Close a Term: Understanding Allocation in WinPRISM Presented by Mona Weatherly Training Division

Why Close A Term? Sales History Timing important Sales post to term Until QTP is met Term is closed Timing important Close too early, sales low Close too late, sales high Why Close A Term? To shut off posting of sales Create a historical record for future decisions What else will shut off posting of sales? QTP is met Posting box at Term Maintenance is unchecked Timing is important Close too early, sales will be unnaturally low Close too late, sales may be skewed high

When to Close a Term No more purchase orders No more course requests Expect no more/very few sales for term Can close only Active terms Close terms separately for multi-locations Close a term when: There are no more purchase orders for the term. There are no more course requests for the term. You expect no more or veery few sales for term.

Preparations 115 Term Maintenance Uncheck Export to Web checkbox Term cycle off website Prepartions to close a term 115 Term Maintenance Uncheck Export to Web checkbox at Term Maintenance Give term time to cycle off the website

Preparations 201 Purchase Orders Print Open PO Report Receive or cancel as needed Can receive and cancel when term is closed Add Item Configuration Hammer Option All users uncheck term to be closed 201 Purchase Orders Print the Open PO’s by Term Report Receive or cancel orders as needed Can receive and cancel when term is closed Add Item Configuration Hammer Option Uncheck term at Add Item Configuration All users must do this Add Item Configuration unique to each login

Preparations 213 Buyback Session Setup Merchandise Transfers Returns Close any session using term Merchandise Transfers Receive or cancel Returns Optional Can be created for a closed term 213 Buyback Session Setup Close any buyback session(s) using term Merchandise Transfers Receive or cancel for the term Returns Optional Can create returns for a closed term

Preparations Decide if inventory will be reallocated More accurately, how will inventory be allocated for next term? Re-allocate by WinPRISM at Close a Term Manually work and rework titles Decide how to handle allocated inventory for the next term

To allocate or not to allocate, that is the question; Whether ‘tis nobler in the store to suffer The manual entry and calculations of non-allocated fortune, Or to take action against a sea of confusion, And by allocating inventory, end a term. To allocate or not to allocate, that is the question; Whether ‘tis nobler in the store to suffer The manual entry and calculations of non-allocated fortune, Or to take action against a sea of confusion, And by allocating inventory, end a term.

Reallocate Inventory: 4 Choices Compute and replace allocated inventory Do not compute and replace; reset Worked titles to Rework Do not compute and replace; do not reset Worked titles to Rework Allocate SOH Reallocate Inventory: 4 Choices 1. Compute and replace allocated inventory 2. Do not compute and replace; reset Worked titles to Rework 3. Do not compute and replace; do not reset Worked titles to Rework 4. Allocate SOH

Reallocate Comparison Chart Chart to fill out

Order Equation - Allocated Inventory - Order Short (optional) Quantity to Provide - Allocated Inventory - Order Short (optional) - Estimated/Actual/No Buyback - On Order - Received Open to Buy Review the the Order Equation Close a Term can re-calculate Allocated Inventory. Allocated Inventory is included in the Order Equation which determines Open to Buy. Quantity to Provide - Allocated Inventory - Order Short (optional) - Estimated/Actual/No Buyback - On Order - Received Open to Buy

Reallocation Report Preview/Print whether allocate or not Preview/Print before closing term Review what WinPRISM will do Help determine if closing too early/too late Cannot print report after term is closed Reallocation Report Preview/Print whether allocate or not Preview/Print before closing term Review what WinPRISM will do Help determine if closing too early or too late Cannot print report after term is closed

Reallocation Report Reallocation Report SKU, Description (Author/Title), Current Allocation*, New Allocation of Next Term, New OTB of Next Term, Term Code of Next Term * Prior to version 1700, bug in the Reallocation Report. Current Allocation shows allocation of the term being closed. Current Allocation should show the current allocation of the next term. This is the field that WinPRISM will change, replace it with the quantity shown in New Allocation column. Cosmetic bug on print job only. Other columns show correctly. Bug will be fixed in 1800 Sample report has been edited to show the correct Current Allocation for the next term.

