Transcript Slide 1

Bookstore Manager
Basics
1
Purchase Orders and Receiving
• There are many different ways to make an
order.
• We recommend using IVWO to create a
work order.
• A work order is not an actual PO. It is a
working PO meaning that it can be modified
by either adding, deleting, or changing items
on the work order.
• If you don’t have enough time to complete
the work order, you can Save the work order
and bring it back up at any time.
2
Purchase Orders and Receiving
The most common type of work order is a “Below Minimum” work order.
This would pull anything that has dropped below minimum in IVM.
D
D
3
Purchase Orders and Receiving
IVWO Misc. Report Options
• “IVM TBO List” Parameter will pull any items that have a
TBO/TBR qty in IVM greater than zero.
• Model “N” will pull items “Not yet ranked”
• “Core only” will only look at items that have “Core” checked in
IVM.
• “Status” is a user defined field in IVM. Example F might stand for
Favorite
• “JIT Code” is a user defined field in IVM. Example “J” might stand
for June Sale
4
Purchase Orders and Receiving
Buyer Code
• “Buyer Code” is used to limit the work order to a certain type of
product or buyer.
– Example: If you assign all the “Music Vendors” a buyer code of “M”,
when you run a Multiple Vendor work order choosing a buyer code of
“M” only vendors assigned a buyer code of “M” or any vendors
without a buyer code would come up on the work order.
– You setup the Buyer Codes in IVVM. See next slide…
5
Purchase Orders and Receiving
• In the previous example, you would bring up each of your Music
vendors in IVVM and type the name of the buyer in the first field
and an “M” in the second field.
6
Purchase Orders and Receiving
Misc. Work Order Options
7
Purchase Orders and Receiving
• If you click <Move=F3>, you will be able to move the
selected item to a different work order.
• You have two options:
– “Append Existing Work Order”
• Will move the selected item to a work order already on the
system
– “Create New Work Order”
• Will create a new work order overwriting the existing work order
on the system.
• If you click <TBO = F2>, it will remove the item from
the work order and will move the qty to the TBO field
8
in IVM
Purchase Orders and Receiving
• If you click <Misc=F7>, then click “Totals” you will be
able to see a summary of the order by Units on the
order, Retail $ amount, and Wholesale $ amount. 9
Purchase Orders and Receiving
•
•
If you click <Misc=F7>, then click “Vendor Requirements” you will be
able to see the vendor requirements that you set for the vendor.
You setup the Vendor Requirements in IVVM. See next slide…
10
Purchase Orders and Receiving
• In IVVM, bring up the vendor that has minimum requirements for
an order and type them in the “Misc/Require” field.
11
Purchase Orders and Receiving
• If you click <Options=F5>,
then click “Convert to P.O.”
you will be able to convert your
work order directly into a PO.
• In previous BSM versions, you
would have to save the work
order, then manually go to IVO
to create the work order.
• By using this option, it takes
you directly to IVO to create the
order.
12
Purchase Orders and Receiving
IVO – Creating a PO
13
Purchase Orders and Receiving
• “Order from a saved Work Order” will create a PO from
your saved work order. A window will be displayed with
the date of the work order so you can verify it is using
the correct work order.
14
Purchase Orders and Receiving
• “Pull all Spl Orders” will create a PO with all of your
special orders regardless of vendor 1, 2, or 3.
15
Purchase Orders and Receiving
• “Pull TBO’s” will create a PO for any items that have a TBO/TBR
qty in IVM greater than zero.
• “TBO Option” Ven #1, Ven #1-3, All
– “Ven #1” will pull any items that have vendor 003 as vendor 1 in IVM
– “Ven #1-3” will pull any items that have vendor 003 for vendor 1,
vendor 2, or vendor 3.
16
– “All” will pull any TBO items regardless of vendor.
Purchase Orders and Receiving
IVO – PO Screen
17
Purchase Orders and Receiving
IVO Misc. Options
• “<Discounts=F15>” This will allow you to change the
discount rate on every item on the PO at one time.
• “<Add by Scan=F16>” This allows you to add an item
by scanning a barcode on a product.
• “Totals” and “Requirements” work the same as IVWO.
18
Purchase Orders and Receiving
IVO Misc. Options
•
•
•
•
“<Add Spls=F8>” This will add special orders to the PO.
There is now a warning that will come up if a SO record is locked. This
now allows you to Skip the locked record so that you can proceed with
the order without finding out who has the record locked.
