IVO - MAKE/CHANGE ORDERS

1. - Automatic Order for Primary Supplier/Vendor: All items that have fallen below minimum for a specific vendor/supplier may be automatically pulled for an order. The vendor number must be in the PRIMARY Vendors #1 field in Inventory Maintenance (IVM).

2. - Manual Order for Primary Supplier/Vendor: An order may be manually entered for a specific Supplier/Vendor.

3. - Automatic Order for Distributor: All items that have fallen below minimum may be automatically pulled for an order. The Distributor Supplier/Vendor number must be in one of the three Vendor fields listed in Inventory Maintenance (IVM) unless you have added a line in the Environment OVERRIDE-DIST Y

Special Orders will be added to a Distributor order only if the selected Distributor/Vendor number is enter as Vendor #1, #2, or #3 on the Special Order.

4. - View/Change Previous Order: Allows you to view and change purchase orders that were previously made.

5. - Create PO Number: Creates an empty purchase order number.

(Options "1-3" automatically assign a purchase order number to each order.) The purchase order number consists of:

year month day vendor # order #

EX: 94 02 21 012 1 = 9402210121

The purchase order number is determined by the date the order is made unless you use option "5". This option allows you to determine your own date for the purchase order number without the constraints of the actual day order is made; however, once the purchase order number has been created you will have to go into option "4" to add the items to the order. This is useful when putting on salesman’s orders.

6. - Print an order: Allows you to Prepare Electronic Order with or without printing. Non-electronic orders will need to be printed.
Also you will need a copy of the order when the order is received.

7. - View Publishers Orders: This option lists to the screen all items on order for a particular Publisher/Vendor. This listing is alphabetical by Title.

8. - Order from IVWO Report: Creates orders for Vendors/Distributors tagged in the "IVWO" report. The "IVWO" report must first be run and saved.

9. - Print Order Confirmation: Prints order confirmation from Vendor that you have sent an electronic order and received an acknowledgment from. This will tell you what they have canceled or backordered. It will also tell you what is NYP or out of print.

10. -Combines two purchase orders for a Vendor.

11. -For bookstores that have more than one store not directly connected and a copy of the individual inventory masterfiles are kept at the store that does most of the ordering. This program updates the inventory masterfiles in regard to the items that are on order.

<Esc> Exits the program.

 

 

IVO #1 = Auto Order for Primary Supplier

Enter the Vendor you wish to process, or press <F1> for Vendor Look Up. Enter the vendor name and a list of vendors in alphabetical order will be displayed. Highlight the vendor wanted and press <Enter>. The vendor number and name will be transferred to the IVO program. You will be asked for the department (category) limitations.

Department (Category) Limitations:

"A" if you wish to include all departments (categories).
"S" will allow exclusion of some departments (categories).
"I" you can limit an automatic order to certain departments (categories).

All Ok? Y/N/C:[*]

"N" you can change information.
"C" will cancel the order.
"Y" the order will be made for all items that the on hand level has fallen below the maximum stocking level for this vendor.

When a purchase order is made, the general information for the purchase order will be displayed and may be edited. The Bill to is pulled from the ARHD file. The Ship to defaults to same as Bill to, but may be changed. The SAN # is pulled from the SYS Config File, #5, Line 210. The Shipping instructions, Back Order instructions, and Special Codes are pulled from the IVVM program for the Vendor.

X12 Additional Information is for vendors who accept electronic purchase orders. This is the additional information that they will need if they require an "X" in the electronic order type.

The Purchase Order General Information Screen looks like the following:

P.O. # - The purchase order number will be automatically filled in followed by the Vendor Name purchase order is to.

Bill to and Ship to - Name, address, city, state, and zip code Information will be pulled from the ARHD - Company Header.

SAN # - Your store’s SAN # will be pulled from the SYStem Config File, #5, Line 210.

Shipping Ins ? - The shipping instructions will be pulled from IVVM - Add/Change/Delete Vendors. May be changed for this purchase order. ? means you may Press <F1> to look-up the Shipping Options.