Reallocation Report If WinPRISM allocates more than you did More left over than thought there would be Lower Sales Classes cancelled, weren’t notified Classes cancelled, didn’t cancel them in WinPRISM Over-estimated what would be sold Rec/opt book entered as required Bad book Book available elsewhere Closing term too early If WinPRISM allocates more than you did More left over than thought there would be Lower Sales Classes cancelled, weren’t notified Classes cancelled, didn’t cancel them in WinPRISM Over-estimated what would be sold Book was rec/opt but entered as required Bad books Books available elsewhere Closing term too early

Reallocation Report If WinPRISM allocates less than you did Less left over than thought there would be Good news! Higher sales Enrollment increase; didn’t increase QTP Classes added; not entered in WinPRISM Under-estimated what would be sold Required book entered as rec/opt Popular book Book unavailable elsewhere Closing too late Bad news! May be short for following term If WinPRISM allocates less than you did Less left over than thought there would be Good news! Higher sales Enrollment increase; didn’t increase QTP Classes added; not entered in WinPRISM Under-estimated what would be sold Required book entered as rec/opt Popular book Book unavailable elsewhere Closing too late Bad news! May be short for following term

Close a Term Equation Actual Buyback for each open term + Received for each open term Qty A - Sales for each open term Qty B SOH (After Sales) - Qty B - Allocated for future terms Reallocation Amount WinPRISM calculations for reallocation Close a Term Equation Doesn’t automatically look at stock-on-hand. Looks at the books come into the system (Actuall Buyback and Receiving) Looks at the way books leave the system (Sales) Compares to stock-on-hand Takes into consideration allocations for future terms Actual Buyback for each open term + Received for each open term Qty A - Sales for each open term Qty B SOH - Qty B - Allocated for future terms Reallocation Amount

Close a Term Equation Act BB, Rec’d, Sales and Allocated doesn’t include term being closed For multiple campuses: Includes other campuses for same location For multiple locations: Doesn’t include terms for other locations Actual Buyback, Received, Sales and Allocated Amounts used in Close a Term Equation doesn’t include these amounts from term being closed. For multiple campuses: Does includes other campuses for same location For multiple locations: Doesn’t include terms for other locations

1. Compute and Replace Computes and replaces allocated inventory for next term Close a term equation Reallocation Report Worked titles in next term remain Worked Compute and Replace Check “Compute and Replace” box in Close Active term dialog This means that you will have WinPRISM compute and replace allocated inventory for the next term WinPRISM will use the Close Term Equation to determine what to allocate. Worked titles remain Worked Reallocation Report Preview and/or print before closing a term See what WinRPISM will do before it does it What does it mean to let WinPRISM allocate? You are replacing the allocation (your estimation of what will be left over at the end of the term) that you made when first worked the term with the quantities that WinPRISM says there really is left over. Leaving the status Worked means you can immediately create a want list, autogen orders or create a buyback list as needed.

1. Compute and Replace Close a Term Equation used for reallocation OTB recalculated if allocation changes Worked status will remain Worked Close a Term Equation used for reallocation OTB recalculated if allocation changes Worked status will remain Worked

1. Compute and Replace 15 50 + 10 - 14 25 A - 15 - 10 25 11 - 0 25 B 15 50 + 10 - 14 25 A - 15 - 10 25 11 - 0 25 B 39 14 15 50 + 10 - 14 25 A - 15 - 10 25 11 - 0 25 B 39 - 25 B 14

2. Don’t Compute; Do Reset Status Don’t compute and replace allocated inventory Reset Worked Statuses to Rework Don’t compute and replace allocated inventory. Do rest the Order Decision statuses of Worked to Rework. Do not check Compute and Replace Do check the Reset Status

2. Don’t Compute; Do Reset Status No reallocation computation Allocation with not change OTB will not change Worked status flip to Rework No reallocation computation Allocation with not change OTB will not change Worked status will flip to Rework

2. Don’t Compute; Do Reset Status Allocation unchanged OTB unchanged Status is Rework Allocation unchanged OTB unchanged Status is Rework

3. Don’t Compute; Don’t Reset Don’t compute and replace allocated inventory Don’t reset order decision status Worked titles remain Worked Don’t Compute; Don’t Reset Do not check Compute and Reallocate Do not check Reset Status Can still print the Reallocation Report to check WinPRISM against yourself Allocated inventory that you manually set will remain unchanged. Order decisions statuses will remain unchanged Using the setting of both the Compute and Replace box and the Reset Status box unchecked mean means that the allocated inventory quantities that you set when you first worked the term are still true. You trust the decisions you made some time agoto to be accurate and you do not want to check yourself again what WinPRISM says is available. By not resetting the order decision status, you are saying that you are ready to create want lists, autogenned orders or buyback lists based on the entries you made. Be aware that you will be using the manually entered allocated inventory that you entered. If all your alocation guesses when you first work the term are good one, this may be a good option. However if you find that your manual allocations are not really what is left over at the end of the term, you may end up with more or less books than you really need. Use this option with caution. Remember, you can still print or preview the Reallocation Report, even if you don’t want WinPRISM to allocate, so you could print it as a guide, if necessary

