Accepting or Rejecting the Order Batch

Purpose: This topic describes the processes that the system performs when you select Edit/Accept (web orders) or Accept (non-web orders) for a batch to accept the entire batch or you select Reject Batch for a batch to reject and delete the batch.

Note: You can also accept an order batch by selecting Accept at the Select Customer Sold to for Order Screen.

In this topic:

• Rejecting the Batch

• Accepting the Batch

• Printing the Order Batch Listing

• Performing Online Credit Card Authorizations

• Accepting an Order in the Batch

• Immediate Updates

• Updates at Accept

• Updates During Background Processing

• Accepting the Entire Batch

• Updates at Accept

• Updates During Background Processing

Before you accept an order batch created in Batch Order Entry: Before accepting an order batch created in Batch Order Entry, you should select Work with detail at the Work with Orders Within a Batch Screen to review each order entered for the batch and to ensure that the controls you entered prior to Order Entry for the batch (keyed number of orders, number of units, and dollars received) match the actual, system updated totals across all orders in the batch.

When to accept or reject: You accept or reject a batch of orders when you finish entering the individual orders in a batch.

Rejecting the Batch

You may want to reject an order batch if:

• The order batch is out of balance and you want to re-enter the batch.

• The order batch contains orders from the web that you wish to delete.

Select Reject Batch to reject and delete the batch. You advance to the Confirm Reject Window. Select OK to reject the batch.

The system prints the Rejected Batch Listing, deletes the orders from the system, and deletes the batch itself.

Deleted Order table: The system writes a record in the Deleted Order Table for each purged order.

If the batch includes a retail pickup or delivery order from the Order Broker, the BROKER process sends a status update rejecting the order; also, it deletes the related Order Broker and Order Broker History records. See Retail Pickup or Delivery Orders for an overview.

Accepting the Batch

Accepting an order batch created in Batch Order Entry: The system interactively edits orders as you create them in batch order entry. When the order batch is complete, select Accept on the Work with Order Batches Screen to accept the order batch. When you accept the order batch, the system removes the batch number from the order, updates its status to open, performs pick slip preparation, and makes it available in regular order maintenance and inquiry.

The system does not allow you to accept an unbalanced batch and issues an error message if you select Accept for a batch that is out of balance: Order Batch (xx) is not in balance.

If the keyed and actual values are different, you must correct the batch, by updating the individual orders in the batch, adjusting the order batch or changing check information (if batching cash). This process is described in Balancing the Order Batch.

Note: Because orders created in batch order entry are edited interactively, you cannot use the Edit/Accept option on the Work with Order Batches Screen to edit and accept the batch. You will receive the error Order Batch Entered is Invalid. No errors in Batch. Use the Accept option to accept the order batch.

Accepting an order batch created outside of Batch Order Entry (web orders, membership orders, business-to-business orders): Select Edit/Accept on the Work with Order Batches Screen to edit the order batch. The system runs the same order edit that is performed when you receive orders through the Generic Order Interface (Order API) and includes any orders in error on the Phone Errors Report.

When an order passes the order edit, the system removes the batch number from the order, updates its status to open, performs pick slip preparation, and makes it available in regular order maintenance and inquiry.

If an order fails the order edit, the system includes the order on the Phone Errors Report and retains the order in an error status in the order batch. Select Work with Orders for the order batch to advance to the Work with Order Batches Screen where you can review and correct the errors on each order. When you have finished updating each order, select Edit/Accept again to edit and accept the remaining orders in the order batch.

Note: Because orders created outside of Batch Order Entry require a final edit before being accepted, you cannot use the Accept option on the Work with Order Batches Screen to accept the batch. You will receive the error Accepting of batch not allowed. Must use edit/accept option. Use the Edit/Accept option to edit the batch and accept the orders in the batch that pass the edit.

Printing the Order Batch Listing

The system prints the Order Batch Listing when you select Accept to accept a non-web order batch. This report does not print for an order batch that contains orders received through the Generic Order Interface (Order API).

Performing Online Credit Card Authorizations

Online credit card authorization allows you to send and receive electronically the information required to authorize a credit card at the time the order is placed instead of at the time the pick slip is generated for the order.

The system performs online authorization when you select Accept to accept an order batch at the Work with Order Batches Screen or select Accept to accept an order batch at the Select Customer Sold to for Order Screen after determining if any order in the batch should go on hold.

If an order in the batch is eligible to receive a credit card authorization during batch order entry, the system sends the amount requiring authorization to the authorization service and waits for a response.

There are 3 types of responses you can receive from the authorization service.

• R = an authorization response was received, such as declined or approved.

• T = the program timed out before an authorization response was received.

• U = an undefined response was received.

Additionally, if an authorization response is received, the authorization service sends back an authorization response code, AVS response code (if performing address verification), card security response code (if performing credit card security identification), authorization code, and date.