Back Order Ins. ? - The back order instructions will be pulled from IVVM - Add/Change/Delete Vendors. May be changed for this purchase order. ? means you may Press <F1> to look-up the Back Order Instructions.

Back Order Ins. N = NO Backorders Y = Back Order NYP / OS Items B = Back Order NYP Item Only O = Back Order OS Items Only BK = Ship Partial Balance B.O. SC = Ship Complete SS = Ship Per Schedule Press any key

Special Codes ? - The special codes will be pulled from IVVM - Add/Change/Delete Vendors. May be changed for this purchase order. ? means you may Press <F1> to look-up the Special Codes.

You may override the way the vendor is set up by entering in new Special Codes on the Purchase Order. This will only change the information for this Purchase Order. The Purchase Order must be prepared electronically/printed after changes are made.

Ingram requires specific codes which you must get from them direct. The six positions in the field must express Ingram's code for:

1- Greenlight either "Y" or "N"
2- Warehouse Pairs either "Y" or "N",
3- Warehouse Code (C=Walnut, CA; D=Ft.Wayne, IN; P=Petersburg, VA; K=Avon, CN; M=Denver, CO; N=LaVergne, TN)
4- P.O. Type (0=Purchase Order; 1=Confirmation Only; 2=Future Use; 3=Stock Status Check; 4=Reserved; 5=Confirmation Only--For Specific PO#)
5- Backorder Release either "H" or "R"
6- (Future Use)

When calling for this information, tell Ingram to recognize your order by your SAN number instead of your account number.

Ingram Example:

Electronic Codes: [YYC0R ] means: Yes to greenlight, Yes to warehouse pairs, Ship from Walnut Ca, This is a Purchase Order and Release backorders. For further explanation to what these choices mean, please refer to your Ingram catalog or call Ingram.

Spring Arbor will ship from the warehouse nearest to you, using the shipping method set up with you, but you may request items to be shipped a different way and/or from another warehouse:

Shipping: 401=Cheapest, 402=UPS, 403=Book Rate, 404=Freight, 405=Pick-up, 406=UPS Second Day

Warehouse: 501=Mi, 502=Or, 503=Tx 504=Ca, 505=Fl, 506=Ar, 507=Tn (Note: The Florida warehouse is only for returns.)

 

X12 Add’l Information - Starting with Version 5.2, BSMGR supports the X.12 electronic ordering format. This format is used for X-net (EDI) electronic ordering through General Electric Information Service (GEIS). If you are interested in ordering with vendors that support X-net, call BSMGR.

Requested Ship Date - Enter the date you would like the items shipped.

Distribution Center - A six character field where you enter the distribution center. ? means press <F1> for look-up of Distribution Center.

Acknowledgment Req. ? - Enter the code for the type of acknowledgment wanted. ? means press <F1> for look-up for Acknowledgment Types.

Ack. Types AC = Acknowledge with detail and change AD = Acknowledge with detail no change AE = Acknowledge with Exception detail only AK = Acknowledge - No detail or change NA = No Acknowledgment Needed Press any key

P.O. Type ? - Enter the type of purchase order being sent. ? means press <F1> for look-up for PO Types.

PO Types CF = Confirmation CP = Change to P.O. CR = Change to Release NE = New Order RL = Release Blanket Order Press any key

Message - Thirty-five characters long to type message.

Time - Enter the time.

Cancel After - Enter the date to cancel.

Responsible Agency - A one character field.

Press <F1> and the following window is displayed:

Freight Payment Types CC = Collect CF = Collect, Freight to be credited DF = Defined by Buyer & Seller MX = Mixed NC = Service Freight, No Charge PC = Prepaid but charge to Customer PP = Prepaid (By Seller) PU = Pickup TP = Third Party Pay   Press any key

Pay for Shipping - A one character field. More information will come later.

<F2> to Continue - Will continue to the rest of the purchase order where items ordered will be listed.

