Batch Order Processing

General Information

This function is used to generate all of the physical paperwork associated with all of the unprocessed orders existing in M.O.M., including, those orders that have not been processed previously by this function, back orders for which stock has been received from suppliers, orders that have been taken off hold, quotations recently converted to orders, and any/all orders with stock items in stock. The unprocessed orders awaiting processing by this function may have been entered today or entered over the last few days and allowed to accumulate.

When orders are processed as a group, it is referred to as batch processing. The counterpart to the Batch Order Processing function is the Packer's Workstation, which works on one order at a time from Stage 1, Pick List/Tickets through Stage 5, Box Labels/COD Tags. All other stages must still be processed using the Batch Order Processing function. Designing order processing to use either the Batch Order Processing function or Packer's Workstation is done in Maintain Global Parameters - Order Processing Design.

Note: Only one user may access the Batch Order Processing function at a time.

See Also

Credit Card Processing

Order Processing Methodology

Order Processing - Quick Print One Order

Selecting the Stages to be Run

The Order Processing Stage Selection Screen allows you to control what stages will be run for each order batch.

1. Select the VIEW button to see order counts for the various conditions and stages associated with order processing. Before processing it is a good idea to use this option to determine how much processing needs to be done.

2. Use the check boxes at the top of the screen to select the stages to be included in the order batch. If a stage is dimmed, it has been either been take out of order processing completely in Global Parameters Maintenance - Forms or has been set to run at the Packer's Workstation in Global Parameters Maintenance - Order Processing Design. As each stage runs, the on-screen status changes accordingly.

3. Optionally, use the Shipping Stage Options to specify the SHIPPING DATE and enter the UPS PICK-UP RECORD #. If you are using the UPS On-Line Compatible Interface, the record book entry is not required.

4. Use the Optional Selection Criteria to limit the batch to specific orders.

5. • SELECT ORDERS - press this button to select specific orders for processing by date, source key, product, salesperson, catalog code, payment method, shipping method, etc. using the Select Orders by Query screen. If you do not select specific orders with this button, then all orders are processed.

   • If you have Advanced Warehouse Module installed, the pull-down menu at the bottom of the screen enables you to select order processing for a particular warehouse or all warehouses. If you have both the Advanced Warehouse Module and the Multi-Company Controller Module, the warehouses available for selection are only those warehouses belonging to the current company.

Running the Batch

Once you have selected the stages and qualifiers for the batch, press the PROCESS button to start processing. For each stage, the Print Output Options pop-up screen is displayed to enable you to select/confirm the printer.

After each stage is complete, you are asked to confirm that the forms were printed correctly.

To cancel printing during a stage, press the ESC key.

When processing is complete, press the CLOSE button to return to the M.O.M. Main Menu screen.

Special Printer Settings

Some printer settings including number of copies, printer margins, etc. can be made "universally" for specific forms in order processing. See Maintain Global Parameters - Printer Output for more information.

Non-Print Order Processing

In addition to the printed paperwork generated during order processing there are e-mails, e-mail faxes, and files created with every run of the Order Processing function. These include the following:

• Customer Notices - those notices that have been "sent" in Order Entry or Contact Entry with the e-mail or fax option, are created and e-mailed when you confirm that printing was completed successfully at the end of Stage 6. No hard copy is printed.

• Drop Shipper Purchase Orders - for those suppliers that have been setup with either an e-mail or fax "Additional Send Option' in the Maintain Supplier function, an electronic purchase order is also created and e-mailed when you confirm that printing was completed successfully at the end of Stage 9. A hard copy is also printed for each purchase order for file purposes.

• UPS OnLine Compatible Interface - if you have the Automatic Shipping Calculations Module installed, this interface is available. During Stage 10, M.O.M. automatically uses the workstation modem to dial and communicate all box information and tracking numbers. For information about setting up and using this interface, see UPS OnLine Compatible Interface.

• Other Shipping Interfaces - if you have setup M.O.M. to interface to any of the other available carrier or 3rd-party shipping systems (Pitney-Bowes, FedEx, etc.) available with the Automatic Shipping Calculations Module, a file of box information is created during Stage 10. For information on setting up these interfaces, see Shipping System Interfaces.

Importing Shipping Data from Shipping Interfaces

If you are using any of the Shipping System Interfaces available with the Automatic Shipping Calculations Module, select the IMPORT SHIPPING DATA FILE button in the Shipping System Interface Controls to select one or more of the available interfaces to import data from previously shipped boxes. This information includes the tracking numbers for each box. You can select the button along with the run of a batch of orders in the screen through any/all of the stages, or without selecting any stages. The button remains "depressed" until you press it again.

To run the import after making your selections, press the PROCESS button.

Importing Drop Ship Tracking Information

If you deliver products to your customers via Supplier Drop Ship, you can import the tracking numbers provided by the supplier and update the order information in M.O.M. Your clients will have access to the tracking information for their orders as if you delivered it from your own facility. Select the IMPORT DROP SHIP TRACKING INFORMATION button in the Shipping System Interface Controls to display the Drop Ship Tracking Import screen.