Bookstore Manager Basics
Purchase Orders and Receiving • There are many different ways to make an order. • We recommend using IVWO to create a work order. • A work order is not an actual PO. It is a working PO meaning that it can be modified by either adding, deleting, or changing items on the work order. • If you don’t have enough time to complete the work order, you can Save the work order and bring it back up at any time.
Purchase Orders and Receiving The most common type of work order is a “Below Minimum” work order. This would pull anything that has dropped below minimum in IVM. D D
Purchase Orders and Receiving IVWO Misc. Report Options • “IVM TBO List” Parameter will pull any items that have a TBO/TBR qty in IVM greater than zero. • Model “N” will pull items “Not yet ranked” • “Core only” will only look at items that have “Core” checked in IVM. • “Status” is a user defined field in IVM. Example F might stand for Favorite • “JIT Code” is a user defined field in IVM. Example “J” might stand for June Sale
Buyer Code Purchase Orders and Receiving • “Buyer Code” is used to limit the work order to a certain type of product or buyer. • Example: If you assign all the “Music Vendors” a buyer code of “M”, when you run a Multiple Vendor work order choosing a buyer code of “M” only vendors assigned a buyer code of “M” or any vendors without a buyer code would come up on the work order. • You setup the Buyer Codes in IVVM. See next slide…
In the previous example, you would bring up each of your Music vendors in IVVM and type the name of the buyer in the first field and an “M” in the second field. Purchase Orders and Receiving
Purchase Orders and Receiving Misc. Work Order Options
Purchase Orders and Receiving • If you click <Move=F3>, you will be able to move the selected item to a different work order. • You have two options: • “Append Existing Work Order” • Will move the selected item to a work order already on the system • “Create New Work Order” • Will create a new work order overwriting the existing work order on the system. • If you click <TBO = F2>, it will remove the item from the work order and will move the qty to the TBO field in IVM
Purchase Orders and Receiving • If you click <Misc=F7>, then click “Totals” you will be able to see a summary of the order by Units on the order, Retail $ amount, and Wholesale $ amount.
Purchase Orders and Receiving • If you click <Misc=F7>, then click “Vendor Requirements” you will be able to see the vendor requirements that you set for the vendor. • You setup the Vendor Requirements in IVVM. See next slide…
In IVVM, bring up the vendor that has minimum requirements for an order and type them in the “Misc/Require” field. Purchase Orders and Receiving
Purchase Orders and Receiving • If you click <Options=F5>, then click “Convert to P.O.” you will be able to convert your work order directly into a PO. • In previous BSM versions, you would have to save the work order, then manually go to IVO to create the work order. • By using this option, it takes you directly to IVO to create the order.
Purchase Orders and Receiving IVO – Creating a PO
Purchase Orders and Receiving • “Order from a saved Work Order” will create a PO from your saved work order. A window will be displayed with the date of the work order so you can verify it is using the correct work order.
Purchase Orders and Receiving • “Pull all Spl Orders” will create a PO with all of your special orders regardless of vendor 1, 2, or 3.
Purchase Orders and Receiving • “Pull TBO’s” will create a PO for any items that have a TBO/TBR qty in IVM greater than zero. • “TBO Option” Ven #1, Ven #1-3, All • “Ven #1” will pull any items that have vendor 003 as vendor 1 in IVM • “Ven #1-3” will pull any items that have vendor 003 for vendor 1, vendor 2, or vendor 3. • “All” will pull any TBO items regardless of vendor.
Purchase Orders and Receiving IVO – PO Screen
Purchase Orders and Receiving IVO Misc. Options • “<Discounts=F15>” This will allow you to change the discount rate on every item on the PO at one time. • “<Add by Scan=F16>”This allows you to add an item by scanning a barcode on a product. • “Totals” and “Requirements” work the same as IVWO.
Purchase Orders and Receiving IVO Misc. Options • “<Add Spls=F8>”This will add special orders to the PO. • There is now a warning that will come up if a SO record is locked. This now allows you to Skip the locked record so that you can proceed with the order without finding out who has the record locked. • If you find who has the record locked, have them exit and click Try Again. • If you choose to Skip, you will get a window with the information of the SO that you skipped.
Purchase Orders and Receiving IVO Misc. Options • View TBO’s allows you to pick and choose which TBO items you want to include on the PO. • You can select, delete, change qty’s, etc in IVTBO. • See next slide …
Purchase Orders and Receiving View TBO’s
If you click <Options=F5>, then click Print, you can print X copies of Special Orders. You also have the option to “Print Spl Order Report 8 ½ by 11” which is a summary of the special orders on the PO in a line item printout. To Print and Prepare Electronic Order, click <F5=OK>. You would now send your order electronically via FTP Ordering (recommended) and receive your electronic acknowledgement. Purchase Orders and Receiving • In SYS Config File Change Misc. Configurations, line 2007 and 2008, you can change the default # for “Copies of Special Orders” and whether or not to “Print Spl Order Report 8 ½ X 11”.
