Orders
This program generates a report that suggests what items to order. This report can analyze a specific vendor, a specific distributor, or all vendors. This report does not create a purchase order, you create the purchase order after running and saving this report
1. Specific Vendor
a. To generate a report for a specific vendor, type IVWO and choose option 1. You may then choose to analyze by below minimum, below minimum limited by sold date, items sold this week, items sold last two weeks, or items sold yesterday. Enter the categories you want to include and if you want to use the min/max levels.Press <F4> to continue. Enter the vendor number for the vendor you want to analyze. This report will analyze all items in which you have that vendor in the Vendor 1 field on the inventory record.
b. The results of the report display the items for that vendor that have fallen below the level you want to stock or items that you have sold from that vendor. Refer to section 4 - Making changes to the IVWO report, for information on what is displayed in the report and how to make changes.
c. After you have made all the changes, press <Esc>. You are prompted to press S to save the report or Q to quit and lose the report.
d. After you save a report you can now create a purchase order. Refer to part B, section 4 - Order from IVWO report for information on what is displayed in the report and how to make changes.
2. Multiple Vendors
a. To generate a report for all vendors, type IVWO and choose option 2. You may then choose to analyze by below minimum, below minimum limited by sold date, items sold this week, or items sold last two weeks. Enter the categories you want to include and if you want to use the min/max levels.Press <F4> to continue. A message that the report is being generated is displayed.
b. A screen listing vendor numbers and first five digits of name, quantity needed, and special orders will be displayed.
c. Options:
· Press the <Tab> key to move between publisher columns.
· If the report fills the screen and goes to the next press <Page Down> to view the remainder of the report.
· Pressing <F1> tells you the name of the publisher number that is highlighted and displays any information entered on the miscellaneous field of the Vendor set-up screen.
· Press <F2> to bring up an item listing of the highlighted publisher. You may make any changes by following the instructions in section 4 - Making changes to the IVWO report.
· Tag the vendors for whom you want to create a purchase order. If you tag a vendor with a "p" a purchase order will be created for that vendor. If you tag the vendor with a "d" a purchase order will be placed to the distributor you specify when you create purchase orders for all vendor items tagged with a "d'. This will include all below minimum items and special orders. If you tag the vendor with a "s" a purchase order will be created to a distributor for items that are special ordered only. Tag only the vendors from which you wish to order. You do not have to tag every publisher.
d. After you have made all the changes to the report and tagged the vendors, press <Esc> and press S to save the report or Q to quit the report without saving. You MUST Save if you want to order from this report.
e. Refer below to part B, section 4 - Order from IVWO report, to create purchase orders.
3. Distributor
a. To generate a report for a specific distributor, type IVWO and choose option 3. You may then choose to analyze by below minimum, below minimum limited by sold date, items sold this week, or items sold last two weeks. Enter the categories you want to include and if you want to use the min/max levels.Press <F4> to continue. Enter the distributor/vendor number you want to analyze. This report will analyze all items in which you have that distributor number in any of the three vendor fields on the inventory record. (This could include all of your inventory!)
b. The results of the report display the items from that distributor that have fallen below the level you want to stock or what you have sold from that distributor. Refer below to section 4 - Making changes to the IVWO report, for information on what is displayed in the report and how to make changes.
c. After you have made all the changes, press <Esc>. You are prompted to press S to save the report or Q to quit and lose the report.
d. After you save a report you can now create a purchase order. Refer below to part B, section 4 - Order from IVWO report.
4. Making changes to the IVWO report
a. The report lists the item number, title, author, the quantity you want to stock (STK), the quantity you have in-stock (I-S), the quantity already on-order (OR), the quantity that is being recommended to order (REC), the retail price (Rtl), and the extended retail price (Ext). The bottom of the screen shows vendor name and the number of units that have been suggested to order, the retail, and the wholesale costs.
b. Notice the options at the bottom of the screen. By pressing the <Page Up> and <Page Down> keys you can quickly scroll through the items. To delete an item off of the report, highlight that item and press the <Delete> key. To change the quantity of an item you want to order, highlight that item and press <Enter>. After you have made any changes to the quantity of items to be ordered press <F2> to update the Units, Retail, and Wholesale fields. If you want to view/change the inventory record for an item (IVM), highlight the item and press <F3>. If the item is a special order that is not an inventory item, the special order screen will be displayed. Press <F4> to view the sales history of the items. You can print the report by pressing <F1>.