Arrow Up to Change - Press the arrow up/down keys to go to the field you want to change.

After you press <F2> to Continue, you will get the following screen:

The Purchase Order will list the Item Number, Title, Quantity Ordered, Special Order, Back Order, Retail Price, and Extended Retail Price.

<F1> = IVM: Highlighting an item and pressing <F1> will bring up the inventory maintenance screen for that item. You may review the sales history of the item by pressing <F3>.

<F2> = Order Totals: Pressing <F2> will window the order totals; Stock items and dollar amount, Special Orders and dollar amount, and Total items and Total dollar amount. Press any key to close window.

<F3> = Print the Order: Pressing <F3> will print the order. You will have choice to prepare electronically and print or prepare electronically no print. You will have the choice of number of copies of special orders to print 0-2.

<Pg Up>/<Pg Dn>: You may page up/down, as well as arrow up/down to view items.

<F4> = Add Special Orders: Pressing <F4> gives you the option of adding special orders. Special Orders with the Vendor Number as Vendor #1 will be added to order with the option of adding Special Orders for Vendors/Distributors on Vendors #2 or #3.

<F5> = Add an Item to the Order: Pressing <F5> will allow you to add items to the order. Will bring up a screen where you can enter the item number, title, price, amount to order, if special order, and cost. (See IVO #2 Manual Order for Primary Supplier)

Note: Adding an item as a special order will not merge onto a special order unless the special order is attached to the PO. Bring up the special order, and at the PO number, press <F1>, highlight PO number and press <Enter> to attach to PO after PO is made.

Item #____________: <Enter>: Enter an item number, press <Enter> for an item that is on the order will bring that item information to the screen. (Highlighting the item and pressing <Enter> will do the same.) At this time you may "C" cancel the item off of the order, "N" change information such as amount ordered, or "Y" accepts information then goes back to the list of items on order to the next item. You may page up to see previous items on order.

<Esc> to Exit to the IVO options. <Esc> again to exit program.

 

IVO #2 = Manual Order for Primary Supplier

Manually entry of items on a purchase order gives the option of calling the inventory masterfile maintenance program, the inventory inquiry program, or the data base program.

Enter the Vendor Number for which you wish to make an order. <F1> for Vendor Look Up. Enter the name of the Vendor, press <Enter> and a list of Vendors will be displayed. Highlight one wanted and press <Enter> and Vendor number and name will be transferred to program.

ALL OK? (Y/N/C):[*]

"N" will take you back to IVO options.
"C" will exit the program.
"Y" will create a Purchase Order for this Publisher without any items on the order. You must manually enter items to be ordered. (See Manually Entry of Item on Purchase Order next page)

Manual Entry of Items on a Purchase Order

When you add items to a manual order or add items to an existing order, you will get the following screen:

Item ? - Enter the item number or press <F1> for look-up. When you press <F1>, you get the following window:

1 = IVM Maintenance - Will call the inventory maintenance program where you may add/change/delete items from your inventory. If the item you want to order is not on your inventory, you may add at this time, then when you <Esc> back to the order, the information will be pulled to the order.

2 = IVI Inv. Inquiry - Will call the inventory inquiry program. Highlight the item you want to order and press <F1> to transfer the item to the order.

3 = IVDI Data Base Inquiry - Will call the data base program where when you find the item you want to order, you may press <F3> and add it to your inventory. When you save and go back to the database, press <F1> to order and the item will be transferred to the purchase order. The cursor will be in the quantity field. If you do not want the item to be added to your inventory, after finding the item in the database, press <F1> to order and the item number and title will be transferred to the purchase order. The cursor will be in the title field. At this time, you have another chance to put on the inventory masterfile by pressing <F1> to go to the IVM program. Or press <Enter> and enter the needed information to place this item on the purchase order.

1=Rtl-- <U.S. Retail> Enter the U.S. Retail Price of item. This will default if an inventory item.

2=Sel-- <Selling Price> Enter the Selling Price (Our Price #1) of the item. This will default if an inventory item.