If you find who has the record locked, have them exit and click Try Again.
If you choose to Skip, you will get a window with the information of the
SO that you skipped.
19
Purchase Orders and Receiving
IVO Misc. Options
• View TBO’s allows you to pick and
choose which TBO items you want
to include on the PO.
• You can select, delete, change qty’s,
etc in IVTBO.
• See next slide …
20
Purchase Orders and Receiving
View TBO’s
21
Purchase Orders and Receiving
•
•
•
•
•
If you click <Options=F5>,
then click Print, you can print
X copies of Special Orders.
You also have the option to
“Print Spl Order Report 8 ½
by 11” which is a summary of
the special orders on the PO
in a line item printout.
To Print and Prepare
Electronic Order, click
<F5=OK>.
You would now send your
order electronically via FTP
Ordering (recommended) and
receive your electronic
acknowledgement.
In SYS  Config File  Change Misc. Configurations, line 2007 and
2008, you can change the default # for “Copies of Special Orders” and
whether or not to “Print Spl Order Report 8 ½ X 11”.
22
Purchase Orders and Receiving
IVIC – Process Elec. Acks. / Invoices
•
•
•
•
•
In IVIC, enter your vendor # for the PO you sent. Click <OK=F5>
View or Print your Acknowledgement. You will get a screen asking if you
would like to “Adjust this PO for all Cancelled, Backordered, NYP & OP
items?”. Click Yes
If you select Yes, type a PO# to cascade the items to. This will allow you
to try and send the PO to another vendor to pick up the items that aren’t
coming in from your first vendor.
You also have the option “No/TBO”. This will put everything that would be
cascaded into the TBO/TBR field in IVM.
23
Click OK
Purchase Orders and Receiving
IVPR – Receiving the PO
Recommended Receiving Method
•
Start out by going into Back Order –
Cancel – Change Item.
•
Type PO # and Invoice #
•
Change any items that changed since
you placed the order. Examples of
items to change
–
–
–
–
Items with different prices
Items with different discounts
Items with different qty’s
Etc…
•
Now everything on the PO should
match the invoice.
•
Do a Complete Merge of the PO.
24
Purchase Orders and Receiving
•
•
•
IVPR now has an option to locate a P.O. number by an item on the P.O.
Click on the Binoculars icon.
This will call the IVN program which will allow you to search active P.O.’s
by item number or title.
25
Purchase Orders and Receiving
IVPR – Back Order – Cancel – Change Item
26
Purchase Orders and Receiving
• Click <Change=F5> and change any
information that changed from the original PO.
27
Purchase Orders and Receiving
• Use <Back Order=F7>, <Cancel=F8>, or <Add=F15>
to back order, cancel, or add any items that changed
since the original order.
28
Purchase Orders and Receiving
• Once the PO matches the invoice, click
<Complete=F16> to do a Complete Merge of
the PO.
29
Custom Reports and Returns
30
Custom Reports and Returns
• To create a custom report, use the
program “RPT”.
31
Custom Reports and Returns
• RPT is designed to allow you to print any
data fields contained in the IVM file!
32
Custom Reports and Returns
RPT begins by choosing a “Report”
name.” Example “SAMPLE1”
33
Custom Reports and Returns
Simply highlight and click on the label in the
list box that you want to print! Ex: Author
34
Custom Reports and Returns
Continue highlighting and clicking until you have
all the desired fields on your report.
35
Custom Reports and Returns
•The Size column can be
shortened to fit more
characters.
Example: You can
shorten the Title field to
20 characters.
•The Sort # allows you to
do a Primary and
Secondary Sort
•The Max Length’s are
listed for each format you
can print.
•Pay close attention to
the Current Length of
the report as this will
determine how the report
prints (Tall vs. Wide)
36
Custom Reports and Returns
• Custom reports can be used in IVWO and IVP
Show how to do InStock Report
37
Custom Reports and Returns
• Enhancements to RPT
– You can now print on Legal size paper enabling
you to fit up to 228 characters (Printer has to
support Legal size printing).
– New labels in RPT (discussed in following slides)
• IVP-EX-CST
• IVST-RTL
• IVST-UNITS
– Custom Sorted IVP report enables you to use the
“Sort Parameters” tab.
– The manual has a full list of the different labels
you can use. (F1 online manual also).
