Suggested Documents List (Batch Processing)

Once you have completed the criteria that determine the documents included in the batch process, a list of the documents is presented and you can change which ones are to be processed. By default, all documents in the list are selected for batch processing ('Yes' is shown in the Select column) unless an exception exists that prevents this or they contain traceable items and the Include Traceable Items option is cleared. Some exceptions can be overridden. These are indicated by the word 'No' in the Select column. Other exceptions, indicated by an asterisk (*) prevent the selection and processing of the item until the error condition is rectified. You can use the following commands on the Action menu.

Use this command	To
Sequence	Change the order in which documents are listed. You can choose between Selection (that is, by document reference), Account, Route or Warehouse (if you have multi-warehouses feature activated).
(De) Select	Toggle the selection of a line on or off. If selected, the word 'Yes' appears in the Select column. If the word 'No' appears in the Select column, an exception condition exists, but you can still change the status to 'Yes'. If an asterisk (*) appears in the Select column, an exception exists that prevents the document from being selected.
Fulfil Traceable Items	Automatically assign serial or batch numbers to documents in the suggested list that include traceable items. Traceable stock only applies if you have the traceability feature activated. If you need to process stock records that are traceable by serial or batch numbers, refer to the Traceability section within the Stock module documentation for information.
Reverse Selection	Reverse all selections so that selected items are deselected and vice versa. This does not affect those for which an exception condition exists.
Accept	Accept the selections and proceed with the batch document progression. If detail line exceptions occur, for example, stock shortages preventing certain documents from being processed, these are indicated when the batch process is complete. If one or more orders in a consolidated delivery or invoice are rejected during processing, then the consolidated document is rejected as a whole, even though there may be individual orders within the consolidation that can be satisfied.
View	View details of the selected document including status, header, line details, and totals.
Exceptions	Displays the exception details associated with the document. If you ticked the E-mail only box on the criteria form, those customers that are not set to allow documents to be emailed are displayed as exceptions. For more information, see the Batch Processing Help topic.
Override Credit/Stop Status	Display a dialog in which you can specify if accounts that are currently over their credit limit or will go over their credit limit when the Batch Processing or Repeat Invoicing is run, or accounts on stop should be included in the Batch Processing or Repeat Invoicing run. Note: This command is only enabled if the Override Credit Exceeded and A/C On Stop Status option on the Set Options form has been selected.
Memo	Display the memo associated with the document.

Exceptions Report

Depending on whether stock is moved at delivery note or invoice stage, an exceptions report is displayed if you are progressing to the delivery note or invoice.

Warning: Stock is still issued even if an exception is displayed. The report is intended only as a warning about the stock position.

Batch Processing Exceptions

Sometimes documents cannot be posted because either the document's details are incomplete or because of the customer's status, for example they may be over the credit limit. Some exceptions can be overridden, other exceptions cannot.

The following conditions result in an asterisk (*) being displayed in Select column. Unless stated, these documents cannot be selected for posting.

Cannot post to a model account.
Customer analysis data incomplete.
Customer delivery data incomplete.
Customer account deleted.
Customer profile not found.
Customer trading terms not found.
Customer account on stop. If the Override Credit Exceeded and A/C On Stop Status is selected in the Set Options command, you must use the Override Credit/Stop Status command on the Action menu to override the asterisk and allow the document to be selected.
Customer ledger account not found.
Customer ledger account deleted.
Customer ledger account profile not found.
Customer ledger account on stop.
EC VAT country code not defined for customer ledger account.
EC VAT ledger account in the EC must be VAT registered.
Ledger account must not be inter-branch.
Invalid nominal code for bank.
Invalid nominal code for discounts.
Invalid nominal code for sales control account.
Nominal code deleted for bank.
Nominal code deleted for discounts.
Sales control account deleted.
Record locked.
Cannot be negative.
Total Reverse Charge goods value is above the threshold. This message is displayed when documents that include Reverse Charge items are presented for consolidation into one document. The goods values for the Reverse Charge items on each individual document is below the HMRC de minimis level but the total goods value for the combined document is above the de minimis level. You should use the SOP/Invoicing Processing command to post these transactions individually. What's Reverse Charge Accounting for goods?
Total Reverse Charge goods value is below the threshold. This message is displayed if a source document (for example, a sales order) includes Reverse Charge items that use Reverse Charge VAT codes because the goods value of the items on the document is higher than the HMRC de minimis level, but the actual quantity that can be delivered or invoiced equates to less than the de minimis level. If you must part deliver or invoice the document now you need to either:

- Edit the sales order in the SOP/Invoicing - Processing - Order command and change the order quantity to what can be delivered, and change the VAT code to a non Reverse Charge code. Then save the order and progress it to a delivery or invoice. You will need to create another sales order line to make up the difference.
- Receive additional stock from your supplier before progressing the document in Batch Processing.

The email address must be entered and the respective E-Mail box on the customer record's Terms form must be ticked. For more information, see the Sending Documents by Email section.

The following conditions result in the word 'No' being displayed in the Select column:

Customer over credit limit.
Customer Will Go Over Credit limit. If the Include Uninvoiced Deliveries in Account Balance option is selected in the Set Options command, any deliveries that have not been invoiced are added to the customer's current balance to calculate if the credit limit is breached.

Important: If the Override Credit Exceeded and A/C On Stop Status is selected in the Set Options command, (*) is displayed rather than 'No'. You must then use the Override Credit/Stop Status command on the Action menu to override the asterisk and allow the document to be selected.

Customer country not defined, using default country code.

The following conditions result in an asterisk (*) being displayed in Select column:

VAT code cannot be found.
VAT rate unavailable.
Commodity code cannot be found.
Commodity code, supplementary units, nature of transport and delivery terms not specified (if the Include Delivery Terms option is selected on the Options tab of the Company Profiles form in the System module).

The following conditions result in the letter 'P' being displayed in Select column:

Not all lines fall within specified warehouse range.