IVPR - RECEIVE/CANCEL ORDERS
To open IVPR, press <Alt M> ("Menu") and follow the Menu path illustrated below, then press <Enter>, or simply enter <IVPR> in the "Enter Program Name" field and press <Enter>.
Note: Merging items from a purchase order will put the quantity received in the "On Hand" field in IVM ("Inventory Maintenance"). The item must be on inventory before the purchase order is merged for the "On Hand" field to be updated. The quantity received does not go anywhere on items that are not on your inventory when the purchase order is merged.
Note: If SYS, Config File, Change Misc. Configurations, number 2003 is set to "W" for (W)eight, the cost of goods will be averaged on all invoices received through IVPR since the item was put on inventory.
All items on the order will be automatically merged into stock. All backordered or canceled items on the order need to be backordered or canceled first, using the "Backorder-Cancel-Change Item" option.
- Enter the Purchase Order number of the order you wish to process. If you have just exited out of a purchase order, the purchase order number will default.
- Enter the Invoice number and the Invoice date. If you have just exited out of a purchase order, the previous invoice number and date will default.
- Select OK=F5 to merge. "Are you sure?" will be displayed. Select Yes to complete the merge.
If you choose to keep the items on the purchase order after merging (Set SYS, Config File, Change Misc. Configurations, number 2076, "Keep IVO records after merging? Y/N" to "Y"), a "Y" will be to the right of the item when all items have been merged or cancelled. A "P" will show partially merged items. You cannot merge an item twice. An error message will be displayed, “This item has already been received.”
- The Item Number and Title will be displayed for the first item, with the cursor in the "Qty Received" field, and displaying the following:
- Retail Price- This shows the IVM "Sugg. Retail" price. This price can be changed. Use the arrow up key to move to this field and make the change. However, in order to sell the item at the changed retail price, you must also change the selling price.
- Selling Price- This shows the IVM "Our Price #1," which can be changed after first changing or re-entering the suggested retail price.
- Cost- The cost defaults to what is set up on the item in the masterfile. If the cost was more/less on the invoice, you may enter the cost paid for the item. Cost will change by the discount entered.
- Discount- Enter the discount received on the item. The cost will be calculated.
- Item Published- This field defaults to "Y," which means the item has been published. If the item is a backordered new product and has not been published, enter "N," and a code of "NYP" ("Not Yet Published") will be set up in the masterfile for this item. Enter a "U" if the item is unavailable or out of print. If SYS, Config File, Change Misc. Configurations, number 2085, "Mark unavail spl order ‘C' or ‘U’", is set to "U" when the unavailable item is a special order, "Unavailable" will be transferred to the special order status code field, so that you will know it is unavailable and the item will not be re-ordered.
- Qty Ordered- This number indicates the quantity that has been ordered.
- Prev. Received– Quantity that has previously been merged.
- Qty Received- If you receive more/less of the item than was shown on the order, you may change the quantity here. If no changes are made, press <Enter> and the quantity ordered is merged.
- Qty Backorderand Qty Canceled - Enter the quantity to be backordered or canceled. It is possible to merge, backorder and cancel quantities of the same item. These fields default to zero (0) if the quantity of items ordered is entered as received.
- After any necessary entries have been made on this item, select OK=F5 to accept the entries and go to the next item. (If changes have been made to the prices and cost, "Change Inventory files to match the PO's Retail, Selling and Cost?" will be displayed, giving you the option of changing the prices and cost in the inventory masterfile.)
After each item on the order has been brought to the screen and been merged, canceled, or backordered, the cursor returns to the IVPR options.
Cancel Entire Order
The entire order will be canceled.
- Enter the requested information just as in "Complete Merge."
- Select OK=F5 to cancel the entire order. "Are you sure?" will be displayed. Select Yes to complete the cancellation of the order.
Backorder - Cancel - Change Item
This option allows an individual item on a specific order to be reviewed. You can backorder, cancel, or merge the item. Allows you to change the price of an item on the order and gives you the option of changing the price in the masterfile. It also allows you to change the cost of the item. You do not have to go through all items on the order. After canceling, backordering, etc, press Quit-Esc to return to Options, and choose the "Complete Merge" option to automatically merge the rest of the order. This is the fastest way to merge if a few items are canceled or backordered.
- Enter the requested information, just as entered in "Complete Merge."
- Select OK=F5, and a list of the items on the order will be displayed.
- All items on the order are listed in alphabetical order by title. You may use the "By Title=F12" and "By Item=F13" command buttons to change the listing order. Arrow up/dn (or page up/dn) to highlight a particular item, and then backorder/cancel/change, etc. for that item, using the commands listed below:
a. Change=F5 - Brings forward the "Change Item" screen, allowing you to change the item price/sale price (with the option to change price in the masterfile), merge, backorder, or cancel items, and put a (Y)es (N)o or (U)navailable on the item. (Special orders with an item that is no longer available need to have a "U" entered so that the special order will show that the item is unavailable. If the item has only been canceled from the order, it will be ordered again.) When in this change mode, there is an option to “Change Item #,” which allows you to change an item number without having to go to IVM.
b. Receive=F6 - Use to merge the quantity ordered for this item into inventory.
c. Backorder=F7 - Use to backorder the item.