38
Custom Reports and Returns
“IVP-EX-CST” Label
 Custom report label “IVP-EX-CST”.
tells a custom “IVP” report to extend
the cost for an item.
 For example, if you had 3 items with a
cost of $1.00 each, the report would
print $3.00.
39
Custom Reports and Returns
“IVST-UNITS” and “IVST-RTL” Labels
If you do a Custom Sorted IVP and you have the labels
“IVST-UNITS” or “IVST-RTL”, you can sort the report
based up unit sales or dollar sales.
40
Custom Reports and Returns
“IVST-UNITS” Label and SLIV
 Just as you can sort your sales by particular months or
weeks, you can sort by a date range. To do so you will
need to print the IVP report using the “Custom Sorted
or Excel” option and include the label “IVST-UNITS”.
 This is also a good way to get a print out of what SKU’s
have sold on a particular day. (Note, many users have
traditionally used the ‘SLIV’ report for this).
 Since the IVP report condenses by grouping together
each item’s sales, the report is much smaller.
 ‘SLIV’ is still a daily close out procedure but users
might find it easier to print the ‘SLIV’ report to screen
and generate an ‘IVP’ report for daily sales.
41
Custom Reports and Returns
IVR - Returns
42
Custom Reports and Returns
•
Recent enhancements to IVR
–
–
IVM - The “TBO” field has been changed from “TBO” to
“TBO/TBR”. When this field is set to a negative number,
BSMGR interprets that to mean the item is “to be returned”
rather than “to be ordered”.
Three (3) new projected return types
•
•
•
–
–
–
–
–
Never sold, in-stock > 90 days
Last Received date older than xxx
“To Be Returned”
Option to Print to the screen or Microsoft Excel
Don’t discontinue core. When checked, any projected
returns will not lower the In-stock amount to a zero amount.
IVI lookup when adding items to the return.
You can now limit a projected return to a category range.
IVR asks if you want to delete the return upon merging
instead of automatically deleting.
43
Custom Reports and Returns
Detailed Return History in IVM
Pressing “F3” in the Total Return
field brings up the detailed return
history for the item.
44
Custom Reports and Returns
Detailed information about each return is now
stored in a return header
45
Custom Reports and Returns
• Summary Report option displays suggested
returns for each vendor. It is similar to a multivendor work order. It takes the projected
return parameters and applies them to all
vendors and then displays the report.
• Note, however, no returns are actually created.
This is only a summary of what would be
created if the projected return was run
individually for each vendor.
• See Summary Screenshot on next slide.
46
Custom Reports and Returns
47
Custom Reports and Returns
IVR – Edit a Return
IVR’s editing of a return now works much like IVWO.
There is a list box showing the entire return.
48
Custom Reports and Returns
IVTBR
This program is used for viewing what items currently have a
TBO/TBR quantity in IVM less than zero. Again, you can do a
Projected Return for items marked “To Be Returned” in IVR.
49
IVM, PUBS, and Groupings
50
IVM, PUBS, and Groupings
• If you have the Gift Database / Gold
Database purchased, information in the
CB&M database will automatically add to
IVM when you key in or scan the item #.
51
IVM, PUBS, and Groupings
• Additional information can be added to the
“Misc.” field in IVM. In IVI, the Title/Desc box of
the list box now includes the Misc. information
screen from IVM.
52
IVM, PUBS, and Groupings
• The check box “Core” allows you to flag items that you
always want to stock.
• A suggested return will never discontinue or suggest
taking the on hand level below 1.
• IVHR will never set items grouped as core to a 0/0 min
max.
• This field may be used to limit the following reports: IVP,
IVWO, IVO, IVGL.
53
IVM, PUBS, and Groupings
• The “TBO/TBR” field determines if an item is marked “to
be ordered” rather than “to be returned”.
• IVWO and IVO will pull items that have a “TBO/TBR”
greater than zero.
• You can do a projected return in IVR for items marked
“to be returned” which will look for items that have a
“TBO/TBR” less than zero.
54
IVM, PUBS, and Groupings
• You can click the “?” next to the binding field to see
a list of the binding codes.
• This will show you a list of all of the current binding
codes used in the CB&M database.
55
IVM, PUBS, and Groupings
• You can click the “?” next to the CPC
Code field to have BSM translate the
CPC Code.
56
IVM, PUBS, and Groupings
• You can click the “?” next to Total
Return to see the Return History for the
item.
