IVR - MAKE and PRINT RETURNS

Note: The best way to make a return is to first run a projected return, then edit the return using Option #1.

IVR #1 = Add/Change/Delete Return Items

Enter the number you assigned to the Vendor when you set up the Vendor in IVVM Inventory Vendor Maintenance.

The Vendor’s name will be displayed and you will be asked All Ok? Y/N _

"N" will give you option to change Publisher Number.

"Y" will display the following screen:

Enter a return number for the Vendor from 1 to 99. (You may have more than one return for a Vendor at the same time).

If the Vendor already has a return number set up, you may append the return. If making a new return, make sure an

old return by the same number is not still on the system. Deleting a return takes the items off the return and does not affect inventory. Merging a return takes the items off the return and also takes the items out of the on hand amount on inventory.

All Ok? Y/N _ "Y" will allow you to add, change, or delete items from this return. "N" will allow you to change the return number. <Esc> will take you back to IVR Options. <Esc> again will exit the program.

After choosing "Y", the following screen will be displayed:

Enter the item number to be returned. The title and price will be displayed with the cursor in the quantity filed. Enter the quantity to be returned and press <Enter>. Enter the reason for the return: "1" for overstock, "2" for defective, and "3" for other. Then press <Enter>. Your options are: (S)ave, (D)elete, and <Esc>. <Esc> will return to Item # field. "D" will delete the item from the return and return to Item # field. "S" will save the information on the return.

<F1> =Search - If you want to review or search what has already been chosen to be returned, press <F1>. Page up to go to the beginning of the items. By highlighting an item and pressing <Enter>, the item number will be brought back up so you may make changes. <Esc> will take you back to the Item # field so you may add more items.

<F2> = IVM - Pressing <F2> after you have entered an item # and before pressing <Enter>, will allow you to go into inventory maintenance if the item is on your inventory. This is helpful if, as you are pulling items using a projected return, you take an inventory count. Then you may correct any errors in your on hand amounts so when the return is merged, your in stock will be correct.

NOTE: Normally you would run #2 Projected Return, pull the items taking an inventory count, then go to #1 Add/Change/Delete Return Items and correct in stock and amount to return if necessary.

You can now Print the Return (#4) and send to the publisher. When you receive your return authorization if needed, go back into #1 and delete items that you cannot return and print again before you merge existing return. Merging a return takes the items out of inventory. Returning all of an item on hand will automatically bring the maximum stocking level of that item to zero when merging overstock items. If an item is set to not analyze on the history roll, the maximum stocking level will not be changed.

 

IVR #2 = Projected Returns

You may choose a publisher and see what needs to be returned using different types of returns. (This program works best if run after the "IVHR" Inventory History Roll is run each month.)

After choosing a publisher, you will be given the following options:

After choosing the type of return, enter the return number. "Now creating Projected Return" will be displayed. A projected return will be made that can be printed, changed, merged, or deleted.

Option #1 = Stocking level + Qtr Sales

If the on hand amount exceeds the maximum stocking level plus the quarter sales, all excess amounts will be placed on the return.

Option #6 = Stocking level Only

If the on hand amount exceeds the maximum stocking level, all excess amounts will be placed on the return.

 

Option #7 = By invoice Date

A window will come up asking for the comparison date, MMDDYY. Enter the invoice date, then the return number. All items on hand that the last invoice date is prior to date entered will be pulled to the report. Only looks at month and year, does not look at day. Merging the return will take the on hand and maximum/minimum stocking levels to zero.

 

Option #8 = Items not sold since ...

A window will come up asking for the comparison date, MMDDYY. Enter the date and items have not sold since that date will be pulled to the return. Looks at month, day and year. Merging the return will take the on hand and maximum/minimum stocking levels to zero.

Print the return using #4. Pull the items and check your inventory in stock amounts marking changes on your print out. Then go back into #1 and make the necessary changes deleting what you do not want to return. At this time, you may make changes in your inventory maintenance by pressing <F2> IVM. Pressing <F1> will list items on the return in the order they are printed. By highlighting an item and bringing it to the screen, changes can be made. The item following the one changed will then be next on the list. (You may search for previous items by paging up.)

After changes have been made, reprint the return and send to publisher. When you receive your return authorization, go back into #1 and delete items that you cannot return and print again before you merge the return.

Merging a return takes the items out of inventory. Returning all of an item will automatically bring the stocking level of that item to zero when merging overstock items.

There is no IVR #3

IVR #4 = Print a Return

You may print a specific return for a particular Vendor by entering the Vendor's number and the return number. You also may choose the type of report to print. A window will be displayed asking, "Do you wish Stock and Sales Info Line? Y/N _ "Y" will include the second line information. "N" the information will not be included. This print out will include the following:

In the heading ...

Return To - Vendor's name, address, telephone #, and fax #.

From - Your store's name, address, return number, and account number. (The return number will consist of the three digit number for the Vendor followed by a space and then the return number.)

The following request will be printed ...

Please send permission/credit for the following: Date return was printed.

The first line of the request will list the following ...

Item #, Title, Return quantity, Retail price, Invoice #, date, quantity, and cost for last three invoices, and the reason for the return.

The second line of the request will list the following ...

Author, Category, Maximum to stock, Amount on hand, Amount sold during current period, 1st, 2nd, 3rd, and 4th Months.

At the bottom of the request it will print the number of line items, total number of items to be returned, and total retail price of items to be returned.

 

IVR #5 = Merge Existing Return

Merge the return after you get back your return authorization from the Vendor (if needed) and have deleted any items you cannot return, and have printed your return (#4) to send with your product. Put in the Vendor number and the number of the return.

When you merge an existing return, the items you are returning are taken out of the on hand amount and they will be taken off of the return.

 

IVR #6 = Delete a Return

You may delete a specific return for a specific Vendor. This will take the items off of the return but will not take them out of the on hand amount on inventory.

 

IVR #7 = Display Return #s

A list of all returns will be displayed to the screen. The display will include the following:

Three digit Vendor Number followed by a space and then the return number, Vendor name, address, and telephone number.