3=Qty-- <Individual Units> Enter the quantity to be ordered. This includes amounts special ordered.

4= Spl-- <# that are Special Ordered> Enter the quantity that is for special orders. Note: Adding an item as a special order will not merge onto a special order unless the special order is attached to the PO. Bring up the special order, and at the PO number, press <F1>, highlight PO number and press <Enter> to attach to PO after PO is made.

5=Pkg-- <Units per Package> Enter how many units are in one package. The system defaults to 1 unless the item has been set up differently in the masterfile. This option is useful on such items as booklets where they are ordered in lots of 10, but sold individually.

6=Cost--<F5> for Pct. Cost The cost will default to what is set up on the vendor in IVVM for this item. If different, you may enter the cost amount of this particular item. If you know the discount received and not the cost, enter the cost percent (discount percent subtracted from 100) and press <F5> and the cost will be calculated and entered. This cost amount is the amount that will ultimately show up in the masterfile when the order is merged.

All OK? (Y/N/C):[*]

"N" will allow you to enter the field number to change information.
"C" will cancel the item from the order. If adding new item, will go back to item field; if changing item, will ask ‘Are you Sure?’ "Y" will cancel, "N" will not cancel item from the order.
"Y" will accept the information.
<Esc> to Quit - Press <Esc> and the items on the order will be displayed to the screen. At this time you may choose any of the options such as print the order by pressing <F3> or you may press <Esc> and exit to the options for "IVO". Press <Esc> again to exit the program.

 

IVO #3 = Automatic Order for Distributor

Enter the Vendor/Distributor Number for which you wish to make an order or press <F1> for Vendor/Distributor Look Up. Enter the vendor name and a list of vendors in alphabetical order will be displayed. Highlight the vendor wanted and press <Enter>. The vendor number and name will be transferred to the IVO program. You will be asked for the department (category) limitations.

Department (Category) Limitations:

"A" if you wish to include all departments (categories).
"S" will allow exclusion of some departments (categories).
"I" you can limit an automatic order to certain departments (categories).

All Ok? Y/N/C:[*]

"N" will go back to IVO Options and you can change information.
"C" will cancel the order and exit the program.
"Y" the order will be made for all items that the on hand level has fallen below the maximum stocking level for this Vendor/Distributor. A Distributor Order looks for the Vendor/Distributor number in Vendor #1, #2, and #3 fields.

The rest of the program works just like IVO #1. Please refer to IVO #1 = Auto Order for Primary Supplier.

Note : This will check your inventory for items that the on hand level has fallen below the maximum stocking level, and will pull the amounts to be ordered. This will make an order for all items that have the Vendor/Distributor Number for any one of the three Vendor fields on the Inventory Maintenance Screen. This could be a large order.

 

IVO #4 = View Change Previous Order

Enter the Purchase Order Number, press <Enter>. The Purchase Order General Information will be displayed and may be edited. See IVO #1= Auto Order for Primary Supplier.

Press <F2> to continue and a listing of the order will be displayed to the screen and you may add items or make changes same as when order was first made. See IVO #1= Auto Order for Primary Supplier.

 

IVO #5 = Create PO Number

Enter your proposed PO number. Must be numeric and ten digits. Normally the Purchase Order Number is the date (YYMMDD), the three digit Vendor Number, and one digit number for the order number of the day. Up to nine purchase orders for a particular Vendor may be made in one day. This will create a Purchase Order number of your choice. Will create an "empty" purchase order.

When PO number is created the following will be displayed:

SUCCESSFUL CREATION OF P.O.

PRESS ANY KEY TO CONTINUE

This will take you back to the "IVO" options. You must then go into IVO #4 = View/Change Previous Order and enter the items on the order. See IVO #1 = Auto Order for Primary Supplier, Manual Entry of Items on P.O.

Note: This is a good way to put on a Salesman’s Order.

