Batch Requests Update Page

Use this page to work with requests in a selected batch file. In the Batch Requests Update page, you can perform the following actions:

• Review information for requests in the selected batch.

• Add requests to the selected batch or to another batch file.

• Change information for a batch request, delete a request's line items, or delete an entire batch request.

• Print hard copies of batch requests or generate the Batch Request Stock Item Summary.

• Post requests to the live database or run a test posting to look for errors.

Menu Path:  Warehouse Inventory > Entry & Processing > Warehouse Inventory > Batch Requests > select a batch file > click OK

Page Sections

The Batch Requests Update page includes the following sections:

Action Bar Items

The Action Bar in the Batch Requests Update page displays the following items:

Following are the procedures that can be performed in the Batch Requests Update page. Because the page is versatile, you can complete several different tasks during any given session in the page. As you become familiar with the procedures for individual tasks, you will learn how to combine them. For example, you could initially access the page to update requests in a selected batch, delete line items in another batch, and add a new batch, all without leaving the page.

For descriptions of the fields in the Request Information and Line Item sections, refer to the Fields section below.

Updating batch requests

1. Select Warehouse Inventory > Entry & Processing > Warehouse Inventory > Batch Requests to display the main Batch Requests page.

2. Select a batch, and click OK to display the Batch Requests Update page.

3. In the Search section at the top of the page, click OK to display all of the batch's requests.
   You can also enter criteria in the search fields to identify specific requests, and then click Find to list them, or you can use the Advanced button to run an advanced search.

4. In the List section, select the request to update, and then clickOK.

5. In the Request Information section, update the header fields as needed, and then click OK to access the Line Item section.

6. In the Line Item section, you can:

   • Change an existing line item, including its stock item, accounting distribution, and quantity.

   • Add a line item to the request by completing the fields in a blank row.

7. For the procedure for deleting a line item, refer to the appropriate procedure below.

8. Click OK to save the request and return to the List section.

9. To update another request, repeat Steps 4-7.

Adding new batch files

You would use this procedure after updating or adding requests in the Batch Requests Update page. For a more direct path for creating batch files, refer to Batch Requests Add Page.

1. Select Warehouse Inventory > Entry & Processing > Warehouse Inventory > Batch Requests to display the main Batch Requests page.

2. Select a batch, and then click OK to display the Batch Requests Update page.

3. Update the batch following the procedure above, or complete other procedures.

4. When you return to the Search or List section, click Add New to access the Request Information section.

5. In the Request Information section, enter a Control Number to identify the batch you are adding.

6. Complete the remaining fields in this section, which defines the batch's header.

7. Click OK to access the Line Item section.

8. In the Line Item section, complete the fields on a blank row to identify the stock item being requested.
   Note
   If a stock item has been discontinued, a setting in the Warehouse Inventory Profile determines whether you can enter a request for the item.

9. Repeat Step 8 for each additional stock item.

10. When you finish entering line items, click OK to save the batch file.

    • If the Continuous checkbox is selected, the page refreshes so you can create another batch file by repeating Steps 4-10. For the procedure for adding a request to an existing batch, refer below.

    • If the Continuous checkbox is not selected, you return to the main Batch Requests page.

Adding requests to an existing batch

1. Select Warehouse Inventory > Entry & Processing > Warehouse Inventory > Batch Requests to display the main Batch Requests page.

2. Select the batch you want to add requests to, and then clickOK to display the Batch Requests Update page.

3. Click Add New.

4. In the Request Information section, complete the fields as needed.

5. Complete the section's additional fields. The Warehouse and Ship Code fields are required. All requests entered in this batch file are assigned the fiscal year you select. You cannot change the Request Year once the batch file is added.

6. Click OK to access the Line Item section.

7. In the section's blank row, complete the fields to add a line item to the request.

8. Repeat Step 7 for each additional line item.

9. Click OK to save the request.

   • If the Continuous checkbox is selected, you return to the Control Number field in the Request Information section. You can add another request by repeating Steps 4-9. To return to the Search section, click Back. You also can add a new batch. For the procedure, refer to the previous procedure (beginning with Step 5).

   • If the Continuous checkbox is not selected, you return to the Search section.

Deleting requests and individual line items

The following procedure allows you to delete an entire request or as an option, to select and delete individual line items within a request. For the procedure on deleting a batch, refer to Batch Requests Page.

1. Select Warehouse Inventory > Entry & Processing > Warehouse Inventory > Batch Requests to display the main Batch Requests page.

2. Select the batch containing the request or requests you want, and then click OK to display the Batch Requests Update page.

