Purchase Orders MBS ARC (MERCHANDISE) MANUAL

MBS ARC (MERCHANDISE) MANUAL Purchase Orders Purchase Orders (POs) are created as a way to send order requests to your vendors. The PO is also used to connect your order decision with your receiving once the merchandise is shipped to your store. The Receiving process verifies units and item cost received with the purchase order units and cost. Inventory is updated once receiving is completed. Purchase orders can be printed/emailed and sent to a vendor. Some features within Merchandise also allow POs to be sent electronically to a vendor (via EDI Electronic Data Interchange). It is important to still enter the PO even if the order is placed directly with a vendor representative prior to being created in Merchandise This manual covers the following aspects of Purchase Orders: Purchase Order Structure... 3 Creating a Purchase Order... 3 Step 1. Establish PO/Vendor Header (Add/Change)... 4 Step 2. Assign Vendor... 4 Step 3. Enter/Update Vendor Information... 5 Step 4.1 (Non-Type). Enter Item Selection... 8 Step 4.2 (Type Level). Enter/Update Type Item Selection... 11 Step 5.1 (Non-Type). Enter Qty by Store... 13 Step 5.2 (Type Level). Enter Qty by Store on Type Order Grid... 13 Step 6. Add Additional Lines... 15 Step 7. Edit a Purchase Order Line... 16 Create PO in Merchandise Item Menu... 17 Working with Existing Purchase Orders... 18 Edit/Review Purchase Order Header... 18 Print Purchase Order... 19

Report Version... 22 Form Version... 23 Other Work with Purchase Order Options... 23 Edit Items on Purchase Order... 25 Advanced Purchase Order Options... 27 PO Management... 27 Class-level PO... 31 Templates for Purchase Orders... 35 When to use Template PO... 36 Creating a PO from a Template PO... 36 Copy Selected PO... 37 Buying Reports and Features... 38 Suggested Needs Report... 38 Buyer s Trend... 42 MBS TEXTBOOK EXCHANGE, LLC PAGE 2 OF 42

Purchase Order Structure Purchase Orders are used to put items on order with the vendor. Even if a vendor comes in fills stock at the time of the order, the PO must be entered to show that items are ordered. The merchandise record will display items currently on order for a vendor. The purchase order will also be available to attach to the receiving document once items are ready to be received. POs may be created in three ways: within the PO Menu (default) within the Item Maintenance Menu as a final step when creating a new Item Record The steps for creating a PO from the item record or during the creation of a new record are in the Merchandise Items chapter. A summary will be available later in this document. The purchase order record consists of three basic parts: header, detail, and detail summary. The Header is the main detail attached to the PO Number and predominately relates to the vendor. Detail information is the line-by-line item information being ordered from this particular vendor. Detail Summary is the table display of all line items entered on this Purchase Order. The following steps outline the process needed to create a purchase order. Creating a Purchase Order Order Processing > Purchase Orders MBS TEXTBOOK EXCHANGE, LLC PAGE 3 OF 42

Step 1. Establish PO/Vendor Header (Add/Change) Click Add to create a new Purchase Order. Step 2. Assign Vendor The first step to creating the purchase order is to select the Vendor Number. This is the only required field. Click Save to advance. This will create the Purchase Order header. MBS TEXTBOOK EXCHANGE, LLC PAGE 4 OF 42

Additional detail can be entered if needed. PO Number. 6-character numeric field (000001 999999). The most common setting is to allow the system to automatically create a PO Number automatically. If entering PO numbers manually, key in the number. Buyer Code. Enter a Buyer Code if needed. Buyer Codes can be used for additional reporting and are set up in the Settings > Other menu. If the buyer code has an abbreviation for the buyer, that abbreviation will display in the Written By field on the Purchase Order. Warehouse Number. For use with the Warehouse Management feature only. If using this feature, select the warehouse store number. Is PO Shipped. Select Y for one of the following and choose N for the remaining. If not using the warehouse module, respond Yes to posted to stores. Posted to Warehouse? Will item be received into ARC at the Warehouse? to Warehouse, Posted to Stores? Will item be received at Warehouse and forwarded to be received into ARC at the Store? Posted to Stores? Will item be received and entered into ARC at the store? Event Number. 3-character numeric tag used to associate the PO with a particular event. Events are used for additional sorting during report generation. When complete, click Save. Step 3. Enter/Update Vendor Information The next screen displays the information for the Purchase Order header. All required information is already defaulted on this screen from the vendor settings for Purchase Orders or from your store default settings. An example of the header page is as follows. MBS TEXTBOOK EXCHANGE, LLC PAGE 5 OF 42