 

IVO #6 = Print an Order

Enter the Purchase Order you want to Print. If you have just exited a Purchase Order the order number will be defaulted. May be overwritten. If you want to print all purchase orders made on the same day, enter the date (YYMMDD) and four zeros. All purchase orders for all Vendors made on the day entered will be printed. This may be used when multiple orders have been created using the "IVWO" #2 = Multiple Vendors and then the "IVO" #8 = Order from IVWO Report to create the purchase orders.

The choice of print types will be displayed.

 

Number 1 will Print the order and also prepare it to be sent electronically.

Number 2 will prepare it to be sent electronically and will not print.

After choosing the print type, the number of Special Orders to be printed may be selected.

Enter the number of copies to print for each Special Order. If you do not want to print Special Orders, put zero. You may print one or two copies of each Special Order. Each order will be printed on a separate sheet of paper and will contain the following information: control number, item number, title, author, publisher number, price, quantity ordered, customer information (name, address, phone), and order information (date ordered, PO number, date received, status, initials of person taking order, rush, committed, paid, and special information)

Format of printed Purchase Order

The Order To: Information on the purchase order is pulled from the IVVM maintenance for the Vendor.

The Bill To: and Ship To: Information is pulled from ARHD company maintenance.

The other information comes from the IVVM maintenance for the Vendor or the Purchase Order General Information when the purchase order was made.

The quantity, item #, description, author, catalog or UPC # (SYStem Config, #5, Line 418 = Print (U)PC OR (C)atalog on P.O.s?), retail, cost, extended cost, and off use will be printed.

The quantity and Item # print in a larger font if SYStem Config File, #5, Line 406 =‘D’ for Double High Print (IVO)?: is set to "D". This makes the numbers more readable if purchase order is faxed.

If an item is for a Special Order, an asterisk will be printed before the quantity.

If you have the item on hand, under office use, the amount on hand will be shown.

See next page for format of printed Special Order.

Format of printed Special Order

Each Special Order will be printed on a separate page.

Print the Special Orders and put with the purchase order. When items come in, pull the Special Orders so they will not be put out with regular stock.

Note: You may chose to break out Multi Store’s Purchase Orders. When the order is printed, you may choose to print the Multi-Store Breakout. This will print the order and after each item ordered, the breakout for each store, up to six stores, will be printed.

Example:

If you choose to print out the Multi-Store Breakout, you are given the option to print the items ordered for each store separately. The report will be in the following format:

You may take the Purchase Order Distribution Report to the store that will receive the merchandise.

Note: If the Purchase Order is Split, you may merge the P.O. at the store that receives the merchandise. See IVO #12.

 

IVO #7 = View Publishers Orders

Enter the Vendor Number or press <F1> for Vendor Look Up. Enter the name of the Vendor and a list of Vendors will be displayed. Highlight the one wanted and press <Enter>. All items on order with that Vendor will be displayed. You may see the Item #, Title, Quantity Ordered, if any are Special Orders, if item is Back Ordered or NYP, and the Purchase Order Number. You may Page Up/Down to view information or Press <F1> for Totals.

<F1> for Totals will add the amount on order and will display Number of items on order and the Wholesale Dollar amount. Press any key to close window and return to the option to enter a Vendor Number.

<Esc> to exit program.

IVO #8 = Order from IVWO Report

Note: Before you can order from a IVWO work order report, you must have run the IVWO program for either a specific Vendor, multiple Vendors, or a distributor and saved the work order. After editing the work order and saving, you must order from the saved report before going back into the IVWO. Going back into the work order erases the saved work order. If you have not saved a work order report, a message will be displayed, ‘No report on file...’, press any key to close message and return to IVO options.

When ordering from a IVWO Report for one Vendor, after choosing option #8, a purchase order number is displayed while order is being created. Then the program goes to the option where you may view change previous order. The purchase order just created will be defaulted to the enter order number field. You may press <Enter> to view/change the order, or press <Esc> to exit to the IVO options. The order may be printed while in the view/change option by pressing <F3>. Or, you may print the order by choosing IVO #6=Print an Order.

