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MBS ARC Training Manual
Ordering
This chapter focuses on creating purchase orders through the Ordering >
Maintain Purchase Orders menu. The Want List chapter will focus on creating
orders for wholesalers, however those orders also can be worked with in the
Maintain Purchase Order menu.
This chapter will also review how to electronically transmit want lists and
purchase orders to vendors.
This manual covers the following aspects of textbook ordering:
Two Types of Textbook Orders in ARC ..................................................... 2
Review Buying Decisions on the Open-to-Buy Report ................................ 3
Create Purchase Orders ......................................................................... 6
Automatically Create Purchase Orders .................................................. 6
Print Purchase Orders ....................................................................... 15
Purchase Order Report and Forms ...................................................... 15
Manually Create Purchase Order ........................................................ 18
Transmit Electronic Purchase Orders ..................................................... 22
Transmission Errors via Pubnet or EasyLink ......................................... 24
Delete the Entire Purchase Order ....................................................... 25
ARC Ordering Checklist ....................................................................... 26
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Two Types of Textbook Orders in ARC
1. Wholesale orders. These are placed to wholesale companies such as MBS. The wholesale order goal is to order used and discounted
textbooks before publisher orders are placed. Wholesale orders are created using a Want List. More information regarding Want Lists is
available in the Want List chapter
2. Publisher orders. These are placed directly to publishers or distributors
for new textbooks, and the orders are created from the Purchase Order menu. They can be created for all publishers or for groups.
Increasing costs for textbooks often result in wholesale ordering to be
viewed as the first step in the ordering process. Acquiring textbooks for
discounts, often around 50% off for used or 30% off for new, allow stores to
save money on the purchases and pass that savings on to their students.
In addition to wholesale orders, acquiring books from students during
buyback provides the option to acquire the book directly without receiving,
shipping costs, and other considerations. Buyback also helps to increase
customer retention by allowing students to be the sellers.
Publisher orders are often the most convenient way to acquire customized
titles, books with access codes, and other new inventory items. Publishers
will occasionally offer discounts, but these are often less than the discounts
offered from a wholesaler.
Immediate publisher orders often take place around the same time as
wholesale orders. Bulk publisher orders often are created around when Want
List reworks end, closer to Rush.
The Open-to-Buy for a textbook is used to determine the order quantities
when placing Want Lists and Publisher Orders. Ensuring accurate Buying
Decisions prior to ordering helps create an efficient Open-to-Buy.
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Review Buying Decisions on the Open-to-Buy Report
Creating accurate open-to-buy amounts relies on reviewing buying decisions.
To make more accurate decisions, print an Open-to-Buy (OTB) Report and
verify order quantities before beginning the ordering process. Processes for
setting Open-to-Buy are explained in the Buying Decisions Chapter.
The Open-to-Buy Report displays all titles to be purchased for the bookstore.
This report helps ensure accurate ordering. Print the report and verify
quantities before continuing the ordering process.
Reports Menu > Enter Report Requests
1. Highlight Buyer Reports and click Select Individual Reports. Select
Group allows for the printing of more than one report at a time.
2. Highlight the Open-to-Buy report and click Select. Choose the desired
store and term and click Save. Click Confirm Request.
3. More options are shown. Select report options, and click Save to
complete the report generation.
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This is a listing of textbooks with an Open-to-Buy quantity. Also shown is a
summary of the vendors’ return policies to help determine the precision
needed in ordering.
Calculations of Open-to-Buy quantities are shown on the Order Quantity
Screen. This book screen is accessible through a variety of menu options
such as Maintain Adoptions, Maintain Book Information, and Work with
Textbooks.
On the Order Quantity Edit screen that follows, the Open-to-Buy calculation
is shown.
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In this case, estimated sales are 85 textbooks. The estimate includes 5
reserved books and 20 Buyback books. Estimated units are subtracted,
leaving an Open-to-Buy quantity of 60 titles.
Buyback – Estimated is used to provide the system with the best estimate
for the number of books students will sell. This action does affect Open-to-
Buy.