57
IVM, PUBS, and Groupings
• You can have up to 5 simultaneous sales.
• You also have 4 Special Pricing fields. This allows you to
designate special discounts for your mailing list customers.
• Based on Sys Config 4053, you can charge certain customer’s
Our Price 2, Our Price 3, Cost, Spl Pricing 1, 2, 3, or 4.
58
IVM, PUBS, and Groupings
• On the Daily History tab, you can click <Print=F6> to
print a date range for an individual item.
59
IVM, PUBS, and Groupings
• You can run the program IVD to delete
Inventory History. You can delete Monthly,
Weekly, Daily, and Invoice History by date.
60
IVM, PUBS, and Groupings
• You can enable the “Messages” tab in IVM by adding the ENV
line “USE-MESSAGE-IVM-DATA Y”.
• This is used for Church stores that inventory Pastor’s sermons.
61
IVM, PUBS, and Groupings
• With the Messages Tab enabled, you can go into IVI
and click the “Messages” tab and search based on
Date of the message, Subject, or Book.
62
IVM, PUBS, and Groupings
IVGL Program
• Global Inventory
Changes
• This is very
powerful
program that
makes global
changes to your
inventory.
• There are 3
sections.
1
2
3
• In the 1st section, you tell BSM what parameters to use for
changing your inventory.
• In the 2nd section, you tell BSM what field to change in IVM.
• In the 3rd section, you tell BSM what to change the setting to.
63
IVM, PUBS, and Groupings
PUBS – Customize Database Vendors
64
IVM, PUBS, and Groupings
•
•
•
Use the PUBS program to link the CB&M database abbreviations to
your store’s vendor #’s. When an item is pulled from the database to
your inventory or a special order, the vendor # where you can order the
item will be transferred to the Vendor 1 field.
Example: Westminster items are abbreviated “WES” in CB&M. If your
preferred supplier for Westminster products is Spring Arbor, enter
“WES” in the “Publisher Abv.” field and the vendor number you
assigned to Spring Arbor in the “Vendor #1” field. Then select
Options=F5 to Save.
Anytime you try to add something that has “WES” for publisher in the
CB&M database, the vendor #1 will be set to 001 in IVM automatically.
65
IVM, PUBS, and Groupings
• You will need to set up the message number “D” as
a default message for any publisher that has not
been assigned a specific message.
– Example: “We do not order from this publisher.” or “Ask the
manager before accepting a special order,” etc
• Go into PUBS and click “Add/Chg. Pub Messages”.
• For Msg #, type D
• Type a custom message for these products.
66
IVM, PUBS, and Groupings
• Default Vendor Assignments
• You can change your default vendor assignments for items that
aren’t tied through PUBS.
• Go into SYS  Config File  Change Misc. Configurations –
Field # 2012.
• Set your default Ven #1, 2, and 3.
• Any new items added to inventory will use these vendors
unless setup in PUBS.
67
IVM, PUBS, and Groupings
IVM
Groupings
68
IVM, PUBS, and Groupings
• Backlist Grouping
– BSM will suggest ordering the product when necessary.
• Kit Grouping
– Used for Kits where you have a set of items grouped together
(IVKM).
– BSM will not recommend ordering the product.
• Textbook Grouping
– Used by school bookstores.
• Unavailable Grouping
– BSM will not recommend ordering the product.
• Discontinued Grouping
– IVHR will mark items Discontinued and then BSM will not
recommend ordering the product.
• Closeout Grouping
– The product is a close out product. BSM will not recommend
reordering nor will it re-assign the vendor 1 setting when running
“IVUL” #16.
69
IVM, PUBS, and Groupings
• Spl Order Grouping
– Sys Config 2014 – Parameters for adding all Spl
Orders to IVM. (Screenshot below)
– Any time a special order is placed for an item that
isn’t in your inventory, the item will be
automatically added to your inventory with the
settings you specify.
– The advantage to adding SO’s to inventory is that
BSM will have sales history for the item if you
ever decide to add it to your inventory.
– BSM will not recommend ordering the product.
70
IVM, PUBS, and Groupings
•
Multiple Grouping
– Used to keep count of multiple items sold
that are not put on the computer as
individual items. (Example: Pencils or
counter cards)
– Will not keep Daily Inventory History
– IVUPC program uses the multiple binding.
See next slide…
71
IVM, PUBS, and Groupings
• IVUPC is designed for use in conjunction with point of sale and
the special grouping type “Multiple” in IVM.
