IVPR - RECEIVE/CANCEL ORDERS
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N V E N T O R Y M E R G E
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Note: Merging items from a purchase order puts the quantity received in the ‘on hand’ field in 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.
1. = Complete Merge - All items on the order will be automatically merged into stock. All back-ordered or canceled items on the order need to be back-ordered or canceled first, using #4.
2. = Merge Items Manually - Every item on the order will automatically be reviewed separately to allow back-orders, cancellation, or merge of item. You may also change price and cost amount of each item. All items on the purchase order have to be canceled, backordered, or merged one at a time. Slowest way to merge.
3. = Cancel Order - The complete order will be canceled.
4. = B/O - Cancel - Merge Items Individually: This option allows an individual item on a specific order to be reviewed. You can back-order, cancel, or merge the item. Allows you to change the price of an item on the order and give you the option of changing the price in the masterfile. Also allows you to change the cost of the item. Do not have to go through all items on the order. After canceling, back ordering, etc., items that need changing, <Esc> out and choose Option #1 to automatically merge the rest of the order. Fastest way to merge if a few items are canceled or backordered.
5. = B/O and NYP Entire Order - Entire order will be back-ordered and if the item is on inventory but never received it will NYP the item on the back-order print-out. (NYP means not yet printed)
6. = Inventory Maintenance - Allows you to go into inventory maintenance to add, change, delete, or change amounts or price.
7. = Change Existing Order (IVO) - Allows you to go into IVO and use #4 to View/Change an existing order, etc.
8. = Find PO # (IVN) - Allows you to find a PO # using either an item number or the title.
9. = Print Labels (IVL) - Allows you to go to the barcode/price label program to print labels for the purchase order.
10 = Receive from Elec. Invoice (No P.O.) - Used with Spring Arbor’s Vital Title Program. Merges the Electronic Invoice Spring Arbor sends when they send a replenishment order.
<Esc> to Exit: Exits the program.
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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 invoice date. If you have just exited out of a purchase order, the previous invoice# and date will default.
All OK?(Y/N/C):[*]
"N" Gives you the option of changing information.
"C" Will cancel the program.
"Y" Will bring up the question:
Are you sure you want to MERGE ENTIRE ORDER? [_]."N" Will not merge the order. Will exit back to the IVPR options.
"Y" The purchase order will be merged. If you choose to keep the items on the purchase order after merging,
(SYStem Config File, #5, Line #313 = Keep IVO records after merging? Y/N: to "Y"), when an item is merged, an asterisk will be put to the left of the item number.
You cannot merge an item twice. A error message will be displayed, ‘This item has already been Merged! Do you wish to delete from Order? Y/N’. "Y" will delete the item from the order.
IVPR #2 = Merge Items Manually
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Enter the information asked for just as entered in #1 = Complete Merge. Every item on the order must be merged, canceled, or backordered at this time. The items on the order will be brought to the screen one by one in alphabetical order by title.
Inventory purchase order manual merge screen
I N V E N T O R Y M E R G E
ALL OK? (Y/N/C):[*] |
The item number and title will be displayed for the first item on the order. (Each item will be brought to the screen one by one.)
Amount on Order: This number indicates the amount that has been ordered.
Rtl. Price: This shows the U.S. Retail Price. Can be changed by arrowing up and changing but must also change or re-enter the Selling Price. After changing, will give option to change the masterfile. "Y" will change the price on the item in the masterfile. "N" will not change price in the masterfile.
Selling Price: This shows the Our Price #1 price, can be changed by arrowing up and first changing or re-entering U.S. Retail Price. After changing, will give the option to change masterfile. . "Y" will change the price on the item in the masterfile. "N" will not change price in the masterfile.
Amount to Merge: If you receive more/less items than was shown on the order, you may change the amount here. If no changes are made, press <Enter> and the amount ordered is entered to be merged, zero is automatically put in the Back-ordered field and Canceled field, a 'Y' is placed in the Item Published field, and the prompt skips to "ALL OK?".
Amount Backordered or Canceled: Enter the amount to be back-ordered or canceled. It is possible to merge, back-order and cancel amounts of the same item.
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. If you do not know the cost amount but do know the discount received, enter the cost percent (discount subtracted from 100) and press <F5> and the cost will be computed and entered. This cost figure is transferred into the masterfile (IVM) for the item and put in the invoice history information. This does not change the discount and cost that defaults from the Vendor Maintenance IVVM for the item.
