Updating Buy-as-Needed Paper

Overview

This topic describes how to add or update buy-as-needed paper. As the name suggests, 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 always 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 don't want to carry in inventory.

Envelopes are a prime candidate for buy-as-needed. 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 on your in-stock paper shelf. On the other hand, not stocking them also means having to buy extras for each job, just in case. When a run comes up short because you can't stop the wrinkling, the press will likely sit idle with ink on the rollers, waiting for another box of envelopes to come in.

With in-stock you could have grabbed another box off the shelf, took out what you needed, and put the rest back. Still, the economics usually tilt in your favor if you treat all but your fast-moving house-brands as buy-as-needed paper.

That's the theory. In reality, none of this matters if the envelopes have already been collecting dust on your vendor's shelf and have glued themselves shut there.

UpdateSPS1

1.	Click the My Store button, then click buy-as-needed paper.

2.	In the black panel, click book/text.

3.	Click either the Add button to create a new buy-as-needed item in the book/text category, or the Update button to edit an existing one. For this demo, we'll add a new item, 60 lb Springhill Offset.

UpdateSPS3

1.	Click the Vendor button to enter a vendor. If your vendor file is empty, add a new vendor or just leave the vendor's name blank.

2.	Enter the Name and Color of the paper, then click the appropriate color bar or drag the blue bullet to it.

Where with in-stock paper the color group has a direct bearing on pricing, with buy-as-neded it merely helps in a search. Each color is priced individually, so for the purpose of quoting, white is just another color.

3.	Enter the Carton Content. We'll leave the weight and type at 60 lb offset, and the size at 8-1/2x11.

4.	Place the cursor in the general area of the red circle. Left-click to increase the multi-carton Bracket, right-click to reduce it. Note the up/down cursor.

5.	Enter the Cost of 1,000 sheets 8-1/2x11 in all three brackets.

6.	When you're done, click OK. The paper entry window stays open, ready for the next color, or for the next buy-as-needed paper.

7.	At the end of the session, click the exit button to close the window.

The arrow points to the last color entered for this paper. To delete an entry, place the highlight bar over it, then click the trash can button. To zoom in, click the camera button.

About the Buttons ...

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 cost entered in the 1-carton bracket will automatically flow into the other brackets.

Clicking the Delete button will delete the highlighted item from the list pointed to by the arrow.

Clicking the Zoom button will display the highlighted item.

Adding Another Color

1.	In the paper entry window (still open), enter the next Color and your Costs for that color.

2.	Click OK to save the color, then click the exit button to close the window.

How to Quick-Update Prices

1.	Click the My Store button, then click Buy-as-Needed Paper.

2.	Click the Price button.

UpdateSPS5

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 advance the highlight bar to the next item.

In the buy-as-needed pricing window, all you can change are costs. To change other properties, including costs, you'll need to update the paper from My Store.