IVIC – Process Elec. Acks. / Invoices Purchase Orders and Receiving • In IVIC, enter your vendor # for the PO you sent. Click <OK=F5> • View or Print your Acknowledgement. You will get a screen asking if you would like to “Adjust this PO for all Cancelled, Backordered, NYP & OP items?”. Click Yes • If you select Yes, type a PO# to cascade the items to. This will allow you to try and send the PO to another vendor to pick up the items that aren’t coming in from your first vendor. • You also have the option “No/TBO”. This will put everything that would be cascaded into the TBO/TBR field in IVM. • Click OK
Purchase Orders and Receiving IVPR – Receiving the PO Recommended Receiving Method • Start out by going into Back Order – Cancel – Change Item. • Type PO # and Invoice # • Change any items that changed since you placed the order. Examples of items to change • Items with different prices • Items with different discounts • Items with different qty’s • Etc… • Now everything on the PO should match the invoice. • Do a Complete Merge of the PO.
Purchase Orders and Receiving • IVPR now has an option to locate a P.O. number by an item on the P.O. • Click on the Binoculars icon. • This will call the IVN program which will allow you to search active P.O.’s by item number or title.
Purchase Orders and Receiving IVPR – Back Order – Cancel – Change Item
Purchase Orders and Receiving • Click <Change=F5> and change any information that changed from the original PO.
Purchase Orders and Receiving • Use <Back Order=F7>, <Cancel=F8>, or <Add=F15> to back order, cancel, or add any items that changed since the original order.
Purchase Orders and Receiving • Once the PO matches the invoice, click <Complete=F16> to do a Complete Merge of the PO.
Custom Reports and Returns To create a custom report, use the program “RPT”. 31
Custom Reports and Returns RPT is designed to allow you to print any data fields contained in the IVM file! 32
Custom Reports and Returns RPT begins by choosing a “Report” name.” Example “SAMPLE1” 33
Custom Reports and Returns Simply highlight and click on the label in the list box that you want to print! Ex: Author 34
Custom Reports and Returns Continue highlighting and clicking until you have all the desired fields on your report. 35
Custom Reports and Returns The Size column can be shortened to fit more characters. Example: You can shorten the Title field to 20 characters. The Sort # allows you to do a Primary and Secondary Sort The Max Length’s are listed for each format you can print. Pay close attention to the Current Length of the report as this will determine how the report prints (Tall vs. Wide) 36
Custom Reports and Returns Custom reports can be used in IVWO and IVP Show how to do InStock Report 37
Custom Reports and Returns Enhancements to RPT You can now print on Legal size paper enabling you to fit up to 228 characters (Printer has to support Legal size printing). New labels in RPT (discussed in following slides) IVP-EX-CST IVST-RTL IVST-UNITS Custom Sorted IVP report enables you to use the “Sort Parameters” tab. The manual has a full list of the different labels you can use. (F1 online manual also). 38
Custom Reports and Returns Custom report label “IVP-EX-CST”. tells a custom “IVP” report to extend the cost for an item. For example, if you had 3 items with a cost of $1.00 each, the report would print $3.00. “IVP-EX-CST” Label 39
Custom Reports and Returns If you do a Custom Sorted IVP and you have the labels “IVST-UNITS” or “IVST-RTL”, you can sort the report based up unit sales or dollar sales. “IVST-UNITS” and “IVST-RTL” Labels 40
Custom Reports and Returns Just as you can sort your sales by particular months or weeks, you can sort by a date range. To do so you will need to print the IVP report using the “Custom Sorted or Excel” option and include the label “IVST-UNITS”. This is also a good way to get a print out of what SKU’s have sold on a particular day. (Note, many users have traditionally used the ‘SLIV’ report for this). Since the IVP report condenses by grouping together each item’s sales, the report is much smaller. ‘SLIV’ is still a daily close out procedure but users might find it easier to print the ‘SLIV’ report to screen and generate an ‘IVP’ report for daily sales. “IVST-UNITS” Label and SLIV 41
Custom Reports and Returns IVR - Returns 42
Custom Reports and Returns Recent enhancements to IVR IVM - The “TBO” field has been changed from “TBO” to “TBO/TBR”. When this field is set to a negative number, BSMGR interprets that to mean the item is “to be returned” rather than “to be ordered”. Three (3) new projected return types Never sold, in-stock > 90 days Last Received date older than xxx “To Be Returned” Option to Print to the screen or Microsoft Excel Don’t discontinue core. When checked, any projected returns will not lower the In-stock amount to a zero amount. IVI lookup when adding items to the return. You can now limit a projected return to a category range. IVR asks if you want to delete the return upon merging instead of automatically deleting. 43
Custom Reports and Returns Detailed Return History in IVM Pressing “F3” in the Total Return field brings up the detailed return history for the item. 44
Custom Reports and Returns Detailed information about each return is now stored in a return header 45
Custom Reports and Returns Summary Report option displays suggested returns for each vendor. It is similar to a multi-vendor work order. It takes the projected return parameters and applies them to all vendors and then displays the report. Note, however, no returns are actually created. This is only a summary of what would be created if the projected return was run individually for each vendor. See Summary Screenshot on next slide. 46
Custom Reports and Returns IVR – Edit a Return IVR’s editing of a return now works much like IVWO. There is a list box showing the entire return. 48
Custom Reports and Returns IVTBR This program is used for viewing what items currently have a TBO/TBR quantity in IVM less than zero. Again, you can do a Projected Return for items marked “To Be Returned” in IVR. 49