The majority of information is populated based on Vendor and Store Settings. Most fields on this screen can be edited. These include the following: Written By Provides a field to enter the name or initials of the person creating the purchase order. Field is 10-character alphanumeric. Field will pre-populate with the Buyer Code abbreviation if a code was entered on the previous screen. PO Type Optional entry used to filter some reports. The options here include Staple, Event, and Special Order. MBS TEXTBOOK EXCHANGE, LLC PAGE 6 OF 42

PO Status Displays as (R), or Released. This code must be used to make changes to the PO and therefore should not be changed when building a purchase order. Three other codes are available as well: (C) Cancel, (D) Delete, or (V) Void. These codes will no longer display the PO as open and will allow the PO to be deleted. Freight Bulk shipment information pre-populated from Vendor Order-From screen. Ship Via Carrier of preference from Vendor Order-From screen. FOB Point Free-on-Board Point, location point where legal ownership of goods exchanges hands. EDI PO Used with EDI feature. Electronic Data Interchange entails electronic communications with Vendor merchandise systems. If used, this information will be maintained in and conditioned by the Vendor Record. If not installed, this field will default to N. Dates Written > To Ship > Expected > To Distribute > To Cancel. By default, these fields are calculated as spaced one week apart. The Written date is auto-generated from the PO creation date, but may be manually edited. Messages Permits up to 65-characters of alphanumeric text. Message will appear in associated areas when printing/displaying: Vendor. Purchase Order Header and printed PO. Receiving. Receiving On-Screen and Worksheet A/P. AP Invoice Entry Terms Payment terms imported from Vendor Record regarding how quickly an invoice needs to be paid (as well as possible early pay discounts). Vendor Contact, Address, and Ship to Address These come from vendor and store settings. They can be edited. MBS TEXTBOOK EXCHANGE, LLC PAGE 7 OF 42

OTB on Order (MMYY) Works in conjunction with Open-to-Buy feature. This field establishes incremental phases of ordering, typically regulated by budgetary constraints. All percentages must total to 100% in order to progress from this screen. When complete, Click Save. Step 4.1 (Non-Type). Enter Item Selection 1. Enter Item Number or select from dropdown menu. Click Save. MBS TEXTBOOK EXCHANGE, LLC PAGE 8 OF 42

2. Item Number and Description fields display selected item. Cost, Retail, and additional information display once Save is clicked. 3. Additional Options are available on this screen to assist with adding the PO item. A Delete Line is available to remove an added item and End P/O is used once the purchase order creation is completed. The other options are: MBS TEXTBOOK EXCHANGE, LLC PAGE 9 OF 42

Add Creates a new line item entry on the PO (helpful when reviewing an existing line and continuing with a new one). Item Maintenance Allows entry of new item during PO creation. Review and edits of an existing item can also be performed. Update Cost The cost field on the item line can be updated for the purchase order. If the Item Cost needs to permanently change, the Update Cost option updates the item record. Buyer s Trend Provides inquiry information about sales such as 13- month sales that can be reviewed as the order is placed. P/O Line/Receiving Line Comment Add a note that can be reviewed during receiving. Line Total Summary of the line s total quantity, cost, retail and margin. P/O Management Provides a search option for adding PO items by Vendor, Class, Store Number, and Range of Stores. Refer to page 27 in this chapter for more information. The fields within the table include: Cost 3-decimal (1000 = $1.000). Changes to Cost and automatically updates the Item Record Latest Cost value. If the permanent cost needs to be changed use Update Cost to update the Item Cost field in the Item Record. Retail 2-decimal (1000 = $10.00). Retail should not be changed at this step unless performing a Price Change as well. MBS TEXTBOOK EXCHANGE, LLC PAGE 10 OF 42

