IdealWare Online Users Manual

SP2-08-02 S/P PROCESSING
31573 Order Register and Update, Access/Creation

 

PURPOSE

 

The batch access/creation screen enables you to create new order register batches or to select an existing batch for processing further. You can have as many order register batches open at a time as you like. Although it is good procedure to process batches on a daily basis.

 

If there are open order register batches on the system, the first of the batches will display when you run the program. To create a new batch when open batches exist, press [Enter] to enter batch creation mode. The current display will clear and you can then begin a new batch.

 

If there are no open batches, the program automatically puts you into batch creation mode.

 

Register & Update is accessed from:

  • Sales Processing Main menu.

 

PROCEDURE - CREATE A NEW BATCH

 

At the Sales Procesing menu, select Order Register & Update. The batch selection screen displays. If there are no existing batches the cursor stops at the STORE CODE field for entry.

 

Order Register & Update Batch Selection Screen display:

┌────────────────────────────────────────────────────────────────────────────────┐
│Jun23/08 TF7           ***** ORDER REGISTER CONTROL *****                3VVCR1 â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│          COMPANY NUMBER      06  THE IDEAL COMPUTER GROUP INC.                 â”‚
│          REFERENCE NUMBER    0596                                              â”‚
│          BATCH STATUS        NEW BATCH                                         â”‚
│                                                                                â”‚
│          STORE CODE          __                                                â”‚
│          SELECTION TYPE                                                        â”‚
│          SELECTION DATE                                                        â”‚
│          G/L DATE                                                              â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
COMPANY NUMBER

 

Defaults to current company number.

 

REFERENCE NUMBER

 

Defaults to the next available batch number.


BATCH STATUS

 

Displays the status of the batch:

 

TO BE PRINTED

 

The batch has not yet been printed.

 

REGISTER PRINTING

 

The batch is in the process of being printed.

 

UPDATE STARTED

 

The batch is in the process of being updated.

 

STORE CODE

 

Enter store of orders you want to select.

 

[F5] to display store list for selection.

 

SELECTION TYPE

 

Enter the type of orders you want to select for the batch. Only orders that are complete and selectable will be included.

 

"1" for cash sales.

 

Select this option to include only CASH type orders. These can be sales or payments that were generated through the cash till sales entry program or CASH type orders generated through the sales order entry program.

 

 

"2" for charge sales.

 

Select this option to include only ON-ACCOUNT type orders generated through the sales order entry program.

 

 

"3" to include both cash and charge sales.

 

Select this option to include both CASH and ON-ACCOUNT type orders.

 

 

SELECTION DATE

 

Enter selection date in MMDDYY format.

 

All complete and selectable orders with dates up to and including the date entered here will be available for selection. If you enter a date not within the current A/R period the following warning message displays.

 

 

>> WARNING: DATE NOT WITHIN I/V PERIOD OF '9509'. ACCEPT ANYWAYS ? (Y/N):

 

"Y" to clear warning and continue batch creation.

 

"N" to re-enter date.

 

After entering the date the following prompt displays.

 


** CHOOSE FROM FOLLOWING: 1=FOR SELECTED DATE ONLY; 2=UP TO SELECTED DATE:

 

"1" to select only orders with SHIPPED DATE entered.

 

"2" to select orders with or prior to SHIPPED DATE entered.

 

G/L DATE

 

Enter G/L posting date.

 

This is the date your General Ledger system is affected by the batch. The date defaults to the current system date when creating a batch. To change the date press [F3] from the following prompt.

 

 

** PRESS F1 TO START; F3 TO CHANGE ABOVE; F4 TO END: ______
   PRESS F5 FOR BATCH INQUIRY.

 

[F1] to continue batch creation.

 

[F3] to return to G/L DATE field.

 

[F4] to exit program without creating new batch.

 

[F5] to access order register batch inquiry.

 

PRINTER SELECTION

 

Select a printer from the printer selection menu.

 

PRINTER SELECTION & CONFIGURATION

┌────────────────────────────────────────────────────────────────────────────────┐
│08/14/07                *****  PRINTER SELECTION  *****                         │
│                                                                                â”‚
│                                                                                â”‚
│** MAKE SURE PRINTER IS READY BEFORE PRESSING CR .....                          â”‚
│                                                                                â”‚
│1. PRINTER NAME ................................. P1  OKIDATA 390               â”‚
│                                                                                â”‚
│2. CHARACTERS PER INCH ? (10,12,17) ............. 10                            â”‚
│   SINGLE OR DOUBLE DENSITY ? (S,D) ............. S   SINGLE DENSITY            â”‚
│                                                                                â”‚
│** PRESS CR TO SET PRINTER, OPTION# TO CHANGE, F4 TO END (BYPASS): _            â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
** PRESS CR TO SET PRINTER, OPTION# TO CHANGE, F4 TO END (BYPASS):

 

"1" to change printers.

 

"2" to change the CPI and/or print density.

 

[Enter] to print.

 

[F4] to not print and exit to the menu.

 

[F5] to display a list of printers for selection.

 

ORDER SELECTION

 

After selecting a printer, the program reads through all of the current orders and selects those orders that are complete and selectable and meet the criteria specified for the batch.

 

REGISTER PRINTING

 

After the orders have been selected, the batch registers are printed. See 31575 - ORDER REGISTER AND UPDATE, REGISTERS.

 

Once the registers are printed, the program returns to the Sales Processing menu. After reviewing the registers you can access the batch and perform batch options. See PROCEDURE - ACCESS AN EXISTING BATCH and 31574 - ORDER REGISTER AND UPDATE, BATCH OPTIONS.

 

 

PROCEDURE - ACCESS AN EXISTING BATCH

 

At the Sales Procesing menu, select Order Register & Update. The batch selection screen displays. If there are one or more existing batches the header of the first batch on file displays.

 

Order Register & Update Batch Selection Screen display:

┌────────────────────────────────────────────────────────────────────────────────┐
│06/26/08 TE8           ***** ORDER REGISTER CONTROL *****                3VVCR1 â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│          COMPANY NUMBER      01  IDEALWARE                                     â”‚
│          REFERENCE NUMBER    0089                                              â”‚
│          BATCH STATUS        PRINTED                                           â”‚
│                                                                                â”‚
│          STORE CODE          01  IDEALWARE                                     â”‚
│          SELECTION TYPE      CASH & CHARGE SALES                               â”‚
│          SELECTION DATE      SALES UP TO Thu Jun 26/08                         â”‚
│          G/L DATE            06/26/08                                          â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│** SPECIFY BATCH (CR=NEW BATCH; F1=START; F2=NExT; F3=G/L DATE; F4=END): ______ â”‚
│   PRESS F5 FOR BATCH INQUIRY.                                                  â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
** SPECIFY BATCH (CR=NEW BATCH; F1=START; F2=NEXT; F3=G/L DATE; F4=END):
   PRESS F5 FOR BATCH INQUIRY.

 

Enter store code and batch number of batch to access.

 

For example, if you want to access store 01 batch 0099, enter "010099". The batch header will then display and you can select one of the batch processing options.

 

 

[Enter] to start new batch.

 

[F1] to process displayed batch.

 

The batch processing options prompt will then display.

 

 

[F2] to display next open batch.

 

You can have as multiple open batches. Press [F2] to display the next.

 

 

[F3] to change G/L date of displayed batch.

 

[F4] to exit to menu.

 

[F5] to access order register batch inquiry for selection.