Item Published?: This field defaults to "Y". If the item is a back ordered new product and has not been published, enter "N"= No. A code of "NYP"= Not Yet Published, will be set up in the masterfile for this item. If you press <Enter>, "Y"= YES will automatically be inserted to indicate the item has been published. If you enter a "U", this code indicates the item is unavailable or out of print. If item is a Special Order, the "U" will be transferred to the status code field so that the item will not be re-ordered and you will know it is unavailable.
ALL OK? (Y/N/C): [*]
- "Y" will accept information entered and go to next item.
- "N" will allow you to go back up and make changes in information entered.
- "C" will cancel the information entered and go to next item. Amount merged will be zero.
After each item on the order is brought to the screen and merged, canceled, or backordered, the cursor goes back to the IVPR options.
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This option cancels all items on a purchase order.
Enter the information asked for just as entered in #1 = Complete Merge.
"Y" will bring up question, "Are you sure you want to CANCEL ENTIRE ORDER?".
"N" will exit program to the IVPR options. Order will not be canceled.
"Y" will cancel the entire order.
IVPR #4 = B/O - Cancel - Change Item
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Enter the information asked for just as entered in #1 = Complete Merge. A list of the items on the order will be displayed.
Listing of Purchase Order Items to merge.
Listing of P.O. # 9610030921
<Pg Dn> <F1=IVM> <F2=B.O.> <F3=Cancel> <F4>=Merge <Esc> <Enter> #_______ |
All items on the order are listed in alphabetical order. Arrow up/dn to move the highlight bar to a particular item. (Page up/down if needed)
Press
<F1> for inventory maintenance IVM,
<F2> to back-order item,
<F3> to cancel item,
<F4> to merge amount ordered,
or <Enter> to bring forward the item.
At this screen you may change the item price/sale price with the option to change price in the masterfile, merge, back-order, 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 needs to have a "U" so that the special order will show that the item is unavailable. If only canceled it will be ordered again.)
You may also enter the item # you need to change and the item will be brought forward.Note: The quickest way to merge is to use IVPR #4 to Cancel/Back-order items, then <Esc> and do a Complete Merge IVPR #1 for the rest of the order. The P.O. Number, invoice number, and date will default to the last one entered.
IVPR #5 = B/O and NYP Entire Order
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Enter the information asked for just as entered in #1 = Complete Merge. "N" You may change information. "C" You will exit program. "Y" Will ask question, "Are you sure you want to B/O ENTIRE ORDER?" "Y" Will Back-Order all items on the order.
IVPR #6 = Inventory Maintenance
Will go to the "IVM" Inventory Maintenance Program. See "IVM" options.
IVPR #7 = Change Existing Order (IVO)
Will go to the "IVO" Make/Change Orders Program. See "IVO" options.
Will go to the "IVN" Items P.O. #s Program. See "IVN" options.
Will go the IVL program where you may print labels for a purchase order. See "IVL" options.
IVPR #10 = Receive from Elec. Invoice (No P.O.)
Invoices for product that is sent automatically from Spring Arbor (Vital Titles) may be merged using this option. First, you need to go into the COMM program, choose <F1> for Spring Arbor, then #4 to request current invoice on file. Second, you need to go to IVO #9 and print the invoice.
When you run the IVPR #10 Receive from Elec. Invoice (No P.O.) option you get the following screen:
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Enter Vendor # ?:
Enter the Vendor # for the electronic invoice. Press <F1> for vendor look-up window if you do not know the vendor #. Enter the name of the vendor, <Enter>, and a list of vendors in alphabetical order will be displayed. Highlight the correct vendor and press <Enter> and the vendor number will be transferred.
Enter Invoice #:
Enter the last eight digits of the invoice from the report you printed using IVO #9.
All Ok? Y/N:
Y will merge the items. If any item on the invoice is not on your inventory, the item will be entered on inventory and you will need to put in the correct category and enter the amount for the maximum/minimum. Do not enter the amount on hand. Press <F4> and Save. After all the items that were not on inventory are put on inventory the items are merged. The on hand field and the invoice history will be updated on each of the items.
N will take you back to the Enter Vendor # ? field where you may make changes if needed.
<Esc> to Exit
Press <Esc> to Exit the program and not merge.