Having first selected the Batch type and defined your search criteria, the Process Batch list opens allowing you to select the transactions you wish to process.

The method for all Batch Types is similar, except as noted in the Introduction. The Process Batch list window is described below.

To view further details of a selected Order, and to Deliver and/or Invoice some or all of the Order, click on Detail.

To avoid locking out other Users while posting batched transactions, it is recommended that use is made of the Multi User Locking feature in SOP Entry Options in System Options - Transactions.

With locking in use, before you can process any transactions you must select those that you wish to work with from the list, or select all of them, and then click on Lock.

The list will be rebuilt showing only those transactions that you have locked. This means that other Users can work with those you have not locked. Without locking in use, any other user can see the transactions in the list but will not be able to edit/process any order that you are currently editing.

In this case, using the User ID field on the Batch Selection window when selecting transactions is a simple method of leaving transactions available to other users.

The unlock option unlocks all orders that you currently have locked.

To edit a selected order or credit note, click on Edit.

Some fields and options will be locked when the transaction is batched to safeguard parts of the processing and you will not be permitted to change these when editing the transaction.

Selecting a line (or lines) and clicking the Delete function, will delete the line from the Order providing no part of the line has been Delivered or Invoiced.

The Allocated Stock Quantities and the Order Value are both adjusted.

This re-opens the SO Batch Selection window, where you can refine your search criteria.

When ready, select OK to proceed: the SO Batch options window opens where you can select your required follow on actions.

When you have selected transactions for posting, their Gross Value will be shown at the bottom of the window as the Total to Post.

Clicking the Switch Button toggles the posting flag from NO to YES, and vice versa. You can multi-select in the list (e.g. SHIFT+Click, CTRL+Click, etc.). The upper button (3 lines) toggles only the selected lines, whereas the lower button (black square) toggles all lines.

The orders that meet your search criteria are listed under column headings. You can sort the list by clicking on any of these headings. Sorting the list enables you to change the sequence in which the transactions in the list are displayed and processed.

There is a special column heading: Process (unlabelled) that consists of two toggle buttons. Once you have selected the orders in the list that you want to process, the upper Process button selects only the selected rows, whereas the lower button selects all orders.

You are able to multi-select in the list by SHIFT+click and/or CTRL+click.

The two column heading labelled in Red, namely Deliver and Invoice are also toggle buttons. In this case they toggle the full quantity on-and-off. Alternatively, there are two fields, Qty to Deliver and Qty to Invoice that you can use to part-deliver or part-invoice the order.

You may see various indicators on an order line:

When you have made your selections and toggled them to YES:

If you are happy to process the full Value of the order, click OK: the Process options window opens where you can choose your required follow on actions.

If you need to amend quantities, you should click Detail: the Order detail window opens where you can amend Qty to Deliver and/or Qty to Invoice. When ready, click OK: the Process option window opens where you can choose your required follow on actions.

Assuming that Multi User Locking is in use (see Lock/Unlock above), before you can process any Orders, you should select those that you wish to work with from the list, or select all of them, and then click on Lock.

This will remove any Orders that were on your original list that you have not Locked, so that other Users can work on them, otherwise, all the Orders that you have originally selected would be unavailable to other Users.

When you click on Lock, the window is refreshed, showing only those orders that you have Locked.

If you find that there is an Order on this list that you did not want to Lock, you can click on it to select it, and then click on Unlock. The Order will be unlocked and is removed from your working list.

If Multi User Locking is not is use, all the Orders listed will be locked, and unavailable to all other Users, so if this feature is not being used, you should if possible, select Orders by User ID.

Click the adjacent drill button to display a window showing the totals for the Orders that have been flagged as Yes for processing. The window includes:

The Values shown are the Net Values, they do not include VAT, and therefore may not agree with the Total shown on the main window which is the Gross Value.

Click the adjacent drill button to display a window showing the totals for the Orders that have been flagged as YES for processing. The window includes:

As with the Total to Post, the Values shown are the Net Values, they do not include VAT. Total Order discounts are not included in the calculation.