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

2. 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

3. 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.

4. 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

5. 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

6. 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

7. 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

8. 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.

9. 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

10. Reallocate Comparison Chart
Chart to fill out

11. 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

12. 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

13. 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.

14. 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

15. 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

16. 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

17. 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

18. 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.

19. 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

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

21. 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

22. 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

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

24. 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

25. 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

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

27. 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

28. 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

29. 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

30. 4. Allocate SOH
Order decision status doesn’t change
Order decision status doesn’t change

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

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

33. Allocation Comparison I

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

35. Allocation Comparison II

36. 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

37. Allocation Comparison III

38. 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

39. Allocation Comparison IV

40. 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

41. Allocation Comparison V

42. 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)

43. Allocation Comparison VI

44. 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?

45. Reallocate Comparison Chart
Chart to fill out

46. 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).

47. 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.

48. 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.

49. Close a Term: Understanding Allocation in WinPRISM
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