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International Christian Retail Show 2007Atlanta, GAJuly 2007

Purchase Orders and Receiving

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Purchase Orders and Receiving

• There are many different ways to make an order.

• We recommend using IVWO to create a work order.

• A work order is not an actual PO. It is a working PO meaning that it can be modified by either adding, deleting, or changing items on the work order.

• If you don’t have enough time to complete the work order, you can Save the work order and bring it back up at any time.

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Purchase Orders and Receiving

The most common type of work order is a “Below Minimum” work order. This would pull anything that has dropped below minimum in

IVM.

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Purchase Orders and Receiving

• “IVM TBO List” Parameter will pull any items that have a TBO/TBR qty in IVM greater than zero.

• Model “N” will pull items “Not yet ranked”• “Core only” will only look at items that have “Core” checked in

IVM.• “Status” is a user defined field in IVM. Example F might stand for

Favorite• “JIT Code” is a user defined field in IVM. Example “J” might stand

for June Sale

IVWO Misc. Report Options

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Purchase Orders and Receiving

Buyer Code

• “Buyer Code” is used to limit the work order to a certain type of product or buyer.– Example: If you assign all the “Music Vendors” a buyer code of “M”,

when you run a Multiple Vendor work order choosing a buyer code of “M” only vendors assigned a buyer code of “M” or any vendors without a buyer code would come up on the work order.

– You setup the Buyer Codes in IVVM. See next slide…

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Purchase Orders and Receiving

• In the previous example, you would bring up each of your Music vendors in IVVM and type the name of the buyer in the first field and an “M” in the second field.

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Purchase Orders and Receiving

Misc. Work Order Options

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Purchase Orders and Receiving

• If you click <Move=F3>, you will be able to move the selected item to a different work order.

• You have two options:– “Append Existing Work Order”

• Will move the selected item to a work order already on the system

– “Create New Work Order” • Will create a new work order overwriting the existing work order

on the system.

• If you click <TBO = F2>, it will remove the item from the work order and will move the qty to the TBO field in IVM

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Purchase Orders and Receiving

• If you click <Misc=F7>, then click “Totals” you will be able to see a summary of the order by Units on the order, Retail $ amount, and Wholesale $ amount.

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Purchase Orders and Receiving

• If you click <Misc=F7>, then click “Vendor Requirements” you will be able to see the vendor requirements that you set for the vendor.

• You setup the Vendor Requirements in IVVM. See next slide…

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Purchase Orders and Receiving

• In IVVM, bring up the vendor that has minimum requirements for an order and type them in the “Misc/Require” field.

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Purchase Orders and Receiving

• If you click <Options=F5>, then click “Convert to P.O.” you will be able to convert your work order directly into a PO.

• In previous BSM versions, you would have to save the work order, then manually go to IVO to create the work order.

• By using this option, it takes you directly to IVO to create the order.

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Purchase Orders and Receiving

IVO – Creating a PO

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Purchase Orders and Receiving

• “Order from a saved Work Order” will create a PO from your saved work order. A window will be displayed with the date of the work order so you can verify it is using the correct work order.

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Purchase Orders and Receiving

• “Pull all Spl Orders” will create a PO with all of your special orders regardless of vendor 1, 2, or 3.

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Purchase Orders and Receiving

• “Pull TBO’s” will create a PO for any items that have a TBO/TBR qty in IVM greater than zero.

• “TBO Option” Ven #1, Ven #1-3, All– “Ven #1” will pull any items that have vendor 003 as vendor 1 in IVM– “Ven #1-3” will pull any items that have vendor 003 for vendor 1,

vendor 2, or vendor 3.– “All” will pull any TBO items regardless of vendor.

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Purchase Orders and Receiving

IVO – PO Screen

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Purchase Orders and Receiving

• “<Discounts=F15>” This will allow you to change the discount rate on every item on the PO at one time.

• “<Add by Scan=F16>” This allows you to add an item by scanning a barcode on a product.

• “Totals” and “Requirements” work the same as IVWO.

IVO Misc. Options

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Purchase Orders and Receiving

• “<Add Spls=F8>” This will add special orders to the PO. • There is now a warning that will come up if a SO record is locked. This

now allows you to Skip the locked record so that you can proceed with the order without finding out who has the record locked.

• If you find who has the record locked, have them exit and click Try Again.• If you choose to Skip, you will get a window with the information of the

SO that you skipped.

IVO Misc. Options

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Purchase Orders and Receiving

• View TBO’s allows you to pick and choose which TBO items you want to include on the PO.

• You can select, delete, change qty’s, etc in IVTBO.

• See next slide …

IVO Misc. Options

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Purchase Orders and Receiving

View TBO’s

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Purchase Orders and Receiving

• If you click <Options=F5>, then click Print, you can print X copies of Special Orders.

• You also have the option to “Print Spl Order Report 8 ½ by 11” which is a summary of the special orders on the PO in a line item printout.

• To Print and Prepare Electronic Order, click <F5=OK>.

• You would now send your order electronically via FTP Ordering (recommended) and receive your electronic acknowledgement.

• In SYS Config File Change Misc. Configurations, line 2007 and 2008, you can change the default # for “Copies of Special Orders” and whether or not to “Print Spl Order Report 8 ½ X 11”.

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Purchase Orders and Receiving

IVIC – Process Elec. Acks. / Invoices

• In IVIC, enter your vendor # for the PO you sent. Click <OK=F5>• View or Print your Acknowledgement. You will get a screen asking if you would

like to “Adjust this PO for all Cancelled, Backordered, NYP & OP items?”. Click Yes

• If you select Yes, type a PO# to cascade the items to. This will allow you to try and send the PO to another vendor to pick up the items that aren’t coming in from your first vendor.

• You also have the option “No/TBO”. This will put everything that would be cascaded into the TBO/TBR field in IVM.

• Click OK

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Purchase Orders and Receiving

IVPR – Receiving the PORecommended Receiving Method

• Start out by going into Back Order – Cancel – Change Item.

• Type PO # and Invoice #

• Change any items that changed since you placed the order. Examples of items to change

– Items with different prices– Items with different discounts– Items with different qty’s– Etc…

• Now everything on the PO should match the invoice.

• Do a Complete Merge of the PO.

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Purchase Orders and Receiving

• IVPR now has an option to locate a P.O. number by an item on the P.O. • Click on the Binoculars icon. • This will call the IVN program which will allow you to search active P.O.’s

by item number or title.

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Purchase Orders and Receiving

IVPR – Back Order – Cancel – Change Item

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Purchase Orders and Receiving

• Click <Change=F5> and change any information that changed from the original PO.

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Purchase Orders and Receiving

• Use <Back Order=F7>, <Cancel=F8>, or <Add=F15> to back order, cancel, or add any items that changed since the original order.

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Purchase Orders and Receiving

• Once the PO matches the invoice, click <Complete=F16> to do a Complete Merge of the PO.

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Purchase Orders and Receiving

• You can reach us at

– Phone #: 800-997-6724 / Fax: 325-673-0527

– Tech Support Email: support@bsmgr.com

– Visit us on the web at:

www.bookstoremanager.com

– Additional Training CD’s: $15

– Remote / On Site Training also Available.

Contact Us!