1. Auto order for primary supplier
This option automatically makes an order for a specific vendor for all items in your inventory that have that vendor as Vendor 1, and have fallen below the amount you want to have in stock.
a. Type IVO and select option 1. You are then prompted for the publisher number. You may press <F1> for vendor look up. Type in the name and vendors will be displayed in alphabetical order. Highlight one needed and press <Enter>. Vendor number and name will be transferred to the order.
b. You are then asked if there are any category limitations.
· Enter an A for ALL if you want to order items in all categories.
· Enter a S for SKIP if you do not want to order items in certain categories. You will be prompted for the category numbers you want to skip. You may skip all categories in a series. After entering the categories you do not want to order, press <Enter> until you get to the "ALL OK (Y/N/C)" prompt.
· Enter an I for INCLUDE if you want to place an order that will only include items in specific categories. You will be prompted for the category numbers you want to include. You may include all categories in a series. After entering the categories you want to order, press <Enter> until you get to the "ALL OK (Y/N/C)" prompt.
c. After pressing Y, you are then shown the purchase order general information. These default to the Vendor information set up on IVVM but you can edit the information for this purchase order.
d. To process the order press <F2>. A message that the order is being generated is displayed while the computer is searching your inventory for items that need to be ordered. After the order has been generated, the order is displayed. To change/print/send order see Section 5.
2. Manual order for primary supplier
This program allows you to manually enter items you want to order from a specific vendor. This program may also be used if you want to place an order to a given vendor that only includes special orders.
a. Type in IVO and select option 2. You are then prompted for the vendor number. You may press <F1> for vendor look up. Type in the name and vendors will be displayed in alphabetical order. Highlight one needed and press <Enter>. Vendor number and name will be transferred to the order. Will go to the "ALL OK (Y/N/C)" prompt.
b. After pressing Y, you are then shown the purchase order general information. These default to the Vendor information set up on IVVM but you can edit the information for this purchase order
c. To process the order press <F2>. A screen will come up where you can manually add items to the order. Add items until you have added all the items you want to order. Press <Esc> to get a listing of the items you have entered. Entering items in this way and denoting that it is a special order does not tie the special order to this order. You will need to call up the special order and ‘attach’ to the order by going to the PO number and pressing <F1> to display the purchase order number and pressing <Enter>. If not ‘attached’ the special order status will not be changed when the PO is merged.
d. If you want to place an order for special ordered items, follow the three above steps except do not enter the item numbers for the special orders. Instead, at the screen that shows the list of items you are ordering, look at the bottom of the screen and one of the options is "<F4> = Add Special Orders". Press <F4> and you will be asked if you want to include special orders for vendors 2 and 3. If you only want special orders for items that have the vendor # in Vendor #1 filed, enter N. If you want to add special orders for items that have the vendor in Vendor #1, #2, or #3 field, press Y and all special orders that have not been ordered and have the vendor number that you are ordering from in vendor #1, #2, or #3 field will be added.
3. Automatic order for distributor
This option automatically makes an order for a specific distributor for all items in your inventory that have that distributor/vendor listed in the Vendor #1, #2, or #3 field and have fallen below the amount you want to have in stock. (This could include every item in your inventory!)
a. Type IVO and select option 3. You are then prompted for the distributor number. You may press <F1> for vendor look up. Type in the name and vendors will be displayed in alphabetical order. Highlight one needed and press <Enter>. Vendor number and name will be transferred to the order.
b. You are then asked if there is any category limitations.
· Enter an A for ALL if you want to order items in all categories.
· Enter a S for SKIP if you do not want to order items in certain categories. You will be prompted for the category numbers you want to skip. After entering the categories you do not want to order press <Enter> until you get to the "ALL OK (Y/N/C)" prompt.
· Enter an I for INCLUDE if you want to place an order that will only include items in specific categories. You will be prompted for the category numbers you want to include. After entering the categories you want to order press <Enter> until you get to the "ALL OK (Y/N/C)" prompt.
c. After pressing Y, you are then shown the purchase order general information. These default to the Vendor information set up on IVVM but you can edit the information for this purchase order
d. To process the order press <F2>. A message that the order is being generated is displayed while the computer is searching your inventory for items that need to be ordered. After the order has been generated, the order is displayed. To change/print/send order, see Section 5.
4. Order from IVWO report
a. To create purchase order/orders from an IVWO report, type IVO and choose option 8. Enter the distributor number selected for your distributor if ordering from a multiple vendor summary.
b. The purchase order/orders are then created.
c. You may then display to the screen a list of purchase orders created for a multiple vendor summary. If for a specific vendor, the purchase number will be displayed in the IVO #4 View/Change Order program. Press <Enter> to display order items to screen, or <Esc> to exit.
d. To view or print the orders for a multiple vendor summary, type IVO and choose options 4 or 6. When choosing 6, at the place you enter the PO# to print, enter the date and then four zeros for the vendor number and order number and all of the orders for that date will be printed.
