Performing Batch Order Entry

Purpose: This topic describes the differences you see during Order Entry when you enter batched orders. This topic identifies the screen differences on each major Order Entry screen during Batch Order Entry. The screens display this way only if you select the Are these orders batched field at the Request Order Batch Screen (Selecting Batch Order Entry).

Only the fields and command keys that apply to batch Order Entry are described in this topic.

Refer to Entering Orders for field-by-field descriptions and instructions for performing Order Entry. Whether entering batched or unbatched orders, this process remains the same.

The only difference to note if you are using batch Order Entry is that you must perform some up-front tasks of batching cash (if the Batch Cash? (B22) system control value is selected and you want to enter check information as a separate process), balancing the cash batch, and creating an order batch (to define the number of orders, number of units, and total dollars that you will enter across all orders in the batch).

When you complete the batch Order Entry process, which means that you enter and accept each order in the batch, you must accept the entire batch to release these orders on the system. The system ensures that the totals for actual orders you enter match the order totals for the batch. If so, you may accept the batch. If not, you receive an error message and you must correct the batch somehow:

Order Batch (xx) is not in balance.

Refer to Balancing the Order Batch if you need to correct the batch to bring it into balance with the order controls you defined.

Finally, refer to Accepting or Rejecting the Order Batch if you are through entering the batch and you wish to process or delete the batch.

In this topic:

• Select Customer Sold to for Order Screen

• Work with Order Screen (Batch Order Entry with Header Format)

• Completing Order Entry

Select Customer Sold to for Order Screen

Purpose: Use this screen to specify the customer for order entry, by:

• Entering the customer number, if you know it, or

• Entering information in any of the scan fields to obtain a list of customers who closely match this information, or

• Selecting Create to enter an order for a new customer.

How to display this screen: Select OK after completing the Create Order Batch Screen. The system assigns the next available batch number and today's date to the order batch, or select Create at the Work with Orders Within a Batch Screen.

Note: If the Relate Customer Integration (L37) system control value is set to INTERACT, you advance instead to the Customer Scan Screen.

About this screen: This screen is described fully in Selecting Customers in Order Entry; however, in batch order entry the Current ord. batch # (Current order batch number) field is listed at the top of the screen to indicate that you are entering orders for a batch.

Field	Description
Current ord. batch # (Current order batch number)	The batch number for which you are entering the current order. The batch number is a number assigned by the system to a group of orders. The batch number is used as a control for the group of orders to ensure that you enter a specific number of orders, number of units, and total dollars. Numeric, 5 positions; display-only, assigned by the system.

Screen Option	Procedure
Review or update defaults for several Order Entry fields	Select Change Defaults to display the Change Defaults pop-up window. See Setting Defaults in Order Entry.
Enter an order for a new customer	Select Create to advance to the Work with Order screen. See Entering Orders.
Review the orders already entered in the batch	Select Review Batch to display the Work with Orders Within a Batch Screen.
Accept the entire batch of orders	Select Accept Batch. See Accepting or Rejecting the Order Batch.
Reject the entire batch of orders	Select Reject Batch, then select OK at the Confirm Reject Window. See Accepting or Rejecting the Order Batch.
Review the accumulated totals across all orders entered for the batch, as compared to the order controls for the batch	Select Dsp Batch Totals. See Balancing the Order Batch.

Work with Order Screen (Batch Order Entry with Header Format)

Purpose: The following screens identify the differences in the Order Entry screens when batching orders. See Entering Orders for a complete discussion and a sample of these screens.

Field	Description
Batch#	The batch number for which you are entering the current order. The batch number is a number assigned by the system to a group of orders. The batch number is used as a control for the group of orders to ensure that you enter a specific the number of orders, number of units, and total dollars. Numeric, 5 positions; display-only, assigned by the system.

Completing Order Entry

Purpose: You return to the Select Customer Sold to for Order Screen when you accept or reject each order in the batch. Continue entering orders for the batch until you enter the required amount (as defined in the # of orders field for the Order Batch).

Select one of the following options when you finish entering the orders in the batch:

• Select Work with detail to return to the Work with Orders Within a Batch Screen to review the number of orders entered for the batch

• Select Charges to display the batch totals that show the keyed (control totals) and actual totals. This helps you determine if the batch is in balance and can be accepted

• Select Accept to accept all the orders in the batch. The Display Batch Totals screen opens for you to verify that the batch is in balance. Select OK or Exit to return to the Work with Order Batches Screen. If the batch is in balance, ACCEPTED appears to the right of the batch, and the system submits the Order Batch Listing report automatically then deletes the batch from this screen

• Select Reject to reject and delete the entire batch.

See Balancing the Order Batch if you need to adjust information for the batch to make it balance. See Accepting or Rejecting the Order Batch if you are through entering the entire batch.