ibid.com

Thursday, July 19, 2001

PO was not received in IBID, so when the books sell, on-hand goes negative.

Next to the items where you ordered more than can be confirmed and you wish to "rollover' the balance to another vendor, next to that item Tab to the VENDOR/ACTION space and type in the REORDER VENDOR Above and an R Below. Hit F12 to PROCESS and then chose ONLY ACTION to not receive the items but act on the action of reordering the balance of those items. Note: you can rollover items not confirmed with items whose balance you want reordered even if they are different vendors.

If you know when you first receive the book that your store will not be getting the total quantity ordered of a title, you can receive and cancel in a single step. Working from the Batch Receiving screen, you simply enter the number of copies you did receive in the Rec'd column for that item, and on the same line, enter the letter "C" for "Cancel" in the Action column. When you PROCESS the Purchase Order, the system receives the quantity you entered, and simultaneously cancels the balance from the PO, also decreasing the overall On-Order quantity for that book by the difference. For Returns purposes, that item remains associated with the Purchase Order on which it was ordered, but the record is altered to indicate that the quantity received (the partial quantity) is the quantity ordered, so that no copies remain outstanding on that P.O. You can accomplish this same procedure on the On-Line Receiving screen, again by entering the partial quantity received in the QTY RECEIVED data field and entering the letter "C" for "Cancel" in the ACTION field before you PROCESS that item. (Remember, you must also reference the Item Number or ISBN and the Purchase Order Number.)

You probably didn't lose the list. In IBID, most review files that are saved before processing are saved at the station on which the report was originally generated. For example, if you generate your Stock Replenishment Report on the terminal in the buyer's office, and then try to call it up on the monitor in the backroom, IBID will not find the review file because it was saved at a different station. However, if you to into the buyer's office and select the Stock Replenishment From Daily Log function from the Ordering Menu, IBID will see the stored file and ask "Use saved review file?"

This station-specific storage applies to all saved Review files in IBID, including:

Stock Replenishment Review
Review Suggested Orders
Suggested Returns Review
Review Suggested Deletes

When you generate a Department Report using the Print Function on Department Entry/Maintenance, IBID calculates the information for the entire year, and divides it into two separate reports. Each report has its own name in the Report Formatter; one is called JAN-JUNE and the other, JUL-DEC.

In most stores, the JAN-JUNE report format is set up as the default. Therefore, if you generate the report and answer Y when IBID asks "Setup system printer? <F>ormat <N>o <Y>es?" IBID automatically prints the default portion of the report covering the first half of the year. To print the report for July through December, answer F in answer to the question "Setup system printer?" This takes you to the Report Formatter showing the JAN-JUNE format in the FORMAT NAME field. Select <F5>Next to pull up the format for JULY-DEC. Then, if you wish to make this format the default for the remainder of the year, select <F12>Default. (Your JAN-JUNE format stays on the system, but is no longer default.) Finally, select <F13>Print to get your printed copy of the Department Report.

Remember, the Last Date Sold field in the inventory record gets updated every time you sell a book. Your biggest sellers not only sold last week, but they have probably sold again during the current week, and the date in the Last Date Sold field is now outside the range specified in the Last Date Sold fields on the report screen. For example, if you filled in the dates 07/17/95 to 07/23/95, and the book has sold again on 07/24/95, it will be excluded from the report. Simply leave the Last Date Sold fields blank on the report screen and rely on the date range specified in the Sales Period fields to limit the scope of the report, and you will get the desired results.

You can blank out a data field completely using the Inventory Replace function in Utilities (on the Next Page off the Main Menu). Because in reports and in the inventory replace utility IBID essentially “ignores” a field left completely blank, it actually requires two steps to blank out all the data in a field.

To begin, use one or more fields in the Selection Criteria column on the Inventory Replace Utility screen to define the records you want to change. Even if you want to blank out Misellaneous1 for all inventory records in the system, you must still enter something in the Selection Criteria column: IBID will ignore the instruction if you leave all the fields blank. The easiest approach fill the ISBN field with equal signs (=) telling IBID to change every record with anything in the ISBN field.

Then, in the Replacement Designation field, locate the cursor in the Miscellaneous1 field, press the <Space Bar> to leave a blank space in the first position, and fill the rest of the field with equal signs. Press <F1> Add to save this set of instructions—called a Selection. The screen will clear, waiting for the next set of instructions.

Now, fill in the ISBN field with equal signs again in the Selection Criteria column. This time, in the Miscellanous1 field in the Replacement Designation column, type an equal sign in the first position of the field and leave the rest of the field blank. This is the reverse of what you did the first time. Again, press <F1> Add to save this Selection.

Finally, press <F12> Process to execute your instructions. On the first pass, IBID will put a blank space in the first position of Miscellaneous1. In the second pass, IBID will put blank spaces in the rest of the positions--and you have your blank Miscellaneous field in the inventory record.