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Switched batch step-by-step overview

You can create a switched batch file using the Switched Batch Ordering Template and Switched Batch Formatter Tool.

To use the switched batch template and formatter tool:

  1. Do one of the following:

    • Click Orders, then click Manage Orders.

    • From the dashboard, click Manage Orders (in the Frequently Visited widget) 
Manage Orders
  1. Click Batch.
manage orders batch order ordering type selection
  1. Select Ordering Type as Switched.
manage orders batch order ordering type selection switched

Switched Batch Formatter Template

  1. Delete the header line (The first line that identifies what should be populated in each column)
  1. Save the file.
    •  File must be saved as delimited text file (Other formats of text will error out)

Uploading the file into Web-Based Switched Batch Formatter Tool

  1. Navigate to Manage Orders > Batch, select Ordering Type as Switched.  Select “Switched Batch Formatter-Web Based” link on page.  Formatter tool displays.
    • Click the Load File button.  Upload File screen appears.
    • Click Browse and navigate to the location of your file.
    • Select the file and click the Open button.
    • Click the Load button.  Data rows will populate.
  1. Validate File
    • Click Validate button.  New window/tab will open with errors.
    • Correct any errors.
  1. Save File
    • Click Save button in the Web-Based Switched Batch Formatter Tool.
    • Save as:  Customer Code/Date/Letter.txt  (Example: CTL042914A.txt)
    • Click Save
  1. Open your saved file to update customer code
    • Your file maybe saved in a different format so you will need to open it in notepad for it to remain in text format
    • When you open your file it should now have a header line starting with all H’s and a footer line starting with all T’s
    • On your header line you are going to see BATCH_ID=abcd. You need to change the generic abcd to your desired RMC ID.
  1. Save your changes to the file

Loading your file into Control Center

  1. Loading file to be processed, in Control Center go to Manage Orders, Batch, select Ordering Type as Switched:
    • In Upload Files: Click Browse button, and find your saved text file
    • Click Open.  Your file should now be populated in the browse field.
  1. Click Send button.  You should now get a response from Control Center that your file has successfully been loaded.

Checking to determine if your file was processed or was a bad file

  1. Determine if your file was processed or if it was rejected as a bad file. Go to Orders, Order Status, Preliminary Order Status.  Search for file name (case sensitive), or search for Ordering Method as Switched Batch.
  1. Click on the link under the Parent Order ID column, and an overlay will display with two tabs, Order Details and Files
  1. Files will display:
    • Upload – the file will initially sit here waiting to be picked up for processing
    • Archive – the file is moved here when it is successfully picked up for processing
    • Bad Files – the file is moved here when it is rejected, see DIR.LOG in Upload for more information
    • Results – 4 results files are generated, open the .WHL file using Notepad
  1. Reviewing a successful processed order
    • Your order will list all the services submitted, and identify if the service was accepted or rejected
    • If the individual service rejected the report will give you an explanation of why it rejected
    • At the bottom of the file it will also identify Total Records Processed, Total Records Accepted, Total Records Rejected
  1. Reviewing your Bad Files
    • See DIR.LOG in Upload for more information
    • Some common issues resulting in rejected file:
      • The Batch ID on the header line was not changed from generic to the customer code
      • There was an extra line at the bottom of the file
order status preliminary order status switched batch order status example