Screen 1 - Main
Scan or enter the item number, or press <F3> to lookup. If the item is in the databases included with Bookstore Manager Software, the information will be transferred. The category and on hand fields will need to be edited. If not found in the databases, you will need to enter all information. The "Item" field accommodates 13 characters.
Note: If an item does not have an ISBN number, you may create a number by entering 999 and then press <Enter>. The number will consist of the 999, plus a six digit number according to what you have set up as a beginning number for “Item #” in the CREATE program, plus a one digit check number. (Example: 9991234561)
If the item is found in the database, the secondary number will be filled in if scanned, or will default to the item number. If item is not found in the database, you may scan the barcode to put the number found on the item in this field
Enter the title/description of the item, if not found in the database.
Note: When entering items that are identical except for the item number and secondary number, you may press <F3> in the "Desc." field to duplicate the remainder of the entries from the previously added item.
Enter the author/artist for item, if not found in the database. Be consistent in the way you enter author/artist names, so you can display them together by author on inventory inquiry, and so that you have the ability to choose mailing labels for tracking by author.
Enter any note you may want for this item. This field is twenty-five characters long. The first 10 characters may be printed on barcode/price labels by entering an "M" in SYS, Config File, Change Misc. Configurations, number 2066.
Enter the catalog number. The catalog number can be printed on a purchase order, but will not be sent electronically. The catalog number is used for standing order items. You may print this field on barcode/price labels by choosing "C" in the SYS, Config File, Change Misc. Configurations, number 2066.
Enter the number for the primary vendor you will order this item from. You may look up the vendor numbers by pressing <F3> for lookup and, if the item is found in the database, the vendor number will be transferred to this field. The abbreviation, as set up in IVVM (“Add/Change/Delete Vendors”), will also be displayed. The vendor 1 field is used for making work orders, purchase orders and printing vendor reports. This field may be auto-plugged if the user has properly set up the BSMGR “PUBS” program
Enter the number of a vendor you may want to order this item from. You can set a vendor default (normally a distributor) for this field in SYS, Config File, Change Misc. Configurations, number 2012. When a distributor work order or a distributor purchase order is made, this vendor field, as well as the other vendor fields, will be checked. Then, if the distributor number is found, and the item is below stocking level, the item will be pulled to the work order or purchase order.
Enter the number of another vendor you may want to order this item from. You can set a vendor default (normally a distributor) for this field in SYS, Config File, Change Misc. Configurations, Number 2013. When a distributor work order or a distributor purchase order is made, this vendor field, as well as the other vendor fields, will be checked. Then if the distributor number is found, and the item is below stocking level, the item will be pulled to the work order or purchase order.
If item is not found in the database, enter the publisher/manufacturer of the item. This is not a required field. It is only for your information.
When adding items in IVM, the Christian product category (CPC) subject classification codes for Books and Bibles and the CMTA codes for Music/Entertainment transfer into this field.
Note: You may see the CPC category codes at the ECPA web site (www.ecpa.org), Product Categories page, and the CMTA codes at the CMTA web site (www,cmta.com), Music Codes page.
This is a two-character field for entering a code for the type of binding. You may use Spring Arbor’s binding codes, or use your own. This is not a required field. It is only for your information.
Enter the code for the primary category for the item. If you need to look up the codes, press <F3> for look up, or, you can enter the first three letters of the category name and the number of the category will be filled in. Five characters of the category will be displayed beside the field. If more than one category starts with the same three letters, the computer will find the first alphabetical name. The primary category will print on barcode/price labels.
When an SKU sale is made, the department associated with the category (SYS Config, 999 Category) gets the dollars value of the sale. You may override the Category/Department sale by putting a 1-48 department setting in this field.
Enter the code for the second category (if needed) for the item. If you need to look up the codes, press <F3> for look up, or, you can enter the first three letters of the category name and the number of the category will be filled in. Five characters of the category will be displayed beside the field. If more than one category starts with the same three letters, the computer will find the first alphabetical name. The secondary category will print on barcode/price labels if you enter an "A" in SYS, Config File, Change Misc. Configurations, number 2066.
Enter the location of the item in the store. This field may be printed on barcode/price labels if an "L" is entered in SYS, Config File, Change Misc. Configurations, number 2066.
Enter the minimum quantity of the item you want to stock. Item will not be pulled to a below minimum work order/order, unless the on-hand amount is lower than this amount.
Enter the maximum quantity of the item you want to stock. When the on-hand amount is lower than the minimum, the amount in this field will be ordered.
Enter the quantity of the item you have in stock.
Note: When saving an item in IVM, if the item sells for over $5.00 and the On-Hand quantity is over 5000, a warning message, “Quantity Seems High” is displayed
The quantity on consignment will be entered as the item is placed on/off consignment.
If SYS, Config File, Change Misc. Configurations, number 2083, "Add Special Orders to in-stock? Y/N/W" is set to "W," the special order quantity is added into this "Will Call" field instead of the "In Stock" field when a special order is received. When the special order item is rung up at POS, it will be deducted from "Will Call."
Note: If the "Item #" is not currently in IVM, POS will prompt for the department which should get credit for the sale.
Regardless if it is a non-paid or paid special order, the special order status will automatically be changed from "Received" to "Picked Up."
Multi-store feature showing items that have been received for the store being viewed but have not yet been delivered.