• The grouping type “Multiple” signifies that multiple products
share this item number.
• For Example: All 25 cent pencils might be rung up under the
item number P25. Example #2 might be Pass Alongs.
• Stores can “tie together” the various UPC’s for pencils,
allowing the front liner to scan the UPC on the product, while
relying on BSMGR to translate the various UPC’s to inventory
item number P25.
• You will only have to setup one item “P25” with a price of $0.25
and set the Grouping to “Multiple”.
• If you wish to use this feature, you will need to go into SYS 
Config File Change Misc. Configurations. Change field #
4043 to a “U” or “X”
– U = Read cards and UPC’s
– X = Read only UPC’s
72
IVM, PUBS, and Groupings
• Invalid Grouping
– Some vendors will sometimes print the same UPC
number on various books in a series.
– This can cause havoc to an inventory system trying to
track the products individually.
– Using the “Invalid” grouping type offers users a way to
prevent front liners from ever ringing up the book by
the bad UPC #.
– To do so, create an item in inventory with the bad UPC
number and choose “Invalid” as a grouping type.
– When a front-liner at point of sale attempts to ring up
the UPC, BSMGR will inform them that the UPC is
invalid and instruct them to use a different item
number located on the product.
– Note that BSMGR will never suggest ordering this
product
73
IVM, PUBS, and Groupings
• Req. Prefix Grouping
– Used when two products have the exact same
barcode printed on then them (Ex. Closeouts).
– This setting will cause BSMGR’s point of sale to
prompt for a 1 character prefix to distinguish the
two products.
– You will have two items in inventory, but the first
character of the closeout item will be different.
– Example: 0310205719 would be the regular
priced Purpose Driven Life book, and the 2nd item
# would be C310205719 for the closeout book.
74
IVM, PUBS, and Groupings
•
Consignment Grouping
– The product is on consignment from the
vendor.
– The value of the product will not be added
into the inventory totals of IVT.
– These items are for products the store
has taken into inventory on consignment.
– They will, however, add into IVP totals.
75
IVM, PUBS, and Groupings
•
No On Hands Grouping
– For items such as tape downloads,
BSM will not recommend ordering the
product and IVHR will not adjust
min/maxes.
– Because of the new date range option in
IVP, SLIV’s print out no longer prints
items grouped in IVM with a “No On
Hands” grouping
76
Miscellaneous Utilities
77
Miscellaneous Utilities
AMM – Alternate Menu’s
78
Miscellaneous Utilities
Steps to Using the Alternate Menu
•
•
•
•
•
In ENV, add the line “USE-ALT-MENU Y”’
Exit Bookstore Manager and go back in
At Enter Program name, type AMM
Configure the Menu
See next slide…
79
Miscellaneous Utilities
•
•
•
•
•
There are 3 main column titles that you can customize.
You will need to check the box “Show” next to each entry you want to show
Under the “Program” column, type the name of the program
Under the “Description” column, type the description of the program.
Click <Save=F5>
80
Miscellaneous Utilities
• You may wish to configure multiple menus.
Example: You want a POS menu and a
Receiving menu.
• You can customize multiple menu’s. You
can use any number between 0-9, or A-Z (Y
and N cannot be used).
• While in AMM, click <Chg User=F6> and
type a # or character to customize a different
menu. Example: “R” might mean Receiving.
• Click OK
81
Miscellaneous Utilities
• Customize the “R” menu, then click <Save=F5>
• Or, you can customize more menus…
82
Miscellaneous Utilities
•
•
To tell each station what menu to use, on each station, you will need
to go into SYS  Environment  User’s Station Environment. Press
OK at the User # prompt.
Go to the Misc. tab and in “USE-ALT-MENU”, type the menu # or
character, then click <Save=F5>.
83
IVPROMO – MUNCE FILES
IVPROMO is a program that you can
run to setup promotions that are sent
to BSMGR from Munce.
There are two types of promotions.
There is an “aggressive” pricing
promotion and a “regular” pricing
promotion.
84
IVPROMO – MUNCE FILES
 To do this, type “IVPROMO” at Enter Program Name. After you click
<OK>, you will be prompted for a filename. Type the appropriate
filename for the promotion. You get the filename from Munce.
