Deliveries can only be recorded against items that have been ordered via the standard ordering system and the PO must be deactivated. An exception to this is Demand mode delivery that is available in the Enterprise version only. Individual items can be delivered in Demand Mode in the middle of a Purchase Order Based delivery but care must be taken that items shipped to you in error are not delivered without checking first.

Deliveries can be processed from several locations within the program

• Supplier Invoice centric mode - process deliveries in batch mode from one or more supplier’s invoices using the “Process Deliveries” button on the Main PO Summary form.

• Item-centric mode - Individual items can be processed from the Main Stock form (see delivery button), or from the list of items supplied by any supplier.

• Purchase Order centric mode - Deliveries can also be processed in purchase order centric mode by displaying the PO on the Purchase Order Detailed form and invoking the delivery button in turn for the items to be delivered.

• Infomining recommends that if possible you should deliver in Supplier Invoice centric mode. You can mix and match delivery modes to suit individual situations. For example you may want to deliver a single item from a large shipment to satisfy a customers requirements immediately. In this case an item centric delivery will correctly deliver the item. The delivery can be resumed at any later time in any mode available by just selecting the same supplier’s delivery invoice ID during the delivery cycle.

• In all cases the actual delivery process is similar but one method may be more suitable for your operation than another. In all cases the operator is prompted to select the supplier and the Suppliers invoice to receive against or to enter a new invoice id. This is typically written on the supplier’s invoice. It is also advisable to enter the date on the supplier’s invoice as it impacts on returns.

• Note: Deliveries can be recorded only against deactivated (Locked) Purchase Orders.

• Batch mode processing against suppliers invoices (recommended)

• Invoke using the “Process Deliveries” button on the Main PO Summary form. Once invoked you are presented with a list of existing deliveries made against suppliers’ invoices. You can limit the display by date range or to a specific supplier.

• To view deliveries made against any item click the details button.

• Start a New invoice based delivery

• To start a new delivery or to continue processing an existing delivery, use the Process a Delivery button.

• You are prompted for supplier. You are then presented with an options screen. Please read carefully and set the desired options for this delivery cycle. For example, you may be delivering a batch of firm sale items from a supplier that normally accepts returns. Tick the “Firm Sale” option and answer “No” to set this as the default for future deliveries. If the supplier is normally Firm Sale this option would already be ticked for you.

• You are then presented with the search screen. Scan or search for items using any of the search commans available. Once you scan in an item Bookmine determines if it is on order against that supplier. If not it wanrs you and may allow you to deliver in Demand Mode (items that are not specifically ordered may be shipped in error by the supplier – demand mode is a way to deliver these if you wish t o accept them).

• Once an item has been matched the item delivery screen is then displayed where the operator can fill in the quantity being delivered, cost information and discounts. When all data has been entered click the OK button (bottom left). This process is repeated in a loop until you are finished delivering against the invoice. You are then prompted to print a delivery report, which is ideal for detecting anomalies in costs and quantities delivered.

• A delivery report can be printed at any time from the Supply Invoice Details screen.

• Demand Mode deliveries (Enterprise version only)

• In demand mode, deliveries can be processed for items that have not been purchased ordered or even that do not even exist in the current Stock records. In this mode, if no EAN (barcode) match is found a stock record is automatically created based on the code scanned from the barcode on the item. It is added to a special Demand Mode Purchase order and can then be delivered as if it had been pre-ordered via the standard purchase ordering system.

• At the end of the day or week the records created in this way can be automatically augmented from EAN matching records on Bookdata’s bibliogrphic database. In this way inventory can be built up as part of the delivery process.