Budgeted and Speculative units amount to the number of books that can be
bought by the system, and these fields do not affect Open-to-Buy. This
number may amount to more units than Buyback – Estimated. However, the
combined amount of Budgeted and Speculative should never be less than
the amount Estimated.
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Create Purchase Orders
Ordering flexibility in ARC is provided with automatically generated and
manually created purchased order processes. The automatic generation
process saves data entry time for situations that require multiple titles
and/or multiple publishers ordering. Manual creation of purchase orders
may be more efficient in situations that require only a handful of titles from
one or two publishers.
Automatically Create Purchase Orders
Ordering > Maintain Purchase Orders
1. To create a purchase order, click Add PO.
2. The PO Creation Method defaults to Automatic. Click Save.
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Defaults for these options can be set by your client representative, and you
can set them on this screen for each individual order. It is possible to
override the defaults for this specific generate batch only. Click Save to use
the listed defaults and to move on the next screen.
• Select Immediate Order Books Only? — “Yes” will load purchase
orders for only those books marked as “Order ASAP from Publisher?”
on the book’s Order Quantity screen.
• Add ”Withhold from Order” Quantities to “Open to Buy”
Figures? — “Yes” overrides any quantities that were withheld from the original Open-to-Buy calculation, and it adds those quantities to
the total order amount. Since Withhold from Order is often used for estimating Rental Returns and other purposeful reductions to Open-to-
Buy, this is not recommended.
• Zero “Withhold from Order” Quantities After PO Creation? —
When the PO is sent, “Yes” will decrease to zero any quantity in “Withhold from Order” on the Order Quantity Edit screen of books
ordered. This is also not recommended unless adding Withhold from Order to the order.
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• List Books Still Requiring an Order? — If “Yes,” a report of all titles
that were not placed on a PO during this automatic generation will print.
• Create Purchase Orders Under Minimum? — This gives you the option of overriding the order quantity or amount minimum set in
Maintenance > Maintain Vendor Information > Other Data > Ordering Info.
• Send Pubnet Vendors Via Pubnet? — Pubnet is a 3rd party electronic order submission system that is integrated with the MBS
System. Select “Yes” if your vendor uses this service and you want to submit your PO via Pubnet.
• Send EasyLink Vendors Via EasyLink? — EasyLink is a 3rd party electronic order submission system that is integrated with the MBS
System. While typically used for wholesale orders, some publishers also can use this service. Select “Yes” if your vendor uses this service
and you want to submit your PO via EasyLink.
• Pubnet Ship Code? — “Ship Best Method” is the typical selection, but that can be changed to another code listed in the drop-down.
• Send all other orders via? — This field is used to indicate how all orders not being sent via Pubnet will be transmitted.
• FOB Point? — Free on Board set to “Destination” seeks to apply responsibility of the shipment on the shipper/vendor until the shipment
is delivered. “Shipping Point” refers to the bookstore having responsibility for the shipment while in transit (either after leaving the
vendor or a specified point along the shipping route).
3. Complete selecting options, and click Save. The screen that appears
has options relevant to Pubnet (pubnet.org). If not using Pubnet, Save
to continue past this screen.
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• Earliest Ship Date — Enter the earliest date Pubnet vendors should
begin sending the orders.
• Special Offer Code — Enter any code the vendor has for a certain
discount.
• Delayed Billing? — This is used if an agreement exists between your
store and the vendor to defer billing.
• Delayed Billing Month — Enter the month number if billing is to be
delayed.
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• Back Order Code? —These define how to manage backorders (items
temporarily out of stock).
o Back Order Only NYP (not yet printed) means to only
backorder titles pending print.
o No Back Order means do not backorder any items.
o Back Order All means put items on a backorder regardless of reason.
o Back Order Only OS means only backorder items out of stock.
• Cancel Date — Enter the date by which the order should be canceled
if backorders cannot be filled.
• Special Shipping Service? — Enter any shipping requirements (UPS
only, no weekend delivery, etc.).
• Exception Instructions —Enter any additional notes and
considerations to be sent via Pubnet.
4. Complete selecting options, and click Save. Your chosen options for
automatic generation are shown.