If you are ordering from a Multiple Publisher Summary, you will be asked to Enter the Distributor Number. Enter the distributor number and press <Enter>. The distributor name will be displayed. All OK? Y/N _ You may accept the distributor number or change. After Entering "Y", as each Purchase Order is made, the Purchase Order Number will be displayed to the screen and "Now Being Generated" will be displayed. When all the Purchase Orders have been generated, you may display purchase order numbers to the screen. Print the screen to have a list of purchase orders created. To view/change/print the orders, go into "IVO" #4=View Change Previous Order. To print the order/s without viewing, go into "IVO" #6=Print an Order. To print all orders made the same day, enter the date (YYMMDD) and four zeros.

 

 

IVO #9 = Print Order Confirmation/Invoices

Orders must have been sent electronically, and an acknowledgment received to print an order Confirmation.

Invoices for items sent automatically will need to be requested before they can be printed.

Choose Confirmation or Invoice: Enter a "C" for Confirmation. Enter a "I" for invoice.

Enter the Vendor Number or press <F1> for Vendor Look Up. Enter the name of the Vendor and a list will be displayed. Highlight one wanted and press <Enter>.

All Ok? Y/N _

"N" will allow you to change vendor number.
"Y" on an order confirmation, will display window asking, "Do you wish to automatically make changes to Items Canceled, Backordered, NYP and OP Items? (Y)es (N)o__ "

"N" will not make changes on the order.
"Y" will cancel and/or backorder what you will not receive on the order.

You may print or view the confirmation to the screen. The report will vary for different Vendors because of the information returned in the acknowledgment.

"Y" on a invoice print, will print the invoice.

<Esc> to Exit
Press <Esc> to Exit the program and not print.

Note: If choosing to automatically make changes to order, you will need to Re-Print the order using "IVO" option 6 to have a report of what you will be receiving.

Note: If there is not an acknowledgment for the Publisher entered, a window will be displayed telling you, "No such acknowledgment on File"

Note: If there is not an invoice to print, you will get a blank sheet of paper. You must have gone into the COMM program, <F1> Spring Arbor, #4 Request Current Invoice on file. You may check to see if you have an invoice by going up to the Menu Bar to View and choose File. The file name will be INV.xxx, where xxx equals the Vendor #. The information in the file that says you have no invoices, will not print because it is not ANSI Standard.

 

IVO #10 = Combine (2) Purchase Orders

Enter the Purchase Order Number you wish to be the Combined Purchase Order and press <Enter>. Enter the Purchase Order Number you want to delete and press <Enter>. The two Purchase Order Numbers will be combined into one. All items on the deleted Purchase Order will be on the Combined Purchase Order Number.

 

IVO #11 Flag Multi-Store Masterfile

For bookstores that have more than one store not directly connected by lease line and a copy of the individual inventory masterfiles are kept at the store that does most of the ordering. This program updates the inventory masterfiles in regard to the items that are on order.

 

IVO #12 Split Multi-Store PO

A Purchase Order made at Store #1, may be merged at Store #2, etc. After the Multi-Store Purchase Order has been made, you will need to split the order using IVO #12.

Enter the Multi-Store Purchase Order you want to split for transfer.

Press <F4> to Begin Split.

"Now Splitting Out Purchase Orders", will be displayed. The files will be split. The file, IVO.SEQ is appended for each Purchase Order that is split. You cannot split an order more than once.

You may now merge the Purchase Order at the different stores by doing the following:

At Store #1, copy the file IVO.SEQ and take to Store #2, 3, 4, etc.

At Store #1, after copying and taking to the other stores, delete the file IVO.SEQ before any other Purchase Order is split.

At Store #2, 3, 4, etc., install the disk and in BSMGR at a Select Option Prompt, type in: TRANIVO <Enter> This will create the Purchase Order so that it may be merged.

At Store #2, 3, 4, etc., when the items come in, run the program IVPR and merge the Purchase Order.