Entry (in “review” mode). You must accept or reject the order when you are through. See Accepting an Order in the Batch. |
Review the order totals for the order |
Enter 8 next to the order to display the Display Order Totals Window. |
Enter another order for the batch |
Press F6. See Performing Batch Order Entry for more information about the batching process during Order Entry. See also Entering Orders Using Header Format and Entering Orders Using Header/Detail Format for details on how to enter an order. |
Review the accumulated totals across all orders entered for the batch, as compared to the order controls for the batch |
Press F8. See Balancing the Batch. |
Steps to Creating an Order Batch
If you batch cash: Follow these steps to create an order batch for a cash batch:
1. At the Work with Order Batches Screen, enter the user Id of the person who created the cash batch to display only the cash batches that require order batches, and
2. Look for a blinking number or red batch number and a 0 in the # of orders - keyed field to determine which cash batches need an order batch.
3. Enter 2 next to a cash batch to advance to the Change Order Batch Screen.
4. Enter or verify the number of orders, number of units and dollars received in the batch. These values act as the order controls that you must balance to after you enter each order in the batch.
5. Press Enter after completing the Change Order Batch screen. You return to the Work with Order Batches Screen.
6. Enter 8 next to the order batch to display the Work with Orders Within a Batch Screen.
7. Press F6 to display the Select Customer Sold To For Order Screen. This is where you identify the customer you are entering the order for.
8. See Performing Batch Order Entry and Entering Orders Using Header Format or Entering Orders Using Header/Detail Format for more information on how to enter batched orders.
If you do not batch cash: Follow these steps if you are creating an order batch and you do not batch cash:
1. Press F6 at the Work with Order Batches Screen.
2. Enter or verify the number of orders, number of units and dollars received in the batch. These values act as the order controls that you must balance to after you enter each order in the batch.
3. Press Enter after completing theCreate Order Batch Screen. The system assigns the next available batch number and today's date to the order batch.
4. The Select Customer Sold To For Order Screen displays. Here, you identify the customer you are entering the order for.
5. See Performing Batch Order Entry and Entering Orders Using Header Format or Entering Orders Using Header/Detail Format for more information on how to enter batched orders.
| Opening a Cash Batch (WCSH) | Contents | SCVs | Search | Glossary | Reports | Solutions | XML | Index | Performing Batch Order Entry |
OE02_03 CWDirect 18.0.x 2018 OTN