If a hold reason code has been defined for the vendor response, AVS response, or CID response received, the system places the order on hold.

Credit cards requiring authorizations less than $1.00: If the credit card amount to authorize is less than $1.00 and you have defined an authorization number in the Authorization Number for Authorizations Under $1.00 (I08) system control value, the system does not send the credit card to the service bureau for authorization and instead assigns the authorization number from the system control value to the credit card. If an authorization number is not defined in this system control value, the system sends the credit card to the service bureau for authorization, regardless of the amount that requires authorization.

Performing Online Verification Only: If the Online Auth Verification Only (I96) system control value is selected, the system processes online authorizations for $1.00 for the purpose of validating the card. During batch authorizations, the system authorizes the card for the shippable dollar amount and voids the online authorization for $1.00.

For more information: See Performing Online Credit Card Authorizations for an overview of the online credit card authorization process and the required setup.

Accepting an Order in the Batch

Purpose: The system performs updates to a number of tables to reflect the addition of a new order to the batch. The updates occur:

• Immediately, as you enter an order to the batch.

• When you accept the order or accept the order and add a recipient order.

• During a background processing job (ORDR_ASYNC)

Immediate Updates

The system updates the SKU and Item/Warehouse tables immediately as you enter a new order to the batch.

Process	Table	Field
Update the Item/Warehouse record for each item ordered	Item/ Warehouse	On hand qty (if express-billed order) ITW B/O qty Reserve qty S/H reserve qty ITW On order qty
Update the SKU record	SKU	SKU Orders avail pick gen SKU Open qty SKU On hold qty

Additionally, the system updates the following tables as you enter a new order:

• Customer Sold To

• Customer Sold To Extended Address

• Customer Sold To Phone #

• Customer Bill To

• Customer Bill To Extended Address

• Customer Bill To Phone #

• Customer Ship To

• Customer Ship To Extended

• Customer Ship To Phone #

• Customer Action Notes

• Order Additional Charges

• Order Batch

• Order Detail

• Order Detail Data Queue

• Order Free Gift

• Order Header

• Order I/T Lines

• Order Information

• Order Line History

• Order Line Messages

• Order Messages

• Order Payment Method

• Order Pending Checks

• Order Selected Item

• Order Ship To

• Order Ship To Address

• Order Ship To Data Queue

• Order Special Handling

• Order Transaction History

• Reserved Order Lines

Updates at Accept

The system performs these table updates when you accept each order in the batch.

Process	Table	Field
Reprice order if the Pricing method field in the Source Code record is set to a Reg Plus Reprice	Order Detail	ODT Price
Evaluate free gift eligibility, based on the source code or offer; create order detail records for free gift, if applicable	Order Detail	All fields
Calculate the $ Discount, based on Source or Offer; add a record to the Order Additional Charges table	Order Additional Charges	All fields
Sends balance of updates to background processing job (O/P ASYNC)

Order transaction history: When you accept an order that is part of an order batch, the system writes an order transaction history message with a Type of Maintenance 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 the order in the batch prior to accepting the 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 an 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
8/14/14	MAINT	Order changed while in unaccepted batch	45.00	SFLYE

Note: The system does not create an order transaction history message if a user rejects out of an order that is part of an order batch. If a user accepts an order in order maintenance that is no longer part of an order batch, the system writes an order transaction history message indicating: Order was maintained.

Additional updates when you accept the entire batch: The system performs these updates to the individual orders in the batch only when you accept the entire batch (see Accepting the Entire Batch):

• Perform the credit check processes

• Evaluate for refund eligibility

• Update the Flash Report

• Evaluate and update the order status based on the detail line status, if necessary

• Update the Customer Bill To record with the open A/R dollar value

• Update the Online Authorization, Authorization History, and Void Authorization tables if you performed online credit card authorization

• Applies pick slip preparation to each eligible order; see Applying Pick Slip Preparation to an Order

Updates During Background Processing

The system performs the balance of the field and table updates during a background processing job (O/P ASYNC) that runs after you accept each order in the batch.

