Add out of print details for an item
- In the menu, expand Base Modules > Distribution > Masterfiles > Out of Production Management > Out of Production (Print) and then double-click OP Maintenance. DSM345 Out of Production Maintenance panel appears.
- Click Add to add a new out of print item.
- Enter the item to be out of print.
- Enter company for which the above item is going to be out of print.
- Click OK to add additional information for the out of print item.
| Field | Description |
| Item no | Item number as entered on the previous panel. |
| Description | Description of the out of print item. |
| Comment |
Any comment from the Title masterfile will display. |
| Warehouse | The warehouse determines whether all stock is to be marked as out of print by leaving this field blank or whether stock is to be removed from one particular warehouse only. |
| Substitute item | This is the title to be used to substitute the out of print title. The title entered here will also update the substitute title field on the Title masterfile. |
| Supplier | This is the publisher from whom you purchased the book. A valid publisher/title combination must be set up on the buying price file. |
| O/P reference | This field is used to record any information relating to the out print title. For example, the reason why the title has become out of print, an internal reference number, publishers’ reference number. |
| O/P quantity | This determines the quantity of stock to be flagged as out of print. This is the quantity by which the stock levels will be written off, if the auto write-off stock is flagged as yes. If this field is left blank and the auto write-off stock field is flagged as yes than the total remaining stock is written off. If this field has a quantity entered and the auto write-off stock field is flagged as yes then the defined quantity is written off. |
| O/P date | This is the date the title became out of print. This field defaults to today’s date and may be overridden. |
| Cancel O/S customer orders | This flag is used to determine at the time of release whether you want to cancel outstanding customer orders. If selected it will cancel any outstanding customer orders active and held within the Outstanding Orders Management module. If not selected then it will leave outstanding customer order active and held within the Outstanding Orders Management module where the stock must be selected to be transferred to the new Title. |
| Cancel O/S purchase orders | This flag is used to determine at the time of claim release whether you want to cancel outstanding purchasing orders. If selected it will cancel any outstanding purchase orders for this title. If not selected then the outstanding purchase orders for this title will remain active within the Purchasing module. |
| Auto write-off stock | This flag is used to determine if you want to automatically write-off stock at the time of release. If selected it will write off the stock quantity flagged as out of print. If not selected then the remaining stock will be available. |
- Enter the above information, as necessary.
- Click Page down.
| Field | Description |
| Delivery number | The delivery address override for the delivery number is optional. |
| Authorisation number | This number is given by the publisher/supplier as authorisation to accept the return. The publisher’s/supplier’s RA number is only required for physical returns. TMSDS/SUP-AUTH indicates whether entry of an authorisation number is mandatory. This authorisation number then displays in DSO345 Release/Update Publisher Claims where the number is needed to validate and update the Title masterfile. |
| Comment |
Any comment made here updates the Title masterfile. The reason why a title is out of print is entered and is included in the Claim report. Any relevant comments made by the publisher/supplier or internal management about this claim can be entered for informational purposes on inquiry screens. This comment then displays in DSO345 Release/Update Publisher Claims. |
- Enter the above information, as necessary.
- Click Page down.
| Field | Description |
| Invoice number |
This is the supplier/publisher invoice number that these titles were received from. Note: The invoice number must match an existing invoice that has been posted in the Purchasing Shipping module. Leave blank if there is no matching invoice. |
| Claim amount | Enter the claim amount against the supplier’s/publisher’s invoice. |
| Actual amount | The actual amount defaults when the claim amount is entered. This can be changed when the supplier/publisher acknowledges the actual quantity and cost that will be accepted. |
| Item status | Input to this field is only allowed if control file TMSDS/OP-IBOR is not active; i.e. it does not have a stock status to trigger out of production. If TMSDS/OP-IBOR is active then the item status update to Title masterfile will only occur if all the customer groups have stock status “out of production”. Therefore when an item is out of production in one region (customer group as defined in TMSDS/ICG-IFLD) but still being sold in another region it can’t be closed or stopped. If TMSDS/OP-IBOR is not active then item status can be entered which will update the Title masterfile with this value. |
| Stock status | A stock status identifying why a particular title has been marked as out of print etc is optional. The Item status, Stock status, Backorder flag and Stock report fields in the Title masterfile can be updated with these values when the claim is updated. If the field is not blank, the field in the Title masterfile will be updated with this value for ALL titles linked to the claim reference otherwise the specific value for the field by title as entered on the claim detail lines will be used to update the Title masterfile. |
| Stock report | This optional user defined Stock report code relates to the reason there is insufficient stock, like out of print. Enter the stock report to update the Title masterfile or leave blank. If this field is not blank, the field in the Title masterfile will be updated with this value for ALL titles linked to the claim reference otherwise the specific value for the field by title as entered on the claim detail lines will be used to update the Title masterfile. Stock report codes are established in TMSDS/IM-STKR. TMSDS/IM-STKRR is setup to indicate to the system what the Stock report code should change to when stock is received as well as whether or not the release date should change. TMSDS/IM-STKRD is setup with the default Stock report code. TMSDS/IM-STK-RV is used to determine whether or not validation on Stock report codes is necessary. TMSDS/IM-IBORR is also used to define backorder logic. |
- Enter the above information, as necessary.
- Click OK to confirm addition.
