New features added, version 7.5.2, 7.5.3, 8.1, 8.6R1
Program OESJ, Sales Order End of Day and Journals, is used to process shipped sales orders and print the Order Entry Sales Journal. Orders are selected by the operator for processing. Sales orders are posted to the Accounts Receivable and General Ledger through this process.
No orders on hold can be processed through program OESJ, Sales Orders End of Day & Journals. They must first be taken off hold with program OEHR, Credit Hold Release.
Sales orders must be confirmed before they will be displayed in this program.
For sales orders entered in program ARIE, One-Step Invoice Entry, the [Invoice Complete] button must be pressed before the invoice will be displayed in this program to be selected for shipment.
For sales orders shipped in program OESC, Shipping Confirmation, if the sales order was status S - Confirmed Complete, and the shipped quantities are changed on the sales order lines, the sales order will not be considered complete until one of the flags are set to on the Summary screen and the [Order Complete] button is pressed.
All other programs that ship sales orders will mark them as confirmed when they are status S - Confirmed Complete, unless you modify them in program OESC, Shipping Confirmation.
If the sum of the sales order lines does not match the gross invoice value for a sales order, the sales order will be recalculated during the pre-processing sequence of program OESJ, Sales Order End of Day and Journals. If the sales order is still out of balance after it has been recalculated, it is put on hold using hold code R - Management Review, and will not be processed through program OESJ, Sales Order End of Day and Journals, until it has been corrected.
The AR_POSTING_DT_SOURCE parameter in program MURM, Initialization Parameter Maintenance, determines whether the post date for invoices processed through program OESJ, Sales Order End of Day and Journals, is the invoice date or the post date.
Payments are posted to the general ledger using either the post date or the invoice date depending on the setting of the GL timing flag for the payment in program SPPT, Payment Type Maintenance. When set to Invoice, the payment is posted using the invoice date. When set to Immediate, the payment is posted using the post date.
Control number reservations can be retained for backorders. If the OE_RESV_NO_BO is set to YES in program MURM, Initialization Parameter Maintenance, the reservations will be retained on the backorder. Otherwise, they will be cleared after the original order is processed through OESJ, Sales Order End of Day and Journals.
MURM, OESJ_BY_PLANT, default N if Y then each oesj process (except reports) is limited by plan. If MURM is set to Y a label in the header will indicate that only plant xx orders are shown.
Recalculating Payments before Invoicing
Preventing Processing of Stale Credit Card Authorizations
Trapping Model Costs for COGS Posting
When the Recalc Required flag is set to on in program SPPT, Payment Type Maintenance, for a payment type, payment amounts for the payment type will be recalculated before the sales order is invoiced with program OESJ, Sales Order End of Day and Journals. If the Recalc flag is set to No Recalc and +Frt only for a specific sales order, this setting will override the recalc setting in SPPT for the payment type.
This calculation will modify the payment amount on the first unposted payment type attached to a sales order so that the net amount owed on the order becomes zero. If any miscellaneous charges are attached to the payment type, they will be recalculated in conjunction with the payment amount so that the order nets to zero. The net result of all this will be:
Invoices cannot be printed until after program OESJ, Sales Order End of Day and Journals, is run.
Invoices will always have the correct freight charges, since they cannot be printed until after processing by the Clippership Interface or Connectship / WorldEase Interface.
Invoices will always have the correct credit card payments (assuming the customer intended to pay in full with the card, and that the payment type has this flag set to on.).
In program MURM, the parameter for CC_BO_AUTO_AUTH determines whether a credit card will be re-authorized when the payment record is created for back orders thru OESJ. If this parameter is set to , it will not be automatically re-authorized. If set to 'Y', then authorization will take place.
All sales orders with credit card payments can be tested before processing to prevent those with stale credit card authorizations from being invoiced without reauthorization. The following criteria must be met for the sales order not to be processed:
The sales order status is S - Confirmed Complete.
The sales order is not on hold.
The system date is more than 14 days since the original order date.
The sales order has a credit card payment line.
The authorization date on the credit card payment line is more than 4 days before the system date.
The sales orders that have stale credit card authorizations are placed on hold, and can be reauthorized in program OESC, Shipping Confirmation, before being processed again.
Some setup must be completed in program MUJM, Menu and Job Parameter Maintenance, before this step will be performed.
Run program MUJM, Menu and Job Parameter Maintenance.
Select the Job Definitions Tab.
Query the OESJ Menu Option.
The first OESJ sequence should have the oesj_cr in the Prog Name field, and 'select 0 from dual' in the SQL Selector field.
