Transferring supply from one supplier to another

From time to time distribution of products will transfer from one supplier to another. As a result, in Bookmine, you will have to transfer supply of products to another supplier so that orders can be placed and tracked against the new supplier. Using the Transfer supply procedure described below is the best way to achieve this as it suspends supply from the old supplier for all the items and creates new supply condition records for the new supplier.

To transfer all items supplied by one supplier to another supplier is very simple (see below).

If only some of the items supplied by a supplier are to be transferred to another supplier you will have to select them in a Stock View. Depending on how the products were catalogued, this can be achieved by searching on stock fields such as Publisher, Imprint,  etc, depending on where the records were imported from and how they were catalogued in your system. You can use any criteria to select a view of Stock records to limit the items transferred to.  For example if you have a catalogue that happens to contain all the records to be transferred you can use this when prompted to selected the Stock View to be transferred.

Once the products are identified they can be transferred in bulk. Transfer can also be achieved in several batches, using different criteria to select the Stock View each time, repeating the steps outlined below. Note: Only items currently supplied by the supplier will be included in the Stock view, no matter what criteria you use.

To transfer supply of products to another Supplier.

1- Go to the main Contacts  form and call up the supplier who currently supplies the products to be transferred.

2- Click on Items Supp button (top right).  The products currently supplied are displayed.

3-  Select the records to be transferred:

       To Transfer ALL

To transfer all products supplied by the old supplier to another supplier use the Transfer All button and follow the instructions.

       

       To Transfer Some (stock View)

To transfer only some products from the old supplier click the Transfer View button  This is used to transfer any items in a View of Stock, that are supplied by the current supplier, to another supplier. This means only items currently supplied by the source supplier will be transferred, as long as they are also in the view selected.

If prompted enter the password

You are prompted to select the Stock View to be transferred using the standard Stock Search query screen. The goal here is to select the items to be transferred. No matter what criteria you use the results will be automatically limited to those supplied. You can use ANY ctireria you wish to select the view.

Note: If the Search "Stock Compact" form is displayed click on "Full Search" to display the Full Search form which is need for full versatility.

             

              Press Proceed when you have entered all the criteria you require to define the stock records to transfer that are        supplied by the old supplier.

4 - Bookmine will display all products to be transferred. Check that the items displayed are as expected.

5 - Click Continue. You are prompted to proceed with the transfer. If satisfied click Yes.

7 - You are prompted to skip viewing Supply Condition records. Click Yes to skip.

8 - Carefully Select the supplier to transfer to from the list displayed. Caution: Once you select a supplier the transfer will proceed.

The transfer proceeds to completion.

If you make a mistake, such as selecting the wrong Supplier you can undo it by going to the supplier you selected and use the same criteria to transfer the products from the incorrect supplier to UBD.

CAUTION!!!!!!!

It is a good idea to check, check and check again that the records are being transferred to the intended supplier. If not you should remedy asap as it will get more difficult to identify incorrect items as time elapses.

Supply Conditions records for products that have never been ordered from current supplier before will be deleted. Supply for products that have been ordered before will be suspended (not deleted. This preserves the supply history from the current supplier for these items)

Receiving/Returns anomalies during the Transition phase (i.e. the months after transfer).

Anomalies can occur in the following situation

A - Unfulfilled Orders to the old supplier are now received from the new supplier.

B - Returns to new supplier for items supplied by old supplier.

A complication arises for products in unfulfilled purchase orders to the old supplier that will now be received from the new supplier.

When such products are received they should "not" be received against the old supplier. However there will be no unfulfilled purchase orders against them from the new supplier.

It is best to receive such products in single item "Demand Mode" as part of a standard Purchase Order based delivery against the new supplier. When Bookmine tells the receiver it can't find any outstanding orders for the product from the new supplier they should agree to deliver the product in Demand Mode. The corresponding item in the PO from the old supplier should then be canceled once received in this way.

It is up to each business to decide how to handle these anomalies. You could decide to cancel all unfulfilled orders from the old supplier and reorder them from the new supplier. Check if the old supplier has transferred these already to the new supplier. If so you could duplicate orders.

Transferring purchase orders would not remedy this as some of the items in the Pos to old supplier could still be supplied by them in the case of partial transfer.

Returns to Suppliers

During the transition phase returns to suppliers of transferred items will be in limbo. Bookmine will display the candidates for return based on who supplied them (some from Old, some from New supplier). In this case some will be from the old supplier but the returns have to go back to new supplier. This will have to be managed semi-automatically. Bookmine can produce the list of candidates but will not track the return process for you.

Several anomalies will persist until the transition to the new supplier has been completed.