Order batching allows you to review, correct, and accept orders received from an external system that are in error.
Web orders: If an order received through the Generic Order Interface (Order API) does not pass the order edit, or if it does not include payment information, the system places the order in an order batch; see Batch Orders and Web Orders. Select Edit/Accept on the Work with Error Orders Batches Screen to edit and approve the batch. Even if the batch is error-free, you will still need to approve it manually.
In this chapter:
• Default Values for Orders Screen (Selecting Error Order Batches)
• Work with Error Orders Batches Screen
• Work with Orders within a Batch Screen
Default Values for Orders Screen (Selecting Error Order Batches)
Purpose: Use this screen to advance to the Work with Error Order Batches screen.
About this screen: Each field on this screen is described in Setting Defaults in Order Entry; however, you must select the Error order batches field to select to work with orders in error. Entries to the other fields on this screen are optional.
Work with Error Orders Batches Screen
Purpose: This screen displays the order batches in the system that contain orders in error. The value in the Assigned to user field controls which batches display. If blank, this screen lists all the order batches in the system.
Threshold: The Suspended Batches threshold value controls the length of time in which a suspended order batch remains on the system. Any order batches beyond this threshold are deleted automatically during a periodic process.
User ID: This screen also displays the user ID of the person currently working with an order batch. Only one person can work on a batch.
Screen use: Use this screen to:
• Work with an order batch. Orders in the batch remain in a suspended status until you accept the batch. For each order batch, you can:
- Edit and accept the orders in the order batch.
- Reject an order batch.
- Add, delete, or work with an order in the batch at the Work with Orders within a Batch Screen.
• Review, work with, and edit orders received through the Generic Order Interface (Order API) that did not pass the order edit or do not include payment information; see Batch Orders and Web Orders.
• You can select Edit/Accept 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). 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 Print Remote Order Errors Report and retains the order in an error status in the order batch.
How to display this screen:
1. Select Error order batches on the Default Values for Orders Screen (Selecting Error Order Batches).
2. Select OK to display the Work with Error Order Batches screen.
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. The system assigns your default user to orders received through the Generic Order Interface (Order API) that contain errors. Alphanumeric, 10 positions; optional, assigned by the system. |
Batch suspended |
Indicates whether the screen lists only suspended 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: • Selected = (default): Display only suspended (unbalanced) batches. • Unselected = 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 select this field, every batch currently on the system is listed. Note: A threshold value controls the length of time in which an order batch remains on the system. After this period, the system deletes order batches automatically during a periodic process. |
Batch # |
The number assigned by the system to a group of orders within an order batch. Web orders: If an order received through the Generic Order Interface (Order API) does not pass the order edit, or if it does not include payment information, it is retained in the Default Batch for E-Commerce Orders in Error (G41). However: • If the order_channel is P and the order is not part of a batch, the system places the order in the Batch Number for Retail Channel Orders (I78) if it has errors. • If a retail pickup or delivery order does not pass the order edit, it is retained in the Order Broker Error Batch Number (K90). If this system control value is blank, retail pickup and delivery orders in error are assigned to the same batch as e-commerce orders in error. See Retail Pickup (including Ship-for-Pickup) or Delivery Orders for background. Numeric, 5 positions; display-only, assigned by the system. |
Date |
The date on which the order batch was created. Numeric, 6 positions (in user date format); display-only, assigned by the system. |
The number of individual orders assigned to the order 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 table matches the order batch number. Numeric, 5 positions; display-only. |
|
$ value |
The total dollar amount of orders entered for this batch during Order Entry. The system updates this field as you enter and accept each order in the batch. 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 |
Review, delete or enter orders for the batch |
Select Work with Orders for a batch to display the Work with Orders within a Batch Screen. |
Reject and remove the entire batch |
Select Reject for a batch to reject and delete the batch. Select OK at the Confirm Reject Window to perform this action. See Accepting or Rejecting the Order Batch. |
Run the order edit batch program and print the Print Remote Order Errors report for an order batch |
Select Edit/Accept for an order batch to run the order batch edit and print the Print Remote Order Errors Report. See Accepting or Rejecting the Order Batch for the updates that occur. |
Work with Orders within a Batch Screen
Purpose: Use this option to:
• Review the orders assigned to 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
How to display this screen: Select Work with Orders for an order batch at the Work with Error Orders Batches Screen.
:
Field |
Description |
Batch# |
The number assigned by the system to a group of orders within an order batch. 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 Suspended, Open or Quote status. Suspended/Error Batched orders are suspended in an error status until the errors are corrected. When you correct the errors on an order, the status of the order in the batch changes to Open. Open Pick slips may be printed for orders in an open status. Additionally, these orders are available for maintenance and inquiry. Quote If the Quote field for the order type on the order is selected, the system considers the order a pre-order quote and not a standard order. Quotes in a batch are entered in a Quote status and remain in a Quote status until you convert the quote to an order in Quote Maintenance. See Entering Pre-Order Quotes for an overview. Other status codes are: Held, Cancelled or Closed. Alphanumeric, display-only, updated by the system. |
Order # |
A unique number assigned by the system to identify an order. Numeric, 8 positions; display-only. |
Ord date |
The date the order was created. Numeric, 6 positions (in user date format); display-only. |
Sold to |
The last name, first name and initial or the company name of the customer who placed the order. Alphanumeric, 41 positions; display-only. |
#Rcp |
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. |
Total paid |
The dollar amount you received from the customer on all prepaid (cahs/check payments) for the order. Numeric, 11 positions with a 2-place decimal; display-only. |
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 |
Select Delete for the order to delete it. The system writes a record in the Deleted Order Table for the order. |
Go into an order in the batch to change or verify order information before you accept the entire batch |
Select Ship To’s for 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. |
Review the order totals for the order |
Select Display order totals for the order to display the Display Order Totals Window. |
Enter another order for the batch |
Select Create. See Performing Batch Order Entry for more information about the batching process during Order Entry. See also Entering Orders for details on how to enter an order. |