Delete the 'select 0 from dual' from the SQL Selector field and press [Commit].
If the sequence does not already exist in the OESJ jobstream, enter a new sequence with the following settings. This procedure call must be the first sequence in the jobstream. All following sequences will need to be renumbered.
Run program MUJM, Menu and Job Parameter Maintenance.
Select the Job Definitions Tab.
Query the OESJ Menu Option.
Press [New Record].
In the Menu Option field, enter OESJ.
In the Seq field, enter 1.
Set the Ok to run flag to on.
In the Seq On Success field, enter 2 (or the sequence number to run gliu).
In the On Error field, enter 0.
In the On Not Ok field, enter 2 (or the sequence number to run gliu).
In the Menu Selc field, enter OESJC.
In the Proc Type field, enter 1.
In the Prog Name field, enter oesj_cr.
In the Scrn Head field, enter Credit Card Auth Check.
Renumber the other sequences for the OESJ jobstream.
Press [Commit].
Sales order end of day processing with program OESJ, Sales Order End of Day and Journals, can be run using a batch file in your scheduled tasks on your operating system. Some custom settings are required, but this is one of the ways that you can automatically run sales order processing.
Users will need to write their own scripts to call the batch invoicing process. For assistance, contact NDS Professional Services.
The script needs to call procoesj.batch_oesj. Parameters that can be passed in include:
Sales order number
Manufacturing Enterprise Code
Plant Code
Login string (required if running reports)
Run Reports Y/N
Post to GL Y/N
The batch file calls up to four different SQL files for the four steps of the process.
The first file processes the sales orders based on the enterprise for the oracle user, using the system date as the batch date. The OESJ_BATCH_DATE_OFFSET parameter in program MURM, Initialization Parameter Maintenance, determines the number of days to subtract from the system date to get the cutoff ship date for the batch run.
The second file clears the detail table.
The third file posts the sales journal to the general ledger.
The fourth file completes final processing tasks.
Even though the process is run through your operating system's scheduled tasks, you can view the batch information later in program OESJ, Sales Order End of Day and Journals, including:
The status message from the sales processing run.
The accounts receivable batch number for running program OESJH, Sales Order Journal History.
The first and last journal created for the batch for running program GLPLJ, GL Journal Transactions Posted by Journal Report.
When a sales order has line items with model items, and the model line item is assigned to a work order, when the sales order is processed through program OESJ, Sales Order End of Day and Journals, the work order cost for the line item is retrieved from the work order and then posted to the COGS posting type.
The cost type for this must be actual or average cost. Standard cost types will retrieve the standard cost from the sales order line.
1. Before running this process, make sure that the correct printer name is displayed in the Printer field on the main menu.
2. Press [Ok]. The OESJ selection screen will be displayed.
3. In the Latest Ship Date to Process field, enter the latest ship date to be processed in this run. This is also the post date for the orders selected.
4. The Earliest Invoice Dt in Batch field displays the earliest invoice date in the batch. The Latest Invoice Dt in Batch field displays the latest invoice date in the batch. These fields are updated when you select the invoices in the lower block and press [Commit].
5. Set the Calculate Invoice Date as of Latest Ship Date (Posting Date) flag to the desired setting.
When this flag is set to off, the invoice date for each individual order is calculated as the date the sales order was actually shipped with program OESC, Shipping Confirmation, or program ARIE, One-Step Invoice Entry.
For example, if you shipped your sales orders on 09-30-02 and you run program OESJ, Sales Order End of Day and Journals, with a Latest Ship Date of 10-01-02, the invoice date for the sales orders will be 09-30-02.
The invoice date may be changed according to the setting of the Invoice Print pop-list in program CMMM, Customer Master Maintenance, for the customer.
When this flag is set to on, all selected sales orders with an invoice date earlier than the date entered in the Latest Ship Date to Process will have their invoice date calculated as the date entered in the Latest Ship Date to Process field.
For example, if you shipped your sales orders on 09-30-02 and you run program OESJ, Sales Order End of Day and Journals, with a Latest Ship Date of 10-01-02, the invoice date for the sales orders will be 10-01-02.
The invoice date may be changed according to the setting of the Invoice Print pop-list in program CMMM, Customer Master Maintenance, for the customer.
6. Any orders that will create an out of balance journal entry or cannot process for any other reason will not process and the order status will be set to Z, but this will not prevent the rest of the orders from being processed.
7. When OESJ is run the next time, the Suspended Orders field will display the number of orders currently in Z status. By pressing the [Unsuspend] button, those orders will be changed back to their last status and can be selected to run again by selecting the orders in the middle block.
