Using Batch Order Entry to Accept, Reject, or Correct Phone Orders

Using Batch Order Entry to Accept, Reject, or Correct Phone Orders

Purpose: Use Batch Order Entry to correct an error on a remote order, such as changing the source code or using a different shipper code. To do this, refer to the Phone Errors report to determine which errors you will correct by updating the supporting files, and which errors you will correct by changing the actual orders.

See Loading Remote Orders (LPHO) for more information about updating supporting files; otherwise, continue reading to learn more about how you can correct an error by working with the actual order.

In this topic:

• Sample Batch Order Entry Screens for Remote Orders

• Request Order Batch Screen (Processing Remote Orders)

• Work with Order Batches Screen (to Correct, Accept, or Reject Remote Orders)

• Work with Orders within a Batch Screen (to Select or Delete a Remote Order)

• Working with a Remote Order to Remove Error Status

Instructions:

1. Enter OEOM in the Fast path field or select the Enter/Maintain Orders option from the menu.

2. Enter Y at the Are the orders batched? field.

3. Press Enter to display the Work with Order Batches Screen (to Correct, Accept, or Reject Remote Orders).

4. Enter 8 next to the batch that contains the orders you want to fix.

5. Press Enter to display the Work with Orders within a Batch Screen (to Select or Delete a Remote Order).

6. Enter 5 next to the order you want to correct to display the Working with a Remote Order to Remove Error Status in "review" mode.

7. Refer to the Phone Errors Report to determine how you should update the order, then make these changes. Press Enter to accept your entries.

8. Press F9 to accept your updates and return to the Work with Orders within a Batch Screen (to Select or Delete a Remote Order).

9. Repeat steps 6-9 for each order that needs to be corrected in the batch.

10. Press F3 to return to the Work with Order Batches Screen (to Correct, Accept, or Reject Remote Orders) when you finish with the batch.

11. Enter 9 next to the batch to accept the batch and process the orders. The orders will be edited again for errors. Orders that have been corrected are released on the system. Orders that still contain errors remain in the batch in an E (error) status. You may Re-run the Phone Order Edit (EPHO) or Reprint the Phone Errors Report (PPHO) to determine which orders still need work.

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

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

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

Sample Batch Order Entry Screens for Remote Orders

Request Order Batch Screen (Processing Remote Orders)

How to display this screen: Enter OEOM in the Fast path field at the top of any menu screen or select the Enter/Maintain Orders option from a menu.

OER0143 ENTER Request Order Batch 9/01/95 12:03:01

Mail Order Company

Are the orders batched? . . . . . . Y (Y,N)

--------------- Default Values ---------------

Order type . . . . . . . . . . . . . . . . P

Payment type . . . . . . . . . . . . . .

Salesrep # . . . . . . . . . . . . . . .

Ship via . . . . . . . . . . . . . . . . 1

Country . . . . . . . . . . . . . . . . USA

F3=Exit F7=Maintain orders F12=Cancel F22=User defined option

Enter Y in the Are the orders batched? field to advance to the Work with Order Batches Screen (to Correct, Accept, or Reject Remote Orders).

Work with Order Batches Screen (to Correct, Accept, or Reject Remote Orders)

Purpose: Use the options on this screen to work with individual remote orders in the batch to correct any errors, to accept and process a batch of remote orders, or to reject the entire batch of remote orders.

OER0119 DISPLAY Work with Order Batches 9/01/95 15:02:54

Mail Order Company

Assigned to User: LEE_H Batch suspended? Y

--# of Orders-- ---Dollar Value---

Opt Batch# Date Keyed Actual Keyed Actual In Use By

Type options, press Enter.

2=Change 5=Display 8=Work with orders 9=Accept 11=Reject

7 08/30/95 2 2 50.00 50.00

F2=Change batch defaults F3=Exit F6=Create F12=Cancel F21=Print List

F22=User defined option F24=Select company

To work with remote orders: Enter 8 next to the remote order batch on the Work with Order Batches screen that contains the orders you want to correct. The Work with Orders within a Batch Screen (to Select or Delete a Remote Order) appears, which lists each order in the remote order batch.

To accept remote orders: Enter 9 next to the remote order batch to accept the entire batch. "Good" orders are released and continue on the order cycle (pick slip, allocation, billing, shipping, etc.); however, orders that still contain errors remain in an E (error) status and must be reviewed individually.

When you accept a batch or a single order, the system:

• attaches any order messages and special handling instructions to the order

• releases these orders as "regular" orders on the system that are no different from orders entered through Order Entry

• performs the credit checking process

• applies any applicable order or customer discounts

• updates the order status from E ("Error") to S (Suspended), and updates the line status from E ("Error") to ' ' (Open)

• updates the status in the Order Ship To and Order Detail records

To reject remote orders: Enter 11 next to a remote order batch to reject the entire batch if you have already processed the batch or if you received the wrong file. See Accepting or Rejecting the Batch for more information.

Work with Orders within a Batch Screen (to Select or Delete a Remote Order)

Purpose: Use the options on this screen to select an order to update, based on the errors identified on the Phone Errors report, or to delete an order from the remote order file.

OER0151 DISPLAY Work with Orders within a Batch 9/08/95 10:59:42

Mail Order Company

Batch# . . : 7

Opt Sts Order # Ord date Sold to #Recipients Totl Paid

Type options, press Enter.

4=Delete 5=Work with ship to's 8=Display order totals

S 122 10/07/94 HUME, KEENAN T 1 .00

S 123 10/07/94 O'DONNELL, FLORENCE M 1 50.00

F3=Exit F6=Create F8=Display batch totals F12=Cancel

To delete a remote order: Enter 4 next to a remote order in the batch to delete it at the delete-confirmation prompt. This removes the order from the remote order batch. This is the same as rejecting a new order during Order Entry--the order is removed completely from the system, but the system retains the customer information.

To update a remote order: Enter 5 next to the order that needs to be corrected. The Working with a Remote Order to Remove Error Status appears. See the Phone Errors Report to determine what needs to be done to correct the order.

Working with a Remote Order to Remove Error Status

Purpose: When you are at this screen, you are working with the actual order. You may update any information necessary to fix the order and remove the error status. Notice, in the upper left of the screen, that the order displays in Review mode. This means that the order is not yet released on the system in the Order file. It cannot be inquired against, updated (through Order Maintenance), reserved, or shipped.

Use the Phone Errors report to determine how you should change the order, then press F9 to accept the order and return to the Work with Orders within a Batch Screen (to Select or Delete a Remote Order). Here, you may select another order in the batch to correct or press F3 to return to the Work with Order Batches Screen (to Correct, Accept, or Reject Remote Orders), where you may enter 9 next to the batch to accept all orders in the remote order batch.