Updating/Reconciling Booking Statistics

Additional Information
Issues Reconciling Booked Stats
Sample of Order Desk Activity to SA35

SA30–Updating Booking Statistics for Executive Summary (file SAES)

SA30 reads the Order Booking file (OBBD) for order activity since the last running of SA30, collects order booking statistics and updates the booking section of the Executive Summary file (SAES). Those statistics are reported in lines 1 to 16 on SA35 (or viewed on the first screen of SA49). Note: IN43 updates the sales statistics reported on lines 17 to 30.
SA30 also calculates the values reported on lines 31.Outstanding B/O Balance, 32.Outstanding P/O Balance and 33.Inventory Balance by warehouse and the remaining statistics from line 34 and up which are reported at the Company level only (A/R Balance, A/P Balance, etc).
SA30 updates the Executive Summary file per the order’s warehouse assignment, not the order’s sales office assignment. For example: If sale is placed out of sales office 01 but shipped out of warehouse 04 then the bookings will be updated/reported under 04.
Records are written to the Order Booking file (OBBD) for new orders and direct bills/prebills/retail sales that have product sales on them. The order date really does not matter. Updating of the Executive Summary file by SA30 is triggered based upon a Revision Date and Update Next Flag stored within the Order Booking record. The Revision Date is set to the system date and the Update Next Flag is set to "Y" to indicate that record is to be picked up the next time SA30 is run. If changes are made to existing orders that have already passed through SA30 once, then a revision record is written and the impact of the change documented (ie, was something cancelled, price changed, units changed, etc). The Revision Date and Update Next Flag are set and, depending on what the revision was, the revision record is picked up by the next running of SA30 and reflected on SA35.
Every time SA30 is run, the system date is also written into a control record.
SA30 does not read through the Order Booking file examining every record for eligibility to be processed because the file is huge and the processing time for SA30 would be prohibitive. Instead SA30 reads the Order Booking file by Revision Date sequence. The control date (which represents the last time SA30 was run) is read and used as the starting point for the update. All records in the Order Booking file with a Revision Date => the control date will be examined for eligibility to update the Executive Summary statistics.
The Today, MTD and YTD columns are updated. When SA35 is accepted, the figures in the TODAY column are cleared. If this is not done daily, then the figures represent more than 1 day’s worth of business. SA89 rolls the MTD and YTD columns.
Example of a 'Good' scenario:
Example of a 'Bad' scenario:

Issues Trying to Reconcile SA35 Booked Statistics (assuming SA30/SA35 are run daily)

Reconciling number of orders booked: If your order desk keeps track of the first and last order numbers assigned for the day, then calculates the difference and then tries to reconcile that to 1.Orders Booked or 12.Net Orders Booked value reported on SA35, you might not reconcile for the following reasons:
- This counter is incremented with every new order entered in OE30 and every new Direct Bill/Prebill/Retail Sale entered in IN41 or RS41 if there was product sold on the transaction (ie, a direct bill issued for freight charges only will not increment this counter). Store/Warehouse transfers, floor charges and credit notes do not increment the counter. However, all of these transactions do use an order number.
- If an order is entered and cancelled in the same day (cancellation or mistake), the counter would be incremented and then decremented so there will be no net effect on 1.Orders Booked. However, an order number would have been used.
- Note: If an order entered on a previous day is cancelled (cancellation), then 6.Orders Cancelled is incremented. If an order entered on a previous day is cancelled (mistake), then 9.Mistake Orders is incremented. Those cancelled orders impact 12.Net Orders Booked.
Reconciling Booked Dollars: If your order desk keeps track of the first and last order numbers assigned for the day, then runs OE50 for that range of order numbers and then tries to reconcile the total reported by OE50 to 4.Booked Sales or 15.Net Booked Dollars value reported on SA35 you might not reconcile for the following reasons:
- For the same reason as for number of orders booked, 4.Booked Sales includes the value of new orders (including backorders and future orders) and every new Direct Bill/Prebill/Retail Sale for product sold. Activity entered via programs IN41 or RS41 will not be reflected in the total reported by OE50 but would be included on SA35.
- If an order is entered and cancelled (cancellation) in the same day, 4.Booked Sales will be incremented for the original order but the cancellation will be reflected on line 8.Cancelled Dollars. Therefore, it would be more appropriate to reconcile to 15.Net Booked Dollars.
- If an order is entered and cancelled (mistake) in the same day, 4.Booked Sales will be incremented and then decremented so there is not net effect on 4.Booked Sales.
- However, if an order that was entered on a previous day was cancelled (cancellation or mistake), then the impact of that cancellation would also be reflected in 8.Cancelled Dollars or 11.Mistake Dollars but would not be reflected in the total reported by OE50 (because the order number of the cancelled order is outside of the range of order numbers being reported by OE50).
- If you recall an order from a previous day and increase or decrease the selling price or discount the impact of that change (+ or -) is reported in 4.Booked Sales but would not be reflected in the total reported by OE50 (because the modified order is outside of the range of order numbers being reported by OE50).
- If you recall an order from a previous day and increase the order quantity, the impact of that change is reported in 4.Booked Sales. If you decrease the order quantity, the impact of that change is reported in 8.Cancelled Dollars or 11.Mistake Dollars. Those changes would not be reflected in the total reported by OE50 (because the modified order is outside of the range of order numbers being reported by OE50).

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Sample Scenario of Order Desk Activity Compared to SA35 Report:

Enter new order 000576 for $5000
Enter new order 000577 for $2000
Cancel (cancellation) new order 000577
Cancel (cancellation) old order 000490 for $250
Run SA30

SA35 will look like this:

01.Orders Booked	1	(000576)
04.Booked Sales	$7000	(000576, 000577)
06.Order Cancelled	1	(000490)
08.Cancelled Dollars	$2250	(000577, 000490)
12.Net Orders Booked	0
15.Net Booked Dollars	$4750

OE50 for range of order numbers used: S00576-S00577

2 order numbers used vs. SA35 Net Orders Booked = 0

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