Close a Term: Understanding Allocation in WinPRISM

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

2. Why Close A Term? • Sales History • Sales post to term • Until QTP is met • Term is closed • Timing important • Close too early, sales low • Close too late, sales 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

4. Preparations • 115 Term Maintenance • Uncheck Export to Web checkbox • Term cycle off 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

6. Preparations • 213 Buyback Session Setup • Close any session using term • Merchandise Transfers • Receive or cancel • Returns • Optional • Can be created 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

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.

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

10. Reallocate Comparison Chart

11. Order Equation 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

13. Reallocation Report

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

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

16. Close a Term Equation Actual Buyback for each open term + Received for each open term Qty A Qty A - Sales for each open term Qty B SOH (After Sales) - 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

18. Computes and replaces allocated inventory for next term Close a term equation Reallocation Report Worked titles in next term remain Worked 1. Compute and Replace

19. 1. Compute and Replace • 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 39 • 25 B 14

21. Don’t compute and replace allocated inventory Reset Worked Statuses to Rework 2. Don’t Compute; Do 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

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

24. Don’t compute and replace allocated inventory Don’t reset order decision status Worked titles remain Worked 3. Don’t Compute; Don’t Reset

25. 3. Don’t Compute; Don’t Reset • 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

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

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

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

30. 4. Allocate SOH 14 50 + 25 - 29 • 10 - 15 • 0 - 10 29 -4 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 • www.support.nebook.com • WinPRISM ICS > Release Notes >Individual “How-to” Files

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

33. Allocation Comparison I

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

35. Allocation Comparison II

36. 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

37. Allocation Comparison III

38. 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

39. Allocation Comparison IV

40. 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

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 • Worked status • 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

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

47. After Term is Closed • 115 Term Maintenance • 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

48. After Term is Closed • 201 Purchase Orders • 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

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