ORD500 – Expired Order Cleanup Process

This batch process pulls in specific order records (as determined by your batch process parameters) currently listed as “Active” and/or “Proforma” and changes the order line status to “Cancelled". For example, using the Order Line Status parameter, you can run ORD500 so that "Proforma" lines are cancelled while leaving the "Active" lines alone.

Associations commonly use this process on orders expired or still unpaid after an extended amount of time that they no longer want to maintain as “Proforma.” For example, you can choose to have the ORD500 process update any “Proforma” Subscription order lines that have not updated in the last six months. Usually this occurs with Membership and Subscription orders, but you can set the process to work on Inventory orders as well.

If the order line being cancelled is invoiced, ORD500 will set all of the amount fields in Order_Detail to 0.00 except BASE_UNIT_PRICE.  If the order line being cancelled has not been invoiced, all of the amount fields including BASE_UNIT_PRICE will be set to 0.00.

In order to preview orders to be cancelled, ORD500 can be run in EDIT or PROD mode.  If run in EDIT mode, the process generates the report but does not update the data.  If run in PROD mode, the report is generated, order line records are updated and financial transaction records are created or updated. 

Processing Logic

ORD500 uses the value entered in the “Months from Order Date” parameter to identify orders to be updated.  The logic used by system varies based on subsystem, as described below:

When an order line is cancelled, if there are related sub-order lines or components that do not contain shipped INV products, those order lines will also be cancelled.

Financial Impact

Proforma Order Lines – When ORD500 cancels proforma order lines, the process updates the amount on the order line and on the Type 4 sales transaction to zero, along with any Type 9 scheduled future payment.

Active, Invoiced Order Lines – When ORD500 cancels active, invoiced order lines, the process creates the Type 6 adjustment transaction and updates the amount for any Type 9 scheduled future payment to 0.

Active, Un-Invoiced Order Lines – When ORD500 cancels active, un-invoiced order lines (e.g., INV order lines that have not shipped), the process updates the amount on the order line and on the Type 4 sales transaction to zero, along with any Type 9 scheduled future payment.

If active order lines are cancelled by ORD500, ORD500 assumes that no revenue should be recognized and will create the necessary Type 7 transactions to reverse any previously recognized transaction.

Parameters

A application parameter "NUMBEROFRECORDSPROCESS" has been added for defining the number of records to process in a batch. The default value is to process 1000 records per a batch; if you are processing more than 1000 records, increase this value. In addition, a the new error report has been created that will show the exception records. Refer to Setting Up Application Parameters for additional information.

Sample Report