8. Press the [Query] button to query the eligible sales orders.
9. The number of shipped orders, posted orders, selected orders, and payments are displayed in the upper block.
10. Go to the middle block to select the desired orders. For each order, the order number and suffix, entered by initials, location, customer number and name, order type, gross order amount, and ship date are displayed.
Only status S sales orders are displayed and can be selected for processing.
11. To
select an order for processing, set the Select flag to on. The Select flag is located to the left of
the order. To select all of the orders for processing, press the [Select
All] 
button.
12. To
deselect an order, set the Select flag to off. To
deselect all of the orders, press the [Deselect All] 
button.
13. If
you queried certain sales orders for processing, and you pressed the [Select
All] button to select them, the only sales orders
selected for processing will be those that were queried.
This
is also true is you select all sales orders for processing, then queried
an select number, and pressed the [Deselect All]
button
to deselect the queried orders. Only those that were queried will
be deselected.
14. The bottom block will display the results of the last OESJ run in the Last OESJ Run Results box along with a status message regarding the last run.
15. Once the desired orders have been selected, press [Commit], and exit the screen. Orders that were not selected will not be processed in this run.
16. Press [Ok} to process the selected orders.
17. The sales orders are processed, creating detail records, and posting them to accounts receivable and sales analysis. Three reports are printed at this point.
18. The first report, Order Update Verification, displays sales orders that could not be processed, sales orders that are out of balance and suspended from processing, general ledger posting journals, and the run time parameters.
If one selected order was not able to be processed, all selected orders will be displayed in the upper part of this report. If no orders are displayed, all were able to be processed. If orders are displayed on the top section of this report, you should cancel the accounts receivable to general ledger post and contact your support representative. If some orders have problems and other orders do not, the orders that do not have problems will be processed.
Some possible reasons for an order not processing are:
A missing posting parameter record in program GPTM, Posting Template Maintenance. This is indicated by a NO POSTING (such as A/R - NO POSTING) on the summary and detail general ledger posting reports that print next.
An invalid account in a posting parameter record in program GPTM, Posting Template Maintenance. This is indicated at the bottom of this report.
19. The second and third reports are the summary and detail general ledger posting reports that display the general ledger accounts to which postings will be made.
20. Press [Ok].
If there were orders on the first report that could not be processed, you should press [Cancel] at this point.
Two reports are printed, displaying the moved and not moved journals.
21. Press [Ok].
The Order Update Verification Report is printed first. The first section of this report displays orders that cannot be processed at this time, including order number, invoice number, status, ship date, customer number and name, gross invoice value, and net invoice value. If any orders are displayed in this section, you should call your support representative. The orders displayed will not be moved to accounts receivable, the general ledger, or sales analysis until the problem has been solved. Some possible causes are listed in the Selecting Orders to Process section.
The second part of the report displays out of balance sales orders that are suspended from posting, including order number, invoice number, status, ship date, customer number and name, gross invoice value, and net invoice value. These sales orders will be listed in the OESUS, Suspended Sales Journal Detail, report.
The third section of the report displays the general ledger posting information for this run. If you are processing orders for multiple periods, a journal will be generated for each period. This information includes the year, period, journal, debit total, credit total.
The fourth section of the report lists the run time parameters, including the posting date, shipped orders, suspended orders, in process orders, payments to process, and run status. The run status is where it will be displayed that the journal is not in balance or that there is an invalid account in the posting parameters.
The Sales Journal Posting Summary lists the amounts to be posted to each general ledger account. The report is in order by general ledger account and includes the account number and name, and posting period. Each posting generated for that account includes the transaction number, invoice number, line number, type, debit amount, credit amount, general ledger credit amount, and general ledger debit amount. The total amount to be posted is also displayed. Report totals are displayed for the general ledger credit and debit amounts. At the bottom of the report, a summary of the debits and credits for each posting type is included, displaying the posting type, description, credit amount, debit amount, general ledger credit amount, and general ledger debit amount.
The Sales Journal Posting Detail lists the amounts to be posted to the general ledger for each selected invoice. The information includes the journal, invoice number, customer number and name, order type, invoice date, location, ship to code, region, territory, customer class, freight code, and account period. The transaction number, line number, account class, miscellaneous code, tax code, posting type, account number and account name are also displayed.
Press this button to select all displayed sales orders for processing. Once this button has been pressed, orders can be deselected.
Press this button to deselect all displayed sales orders so they will not be processed. Once this button has been pressed, sales orders can be selected for processing.
Press this button to set orders in Z status back to their prior status so that OESJ will attempt to process them if selected in the current run.