The Sales Batch Control set-up form is accessed via Contract Administration / Batch Control / Sales Batches and is used to create, edit and delete batch control records which are used for selection when the Build Batch option is run. The batch defines the format of the invoice print and also the items that appear on the same invoice.
The form is split into three areas. These are the Titlebar, the Sales Batch Control Dialogue Box and the column of Command Buttons down the right-hand side of the form.
In addition to displaying the form name the Title Bar provides a number of useful buttons.
To create a new sales batch record type select the Create Command Button.
To view or amend an existing sales batch record use the following procedure:
The cursor is located in the Batch Code field prompting selection of a batch code/description for the purposes of editing an existing record. A single-left-click of the ellipsis button to the right of this field displays a Sales Invoices Batches search form that enables selection from the current available sales batch codes. The cursor is located in the search field. Key part or all of the required batch code (the appropriate case must be used) and select the Batch Code command button. Batch codes matching the entered criteria are displayed and, having selected the required code by highlighting with the mouse, the OK command button is used to confirm this selection and return to the Sales Batch Controlform.
The batch code is an eight character alphanumeric field.
The Sales Batch Control Dialogue Box consists of a series of four Tabs which are as follows:
- Description
A thirty character alphanumeric free-format meaningful textual description for the batch.
- Sequence
The batch is selected for processing according to its sequence number e.g. 95.
- Live Batch
A checkbox which, if ticked, sets the batch as available for selection during the automated process of Build Batches.
- Format
The stationery format used for the printing of invoices within this batch. The format must exist within the Stationery Format option within Report Generator.
- Reference
An invoice description reference e.g. Initial.
- Next Release
This field provides the facility to hold the processing of a batch until a pre-defined date. If this field is left blank the batch is processed in the normal way within Timed Operations and a hold is not activated. If a date is entered, the batch is not available for release until that date is reached.
- Release Frequency
The batch release frequency. This can be set as either a value in days or left as 0 for monthly.
- Master Agreement Sort
- One Invoice Line Per Agf
This Tab contains a list of all customers to whom this particular batch relates.
The Tab contains two columns headed Group and Name.
A single-left-click within a row in the Group column displays an ellipsis button to the right of the column.
A single-left-click of the ellipsis button displays an Address Group search form that enables selection from the current available customer codes. The cursor is located in the search field. Key part or all of the required address group code and select the Address Group command button. Customers matching the entered criteria are displayed and, having selected the required code by highlighting with the mouse, the OK command button is used to confirm this selection and return to the Address Groups Tab within the Sales Batch Control form. Up to twenty address groups may be entered into this Tab.
The customer Name is automatically displayed following selection of the required address group code.
This Tab contains a list of all the required lease types to be added to the selected batch record. This enables the selection of types of lease to be allocated to the same invoice.
The Tab contains two columns headed Type and Description.
A single-left-click within a row in the Type column displays an ellipsis button to the right of the column.
A single-left-click of the ellipsis button displays a Lease Types search form that enables selection from the current available lease type codes. The cursor is located in the search field. Select the required lease type and confirm this by selecting the OK command button.
If there are more codes than can be accommodated within the form then a scroll bar is displayed to enable movement down the list. The required lease type should be highlighted and the OK command button used to confirm this selection and return to the Lease Types Tab within the Sales Batch Control form. Up to twenty lease types may be entered into this Tab.
The lease type Description is automatically displayed following selection of the required lease type code.
This Tab contains a list of all the required items to be printed on the same invoice e.g. Maintenance Costs, Relief Vehicles, RFL, etc.
The Tab contains two columns headed Type and Description.
A single-left-click within a row in the Type column displays an ellipsis button to the right of the column.
A single-left-click of the ellipsis button displays an Invoice Types search form that enables selection from the current available invoice type codes. The cursor is located in the search field. Select the required invoice type and confirm this by selecting the OK command button.
If there are more codes than can be accommodated within the form then a scroll bar is displayed to enable movement down the list. The required item should be highlighted and the OK command button used to confirm this selection and return to the Invoice Types Tab within the Sales Batch Control form. Up to twenty invoice types may be entered into this Tab.
The invoice type Description is automatically displayed following selection of the required invoice type code.
A number of command buttons are available. Some buttons are context sensitive and are greyed-out and only become available dependent upon the particular process that is being accessed. The full list of command buttons is as follows:
Exits the Sales Batch Control form and returns to the Batch Control Menu.
Provides online access to a context sensitive Help form.
Enables the creation of an additional Sales Batch record. Mutually exclusive option buttons allow this to be done in one of the two following ways:
- Blank
Used if a new Sales Batch code is to be set-up without utilising existing criteria.
- Copy
Copies the values within an existing "nearest match" Sales Batch code so that only required values need be edited.
Provides the facility for editing the set-up options of the current Sales Batch record. No edits can be made to a record until the Amend button has been selected.
Deletes the currently selected Sales Batch code record.
On first accessing the Sales Batch Control form this command button is greyed-out. Following selection of the Amend button the Confirm option then becomes available to enable any edits to be confirmed.
On first accessing the Sales Batch Control form this command button is greyed-out. Following selection of the Amend button the Cancel option then becomes available to enable any edits to be cancelled.
This is not a command button. This box is a way of displaying messages with regard to the status of the current record e.g. "Record Secured OK".
Selection of this button displays a further form that provides an Ad-hoc Report Generator for the creation of quick query reports to form.
Selection of this button displays a further form that provides an itemised display of all the selection criteria for the current Sales Batch code record.