Process	Table	Field
Update the Price Override Reason table, based on price overrides at detail line level	Price Override Reason	POR # of overrides POR Total discount
Update the SKU record	SKU	Date of first order Date of last order
Update the SKU/Price History record	SKU Price History	SPH # orders SPH $ orders
Update the SKU/Offer Page record for offer page analyses	SKU/Offer Page	Dollars ordered CTD Dollars ordered WTD Dollars sold out CTD Dollars sold out WTD Units ordered CTD Units ordered WTD Units sold out CTD Units sold out WTD SOP Dollars upsell CTD SOP Dollars upsell WTD SOP Units upsell CTD SOP Units upsell WTD SOP Units lost CTD SOP Units lost WTD
Update the Order/Billing History record	Order/Billing History	OBH # Orders OBH $ Order total OBH Qty ordered OBH # Orders sold out OBH $ Sold out total OBH Qty sold out
Add a record to the Soldout Notifications table to generate soldout notifications for sold-out items	Soldout Notifications
Update the sold-to customer record	Customer Sold To Order History	COH On order $ COH # Orders LTD COH # Sold outs LTD COH $ Orders LTD COH $ Sold outs LTD COH Last CC# COH Active since date COH Last order date OTY Order type PAY Pay type SRC Source code
Update the ship-to customer record	Customer Ship To Order History	HOH On order $ HOH # Orders LTD HOH # Sold outs LTD HOH $ Orders LTD HOH $ Sold outs LTD HOH Active since date HOH Last order date OTY Order type PAY Pay Type SRC Source code
Update operator statistics, based on order type	Order Type/ User	OTU # Orders TD OTU # Orders LTD OTU $ Value - TD OTU $ Value - LTD OTU # Receipts TD OTU # Recips LTD OTU # Lines TD OTU # Lines LTD
Update operator statistics by accounting period, based on order type	Order Type/ User History	OUH # Orders OUH $ Value OUH # Recips OUH # Lines
Update the source code record with the accumulated order totals	Source	$ Orders $ Soldouts # of Orders # of Soldouts

Accepting the Entire Batch

Purpose: The system updates several tables:

• When you accept the entire batch

• During a background processing job that runs automatically after you accept a batch or an order in the batch

See Working with the ORDR_ASYNC Job for more information on the background jobs.

Updates at Accept

The system performs these table updates when you accept the batch. See Performing the Release and Introducing Order Hold Reason Codes for more information about the credit check process that evaluates customers, orders, and payment types and performs record updates if any condition on the order fails a credit check.

Process	Table	Field
Credit check: sold-to customer unconditional hold	Order Header SKU	OHD OHR Sys hold reason SKU On hold qty
Credit check: sold-to customer fraud	Order Header Order Header SKU	OHD Order status OHD OHR Sys hold reason SKU On hold qty
Credit check: sold-to customer zip code fraud	Order Header Order Header SKU	OHD Order status OHD OHR Sys hold reason SKU On hold qty
Credit check: bill-to customer unconditional hold	Order Header SKU	OHD OHR Sys hold reason SKU On hold qty
Credit check: bill-to customer zip code fraud	Order Header SKU	OHD OHR Sys hold reason SKU On hold qty
Credit check: ship-to/ sold-to customer fraud	Order Ship To Order Header Order Ship To SKU	OST OHR Hold reason OHD OHR Sys hold reason OST Order status SKU On hold qty
Credit check: ship-to/ sold-to customer zip code fraud	Order Ship To Order Header SKU	OST Order status OHD OHR Sys hold reason SKU On hold qty
Credit check: ship-to customer fraud	Order Ship To Order Header SKU	OST Order status OHD OHR Sys hold reason SKU On hold qty
Credit check: ship-to customer zip code fraud	Order Ship To Order Header SKU	OST Order status OHD OHR Sys hold reason SKU On hold qty
Credit check: dollar hold	Order Header SKU	OHD OHR Sys hold reason SKU On hold qty
Credit check: time hold	Pay Type Order Header SKU	OHR Hold reason OHD OHR Sys hold reason SKU On hold qty
Credit check: check fraud	Pay Type Order Header SKU	OHR Hold reason OHD OHR Sys hold reason SKU On hold qty
Credit check: balance due exceeds the $ amount	Order Header SKU	OHD OHR Sys hold reason SKU On hold qty
Credit check: pay types	Order Header SKU	OHD OHR Sys hold reason SKU On hold qty
Credit check: credit card fraud	Pay Type Order Header SKU	OHR Hold reason OHD OHR Sys hold reason SKU On hold qty
Credit check: credit card authorization pending status	Pay Type Order Header SKU	OHR Hold reason OHD OHR Sys hold reason SKU On hold qty
Credit check: credit limit exceeds open A/R	Pay Type Order Header SKU	OHR Hold reason OHD OHR Sys hold reason SKU On hold qty
Credit check: outstanding balance due	Pay Type Order Header SKU	OHR Hold reason OHD OHR Sys hold reason SKU On hold qty
Credit check: email address fraud	Order Header Order Ship To SKU	OHR Hold reason OHD OHR Sys hold reason SKU On hold qty
Evaluate order for refunds; create refund records for overpayments or balance dues	Refunds	All fields
Update the Operations Control Summary (Flash) Report	Order Control Summary	# Orders entered $ Orders entered Quantity ordered # Orders soldout/clsd $ Orders soldout Quantity soldout $ Open backordered Quantity backordered $ Held backordered Qty held backordered
Update order header and order ship-to status to match status of detail lines if all lines canceled.	Order Header Order Ship To	OHD Order status OST Order status
Update customer bill-to record if A/R order	Customer Bill To	CBT $ on Order
Approved online credit card authorization: Create an online authorization record, authorization history record, and void authorization record if you performed online credit card authorization for a credit card payment method on the order	Online Authorization Authorization History Void Authorization	Online Authorization: company order # seq # auth amount vendor response 1(auth response) vendor response 2 (CID response) auth # auth date status: *UPDT trans seq # credit card # terminal # AVS result card security value ASV auth service Authorization History: All fields except Amount Deposited Void Authorization: All fields
Declined online credit card authorization: Create an online authorization record and authorization history record if you performed online credit card authorization for a credit card payment method on the order	Online Authorization Authorization History	Online Authorization: company order # seq # auth amount vendor response status: *SENT trans seq # credit card # terminal # ASV auth service Authorization History: All fields except Amount Deposited, Auth Date, and Auth #
Undefined online credit card authorization response: Create an online authorization record and authorization history record if you performed online credit card authorization for a credit card payment method on the order	Online Authorization Authorization History	Online Authorization: company order # seq # auth amount vendor response auth # auth date status: *UPDT trans seq # credit card # terminal # ASV auth service Authorization History: All fields except Amount Deposited
Online credit card authorization communication failure: Create an online authorization record and authorization history record if you performed online credit card authorization for a credit card payment method on the order	Online Authorization Authorization History	Online Authorization: company order # seq # auth amount auth # auth date status: *UPDT trans seq # credit card # terminal # ASV auth service Authorization History: All fields except Amount Deposited, Auth Date, Auth #, and Vendor Response
Clear order batch number: If the order is a membership order, an e-commerce order, a business-to-business order, or a retail order, the system clears the order batch number upon acceptance. Determined by: • membership order: Clears the order batch number if there is a Membership ID on the Order Header • e-commerce order: Clears the order batch number if the order batch number matches the Default Batch for E-Commerce Orders in Error (G41) • business-to-business order: Clears the order batch number if the order is flagged as a B2B order • retail order: Clears the order batch number if the order batch number matches the Batch Number for Retail Channel Orders (I78)	Order Header	OBA Batch #
For a retail pickup or delivery order, sends a status update to the Order Broker to change the status in Locate to Accepted. Also, change the status of the Order Broker record to In process. See Retail Pickup or Delivery Orders	Order Broker	Status
Create pre-generated picks	Pick Control Header Pick Control Detail Pick Control Label Pick Stored Value Card	See Applying Pick Slip Preparation to an Order for the updates that are performed