Style Displays the Vendor Style assigned in the Item Record. Discount Displays a discount dollar or discount percent if offered by the vendor. U/M Unit of Measure displays here. Unit of Measure refers to items ordered in bulk packages and is set up and assigned to the item before ordering. Logo/Color/Size Group(s) Leave blank for all non-type Items. Totals Summary information only available once initial quantities have been placed. Fields will populate based off the item record. Confirm changes and click Save. Step 4.2 (Type Level). Enter/Update Type Item Selection Type Code orders use a grid for entering quantities to order. A few fields must be verified before the grid displays. The order grid order is organized by type codes instead of by store. A Range of Stores selection is needed prior to entering quantities on the order grid. Only one store will appear for entering quantities on the grid. If the range includes multiple stores, the grid will change after each Save to the next store. MBS TEXTBOOK EXCHANGE, LLC PAGE 11 OF 42

If a Logo Group is used, a Logo Code also needs to be selected. The order grid only displays Color and Size. Logo is selected after entering the Range of Stores and clicking Save. If multiple Logo codes are used, the option will be available to select the next logo after entering the order quantity for the first logo. A dropdown is available to select another Logo Code. Color and Size Groups should not be changed because they default from the item record to create a grid based order form. Edit or Configure as required and click Save. MBS TEXTBOOK EXCHANGE, LLC PAGE 12 OF 42

Step 5.1 (Non-Type). Enter Qty by Store Previous information and updates are carried forward. Any Range of Stores edits (shown above) will require navigation to the Previous page. Range of Stores This permits multi-store companies to filter stores. Go to Store Jump to a specific store in the table. Qty Enter the number of items to order by store. For U/M, this is the number of packages desired. Enter Quantity at appropriate Store and click Save. Step 5.2 (Type Level). Enter Qty by Store on Type Order Grid If only one Color/Size table is used, that table s options will list on the menu s left. The following example is for a Color only item. MBS TEXTBOOK EXCHANGE, LLC PAGE 13 OF 42

1. Enter Quantity at appropriate Store and click Save. In addition to clicking within the Quantity field to enter units, the Tab button on your keyboard can be used to tab between the Quantity fields. 2. Alternately, if both Color and Size tables are used, one appears down the left (row) and the other across the top (column). This forms a grid to enter the quantities at the intersecting cell. MBS TEXTBOOK EXCHANGE, LLC PAGE 14 OF 42

3. Enter Quantity at appropriate Store and click Save. Step 6. Add Additional Lines ARC will prompt with the next available Line for continued entry. Repeat the previous step to add additional lines. MBS TEXTBOOK EXCHANGE, LLC PAGE 15 OF 42

Step 7. Edit a Purchase Order Line If a PO line needs to be changed after quantities have been entered, the Go Back button will display a table with all the items already added to the purchase order. A line can then be highlighted and changed to edit. Click Save to navigate to the order grid and update the order quantities. MBS TEXTBOOK EXCHANGE, LLC PAGE 16 OF 42

Create PO in Merchandise Item Menu Purchase Orders may also be created from within the Merchandise Item Menu. This is discussed in more detail in the Merchandise Items chapter. MBS TEXTBOOK EXCHANGE, LLC PAGE 17 OF 42

Working with Existing Purchase Orders The PO Main Menu defaults to display all purchase orders. A purchase order status displays to show if the PO is still open or if it has been fully received. An option is available to Display Open Only so any PO with a status other than Open will be hidden. The options on this screen include: Edit/Review Purchase Order Header Change edit the purchase order header information. Delete Fully removes the Purchase Order from the system. Only remove purchase orders with no receiving history. Display Shows summary information for the Purchase Order Header. MBS TEXTBOOK EXCHANGE, LLC PAGE 18 OF 42

