Having made a choice of Batch Type, selected your search criteria, and selected those that you wish to process, when you click on OK ( on either the Batch list or the Batch Detail window), a Process Batch dialog is displayed.

Not all options are available for all Batch types.

Remember, you are processing all the batched orders that have been toggled to YES on the Process Batch list window.

For each selected Order do the following:

This prints a delivery note for each order that has stock allocated to it or for which stock is available to allocate and deliver.

If there is insufficient stock available for a particular line item the system will deliver what it can and leave the rest.

The Delivery Date defaults to the system date but can be overwritten with any other date you choose.

This date is printed on the document and is used for the stock movement transaction.

For Sales Orders and Credit Notes:

The Update Delivery Financial Period & Update Invoice Financial Period displayed, or available for selection, depends on your Security Profile posting rights. These rights are also dependent on whether the Enable Working Period feature is activated in System Control.

This creates stock movements for all delivery notes that are being printed, and those printed previously but not updated at the time of printing.

This option ensures you are prompted to confirm that each document has printed successfully.

The confirmation message provides an opportunity to print the document again or to cancel the print run.

If the option is unticked, the confirmation messages will not be displayed and there will be no opportunity to reprint the documents.

Will print the invoices for each of the orders that have been selected for processing.

If you have selected the 'Always update invoice after printing' option in Sales Order Options then the Update Invoice option (below) will be selected and disabled. The purpose of this option is to ensure that invoices are updated at the time of printing. However you should use this option with caution because the effect is that you will be unable to re-print an invoice if an error occurs during printing (e.g. paper jam).

If no special options are set, the system will produce one invoice for each order where goods have been delivered but not invoiced.

When Print Invoice is ticked, a Tax Point Date field becomes available; this date is printed on the invoice and is used to calculate Due Dates, Anticipated Payment Dates and Settlement Discount Dates.

Important note about changing the Tax Point Date:
​
You cannot post a delivery or invoice to a period earlier than the order period even if that period is still open.
​
For example: Enter a Sales Order with a date (on the Header) that places it in period C11. When posting this order from the batch, change the Tax Point Date to a date within period C10. The order will still be posted to period C11.
​
The date can be changed to one that falls within a future period if the User Profile allows.
​
To post to period C10 you must edit the batched order and change the Order Date to one that falls in the period C10.

For Sales Orders and Credit Notes:

The Update Delivery Financial Period & Update Invoice Financial Period displayed, or available for selection, depends on your Security Profile posting rights. These rights are also dependent on whether the Enable Working Period feature is activated in System Control.

This updates invoices to Customer, Sales Analysis and Nominal Ledger records.

Invoices cannot be updated until they have been printed satisfactorily.

We recommend that invoices are always updated immediately after being printed successfully.

This option applies to the printing of the invoices as well as the delivery notes.

This option:

This adds order detail to the picking list: Choose the desired order from the 'Sort By' menu. The default is to sort by Order Number.

Also activates the extra report options:

If a delivery note is printed but not updated, it can be printed again.

Similarly, if an invoice is printed but not updated, it too can be printed again.

However, we strongly recommend that once an invoice has been printed successfully, it is updated immediately.

When you have selected the options that you wish to use when processing, click on OK to start the processing.

Output windows will be displayed to enable you to select the output destination for each document: Screen, Printer, File, Fax, Email, XML.

Email If the output is email, the output window will be extended to enable you to enter text for the and email subject and the email text. You can also select to save the emailed reports as documents.

Important note: If during the batch processing of documents, you are presented with an Outlook Logon prompt which you cancel, then the entire batch process will be cancelled. The Cancel button will be treated as a Cancel Batch Process request.

If on the Batch Selection window, you selected Specific Currency, you may have the opportunity to Revalue Invoice Values before posting them. This option will appear in the empty right-hand panel of the window shown above.

Revalue Invoice Values If this option is ticked you will have the opportunity to select a currency rate to be used for the revaluation or you can enter an appropriate spot rate. Use the search button to display other exchange rates for the selected currency.

If on the Batch Selection window, you selected All Currencies, if the Revalue Invoice Values option is ticked, you will be prompted with the message:

"Exchange rates for revaluation will be applied automatically according to your System Options set."

This refers to the recalculate currency orders option selected in Sales Order Options - Transactions.

If the option Calculate Profit Cost at time of Delivery is selected in Stock Control Options, then the Profit Cost is calculated when you update a delivery.