5. Making changes to orders, printing, and sending orders
a. After an order has been made, notice the options at the bottom of the screen. Highlight an item and press <F1>, the inventory record for the item is displayed and you may make any changes needed or check on sales history. If you press <F2> you are given the number of items on the order for stock, special orders, and total items along with the dollar amounts for each. If you choose <F3> you may prepare the order to be sent electronically with or without a print-out of the order. You will have the option to include none, one, or two print-outs of all the special orders. <F4> allows you to add items that are special ordered and have the vendor’s number in the main supplier field. You are also given the option of adding special orders that have the vendor you are ordering from in the second or third supplier fields. The <F5> option allows you to add additional items to the order. Enter the item number, and if found on your inventory, the title and price will be entered. You may press <F1> and look up the item on IVM, IVI, or IVDI. If not on your inventory, go to IVM and add the item, then when you <Esc> back to the order, the information will be pulled to the order. If you choose IVI, you may highlight an item and press <F1> to transfer the item to the order. Choosing IVDI will call the BSMGR data base. Highlight an item and press <F3> to add the item to your inventory. When you save and go back to the database, press <F1> to order and the item will be transferred to the order. If you do not want the item on your inventory, skip the <F3> to add, and press <F1> to order. The item number and title will be pulled to the order. The cursor will be in the title field where you have another chance to add to your inventory by pressing <F1>. Pressing <Enter> will not add to the inventory. Fill out the needed information to order. (If you do not add to your inventory, when the order is merged, the items will not be on your inventory unless they are put on before the order is merged.) Press <Esc> to list the items on the order to the screen. You can delete, make changes to the quantity, special order status, or discount on any item on the order by highlighting that item and pressing <Enter> or by typing its item number in the "Item #" field at the bottom of screen.
b. After all the items have been included and all the changes you want to make have been made, you may print the order and send it to the vendor via the mail, phone, or fax. If the vendor accepts electronic orders you may send the order in using the COMM program, see below.
6. IVN - To check if item is on order
Type in IVN and enter the item number or press <Enter> to put in title. If the item is on order, the item number, purchase order number, amount ordered, amount back ordered, amount special ordered, and the title will be displayed. If you choose to look up by item number, press <Enter> to put in another item. If you choose to look up by title, press <Enter> and the next alphabetical title that is on order will be displayed. If the item is not on order, "Not on order" will be displayed.
7. IVD - Delete old Purchase Order
Type in IVD for purchase order maintenance. The options are:
1 = Delete P.O.’s by Date
2 = Purge All Received items
3 = Match Masterfile with Order File (No one else can be on the system when this option is run. Takes a long time.)
4 = Match Multivo file to Ivofile (For Multi-Stores)
This program will delete old purchase orders by date, purge the received items from purchase orders, or match the masterfile with the order file.
COMM - Communications program to electronically send orders
To be able to electronically send orders you must first enter the needed information in the vendor header. Some of this information must come from the vendor. Go into the Inventory Add/Change/Delete Vendors program, IVVM, and bring up the record for that vendor. In the "SAN #" field enter the SAN number of the vendor, in the "Elec Codes" field enter any special codes the vendor might want, in the "Elec File Type" field enter a L for vendors that require a carriage return after each item ordered (Spring Arbor for example), for Ingram enter an I, for Appalachian enter a M, and for all others enter a B. Save these changes. You may edit the standard automated session variables, by pressing <F2> if that vendor uses Standard Automated Session. Whitaker and Nelson/Word will need the Standard Automated Session variables entered. Enter the information you received from the vendor and save the changes. If you change any information for a vendor, you will need to reprint/prepare electronically any order that was made before the changes. Also, you need to set up some configurations in the SYStem Config File #5 Miscellaneous Configurations. The lines you need to set up are: 218, 800, 804, 805, 806, 808, 809, and 810.
To electronically send the order you must first print/prepare the order to be sent electronically. The last order printed/prepared electronically for that vendor will be the order that is sent. Type IVO and choose option 6 or you may choose option 4 to view/change then select the <F3> option to print.
At the Select Option Prompt, type COMM <Enter>. Press the key that corresponds to the vendor from which you are ordering. (<F3> for vendors using Standard Automated Session). The purchase order number will be displayed so you may confirm you are sending the correct order. The order will then automatically be sent.
If an order confirmation is available, you may print the confirmation by typing IVO and selecting option 9 Print an Order Confirmation. You may choose to make changes to the order automatically. If changes are made, you will need to reprint the order so the person in receiving will have an updated version of the order.