IVHR - HISTORY ROLL

To open IVHR, press <Alt M> ("Menu") and follow the Menu path illustrated below, then press <Enter>, or simply enter <IVHR> in the "Enter Program Name" field and press <Enter>.

BSMGR keeps a record of weekly and monthly sales.  The IVHR ("History Roll") program is run weekly and/or monthly.  IVHR will bring up the following message.

Note:   See the Note (“Schedule Automatic History Roll”) at the end of this IVHR section of this reference manual for an explanation of the “View Prior Results” option.

Select OK to continue.

Note:    Run "Monthly" roll each month until you have six months of sales history.  Then you can run "Monthly with Min/Max Changes," which looks at the last six months to figure the stock changes.  From then on you can run a monthly history roll with stock changes every month.

Month to Roll

Enter the month you wish to roll.  Will default to the last completed month.

Allow Min/Max to Increase

When History Roll is run, if this field is checked, the min/max will increase.  (Limitation:  Will not increase on discontinued items.)

Monthly

Will take the month-to-date sales and transactions, put them on the month you have chosen to roll, and clear the month-to-date sales and transactions.  Normally, you will run this program on the last day of the month or the first day of the next month.   Monthly roll does not affect weekly sales totals.

Monthly with Min/Max Changes

Will take the month-to-date sales and transactions, put them on the month you have chosen to roll, and clear the month-to-date sales and transactions.  Normally, you will run this program on the last day of the month or the first day of the next month. The "Monthly with Min/Max Changes" roll will analyze the last six months sales for items that have been in stock for a minimum of 176 days.  The analysis adds together the quantity sold during the last six months and multiplies by two to get the estimated sales for the next year.

Once the estimated sales have been determined, the computer compares the actual turnover against the desired turnover listed in the SYS, Config File, Change Misc. Configurations, numbers 2029 through 2035.  The computer then analyzes which items should have the maximum stocking levels lowered or increased.  A suggested list of items that need stock increases will be printed, showing the minimum level change needed.   Changes in maximum stocking levels are made at the discretion of the individual.

There will be an "Overstock" list following the printout of suggested stock increases.  If items need to be lowered, the computer will automatically change the maximum stocking level requirements.  Maximum stocking level requirements will not be taken lower than one (1) until the item is not sold within  the number of quarters set in SYS, Config File, Change Misc. Configurations, number 2042.  If not sold during that time, the maximum stocking level will be taken to zero.  If you have set SYS, Config File, Change Misc. Configurations, number 2041, "IVHR to Delete Discontinued Out of Stock Items?" to "Y," and if the on-hand is zero, the item will be deleted the next time the IVHR "Monthly with Min/Max Changes" option is run.  If the maximum stocking level is at zero, with an amount on hand, and the item has been sold, it will print on the overstock report with the suggested amount to stock in the maximum column.

Note:   Any item that has the min/max set to zero, and has zero on hand, will be deleted when the history roll with stock changes is run, even if the item has been sold in the last six months.

Note:   This option does not affect weekly sales totals.

The "Inventory Increases Needed" and the "Inventory Overstock" reports are in the same format except for the headings.

The reports will show each item number, title, author, vendor, category, maximum stocking level, on hand, on order, backorder, date last sold, date first received, and the sales for the last six months.

The current is the month-to-date and will be put on the month chosen when IVHR is run.   "1MO" is the next month back from the month just completed.   "2MO" is the second month back from the month just completed.   "3MO" is the third month back from the month just completed.   "4MO" is the fourth month back from the month just completed.   "5MO" is the fifth month back from the month just completed.

Notes:

(1)    Items that have "N" or "1" in the "Analyze" field on inventory maintenance will not be analyzed or deleted.

(2)    Categories with an "X" in the "(X)empt" column in SYS, Config File, Change 199 Categories, will be exempt from being analyzed or deleted from inventory.

(3)    Items that are not one-to-a-package will not be analyzed or deleted.

(4)    Items that have the "Grouping" field set to "Multiple" or "Kit" will not be analyzed or deleted.

(5)   Set SYS, Config File, Change Misc. Configurations, number 2041 "IVHR to Delete Discontinued Out of Stock Items?" to "Y," and all items, except the above exceptions, will be automatically deleted.  Set to "N," and items will not be automatically deleted.

Weekly

This option will roll the "Sales History Wk #1" to "Wk #2," "Wk #2" to "Wk #3," etc.  The first-week sales are entered as the items are sold.  The number of sales will remain in "Wk #1" until the "Weekly" history roll is run.  To keep track of weekly sales, this option should be run at the end of each week.  Sales for eight weeks will be shown if the program is run each week.  Weekly roll does not affect monthly sales totals.

Note:   The "Weekly" roll must be run if you are choosing to run IVWO ("Inventory Work Order Report") for items that have sold in the last week or the last two weeks.

Weekly with Min/Max Changes

This option sets the min/max to the last eight weeks of sales.  

Note:    Will not lower Min/Max until after an item has been in stock for eight full weeks.

Limitations:

• Will not increase on discontinued items.

• Will not increase on items in which the following IVM default fields have been changed:  Unit Pkg (1), Analyze (Y), and Grouping (Backlist).

• The cash register department turnover must be set to 9, as explained in the note below.

Note:  Min/max is set on a monthly basis, determined by how the cash register department turnover has been set (Tables 1-8, SYS Config 2029-2036).  If min/max of some departments need to be set based on a shorter turn-around time, you can set the turn field in those departments to 9, which means you use the weekly history roll for those departments.  Consequently, if some departments are set up this way, you will need to run both the monthly and the weekly history rolls with min/max changes.

To use this feature, enter a 9 in the “Turn” field when you set up these shorter turn-around departments in SYS, Config File, Cash Register Config.

Note:  Schedule Automatic History Roll

Instead of having to remember to run the history roll program manually, you can instruct the operating system to run it weekly (Ex:  Saturday nights) or monthly (Ex:  first day of every month).  If you use this feature, SYS, Config File, Change Misc. Configurations number 2092 should be set to “N” to turn off the message windows that pop up concerning IVHR.

You may view the status of the history roll and verify that it has run and been completed, by selecting the “View Prior Results” option when you open the IVHR program.

The example above indicates the date, the time, the month/week option (01=Monthly,  02=Monthly With Min/Max Changes, 03=Weekly, 04=Weekly With Min/Max Changes, and the Min/Max Increase option (0=Allow Min/Max To Increase option was not selected, 1=Allow Min/Max To Increase option was selected).  This example also indicates that the history roll has "Finished."

Unix, Windows NT, Windows 98, and releases of Windows 95c or later will support this feature.  If you have an earlier release of Windows 95, you would need the add-on, Windows 95 Plus, for the “Scheduled Tasks” program.  See Bookstore Manager’s support website, http://help.bsmgr.com, for the detailed setup instructions for this feature.