Print Purchase Order There are two print options for purchase orders. Print Selected P/O Prints a copy of the highlighted purchase order and provides a form version to send to the vendor. Use this to print a single purchase order. Print P/O Provides the option to print a range of purchase orders or multiple purchase orders based on selection. Use this to print multiple purchase orders. An example of the selection screen if using Print P/O is as follows: Use the dropdowns to select POs or to key PO numbers. If using a range, enter the first PO in the Beginning field and the last PO to print in the Ending field. MBS TEXTBOOK EXCHANGE, LLC PAGE 19 OF 42

Once selected, the steps are the same as printing a single PO. These steps are as follows. 1. From the Purchase Orders main menu, select the purchase order you wish to print and click Print Selected P/O (or Print P/O and make your selections if printing multiple). 2. A sequencing selection screen appears. Select Yes or No as needed. MBS TEXTBOOK EXCHANGE, LLC PAGE 20 OF 42

The selection information will dictate how the Purchase Order will display in the printed form. Sort Sequence for PO: - Select One Only one selection can be selected. The options are to sort by Item/ISBN that is designated for the item in your system, Vendor Style number that is attached to the item record, Item Description (sorting in alphabetical order), or PO line # (order by which the items were added on the PO). Print: Retail? Cost? Both can be selected or only one can be selected. It is common to print cost if the Purchase Order form is being sent to the vendor. The Retail and Cost if the Purchase Order is being printed for internal store use as shown in the previous screenshot. Print vendor style instead of ISBN for books? If using the trade module, this will show a style number instead of the trade book ISBN if selected to Yes. Print UPC translation instead of store assigned item #? If UPC Translation is used with an item, this option will print the vendor s UPC number below the system item number, and it will organize by UPC number for type level items. Click Save once selections are made. The system will return to the main Purchase Order menu, and a pop-up alert will display beneath the Printer icon when the report is ready. Two reports will be available in the Document Center. Summary for the store. This report displays in a report style format. An optional form to send to the vendor. MBS TEXTBOOK EXCHANGE, LLC PAGE 21 OF 42

1. Report Version MBS TEXTBOOK EXCHANGE, LLC PAGE 22 OF 42

2. Form Version Notice that a Vendor Message displays. This message was added on the PO Header. Also, this vendor includes type level items with UPC Translation. The UPCs display beneath the system generated number since Print UPC Translation instead of store assigned SKU was selected. Other Work with Purchase Order Options Additional options exist for copying a PO and using a Template P/O. These steps are reviewed in Additional Purchase Order Creation options later in this chapter. There is also a link to the Vendor Maintenance area. This allows vendors to be edited and created without existing on the Purchase Orders menu. More information regarding Vendors is available in the Merchandise Vendors Chapter. MBS TEXTBOOK EXCHANGE, LLC PAGE 23 OF 42

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Edit Items on Purchase Order The Work with P/O Detail option provides access to the lines of items on the purchase order. Working with detail displays the purchase order lines. They can be changed to make edits to those lines. MBS TEXTBOOK EXCHANGE, LLC PAGE 25 OF 42

Editing the lines will allow changes to the item information as well as quantity that have been ordered. The line can also be deleted if it is incorrect. Click Save to edit the quantities. MBS TEXTBOOK EXCHANGE, LLC PAGE 26 OF 42

Advanced Purchase Order Options The following options allow for additional ways to add items to purchase orders and create purchase orders based on pre-existing entries. PO Management While adding items to a purchase order, the option for PO management exists. This feature permits the Buyer to search for Items by Vendor and/or Class (requires one) as well as by Stores. It does provide a range of items to be added onto a purchase order as well. In the following example, the vendor COLDIS is used for only store 1. MBS TEXTBOOK EXCHANGE, LLC PAGE 27 OF 42

Click Save to receive a list of all items that display the selected vendor as the primary. Alternatively, a search by class would display all items assigned to a class. The columns provide item information, description, on hand units, Qty on Order (different POs), Suggested QTY (using Min/Max figures), and Actual Order. MBS TEXTBOOK EXCHANGE, LLC PAGE 28 OF 42

