Batch processing allows you to process multiple orders in bulk. You can batch process credit cards (collecting on prior authorizations and marking orders as Paid), batch process shipments (marking them as “Shipped”, and assigning tracking numbers to packages), batch process pickup orders (marking them as “Ready”), batch process e-gift Certificates (marking them as “Sent”), and send customers appropriate system-generated emails in one simple process.
You can also batch process ShipCompliant synchronization, and batch process to add tags to orders. You cannot batch process Pending Orders.
Start by logging into your Nexternal Order Management System (OMS) and navigating to Orders / Batch Process.
Include in Batch Section:
Select the orders you would like to include in the batch. Note that you may also do an order search and use the criteria offered in the search if you prefer. (Orders / Advanced Search, execute search, then click Batch Process, and you would see below an option to include “Results of Search”)
Tip: For your first batch process operation, we recommend only doing a few orders, so you can get the hang of it.
- "All Qualifying Orders" depends on the type of batch operation(s) being performed and the selections made in the batch processing section. This may include all orders that have an order status, or any line item status, of In Process, Picked Up-Partial, Unsent, Preordered, Backordered, Unshipped, Shipped-Partial, or Other- See Line Items. Shipped, Sent, Picked Up, and Ready orders may qualify for inclusion in a batch for non-fulfillment batch operations (such as credit card processing).
- "Only ... Quantity of ..." restricts the batch to a maximum number of qualifying orders, by recency.
- "Orders in the Order Date Range ..." restricts the batch to a specified Order Date range. You may make either the Start Date or End Date (but not both) indefinite by leaving that value blank.
- "Orders in the Order Number Range ..." restricts the batch to a specified Order Number range. You may make either the Start Number or End Number (but not both) indefinite by leaving that value blank.
- "Results of Current Search" (available only if an Order or Line Item Search has been executed) restricts the batch to those orders included in the current search.
- "Filter Future Preferred Ship Dates" (available only if Preferred Delivery Date at Settings/Site Options/Expected Shipping Time is on) filters out of the batch those shipments with a Preferred Ship Date in the future.
If you wish to process credit cards in batch, but do not wish to use Nexternal to create your shipping labels (i.e., if you are using a fulfillment house to complete your orders), uncheck the fulfillment boxes and proceed down to the Credit Card section.
If you are ready to change the status of your group of orders to shipped, sent (gift certificates), or ready (pickup), leave the box “Mark as Shipped, Sent or Ready” checked. Typically you will leave the pulldown at “only Unshipped, Unsent, Not Ready”. However, if you want to include orders that reflect status PREORDERED, OTHER-SEE LINE ITEMS, or SHIPPED PARTIAL, you’ll need to select “all Outstanding” from the pulldown - BUT - be sure to first split the shipments on those orders into multiple labels BEFORE running the batch (from the order detail page, click shipping labels/split shipment). If you do not do this, the batch will overwrite the label activity that’s already been performed on the order.
For each shipping carrier you are using which also offers label creation through Nexternal, there will be a box, “Use SHIPPING METHOD, when possible”. Leave all of those boxes checked if you would like to create all of your labels for the selected orders in the batch.
The “Default Shipped/Sent/Ready Date” displays the date that will be indicated on your labels, and in the system, as the Fill Date. You may change the date for sending your shipments (for example, if you plan to send them at a later date). Note however that the order status will still change to “Shipped” and “Ready” immediately upon the batch processing.
If the Shipped E-Mail option (Settings / Boolean Options) is on and the Shipped/Sent/Ready Date is the current date or a past date, the corresponding e-mail to the customer is sent immediately. If a future date is used, the e-mail is scheduled for that future date. The ability to schedule a Ready E-Mail for a future date is a feature unique to Batch Processing.
The option “Include only orders with a Billing Status of Paid” allows you to remove orders from processing if they do not result in a successful fund capture. It is recommended that you leave this box checked.
Credit Card Processing Section:
In this section, if you wish to charge credit cards, leave the “Process Unbilled/Unauthorized orders with (YOUR PAYMENT GATEWAY)" checked.
Apply Order Status Filtering box: This option permits you to process only those orders with an Order Status of Unshipped/Unsent/Ready/Not Ready, In Process, or Shipped/Sent/Picked Up. Orders with any other status (e.g. Backordered) are filtered out.
Note: Credit card processing always applies to entire orders. Batch credit card processing therefore is not suitable to partially process credit cards, except to complete the processing of orders that have previously been partially processed.
Before actually processing, the system will show you a list of every order it plans to process in the batch. You have the option here to individually uncheck any orders that were accidentally included in the batch if there were any mistakes or surprises. Uncheck the far right box for “Process” if you don’t wish to process the credit card for that order, and uncheck the middle box “SSR” (Shipped/Sent/Ready) if you don’t wish to create the shipping label for that order.
Once you’re satisfied, click process, and wait for the batch to complete.