Batch Update Definition - Order Processing Batch Updates

Where the Sales or Purchase Batch Updates have been purchased a new option is available within the Application User Facilities for the Order Processing Application. The option ‘Batch Order Creation’ is available within the ‘Enter/Amend Orders’ menu option.

On selection of this option the list of (up to) six batch update definitions are displayed, unused entries are displayed as ‘spare’.Select the update definition you require and confirm the title.

A blank title will make the update definition ‘spare’ again.The definition of the batch update is then controlled via the following screen.

Screen 1

Input Database Pathname (DFD)

This requests the pathname of the input file. The <F4-Select> key may be used to help you in looking for the filename.

Account

This asks for the data item number on the input file that contains the customer (supplier) account code. Enter the item number or use <F4-Select> to view the input database structure. The data item is usually an X-type with a maximum length of 10 characters.

Flag

This asks for the data item number on the input file that will be flagged back to show the input record has been imported. If the data item is a ‘?’ type then the record is flagged as ‘Y’ when imported, if the data item is a D / E type then the process date is flagged back, and if X-type then the newly created order number is flagged back.Enter the data item number or use <F4-Select> to view the input database structure.

Error

When running the input process the system may reject a record where an account or stock record is not recorded or, if ran without exclusive file locks, where the system can not place a ‘U-Use’ record lock on the account or stock record. In these circumstances the ‘Flag’ item is not set so it can be picked up next time; however it can be useful to see the reason that it was rejected. If you reference an N / T data item here then a value will be set to show the reason for rejection. Values are:

1Account Cannot be Locked

2Stock Cannot be Locked

3Account Not Found

4Stock Not Found

No of Stk / Qty Sets in Each Record

Each import record can contain more than one stock record for order generation. If so then this asks for the maximum number of stock code sets on the order. Note that if set then it is expected that there is a block of n Stock items, a block of nquantity items, and so on.

First Item for Stock

This asks for the data item on input record that holds the stock code, or if importing sets then the first stock code in the set. The data item is usually X-type with a maximum length of 30-characters for Premier systems and 16-characters for Diamond systems.

First Item for Quantity

This asks for the data item on the input record that holds the order quantity, or if importing sets then the first quantity item in the set.The item must record the same number of decimal places as the order quantity on the order detail database – so if 2dp then must be K or L, if 4dp then item must be M-type.

First Item for Price

This asks for the data item on the input record that holds the unit price, or if importing sets then the first quantity item in the set.The data item must record the same number of decimal places as the price item on the order detail database – so if 2dp then item must be K or L, if 4dp then item must be M-type.

Notes

First Item for Nominal / Sets

This asks for the data item on the input record that holds the nominal code, or if importing sets then the first nominal item in the set.Note that if importing sets then you should set the ‘Sets’ item, if left blank then system assumes the Nominal code recorded in the item referenced should be applied to all stock items on this input record. If data item left blank then the nominal code is applied in the normal manner – usually from the stock record.

First Item for Analysis / Sets

This asks for the data item on the input record that holds the analysis code, or if importing sets then the first analysis item in the set.Note that if importing sets then you should set the ‘Sets’ item, if left blank then system assumes the analysis code recorded in the item referenced should be applied to all stock items on this input record. If the data item left blank then the analysis code is applied in the normal manner – usually from the stock record.

First Item for Description / Sets

This asks for the data item on the input record that holds the stock description, or if importing sets then the first stock description item in the set. Note that if importing sets then you should set the ‘Sets’ item, if left blank then system assumes the stock description recorded in the item referenced should be applied to all stock items on this input record. If the data item left blank then the stock description recorded on the stock record is applied.

First Item for Tax Code / Sets

This asks for the data item on the input record that holds the tax code, or if importing sets then the first tax item in the set. Note that if importing sets then you should set the‘Sets’ item, if left blank then system assumes the tax code recorded in the item referenced should be applied to all stock items on this input record. If the data item left blank then the tax code is applied in the normal manner.

Put On Hold if Stop / Credit

Orders are created with an ‘A-Active’ status.Setting this option creates the orders with an ‘H-Hold’ status where the customer account is flagged as ‘on-stop’ (or if the supplier flagged as suspended) or where the account is over the credit limit.

Omit Exclusive File Locks

Batch operations generally require exclusive locks of the files involved to ensure that all ‘valid’ records are imported. However, exclusive locks can be difficult to obtain on busy systems so setting this option omits the exclusive lock on files and applies record locks against the accounts and stock records involved. If an individual record cannot be ‘U-Use’ locked then the input record is rejected and not flagged as processed.

Omit Stock Reservations

Order Processing systems are usually set to mark stock as reserved or on-order via settings in the application system profiles. If set to do so then setting this option ensures that stock is not marked as reserved/on-order.

Apply Discount Matrix Checks

Set to apply any discount matrix entries to imported records – if set then this would override any price on the input record.

Selection Criteria on Input

Allow Changes to Selection Criteria

These options allow you to define selection criteria to restrict the records on the input file that are to be processed in this batch update and to allow the operator to amend the criteria at run-time. Note that the criteria reverts to the default defined if amended.

Accept Stock Rec Not Found

When importing sales orders it may be the case that a customer orders an item which has not yet been added to the Datafile stock file (i.e. it’s been added to the website). This option allows the system to create the sales order for this stock item without rejecting the entry – you still have to add the stock record within Datafile before the item can be processed (and reserve the stock manually if appropriate).

Copy Items

Here you can specify up to twenty copy items from the input record to the order header, and a further twenty copy items from the input record to the order detail. You can use <F4-Select> to view the database structures involved and select the items required.

Copying the Order Reference

Sort Input / New Header on Change of Item

These two options allow you to define a sorting sequence which is applied to the input database before records are imported. The account code would usually be set as the first of these items and the update procedure creates a new order on change of the account code.

In addition, you can choose a second item (which would be one of the remaining three sort items) to create a new order on change of that item – perhaps a customer reference or order date.

Use Custom Number / Suffix

Datafile Software offers a service that allows any Datafile system to be customised to specific requirements on the rare occasion that those requirements cannot be met the by standard system. Any such feature will be set here when advised.

Screen 2

Here you can specify a further twenty copy items from the input record to the order header and to the order detail. You can use <F4-Select> to view the database structures involved and select the items required.

Screen 3

Input accounts pathname (DFD)

Enter the pathname of the file that contains the new/updated account details.

Account

Enter the item number on the input file that contains the account code to be created / updated.

Flag

Reference the item on the input file that is to be updated when the input record is successfully processed. Flag may be a ?-item (updated with ‘Y’), a D/E-type date item (updated with today’s date) or an X-type item (updated with account code). If the flag is set and the record is re-processed then it will be rejected.

Error

Reference the item on the input file that will be updated with an error code if the input record is rejected. Data item type is an N-type and will be updated with ‘1’ if the record is rejected were the account being updated is in use by another operator.

Omit exclusive file locks

Set to omit the exclusive lock on the accounts and input file and lock on a record-by-record basis instead.

Update if already exists

Set to allow the account to be updated if it already exists.

If Auto, Reject if update fails

If omitting exclusive file locks then both the input file and the accounts file are locked on a record basis. If a record lock fails, as the input or output record is in use by another user, then the system will normally carry on to the order generation stage (warning if run manually that not all accounts were updated). This option allows the procedure, when run on an automatic basis, to exit if the account update fails. NB: The system will always exit if the account update fails due to a file full / index tidy required error.

Copy INP -> ACC

Allows definition of up to forty copy items from the input file to the accounts file to be copied when creating / updating account records. You would not set the account code itself as a copy item.