3. In the Search section, enter criteria identifying the relevant requests, and then click Find. To run an advanced search, click Advanced.

4. In the List section, select the request, and then click Delete.

5. In the Question dialog:

   • Click Line if you want to select and delete individual line items. Proceed to Step 6.

   • Click Whole to delete the selected request and all of its line items. The procedure ends, and you return to the List section. To delete another request, repeat Steps 4-5.

6. In the Line Item section, select a line item, and then click Delete Row on the Action Bar.

7. In the Confirmation dialog, click Yes.
   If you delete the last line item in a request, you return to the List section, and the request will no longer display.

8. To delete another line item in the same request, repeat Steps 6-7.
   or
   Click Back to return to the List section.

9. When you finish, click OK to return to the List section.

10. To delete a request or line items in another request, repeat Steps 4-9.

Printing a selected request

1. Select Warehouse Inventory > Entry & Processing > Warehouse Inventory > Batch Requests to display the main Batch Requests page.

2. Select the batch containing the request or requests you want, and then click OK to display the Batch Requests Update page.

3. In the Search section:

   • To identify specific requests, enter criteria in the section's fields, and then click Find.

   • To list all requests, leave the section blank, and then click Find.

   • To run an advanced search, click Advanced.

4. In the List section, select the request, and then click Print.

5. In the Print window, specify how to generate the report, and then click OK. The report's default file name is brequisi.rpt.
   A batch request prints the same as a regular request, except back ordered quantities are not included.

Generating the Batch Request Stock Item Summary report

This report provides a comparison between the stock items requested and the quantity that is in stock.

1. Select Warehouse Inventory > Entry & Processing > Warehouse Inventory > Batch Requests to display the main Batch Requests page.

2. Select the batch containing the request or requests you want, and then click OK to display the Batch Requests Update page.

3. In the Search section:

   • To identify specific requests, enter criteria in the section's fields, and then click Find.

   • To list all requests, leave the section blank, and then click Find.

   • To run an advanced search, click Advanced.

4. In the List section, select the request, and then click Print Summary on the Action Bar.

5. In the Print window, specify how to generate the report, and then click OK. The report's default file name is breqsum.rpt. 

Running a test posting

Using the Batch Requests Update page's Post item on the Action Bar, you can run a test posting to determine whether a selected request is ready to post. The report will indicate any data conflicts that would prevent the request from posting. For information on conditions that constitute a data conflict, refer to Batch Requests Overview.

1. Select Warehouse Inventory > Entry & Processing > Warehouse Inventory > Batch Requests to display the main Batch Requests page.

2. Select the batch containing the request you want, and then click OK to display the Batch Requests Update page.

3. In the Search section, enter criteria to identify the request, and then click Find. To run an advanced search, click Advanced.

4. In the List section, select the request, and then click Post on the Action Bar.

5. In the Post Batch Requests dialog, click Report Only.

6. In the Print window, specify how to generate the report, and then click OK. The report's default file name is postreqt.rpt.

   • The Posting report indicates whether the request header and line items can be posted by displaying the message HEADER ADDED or LINE ADDED alongside each request or line item.

   • The report also notes when a batch request's number is already in use in the live database. In this case, the report shows the new number that would be assigned.

Posting a request

Following is the procedure for posting an individual request. If you want to post all the records in a batch file at the same time, refer to the procedure in Batch Requests Page.

1. Run a test posting for the request as outlined in the previous procedure. The test will identify any data conflicts that would prevent the request from posting.

2. If any conflicts are found, make the necessary corrections. For details, refer to Batch Requests Overview.

3. When you are ready to post, select Warehouse Inventory > Entry & Processing > Warehouse Inventory > Batch Requests to display the main Batch Requests page.

4. Select the batch containing the request you want, and then click OK to display the Batch Requests Update page.

5. In the Search section, enter criteria to identify the request, and then click Find. To run an advanced search, click Advanced.

6. In the List section, select the request, and then click Post on the Action Bar.

7. In the Post Batch Requests dialog, click Post.

8. In the Question dialog, click Yes.

9. In the Print window, enter settings for generating the Batch Request Posting report, and then click OK. The report's default file name is postreq.rpt.
   The system posts the batch request to the live database, generates the posting report, and displays the Batch Requests Post Results page, which also shows the effects of the posting.

10. Click OK to close the Batch Requests Post Results page.

Fields

Request Information Section

The fields in this section function differently, depending on the task you are completing.

Line Item Section

Each line in this section identifies the following: stock item, quantity requested, total cost, and distribution of expenses in Fund Accounting. You may include up to 99 items in a request.