3. Don’t Compute; Don’t Reset No computation for reallocation Allocation will not change OTB will not change Status will stay Worked No computation for reallocation Allocation will not change OTB will not change Status will stay Worked

3. Don’t Compute; Don’t Reset Allocation unchanged OTB unchanged Status Worked Allocation unchanged OTB unchanged Status Worked

4. Allocate SOH Available as of version 1700 Works best with only one term open Allocates to selected term If used incorrectly, OTB grossly over- or under-calculated Cannot be reversed 4. Allocate SOH Available as of version 1700 Works best when only one term open after term being closed If used incorrectly, OTB grossly over- or under-calculated Cannot be reversed

4. Allocate SOH Will consider received quantities for selected term but not other terms Will not consider Act BB for selected term or any term Will not consider allocated inventory for future terms Does not change order decision status Will consider received quantities for selected term but not other terms Will not consider Act BB for selected term or any term Will not consider allocated inventory for future terms Does not change order decision status

4. Allocate SOH New stock-on-hand + Used stock-on-hand Received for selected term Unposted sales SOH to allocate to selected term New stock-on-hand + Used stock-on-hand - Received for selected term - Unposted sales SOH to allocate to selected term

4. Allocate SOH 14 50 + 25 - 29 10 - 15 0 - 10 29 -4 Order decision status doesn’t change 14 50 + 25 - 29 10 - 15 0 - 10 29 -4 Order decision status doesn’t change

4. Allocate SOH To use SOH option Must be enabled by WinPRISM ICS Support Allocation cannot be reversed Documentation available on support website www.support.nebook.com WinPRISM ICS > Release Notes >Individual “How-to” Files

Allocation Comparison I Term A Ready to close Term B Work status SOH 14 QTP 50 OTB 50

Allocation Comparison I

Allocation Comparison II Term A Ready to close Term B Worked status SOH 14 QTP 50 Est BB 15 OTB 35

Allocation Comparison II

Allocation Comparison III Term A Ready to close Term B Worked status SOH 14 QTP 50 Est BB 15 On Order 10 (u) OTB 25

Allocation Comparison III

Allocation Comparison IV Term A Ready to close Term B Worked status SOH 24 QTP 50 Est BB 15 Rec’d 10 (u) OTB 25

Allocation Comparison IV

Allocation Comparison V Term A Ready to close Term B Worked status SOH 39 QTP 50 Act BB 15 Rec’d 10 (u) OTB 25

Allocation Comparison V

Allocation Comparison VI Term A Ready to close Term B Worked status SOH 42 QTP 50 Act BB 15 Rec’d 10 (u) OTB 25 Term C Allocated 5 Rec’d 3 (n)

Allocation Comparison VI

To Allocate or Not to Allocate Factors to Consider Timing & What Needs to Be Done Next How many terms are open? What has been done in the next term? What has been done in future terms? Need to generate want list, autogen orders or buyback list immediately? Trust earlier manual allocation to be still accurate? Worked titles to remain Worked? Worked titles to flip to Rework?

Reallocate Comparison Chart Chart to fill out

After Term is Closed Term status set to Closed Ending Inventory written to closed term Course requests cannot be entered Purchase orders cannot be created Sales will not post to term When a term is closed: The term status is set to Closed. Ending inventory is written to closed term. Course requests cannot be entered for the term. Purchase orders cannot be created for the term. Sales will not post to the term (with the expection being the sale of a title that is not used in any future term).

After Term is Closed 115 Term Maintenance 114 Order Decisions Check and edit, if necessary, posting order for remaining terms 114 Order Decisions Print Order Decision Status Report for “Not Worked” for next term Work titles as needed 115 Term Maintenance Check and edit the posting order for remaining terms. Closing a term takes the closed term out of the sales posting order but does not automatically check the post sales checkbox for any remaining terms. 114 Order Decisions Print the Order Decision Status Report for “Not Worked” status and work any titles that were set to Rework, if applicable.

After Term is Closed 201 Purchase Orders 331 Want Lists Returns Review list of open orders for closed term Receive or cancel outstanding orders 331 Want Lists Delete want lists for closed term, if applicable Returns Can be created for titles in a closed term 201 Purchase Orders Review the list of open orders for the term that printed as part of the close a term process. Receive or cancel outstanding orders. You can also print the Open PO’s by Term report. 331 Want Lists Delete want lists for closed term, they weren’t removed as part of the close a term process. Create returns, either manually or via autogeration, for the closed term as needed.

Close a Term: Understanding Allocation in WinPRISM Thank you for your time! Please fill out a session evaluation.