IVPR - Receiving orders
The IVPR program is used to update the ‘On Hand’ amount of items carried in your inventory, when you receive the items on a purchase order. The items MUST be on your inventory before they are merged, to reflect the "On Hand" amount. In the System Configuration File, Miscellaneous Configurations line 313, you can choose to keep IVO records or delete them from the purchase order after merging. If you keep the items on the order, the purchase order will have asterisks to the left of the item numbers if it has been merged. If you print labels for a purchase order, you must print them before merging the order if you choose to delete the items from the order when merged. If you keep them on the order, labels may be printed after merging. You may print this report by changing your Environment for LO4 to the name of your report printer or if you put IVPRINT, will print to a file.
1. Complete merge
a. After you have checked in an order from a vendor and you received all the items you ordered and there are no price changes, you can merge the entire order in one step. Type IVPR and choose option 1 Complete Merge. Enter the purchase order number, invoice number, and invoice date. After confirming the entered information, the inventory records of the items on the entire order will be updated.
b. You may also use this option on a purchase order that you have already changed. Example: cancel, back-order, change price, etc. on items then press <Esc> and choose Option 1 to merge entire order. The rest of the order will be merged. Backorderd items will not merge on a complete merge.
2. Back order, cancel, change item merge
a. If after you check in a shipment for a purchase order and there are items you did not receive or there are price changes that need to be made, select option 4 in the IVPR screen.
b. Type in the purchase order number, invoice number, and invoice date. A screen listing the items on the order is displayed.
c. Highlight an item that did not come in and if you look at the options at the bottom of the screen you will see that by pressing <F2> you indicate that that item was back ordered and by pressing <F3> the item is canceled off the order. Items back ordered will remain on the purchase order and can be merged when they eventually come in. Canceled items will be re-ordered the next time you create a purchase order for that supplier. You may also press <F4> merge one item at a time but it is fastest to cancel and backorder what you did not receive then go to option 1 and merge the rest of the items.
d. If an item came in at a different price, at a different quantity than you ordered, at a different discount percentage, or if the item is no longer available from that vendor, highlight that item and press <Enter>. If you need to change the price, press the arrow up and enter the new price. You are given the option to change the price on your inventory. If the quantity ordered is different than the quantity received enter the amount received and the number back ordered or canceled. Enter the new discount percentage if needed and indicate the availability of the item. When you confirm the information you entered, that item is merged. If the item was out of print or no longer available from that vendor, you will need to change the inventory record for that item by changing the vendor number if it is available from another vendor or by changing the maximum/minimum to zero and indicating that this item is not available in the status field of the inventory maintenance record. If the item is for a special order and is unavailable, you will need to put a "U" in the item published field.
e. After you have made all the needed changes, you can press <Esc> to exit to the IVPR menu again and choose option 1 Complete Merge to merge all the remaining items that you received as ordered.
f. You may printout the back ordered items for a vendor by choosing IVBO entering the vendor number, or by pressing <Enter> you may print all vendors that have items on back order. To merge back ordered items use IVPR #4. Highlight the item, press <Enter> and if all came in, <Enter> again. This will take you to the ALL OK? option. Enter Y, and the item/s will be merged. You cannot use the complete merge option for back orders.
3. Cancel entire Order
If you choose option 3 you may cancel all items on the order.
4. Merge Items Manually
If you choose option 2, ALL items on the PO will be called to the screen one at a time. You must merge, cancel, or back order each item to the end of the PO.