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

Close a Term: UnderstandingAllocation in WinPRISM

Presented by

Mona Weatherly

Training Division

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

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

Preparations

• 115 Term Maintenance– Uncheck Export to Web checkbox– Term cycle off 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

Preparations

• 213 Buyback Session Setup– Close any session using term

• Merchandise Transfers– Receive or cancel

• Returns– Optional– Can be created 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

To allocate or not to allocate, that is the question;Whether ‘tis nobler in the store to sufferThe 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

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

WinPRISM Alloc

No Alloc Reset OD

No Alloc No Reset

SOH Alloc

Considers posted sales in terms after closed term

Considers unposted sales

Considers work done in more than one term

Leaves Worked titles Worked

Resets Worked titles to Rework

Allocates to titles in Work Status/Doesn’t Change Status

Considers Receiving in next term

Considers Receiving in future terms

Considers Act Buyback in next term

Considers Act Buyback in future terms

Considers Allocation in future terms

May change allocation in next term

May change OTB in next term

Order Equation

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

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

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

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

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

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

1. Compute and Replace

Location University Bookstore Term 2009AMSU* 2009BMSU 2009CMSU

New SOH 14 New Retail $ 136.70 Used SOH 25

Used Retail $ 102.50 Requested 100 50 100

Quantity to Provide 100 50 100 Allocated 0 0 0

Order Short 0 0 0 Estimated Buyback 0 15 0 *

Actual Buyback 0 * 15 * 0 On Order 0 0 0 Received 100 10 0

Open to Buy 0 25 0 Status Worked Worked Work

Sales New 86 0 0 Sales Used 0 0 0

Ending Inventory 0 0 0

• Close a Term Equation used for reallocation

• OTB recalculated if allocation changes

• Worked status will remain Worked

1. Compute and Replace

Location University Bookstore Term 2009AMSU 2009BMSU* 2009CMSU









15 50+ 10 - 14

25 A - 15 - 1025 11

- 025 B

39- 25 B

14

2. Don’t Compute; Do Reset Status

• Don’t compute and replace allocated inventory

• Reset Worked Statuses to Rework











• No reallocation computation

• Allocation with not change

• OTB will not change

• Worked status flip to Rework








Open to Buy 0 25 0 Status Worked Rework Work



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











• No computation for reallocation

• Allocation will not change

• OTB will not change

• Status will stay 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

• 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 salesSOH to allocate to selected term










4. Allocate SOH

14 50+ 25 - 29 - 10 - 15- 0 - 10

29 -4

Order decision status doesn’t change







Open to Buy 0 -4 0 Status Worked Worked Work



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

http://www.support.nebook.com/

Allocation Comparison I

• Term A– Ready to close

• Term B– Work status– SOH 14– QTP 50– OTB 50

Location University Bookstore Term 2009AMSU* 2009BMSU


Used Retail $ 102.50 Requested 100 50

Quantity to Provide 100 50 Allocated 0 0

Order Short 0 0 Estimated Buyback 10 0 *

Actual Buyback 0 * 0 On Order 0 0 Received 100 0

Open to Buy 0 50 Status Worked Work

Sales New 86 0 Sales Used 0 0

Ending Inventory 0 0

Allocation Comparison I

Allocation Method for 2009BMSU

WinPRISM Alloc

No Alloc Reset OD

No Alloc No Reset

SOH Alloc

Term 2009BMSU 2009BMSU 2009BMSU 2009BMSU New SOH 14 14 14 14

New Retail $ 136.70 $ 136.70 $ 136.70 $ 136.70 Used SOH 0 0 0 0

Used Retail $ 102.50 $ 102.50 $ 102.50 $ 102.50 Requested 50 50 50 50

Quantity to Provide 50 50 50 50 Allocated 0 0 0 14

Order Short 0 0 0 0 Estimated Buyback 0 * 0 * 0* 0 *

Actual Buyback 0 0 0 0 On Order 0 0 0 0 Received 0 0 0 0

Open to Buy 50 50 50 36 Status Work Work Work Work

Allocation Comparison II


• Term B– Worked status– SOH 14– QTP 50– Est BB 15– OTB 35







Open to Buy 0 35 Status Worked Worked



Allocation Comparison II


WinPRISM Alloc

No Alloc Reset OD

No Alloc No Reset

SOH Alloc





Order Short 0 0 0 0 Estimated Buyback 15 * 15 * 15 * 15 *


Open to Buy 21 35 35 21 Status Worked Rework Worked Worked

Allocation Comparison III


• Term B– Worked status– SOH 14– QTP 50– Est BB 15– On Order 10 (u)– OTB 25










Allocation Comparison III


WinPRISM Alloc

No Alloc Reset OD

No Alloc No Reset

SOH Alloc








Allocation Comparison IV


• Term B– Worked status– SOH 24– QTP 50– Est BB 15– Rec’d 10 (u)– OTB 25










Allocation Comparison IV


WinPRISM Alloc

No Alloc Reset OD

No Alloc No Reset

SOH Alloc








Allocation Comparison V


• Term B– Worked status– SOH 39– QTP 50– Act BB 15– Rec’d 10 (u)– OTB 25










Allocation Comparison V


WinPRISM Alloc

No Alloc Reset OD

No Alloc No Reset

SOH Alloc





Order Short 0 0 0 0 Estimated Buyback 15 15 15 15

Actual Buyback 15 * 15 * 15 * 15 * On Order 0 10 10 0 Received 10 10 10 10

Open to Buy 11 25 25 -4 Status Worked Rework Worked Worked

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)







Open to Buy 0 25 92 Status Worked Worked Worked



Allocation Comparison VI


WinPRISM Alloc

No Alloc Reset OD

No Alloc No Reset

SOH Alloc





Order Short 0 0 0 0 Estimated Buyback 15 15 15 15

Actual Buyback 15 * 15 * 15 * 15 * On Order 0 10 10 0 Received 10 10 10 10

Open to Buy 16 25 25 -4 Status Worked Rework Worked Worked

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

WinPRISM Alloc

No Alloc Reset OD

No Alloc No Reset

SOH Alloc

Considers posted sales in terms after closed term Yes No No No

Considers unposted sales Yes No No Yes

Considers work done in more than one term Yes No No No

Leaves Worked titles Worked Yes No Yes Yes

Resets Worked titles to Rework No Yes No No

Allocates to titles in Work Status/Doesn’t Change Status No No No Yes

Considers Receiving in next term Yes No No Yes

Considers Receiving in future terms Yes No No No

Considers Act Buyback in next term Yes No No No

Considers Act Buyback in future terms Yes No No No

Considers Allocation in future terms Yes No No No

May change allocation in next term Yes No No Yes

May change OTB in next term Yes No No Yes

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


• 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


• 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

Close a Term: UnderstandingAllocation in WinPRISM

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

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