Note: Backorders will not be merged using the "Complete Merge" option, nor canceled using the "Cancel Entire Order" option.
d. Cancel=F8 - Use to cancel the item.
e. IVM=F3 - To go into IVM for inventory maintenance.
f. Add=F15 - Allows you to add items to the order.
g. Quit=Esc - To return to the "Options" screen.
h. Complete=F16 - allows the user to do a complete merge without exiting back to the IVPR menu options screen to choose “Complete Merge.” This eliminates having to make entries in the “P.O. Number, Invoice Number and Invoice Date” screen twice.
i. Unreceive=F17 - If an item is accidentally received, it can be unreceived with this option. The item will be put back on order, etc.
j. Discounts=F18 - Allows you to change global discounts.
k. StkCk Ord's=F19 - Allows you to tag and add to the purchase order items that have been placed on hold during a Stock Check.
Backorder Entire Order
The entire order will be backordered. If the item is on inventory, but has never been received, it will show NYP ("not yet printed") on the backorder printout.
- Enter the requested information, just as entered in "Complete Merge."
- Select OK=F5 to backorder and NYP all items on the order. "Are you sure?" will be displayed. Select Yes to complete the procedure.
Receive from Electronic Invoice
This option is not supported at this time.
Receive By Scanning
If barcodes are on the purchase order, items can be checked-in by scanning them into a "Receiving Document" when the order is received. This document can then be compared with a "Discrepancy Report" to determine any items on the order that were not received.
- Enter the Purchase Order number, Invoice number, and Invoice date.
- Enter a "Receiving Document" number of your choice.
- Select OK=F5.
Note: If you use a blazer barcode printer, you will be prompted to answer if you wish to print labels as-you-go while scanning in received items.
- You may then begin scanning in the Items.
Note: If an item is not on file, you will be prompted to add the item to the IVM file.
- After you have finished scanning, you have the following options:
Merge Scanned Items=F5
This allows you to cancel shortages or backorder shortages.
This allows you to compare this report with the "Receiving Document" to determine any items on the order that were not received. You have the option to view or print this report; however, it can be viewed only once.
This allows you to review the items scanned into the "Receiving Document" and to delete or make changes to items if necessary.
Receive By Scanning/No P.O.
This option allows for receiving items with no purchase order on file. This could be useful for a company such as Dickson
Note: This routine does update the last invoice fields in IVM. If an item is not on file, you will be prompted to add the item to the IVM file.
Receive Back Orders By Scanning
This option allows for receiving items that have been marked as backordered. This could be useful for a PO that had many backordered product.
Price Labels - IVL
Allows you to go to the barcode/price label program, IVL ("Inventory Labels"), to print labels for a purchase order. However, if you are using a dedicated barcode printer that uses rolls of labels, the labels will begin printing immediately.
Note: The add-on E-Mail package is required for E-Mail notifications.
Email notifications ONLY go out at night when SCHEDULE runs. The 1st notification goes out the day the special order is received in IVPR. If a special order is marked as "Picked up" that same day it is received in IVPR then it will not send a notification. It will auto re-send the notification every 7 days up to 3 times (on day 1, 8, 15, and 22).
You can manually send out Special Order notifications by using the "Email Notifications" option in IVPR. You will get a window asking you "Do you want to send another notice to customers who haven't picked up their order in 7 days?", select yes if you wish to send out a notification for each received but not yet picked up special orders.
Select the Exit command button to exit the program without merging.
Note: Partial Receiving
partially receive an item that has special orders associated with it, consider
the following example:
A store orders 10 copies of a book.
Three come in and seven are backordered.
There are three different special orders attached to the purchase order;
a special order for one copy, a special order for five copies, and another
special for one copy. Since only
three of the ten special orders come in, the user must choose which three
special orders to fulfill and which to backorder.
The following screens demonstrate how this is done.
(Note: The entry fields on
the right of the screen only appear in Multi-Store environments.)
This screen shows 3 received and 7 backordered.
Since only three of the special orders came in, the choice is then made on the next two screens as to which special orders are filled.
The choice is made to fulfill part of the Randy Voorhees special order.
will automatically change the Randy Voorhees special order from a quantity of
five to three and mark them “Received.”
BSMGR will then automatically create a new special order for Randy
Voorhees for two and backorder them. Any
deposits will stay with the original special order.
BSMGR will then backorder the special orders for Suzie Smith and the Store.
The same type of handling is done for cascaded or cancel/reorder special orders. If necessary, BSMGR partially fulfills the original special order and creates a second special order marked “Reorder” for the remainder of the original special order.