85
IVPROMO – MUNCE FILES
 Example: For your February promotion the filename would be “MFEB-R.TXT” for the regular pricing structure. The aggressive pricing
filename would be “M-FEB-A.TXT”. If you get a message, “Sorry, No
such File”, give Tech Support a call at 800-997-6724, extension 2.
86
Miscellaneous Utilities
POS Item Menu
87
Miscellaneous Utilities
• This allows you to ring up common items by simply clicking the
item from the menu that comes up.
88
Miscellaneous Utilities
• In ENV, add the line
“ITEM-MENU-VISIBLE 1”
• Exit Bookstore Manager and go back in
• At Enter Program name, type IVNM.
• Add the items you would like on your
Item Menu.
• See next slide on how to set the items up
in IVNM…
89
Miscellaneous Utilities
•
For Description, type: Z-Item Name (This can be up to 12 characters
long.
Now go to the Price & Department field and type the price then a “/”
and the department # or Item # in IVM.
•
–
•
•
•
Example: 299/5 would be $2.99 and would ring up to Dept #5.
When finished adding your items, Exit IVNM and go into POS.
You would now see your items when you click “Item Menu”
Click the name of the item to ring the item up.
90
Miscellaneous Utilities
Toolbar Program Setup
• You can have 3 programs on the icon bar to launch any 3
programs you would like.
• To configure them, go into SYS  Config File  Change Misc.
Configurations  Field # 7018.
• Once configured, you can click on the 1, 2, or 3 icons to launch the
programs.
91
Miscellaneous Utilities
•
Negative Date Inputs
In most programs where you see a date field, you can type –xx (xx =
# of days) and BSM will automatically do the date calculation and
enter the date
– Example: If you were in IVP and wanted to get a list of what sold in
the last 15 days, you could type in “-15” in the “Sold Since” field and
BSM would figure the date automatically.
92
Miscellaneous Utilities
IVUPC program
• IVUPC is designed for use in conjunction with point of sale and
the special grouping type “Multiple” in IVM.
• The grouping type “Multiple” signifies that multiple products
share this item number.
• For Example: All 25 cent pencils might be rung up under the
item number P25.
• Stores can “tie together” the various UPC’s for pencils,
allowing the front liner to scan the UPC on the product, while
relying on BSMGR to translate the various UPC’s to inventory
item number P25.
• You will only have to setup one item “P25” with a price of .25
and set the Grouping to “Multiple”.
• If you wish to use this feature, you will need to go into SYS 
Config File Change Misc. Configurations. Change field #
4043 to a “U” or “X”
– U = Read cards and UPC’s
– X = Read only UPC’s
93
Miscellaneous Utilities
IVGL Program
• Global Inventory
Changes
• This is very
powerful
program that
makes global
changes to your
inventory.
• There are 3
sections.
1
2
3
• In the 1st section, you tell BSM what parameters to use for
changing your inventory.
• In the 2nd section, you tell BSM what field to change in IVM.
• In the 3rd section, you tell BSM what to change the setting to.
94
Miscellaneous Utilities
IVUL #23 – Change Ven 1,2,3 from xxx to xxx
• You can use this utility to change items in your inventory from
one vendor to another. You change vendor 1, 2, or 3.
• One example would be changing Riverside to STL Distibution
because you can’t order from Riverside.
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Miscellaneous Utilities
IVUL #35 - Nelson Merchandising Code Change
• When you run the program, it will put the Nelson Merch. Code
in the “Misc” field in IVM.
• BSM will generate a batch of labels for every bible that was
changed. Print the labels using the IVL program.
• In IVI, you will now see the Nelson Merch. Code after the title
of the bible.. Example: BABY NEW TESTAMENT NLT:BAB
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IVP –Excel Import/Export
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• This feature allows you to export pre-defined
data fields into Microsoft Excel.
• Then you can change the different data
fields using Microsoft Excel.
• Fields that can be changed are:
– Catalog, Title, Author, Misc., Ven 1,2 &3,
Publisher, CPC code, Binding, Category 1, 2,
Location, Min, Max, Retail, Qty Pricing 1 & 2,
Discount, Status, JIT Code, Special, Core,
Analyze, Mo’s to stock, Special pricing 1,2,3,4.
• Do not change the format of the columns
or data corruption will occur!!!
