Overview
This topic describes how to add or update Buy-as-Needed Paper. As the name implies, that's any paper you order on a case-by-case basis, with just enough extras to run the job. So why save it in a file? Convenience. It's handier to have prices accessible from within Morning Flight than to constantly have to look them up in a price book. But files have to be maintained and updated. Which is why you'll want to keep this file small and easy to manage. Save only paper and colors that tend to repeat, items you don't mind updating but for one reason or another don't want to carry in inventory.
Envelopes, for openers, are a prime example. If your shop isn't air-conditioned and the humidity feels like 150% for days on end they tend to glue themselves shut just sitting there on your in-Stock Paper shelf. Better buy them to order and keep prices at the ready in your Buy-as-Needed file.
Of course, that also means you need insurance. On orders for one box, if you want to deliver the full count of 500 you'll need to buy 1,000. Or else the press could be sitting idle waiting for a second box to come in when the little darlin's aren't running well. With in-Stock you could have grabbed a single box off the shelf and taken a couple of envelopes out of another. Still, the economics usually come down in your favor if you relegate all but fast-moving house-brands to your Buy-as-Needed category.
That's the theory. In reality, none of this matters if the envelopes have been collecting dust on your vendor's shelf for a year and have glued themselves shut there.
Paper Selection Window
| 1. |  Click the My Store button, then click Buy-as-Needed Paper. |
| 2. | In the Paper Selection window, click the Category in which you want to add or update. For this demonstration, we'll use Book/Text. |
| 3. |   Click either the Add button to create a new Buy-as-Needed Paper item in the Book/Text category, or the Update button to edit an existing one. Our file is empty, so we can only add (the rest of the buttons are grayed out and unavailable). Let's make it 60 lb Springhill Offset. |
New Paper Entry Window
| 4. | Click the Rolodex button in the black panel to add the Vendor. The Vendor file may also be empty. If it is, you can either enter a new vendor or just leave the vendor's name blank. |
| 5. | Enter the Name and Color of the paper, then click the appropriate color bar or drag the blue ball to it. |
Where with in-Stock Paper the color group affects pricing (one price for white, another price for colors), here it merely helps searching. In the Buy-as-Needed category, each color is priced individually, so for pricing purposes, white is just another color.
| 6. | Enter the Carton Content. We'll leave the Weight/Type at 60 lb Offset, and the Size at 8-1/2 x 11. |
| 7. | Enter the Cost of 1,000 8-1/2 x 11 sheets in all three brackets. |
| 8. | When you're done, click Ok. The Paper Entry window stays open, ready for the next color (or another Buy-as-Needed Paper altogether) to be entered. |
| 9. | At the end of the session, click the Exit button to close the window. |
The last item entered is shown under Previous Additions. To delete an entry in that list, place the highlight bar over it, then click the Trash Can button. To take a closer look, click the Camera button.
Same Paper Entry Window
Clicking the One-Price button will price all brackets the same as one-Carton.
Clicking the Lock button will lock or unlock 1-Carton Pricing. When 1-Carton Pricing is locked (the left icon is showing), the cost you enter in the 1-Carton bracket will automatically flow into the other two brackets.
Clicking the Delete button will delete the highlighted item from the Previous Additions list.
Clicking the Zoom button will show the highlighted item in the Previous Additions list.
Adding Another Color
| 1. | In the (still open) Paper Entry window, enter the next Color, and your Costs for that color. |
| 2. | Right-click 3 Cartons > to reduce the Bracket from three to two cartons. Note the up-and-down cursor. |
| 3. | Click Ok to save the color, then click the Exit button to close the window. |
How to Quick-Update Prices
Paper Selection Window
| 1. | Click the My Store button, then click Buy-as-Needed Paper. |
| 2. |  Click the Price button. |
Paper Pricing Window
| 3. | Place the Highlight bar over the paper you want to update. |
| 4. | Enter your new Costs, then click Ok. This will save your entry and move the highlight bar to the next item. |
In this window, all you can change are costs. To change other properties (as well as costs), click the Update button in the Paper Selection window.
See also