Updates During Background Processing

The system performs the balance of the field and table updates during a background processing job (ORDR_ASYNC) that runs after you accept the entire batch.

Process	Table	Field
Update the Price Override Reason table, based on price overrides at detail line level	Price Override Reason	POR # of overrides POR Total discount
Update the SKU record	SKU	Date of first order Date of last order
Update the SKU/Price History record	SKU Price History	SPH # orders SPH $ orders
Update the SKU/Offer Page record for offer page analyses	SKU/Offer Page	Dollars ordered CTD Dollars ordered WTD Dollars sold out CTD Dollars sold out WTD Units ordered CTD Units ordered WTD Units sold out CTD Units sold out WTD SOP Dollars upsell CTD SOP Dollars upsell WTD SOP Units upsell CTD SOP Units upsell WTD SOP Units lost CTD SOP Units lost WTD
Update the Order/Billing History record	Order/Billing History	OBH # Orders OBH $ Order total OBH Qty ordered OBH # Orders sold out OBH $ Sold out total OBH Qty sold out
Add a record to the Soldout Notifications table to generate soldout notifications for sold-out items	Soldout Notifications
Update the sold-to customer record	Customer Sold To Order History	COH On order $ COH # Orders LTD COH # Sold outs LTD COH $ Orders LTD COH $ Sold outs LTD COH Last CC# COH Active since date COH Last order date OTY Order type PAY Pay type SRC Source code
Update the ship-to customer record	Customer Ship To Order History	HOH On order $ HOH # Orders LTD HOH # Sold outs LTD HOH $ Orders LTD HOH $ Sold outs LTD HOH Active since date HOH Last order date OTY Order type PAY Pay Type SRC Source code
Update operator statistics, based on order type	Order Type/ User	OTU # Orders TD OTU # Orders LTD OTU $ Value - TD OTU $ Value - LTD OTU # Recips TD OTU # Recips LTD OTU # Lines TD OTU # Lines LTD
Update operator statistics by accounting period, based on order type	Order Type/ User History	OUH # Orders OUH $ Value OUH # Recips OUH # Lines
Update the source code record with the accumulated order totals	Source	$ Orders $ Soldouts # of Orders # of Soldouts