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• Once all changes are made, the changes will
need to be saved in a tab delimited file in the
BOOK folder called “IVPXPRT.TXT”
• See next slide…
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Miscellaneous Utilities
• In Excel, click File, then Save As…
• In the “Save as type:”, click the down arrow and select
“Text (Tab delimited)(*.txt)
• The filename should now be IVPXPRT.TXT
• Click Save
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•
•
•
•
Importing IVP Excel changes with IVUL #32
Before you import the changes, backup your IVM01 file!!!
Run IVUL #32 to import changes
Verify the changes are correct.
You will see the screen above when you run IVUL 32…
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MLP to Excel – MLUL Import
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• After you run the MLP to Excel, you can
change the different data fields using
Microsoft Excel.
• Fields that can be changed are:
– Name, Add1, Add2, City, State, Zip, Phone
Number, Customer Type, Related A/R# and
Email.
– To delete a name, you can blank the name field.
• Do not change the format of the columns
or data corruption will occur!!!
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• In the screenshot above, you can see that a
name was deleted. After the import is done,
the name will be removed from the mailing
list.
• Once all changes are made, the changes will
need to be saved in a tab delimited file in the
BOOK folder called “NAMES.TXT”
• See next slide…
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Miscellaneous Utilities
• In Excel, click File, then Save As…
• In the “Save as type:”, click the down arrow and select
“Text (Tab delimited)(*.txt)
• The filename should now be NAMES.TXT
• Click Save
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Importing Mailing List Changes with MLUL –
Import changes from Excel
• Before you import the changes, backup your
NAMES01 file!!!
• Run MLUL - Import changes from Excel
• Verify the changes are correct.
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Miscellaneous Utilities
Sys Config 4006 – SLTP to filename
• #4006 “Monthly” setting causes the “SLTP”
program to automatically change its output
file each month.
• Using the setting “Monthly” will cause the
SLTP data for January of 2007 to be
written to a file called “SL0701.TXT”.
February’s file would be “SL0702.TXT”.
• If you wish to use this feature, you will
need to go into SYS  Config File
Change Misc. Configurations. Change
field # 4006 to “Monthly”.
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Miscellaneous Utilities
•
•
•
•
SLCM – Non UCC Coupon Setup
You can create your own coupons by checking the box “Non
UCC”.
You can create $ off or % off coupons. If it is going to be a %
off discount, make sure to check “Percent off coupon”.
The coupon # must start with a 5 and be 12 digits long.
At POS, you key in the coupon # and it will take the discount
off of the sale
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Miscellaneous Utilities
SLCP – Coupon Report
• In SLCP, you can click the “?” to lookup a certain
coupon.
• Once you select a coupon and click Print, you will
get a report on the coupon showing
– the Coupon #, the date the coupon was created, and how
many of that coupon have been taken.
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EMP – Employee Restrictions
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Miscellaneous Utilities
• EMP – Employee Restrictions
• If you wish to use this feature, you will need to
go into SYS  Config File Change Misc.
Configurations. Change field # 4027 to “P”.
• Example: You may not want certain
employees to be able to do voids so you
would uncheck “Allow Voids”.
• In POS under “Misc. Opt”, there is a
“Management Override” option that ask for a
Manager login. Once the manager login is
set, the employee will be able to do the void of
the sale.
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Miscellaneous Utilities
SCHEDULE - Nightly CB&M Updates
• Go into SCHEDULE, then click the “Inventory” tab.
• Click the check box next to “Retrieve nightly CB&M
Updates” to check the box and then click
<Save=F5>
• To utilize this feature, you will have to have
SCHEDULE scheduled in the Windows Task
Scheduler.
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Miscellaneous Utilities
Configure RACCOON for Directory Paths
•
•
•
•
You will need to configure each tab. Each tab represents a
directory. These include the CBMDATA, CBMIMAGE,
CBMWAVES, CBMACCOM, and CBMAUDIO directories.
In the box on the left, you will need to type a name for your
server and each Quest machine.
In the box on the right, you will need to type the location of the
appropriate directory (in the example above, you would type
your location of your CBMDATA directory for each machine).
There is a browse button that you can click to find the
directory if you don’t want to manually type the location.
Go to every tab and configure each of the directories. When
you are finished, click <Save=F5>
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Critical Update
•
In SCHEDULE, there is an option to “Check for Critical Updates”. If
BSM finds a serious issue with the software that needs to be fixed, we
will create a Critical Update. Each night when SCHEDULE runs, it will
check our server for updates. If one is found, it will download and
install the fix before stores run into the issue.
