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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
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 14 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 11 0 Status Worked Worked Work
Sales New 86 0 0 Sales Used 0 0 0
Ending Inventory 39 0 0
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
2. Don’t Compute; Do Reset Status
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
• No reallocation computation
• Allocation with not change
• OTB will not change
• Worked status flip to Rework
2. Don’t Compute; Do Reset Status
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 Rework Work
Sales New 86 0 0 Sales Used 0 0 0
Ending Inventory 39 0 0
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
3. Don’t Compute; Don’t Reset
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
• No computation for reallocation
• Allocation will not change
• OTB will not change
• Status will stay Worked
3. Don’t Compute; Don’t Reset
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 39 0 0
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
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
4. Allocate SOH
14 50+ 25 - 29 - 10 - 15- 0 - 10
29 -4
Order decision status doesn’t change
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 29 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 -4 0 Status Worked Worked Work
Sales New 86 0 0 Sales Used 0 0 0
Ending Inventory 39 0 0
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
Location University Bookstore Term 2009AMSU* 2009BMSU
New SOH 14 New Retail $ 136.70 Used SOH 0
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 A– Ready to close
• Term B– Worked status– SOH 14– QTP 50– Est BB 15– OTB 35
Location University Bookstore Term 2009AMSU* 2009BMSU
New SOH 14 New Retail $ 136.70 Used SOH 0
Used Retail $ 102.50 Requested 100 50
Quantity to Provide 100 50 Allocated 0 0
Order Short 0 0 Estimated Buyback 10 15 *
Actual Buyback 0 * 0 On Order 0 0 Received 100 0
Open to Buy 0 35 Status Worked Worked
Sales New 86 0 Sales Used 0 0
Ending Inventory 0 0
Allocation Comparison II
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 14 0 0 14
Order Short 0 0 0 0 Estimated Buyback 15 * 15 * 15 * 15 *
Actual Buyback 0 0 0 0 On Order 0 0 0 0 Received 0 0 0 0
Open to Buy 21 35 35 21 Status Worked Rework Worked Worked
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
Location University Bookstore Term 2009AMSU* 2009BMSU
New SOH 14 New Retail $ 136.70 Used SOH 0
Used Retail $ 102.50 Requested 100 50
Quantity to Provide 100 50 Allocated 0 0
Order Short 0 0 Estimated Buyback 10 15 *
Actual Buyback 0 * 0 On Order 0 10 Received 100 0
Open to Buy 0 25 Status Worked Worked
Sales New 86 0 Sales Used 0 0
Ending Inventory 0 0
Allocation Comparison III
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 14 0 0 14
Order Short 0 0 0 0 Estimated Buyback 15 * 15 * 15 * 15 *
Actual Buyback 0 0 0 0 On Order 10 10 10 10 Received 0 0 0 0
Open to Buy 11 25 25 11 Status Worked Rework Worked Worked
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
Location University Bookstore Term 2009AMSU* 2009BMSU
New SOH 14 New Retail $ 136.70 Used SOH 10
Used Retail $ 102.50 Requested 100 50
Quantity to Provide 100 50 Allocated 0 0
Order Short 0 0 Estimated Buyback 10 15 *
Actual Buyback 0 * 0 On Order 0 0 Received 100 10
Open to Buy 0 25 Status Worked Worked
Sales New 86 0 Sales Used 0 0
Ending Inventory 0 0
Allocation Comparison IV
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 14 0 0 14
Order Short 0 0 0 0 Estimated Buyback 15 * 15 * 15 * 15 *
Actual Buyback 0 0 0 0 On Order 0 10 10 0 Received 10 0 0 10
Open to Buy 11 25 25 11 Status Worked Rework Worked Worked
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
Location University Bookstore Term 2009AMSU* 2009BMSU
New SOH 14 New Retail $ 136.70 Used SOH 10
Used Retail $ 102.50 Requested 100 50
Quantity to Provide 100 50 Allocated 0 0
Order Short 0 0 Estimated Buyback 10 15 *
Actual Buyback 0 * 15 On Order 0 0 Received 100 10
Open to Buy 0 25 Status Worked Worked
Sales New 86 0 Sales Used 0 0
Ending Inventory 0 0
Allocation Comparison V
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 25 25 25 25
Used Retail $ 102.50 $ 102.50 $ 102.50 $ 102.50 Requested 50 50 50 50
Quantity to Provide 50 50 50 50 Allocated 14 0 0 29
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)
Location University Bookstore Term 2009AMSU* 2009BMSU 2009CMSU
New SOH 17 New Retail $ 136.70 Used SOH 25
Used Retail $ 102.50 Requested 100 50 100
Quantity to Provide 100 50 100 Allocated 0 0 5
Order Short 0 0 0 Estimated Buyback 10 15 0 *
Actual Buyback 0 * 15 * 0 On Order 0 0 0 Received 100 10 3
Open to Buy 0 25 92 Status Worked Worked Worked
Sales New 86 0 0 Sales Used 0 0 0
Ending Inventory 0 0 0
Allocation Comparison VI
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 25 25 25 25
Used Retail $ 102.50 $ 102.50 $ 102.50 $ 102.50 Requested 50 50 50 50
Quantity to Provide 50 50 50 50 Allocated 9 0 0 29
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
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
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
Close a Term: UnderstandingAllocation in WinPRISM
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