The amount on order will be entered as the item is put on order, or taken off as orders are merged. Press <F3> for lookup options:
This Store’s PO's will show the item number, purchase order number, amount on order, amount on backorder, the status of the order, special orders, and title of item.
Multi-Store Breakout will give you the multi-store distribution of the items on order.
When purchase order is processed, the quantity on backorder will be entered as items are backordered.
The quantity on special order will be entered as special orders for the item are put on order and are taken off when purchase order is merged. You may press <F3> for IVSI ("Special Order Inquiry").
A positive value in this field assumes a To Be Ordered amount. The quantity to order that will be suggested on a work order “IVWO” or a purchase order “IVO” using the TBO option. This can also be updated using the TBO icon on the BSMGR toolbar.A negative value in this field assumes a “To Be Returned” amount. This amount is used in the BSMGR returns program.
The number of units included in a package. The default is one (1).
The item is considered a core inventory product. The default is one (1).
Enter the number of months you want to stock the item and, when a work order or an automatic order is made, the item will not be put on the order should you not want to stock the item during the month you are making the order. This defaults to 01-12. If seasonal item, go to SYS, Config File, Change 999 Categories, and on the category the items are tied to, put an “X” in the “(X)empt” field so that these items will not be deleted when IVHR History Roll is run.
Enter the U.S. Retail dollar amount. This field will be entered if pulled from the database.
Note: When saving an item in IVM, if the cost is greater than the retail, a warning message, “Cost seems to high or Retail too low!” is displayed.
Enter the price you will charge for the item. This field will be entered if pulled from the database. On new items entered, you may mark up/down from U.S. Retail by changing SYS, Config File, Change Misc. Configurations, number 2015, "Exchange Rate for Selling Price."
Enter the price you will charge for the item if a certain quantity is purchased. (The quantity to be purchased is in the "Qualifying Amt" field directly to the right.)
Enter the price you will charge for the item if a certain quantity is purchased. (The quantity to be purchased is the "Qualifying Amt" field directly to the right.)
Note: The "Our Price #2" and "Our Price #3" discount fields are four decimal places. This allows for the occasional half- or quarter-cent pricing on items such as bulletins; i.e. if bulletins are 9 cents each and 100 or more are 7½ cents each, in effect, the discount becomes 1½ cents each, or .0150 each. This results in more accurate discounting.
Enter "Y" if item is taxable, or "N" if item is not taxable. Will default to "Y."
If the item is on sale, enter the sale price. (The item will be rung up at regular price with an asterisk beside the price, denoting sale price. The difference will be taken off as a sale discount. The sale "Begin Date" and "Ending Date" must be filled in for the sale price to be effective.
Enter the average discount you receive on this item. This will default to the average discount received for vendor on the IVVM ("Vendor Maintenance") program.
The wholesale dollar amount will be figured automatically, using the discount entered.
- Backlist - Will allow items to be ordered on IVWO or IVO automatic orders.
- Spl Order - Means item will never come up on a recommended order.
- Kit - Will not be pulled to be ordered on IVWO or IVO automatic orders.
- Multiple - Used to keep count of multiple items sold that are not put on the computer as individual items. (Example: Pencils.)
- Textbook - Used by school bookstores.
- Req. Prefix - Used when two products have the exact same barcode printed on then them (Ex. Closeouts). This setting will cause BSMGR’s point of sale to prompt for a 1 character prefix to distinguish the two products.
Invalid - Some vendors will sometimes print the same UPC number on various books in a series. This can cause havoc to an inveontory system trying to track the products individually. Using the “Invalid” grouping type offers users a way to prevent fron liners from ever rining up the book by the bad UPC #. To do so, create an item in inventory with the bad UPC number and choose “Invalid” as a grouping type. When a front-liner at point of sale attempts to ring up the UPC, BSMGR will inform them that the UPC is invalid and instruct them to use a different item number located on the product. Note that BSMGR will never suggest ordering this product.
Consignment - The product is on consignment from the vendor. The value of the product will not be added into the inventory totals of IVT.
- Closeout - The product is a close out product. BSMGR will not recommend reordering nor will it re-assign the vendor 1 setting when running “IVUL” #16
- Unavailable - BSMGR will not recommend ordering the product.
The entry in this field represents the percentage makeup of inventory by department based on sales dollars. For example: If the "Model" parameters in SYS, Config. File, Change Misc. Configurations, numbers 2043 and 2044 have been set at "80" and "90" consecutively (user determines these percentages), items in inventory which fall into the range of 80% of sales dollars would be "A" items and items which fall into the range of 81% to 90% would be "B" items. The remainder of sold items would be "C" items. Naturally, it would be important to keep an eye on the more profitable "A" and "B" items, as opposed to "C" and "D" items, to make sure there is always an ample supply of primary items in stock. Inventory makeup might look something like the following:
Inventory Sold
Unsold
A
B
C
D
10% 20% 30% 40% 50% 60% 70% 80% 90%
100%
0%
The system history roll, IVHR "Monthly with Min/Max Changes" option, automatically resets this field each month.
The number of items that must be sold to sell at the lower, price number two ("Our Price #2").
The number of items that must be sold to sell at the lower, price number three ("Our Price #3).
A five-character field defined by you. For example, you may want to enter an "OP" for "Out of Print."
This code, JIT (just in time), indicates items directed to be received just before needed. The one-character field is to be defined by you.
This field is a user-defined field, which may be used for anything useful to your particular store.