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Additional Options include:
• Generate POs – Completes the automatic PO creation. This should be
the last step completed on this screen.
• Pubnet Defaults – Reviews the previous Pubnet selections screen for
Pubnet orders.
• Select Pubs/Groups – Allows selection of specific vendors or vendor
groups to be added to this order.
5. If selecting specific publishers or groups, click the Select Pubs/Groups
additional option. If generating all POs, navigate to step 11.
6. Select the Additional Option to Select Pubs or Select Groups. The
following example selects publishers, but both methods are entered
the same.
7. The example shows additions by publisher. Click Add Vendor to search
for a publisher to add, then highlight and click the option to Select.
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8. Continue as needed. Alternative, the Option to Specify Range can be
used to select a starting and ending Publisher.
9. Once the list is entered, click Confirm Selection.
10. Save to continue back to the review of the Automatic Generation or
Update to add more vendors. The Change Equality option allows the
selection to be Equal to (default) or not Equal to the selected values.
11. If not selecting specific pubs/groups, or once those selections have
been made, complete the purchase order automation by clicking
Generate POs.
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12. You can enter a PO number or let the system assign the next number.
Mark “Yes” to send the POs to the document center as soon as they
are posted. Click Save.
13. PO’s are sent to document center (if you chose that option), and they
are now created and display in Maintain Purchase Orders. Additional
summary review can be seen at this step regarding the auto-
generation.
Clicking Show Generated lists PO’s that were automatically generated: the
creation date, the finalization status (Yes=finalized, No=in process), the
number of errors in the PO, and if the PO order quantity or amount is under
the minimums set in the Maintenance menu.
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14. Display Generation Options shows the options you chose earlier in the
ordering process. Highlighting a batch line and clicking “Display Errors”
can help fix errors.
15. Highlighting the order with an error and clicking Display Detail will
show the book with the error (in this case, an ISBN error). This error
can be corrected at Adoptions > Maintain Book Information.
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To view these details again at a later time, the Additional Option in Maintain
Purchase Orders for Auto-Gen History will display the generations and
provide the options to review them.
Print Purchase Orders
Ordering > Maintain Purchase Orders
1. Highlight a purchase order and click Select. This places an asterisk
next to the PO.
2. With the purchase orders selected, click the Print Selections option.
The printout will appear in My Documents.
Purchase Order Report and Forms
When printing purchase orders through the automatic generation, two
reports print.
The first is a summary of what was generated the purchase order creation,
and the second is a report version of the purchase orders that were created.
A third report will also print for the list of books still requiring an order if that
option was selected during generation.
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Examples of these reports are as follows.
Books Still Requiring an Order
Purchase Order Generation Rpt
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Purchase Orders: Report Format
The Purchase Order report format will contain a page break for each new
vendor purchase order.
A purchase order form is also available to print. This only is available if a
purchase order is printed from the Maintain Purchase Order menu after it
has been created. The form is designed to submit to a vendor, and an image
for the store can also be added to it if needed.
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Manually Create Purchase Order
Ordering > Maintain Purchase Orders
1. To create a purchase order, click Add PO.
2. Select Manual and click Save. Choose the vendor, and click Save.
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• PO must be prepaid? — Check “Yes” if the PO has to be paid before
the textbooks are received. This is often defaulted to “No” as pre-pay will ask for a check number during receiving. Accounts Payable can
select vendors for pre-pay when working directly with the invoice.
• Vendor to Pay — Enter a separate vendor to receive payment (a
credit card vendor can also be used, but it must be set up in the vendor file).
• Send Via? — Chose how to send the PO. EasyLink sends POs to wholesalers who subscribe electronically (and some select publisher),
and Pubnet does the same to publishers. These are both 3rd party services that must be purchased outside of MBS Systems. The other
options are informational only and will print on the PO.
• Terms Code — This code is set in Maintenance > Maintain Purchase
Order Terms. The terms code refers to the publisher’s default payment
time frame (net 30 for example).
• Ship Date — Select the date for when the order should be shipped.
• Pubnet Code — “Ship Best Method” is the typical selection, but that can be changed. If using Pubnet, code 401 is “Ship Best Method.” If
you have no shipping preferences, or if you are not using Pubnet, leave this box blank.