The Actual Order column represents the amount to add to this PO. To add quantities, highlight a row and click Work with Detail. 1. Key the amount to add in the Actual Order column. 2. After it is entered, click Save or Go Back to return to the item list. The following displays the Logo/Color/Size quantity on an item with Color and the expanded Min/Max. This table s formatting includes: Expand/Fold Info to show Min/Max in addition to Suggested Qty. Type level items also can be ordered based on their Logo/Color/Size. MBS TEXTBOOK EXCHANGE, LLC PAGE 29 OF 42

3. Once the Actual Order amount displays in the item list highlight that item. Click Add to Purchase Order. This step must be completed as Actual Order amounts are updated to ensure they add to the Purchase Order successfully. 4. Work with Detail and add Actual Order amounts as needed for other items. As each one is added, highlight that line and click Add to Purchase order. If an item is added in error, use Remove from P/O in the Options to remove the quantities added. 5. Once all items are added, click Go Back three consecutive times to return to the list of items on the PO. Click Home to return to the item line and Go Back to review the item list. All items added to the PO will display. MBS TEXTBOOK EXCHANGE, LLC PAGE 30 OF 42

Class-level PO Class level PO/Receiving are entered nearly identically to the normal process, however class-level merchandise does not track quantity-per-item. Instead, the cost, retail, and quantity are entered in relation to just that class. Often class level orders are used to receive quantities from vendors that only provide items at a class level. A common example would be a distributor employee who restocks candy and drinks. An invoice is provided that totals what was filled and the costs for the items. Since a class typically does not have a default cost and retail, these fields must be entered prior to editing the order lines. The system does provide an alert to verify these fields need to be entered. To ensure quantities and their cost and retail are entered correctly for the class, it is recommended to order items with separate price points within that class on separate lines. For example, a 24 pack of Sprite may cost $16.80. The cost and retail by unit should be entered as requested (cost per unit being $0.70), and 24 units should be received. Alternatively, Units of Measure can also be used to receive 1 pack of Sprite at $16.80 cost and total U/M retail. If you are not sure what Retail should be, use the cost and Class Margin to calculate retail. MBS TEXTBOOK EXCHANGE, LLC PAGE 31 OF 42

The equation for retail is as follows: Retail = Cost/(1-Margin) Once cost and retail is entered, click Save to enter the units. Enter the QTY of units and Save to continue. The next line will be available to enter. If the next line is a box of 12 Snickers bars at $6.00 for the box, enter the class that is needed here and then the cost and retail for this item either split by quantity (so receiving 12) or by units of measure (so receiving 1 box). MBS TEXTBOOK EXCHANGE, LLC PAGE 32 OF 42

Even if the item is part of the same class, it is still recommended to enter a separate PO line if the item has a different cost and retail. If all items are the same class, cost per unit, and retail, a single line can suffice. Be sure to enter the total quantity to ensure the class inventory is updated accordingly. MBS TEXTBOOK EXCHANGE, LLC PAGE 33 OF 42

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Templates for Purchase Orders Merchandise > Order Processing > Template Purchase Orders The Template PO serves as an informational only order from which duplicate POs may be created for active processing. These templates are maintained in their own menu, separate from regular POs. Creating a Template PO follows nearly identical steps as creating a regular PO. However, all values entered as part of a Template PO are informational and do not show as a live or open order in ARC. The Template PO menu does have less options than the regular purchase order menu due to the orders not being live. In addition, printing options are only available by clicking Go Back from the Template PO menu. This printout provides a listing of all Template POs. MBS TEXTBOOK EXCHANGE, LLC PAGE 35 OF 42

3. When to use Template PO Large repetitive orders are good candidates to use with the Template PO. This is true for commonly restocked POs, class level POs, and common reorder purchase orders. Special Events and Seasonal items may also warrant a template to ensure an easy reorder when needed. 4. Creating a PO from a Template PO The steps to create a PO using a template are as follows: 1. Navigate to the Merchandise > Order Processing > Purchase Orders menu. Select the Option on the right for Copy Template PO. 2. A slightly different screen from the regular purchase order header question displays. MBS TEXTBOOK EXCHANGE, LLC PAGE 36 OF 42