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Miscellaneous Utilities
Microsoft Excel Exports
• There are many programs that can be
sent to Microsoft Excel instead of to the
Printer.
– SLE, SLP, IVP, MLP, XPRT, and others.
• This enables stores to look at their data
on screen and manipulate it by using
features in Microsoft Excel.
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Miscellaneous Utilities
•
•
•
•
•
QuickBooks Export
This is an optional feature.
It is designed for stores who have purchased
QuickBooks software and desire the sales journal
detail to be exported directly into QuickBooks.
More detailed instructions for the QuickBooks
interface is available by clicking on the “Tutor”
toolbar icon, choosing BSMGR tech documents and
then viewing/printing “QuickBooks link from RMS”.
Using this feature requires the user to “set up a link”
between BSMGR and QuickBooks by going through
the various point of sale and sales journal accounts
and linking them to their various QuickBooks
equivalents.
It requires QuickBooks Pro or greater.
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Miscellaneous Utilities
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Microsoft Access Export
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Miscellaneous Utilities
Microsoft Access Export
• In SCHEDULE, you will need to click the
“Utilities” tab, then check the “Generate Access
DB Nightly”. Everything you have checked off
on the ACCESS program screen will get
exported to a file called BSMGR.MDB in the
BOOK folder.
• If you know how to use Access, you should be
able to create reports based on the main BSM
data files.
• It requires Microsoft Access 2002 or higher
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Purge
Utilities
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IVSD – Special Order Deletion
• This will delete special orders older
than the date you enter.
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IVD – Inventory PO Deletion
• You can delete PO’s by date, Purge
Received Items, and Delete Inventory
history.
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Miscellaneous Utilities
IVD – Delete PO’s by Date
• This will delete PO’s for the year you select.
• If you run this utility, you will want to run the IVD
option “Match Masterfile with Order file”
• BSM will go out and look at everything that is on
order and write it into the IVM “On Ord” field.
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Miscellaneous Utilities
IVD – Purge All Received Items
• This will purge all received items without
a warning prompt.
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Miscellaneous Utilities
• You can run the program IVD to delete
Inventory History. You can delete Monthly,
Weekly, Daily, and Invoice History by date.
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Miscellaneous Utilities
SLD – Sales Journal Deletion
• This will delete the SLE data for the
year selected.
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SLTD – Sales Transactions Deletion
• This will delete the sales transaction data
based on the date you set. You use this
data in the SLTR program.
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Miscellaneous Utilities
MLD – Mailing List Deletion
• This will delete the mailing list customers
with the last activity date older than the date
you set.
• The password to get into MLD is “DELETE”
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Miscellaneous Utilities
MLUL – Purge Tracking Detail
• This will delete tracking detail from your mailing list. This
will delete the information you see when you click
<Titles=F7> in MLM.
• The last two options are for old 7.0 conversions or
customers that have already been deleted from your
mailing list.
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Miscellaneous Utilities
MLP – Duplicates
• This is a way for you to find duplicate customers in your
mailing list. This is not an auto purge utility like the
others, but does allow you to see the duplicates in your
mailing list.
• If you do find duplicates, you may want to use MLUL
“Combine Customers” so that they get credit for all of
their purchases.
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Self
Help
Options
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• New Help Toolbar Option
– You can now click “Help” on the toolbar to bring
up a Windows Help file that is searchable by key
word
• Example: How to do a best seller report. You can
search for Best. (See screenshot below)
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Miscellaneous Utilities
• At Enter Program Name, you can type TUTOR or click the
“Tutor” icon to bring up different kinds of Self Help Documents.
• In the BSMGR Tech Documents, you will find docs over Misc.
features in BSM, Hardware Setup docs, and many others…
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Miscellaneous Utilities
• F1 Help Manual
– In most programs, you can click the F1 key
on your keyboard and it will take you to an
online form of the manual with detailed
information on the program you are in.
– You will need the following two lines in ENV
for this feature to work:
• EHELP-PATH \BKHELP\HELP
• KEYSTROKE HOT-KEY=EHELP k1
– (lower case k1)
– See next slide for F1 Help Manual example
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Miscellaneous Utilities
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Contact Us!
• You can reach us at
– Phone #: 800-997-6724 / Fax: 325-673-0527
– Tech Support Email: [email protected]
– Visit us on the web at:
www.bookstoremanager.com
– Additional Training CD’s: $15
– Remote / On Site Training also Available.
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