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• Ship all other orders via — If left blank, vendors may ship by
whichever method they want. Otherwise, select a shipping method.
• FOB Point? — Free on Board set to “Destination” seeks to apply
responsibility on the shipper/vendor until the shipment is delivered. “Shipping Point” refers to the bookstore having responsibility for the
shipment while in transit (either after leaving the vendor or at a specified point along the shipping route).
3. Click Save. A message states “The PO was created. Continue.” Click
Save.
The PO header is now created and you will be returned to the main menu
for Maintain Purchase Orders. The next steps review adding books to the
purchase order header.
1. Return to Ordering>Maintain Purchase Orders, highlight the PO header
you created, and click Book List.
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2. Click Add Book. Find the book to order from this publisher. The
following ordering screen appears.
3. Enter the quantity desired, and click Save. Open-to-Buy displays on
the right side of the screen.
The Open-to-Buy report is useful in developing orders, and the Order
Quantity Edit screen (available on book information screens) shows detailed
data on the open to buy quantity.
Clicking Save again brings up a screen to add more books to the PO.
Returning to Ordering>Maintain Purchase Orders, the PO can be printed
(“Print Purchase Order”) or sent electronically (“Prepare Transmit”).
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Transmit Electronic Purchase Orders
Once purchase orders are created, stores can electronically transmit
purchase orders to Pubnet and EasyLink vendors.
To use Pubnet or EasyLink the store must subscribe to that service outside
of the MBS System.
Additional options may need to be set (for instance, the SAN for Pubnet
vendors in the vendor file) prior to using this service for the first time.
Contact your MBS Client Representative if starting these services for the first
time to ensure set-up is complete.
To transmit purchase orders electronically, use the following steps:
Ordering>Maintain Purchase Orders
1. Highlight the purchase order to transmit electronically (via EasyLink or
Pubnet), and click Prepare Transmit.
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2. Select the appropriate electronic transmission service. Options
include:
• EasyLink — to transmit purchase orders using the EasyLink communication service.
• Pubnet — to transmit purchase orders using the Pubnet communication service.
3. Select the transmission method and click Save. Displayed is the
current PO (in this case, #2104) along with any others that have not
been sent.
• Hold — Select this to exclude a purchase order from transmission.
• Release — Select this to include a purchase order that were marked
Held in the transmission batch.
• Hold All — Select this to exclude all purchase orders from
transmission.
• Release All — Select this to include all purchase orders that were
marked Held in the transmission batch.
• Generate — Select this to transmit the PO/PO’s.
4. Click Generate to complete the electronic submission.
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Transmission Errors via Pubnet or EasyLink
Follow these steps if there is an error when transmitting purchase orders via
Pubnet or EasyLink (Maintain Purchase Orders).
1. Click Error Recovery. Any electronic transmissions that failed will be
listed in the Transmissions in Error Recovery table on this screen.
• Try Again — Select this to resubmit a batch of transmissions listed in the table.
• Display Purchase Orders — Select this to display the purchase orders in a transmission batch.
• Delete — Select this to delete the entire batch.
2. Sometimes a batch can get stuck transmitting. To view any batches
that might be stuck, click Show Active Requests. The same three options (Try Again, Display POs, and Delete) appear in the Active
Transmissions table.
Deleting titles off a PO or deleting an entire PO will update the Open-to-Buy
for those titles back to what they were prior to placing the order.
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Delete the Entire Purchase Order
Ordering > Maintain Purchase Orders
1. Highlight the purchase order and click Delete. (Purchase orders can
only be deleted if the store has not received any titles on the purchase
order.)
2. Click Confirm to delete the PO.
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ARC Ordering Checklist
Print Open-To-Buy Report and Review Buying Decisions
Create Want lists (Automatically or Manually)
Edit/Print Want lists
Transmit Electronic Want lists
Receive Want list Responses & Create Purchase Orders
Create Publisher Purchase Orders (Automatically or Manually)
Edit/Print Purchase Orders
Transmit Electronic Purchase Orders