Recalculate Dates Based on New Written Dates? Select Yes to refresh all header dates to the new PO Creation date. No will display the dates from the original template. Purchase order to copy from The Template PO from which to copy the information. Enter Template PO Number or select from the dropdown. Purchase order to receive copy An auto-assigned number will display. Click Save to continue. 3. A new regular PO is created in the PO Menu with the duplicated information prepopulated. The Header and Line Item information are ready to be edited. 5. Copy Selected PO 1. Select desired source PO and click Copy Selected PO. 2. All steps beyond this point are identical to steps shown previously in regards to completing a template PO. MBS TEXTBOOK EXCHANGE, LLC PAGE 37 OF 42

Buying Reports and Features ARC offers several ways to analyze inventory needs. Inquiries and Reports serve to aid buying decisions by consolidating relevant item data in historic, present, and often forecast figures. Additionally, premium features such as Replenishment, Sales Planning, and Open to Buy heighten the degree of control that can extend to bookstore inventory from back-end and front-end operations alike. This section will only cover a small portion of features available in the standard ARC version: Min/Max, Suggested Needs Report, and Buyer s Trend. Min/Max Merchandise > Maintain Items > Merchandise Items: Item Record Minimum/Maximum Units settings are accessible in the Item Record and discussed in the ARC Merchandise Manual on Merchandise Items. Min/Max levels provide an operational range for maintaining adequate and timely inventory levels. Minimum refers to the lowest quantity to carry in the store and Maximum refers to the total replenishment amount if fully restocking the item. In addition to showing on inquiries and in P/O Management, Min/Max values form the basis of the Suggested Needs Report. Suggested Needs Report Buyer Reports/Inquiries > Inventory Management > Suggested Need The Suggested Needs Report provides replenishment suggested for non- Type Items marked with Min/Max values. Stores using the Replenishment module will have a similar report available through Replenishment that also supplies Type Level suggestions. The suggested need on the report will look at current on hand inventory and Min/Max value to calculate a recommended amount to order so inventory is completely restocked. It displays a suggested amount to order by subtracting the current On-Hand inventory by the Maximum value. MBS TEXTBOOK EXCHANGE, LLC PAGE 38 OF 42

If Min/Max values are not established, the same report can be generate but without a suggested amount displayed. 1. To run the report, navigate to Buyer Reports/Inquiries > Inventory Management > Suggested Needs. 2. Verify if all areas should be selected or if any data should be selected as specific. If selecting specific data, check the box for that data under the Select Specific column. Otherwise, click Save to continue. MBS TEXTBOOK EXCHANGE, LLC PAGE 39 OF 42

3. Enter the starting date. If wishing to not pull in items that are past cancellation or are on a future receipt date, enter a date per the instructions on the screen. Click Save. 4. Select Yes or No based off how many items you wish to display on the report. To only show items that have a Min/Max, select Yes and click Save. 5. The next question asks to only include SKU numbers with a suggested need. Select Yes to only show items that have order recommendations or No to show items regardless of suggested need. Click Save to complete the report generation. MBS TEXTBOOK EXCHANGE, LLC PAGE 40 OF 42

Example of the Suggested Need Report MBS TEXTBOOK EXCHANGE, LLC PAGE 41 OF 42

Buyer s Trend Reports/Inquiries > Inquiries > Buyer Information > Buyer s Trend Buyer s Trend provides a central location to find critical information necessary for making informed buying decisions. Buyer s Trend includes: Basic Information as imported from the Item Record. Inventory in terms of Quantity, Cost and Retail. Sales Tables. Sales Graph (by Month). Image (established in insite). More information regarding buyer s trend and the inquiries available within this menu are discussed in the Inquiry Chapter. MBS TEXTBOOK EXCHANGE, LLC PAGE 42 OF 42