MBS ARC (Barcodes) MANUAL

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1 MBS ARC (Barcodes) MANUAL Barcodes for any class or item may be printed manually in the Merchandise > Barcodes menu. Alternately, Receiving and Price Changes also contain barcode printing options within their menus. When changes are made to Retail as part of Receiving, and there is a positive quantity of On-Hand Inventory, the system will automatically generate a batch upon posting Receiving. It is also important that the Item Record Barcode Ticket Type field must have a defined format selected. An Appendix is available at the end of this chapter with information related to your Control Files. These can be reviewed if changes need to be made, and the changes can be submitted to your MBS Client Representative. This file controls both Merchandise and Trade Books barcodes. Examples of supported barcodes are located in the appendix. This chapter covers the following aspects of working with barcodes: Barcodes Menu... 3 Create Barcode Entry... 3 Create Barcode Batch by Adding Items Manually... 5 Create Barcode Batch using the Purchase Order Printing Barcodes Quick Item Barcode Entry Class Barcodes Create Shelf Tags Shelf Tags by Class Shelf Tags for Individual Items... 21

2 Electronic Shelf Tags List Purchase Orders by Selected Shipping Dates Appendix A Ticket Cross Reference Report Control File: Ticket Printing MBS POS Supported Barcodes MBS TEXTBOOK EXCHANGE PAGE 2 OF 29

3 Barcodes Menu Sub-Menus found within Merchandise > Barcodes include Create Barcode Entry (system-wide batch), Quick Item Barcode Entry (item), Create Class/Price Barcodes, Create Shelf Tags, and List Purchase Orders by Selected Shipping Dates, as shown: Create Barcode Entry Barcode batches are generated and a variety of items can be added to the batch. This allows multiple items to be worked with and printed as one job. Merchandise Menu > Barcodes > Create Barcode Entry MBS TEXTBOOK EXCHANGE PAGE 3 OF 29

4 1. Click Add to create a new barcode batch. Batch Date: Defaults the system s date. Batch number: Defaults to the next available batch number. Use store prices: Select Yes or No. The system defaults to Yes. In a multistore environment, select yes if store specific prices are defined. Select No to use the default prices from the item record. If the store is a single store environment this option has no effect. MBS TEXTBOOK EXCHANGE PAGE 4 OF 29

5 Default store for manual entry: Enter store number if adding items manually to the barcode printing batch. If the store is a single store environment this option has no effect. Add Items for selected P/O s: Select Yes to select a PO to print barcodes. Select No to enter individual items to the barcode batch. Total barcodes: Defaults once the batch is created. Informational only. 2. When finished, click Save to advance to the next screen. Create Barcode Batch by Adding Items Manually Merchandise > Barcodes > Create Barcode Batch Create the barcode batch using the previous steps. Select No to Add items for selected P/O s so that items will be entered manually. If only printing for a specific store, enter the store number in Default store for manual entry. Total barcodes can also be blank at this step and entered by item. 1. Click Save on the batch creation page. The option to enter an item displays. MBS TEXTBOOK EXCHANGE PAGE 5 OF 29

6 Batch date: This field defaults to the current date. This field does not print on the barcodes. Store number: Enter store number or select from the dropdown. This field is required. Item number: Enter item or class number or select from the dropdown. Once an item number is selected, the system will display the quantity on hand. Qty to print: Enter the number of barcodes to print. Logo, Color, Size: For items with type codes, select the appropriate code(s) to print. Items that contain multiple Logo/Color/Size combinations will have each combination added as a separate line on the batch. For items without type codes these fields can be left blank. Ticket Type: This field refers to the label type for the item. The system defaults to the Barcode Ticket Type (see item entry chapter in this manual) defined for that item. This field is required. Retail price: The system defaults into the current retail for the selected item. Retail price prints depending on the selected ticket type. Last Receipt date: Defaults to the last date the selected item was received. The following screen shot shows an example of the item screen completed. MBS TEXTBOOK EXCHANGE PAGE 6 OF 29

7 2. Click Save. The screen updates to blank so a new entry can be entered. Alternatively, the Additional Options > List Entry button can be used. This allows a table entry for each item to be printed instead of the list entry like seen previously. MBS TEXTBOOK EXCHANGE PAGE 7 OF 29

8 If using List Entry, complete each line as needed. The Print button is available to print the barcode entries from here. The entries can also be printed from the Create Barcode Entry main menu. 3. Once all items have been entered, click Go Back. A table displays with the item(s) entered to print barcodes. From this screen the following options can be used: Add: Add additional items to the list of barcode tickets for printing. Change: Edits the detail for the line including Qty to print, Logo/Color/Size codes (where applicable), and Ticket type. Delete: Deletes an item from the list of tickets to be printed. Display: Displays the item detail. This screen is for verification only and does not allow editing. Add/Update List Entry: Updates to to list entry screen. Change Search Type: Toggles between search for Item Number and search for Item Description. Ticket Types should be entered on the SKU s Master Record. Without a Ticket Type, this option will print the barcode based on the default which may not be the correct type for this item. Again this can be temporarily MBS TEXTBOOK EXCHANGE PAGE 8 OF 29

9 edited if needed as items are added. It can also be edited by clicking Change. 4. When all entries are Added, click Go Back or click Home to return to the main menu for Create Barcode Entry. 5. Three item actions that happen when using the Work with Detail option. Added or modified using Work with Detail. An item from a specific PO can be added by using Add Items for Selected P/O s. A Print Edit Listing can be printed using these Options. 6. If the barcodes are ready to be printed, click the Option to Print Barcode Tags. A Print Document Ready alert will display meaning the barcode is available in the Document Center. 7. Click the Printer icon on the top right of the ARC navigation bar to go to the document center. The barcodes should be the last entry in the table. MBS TEXTBOOK EXCHANGE PAGE 9 OF 29

10 Create Barcode Batch using the Purchase Order Merchandise > Barcodes > Create Barcode Entry 1. Create batch and select Add Items for Selected P/O s. Click Save to display a PO selection screen. 2. Key the PO number or use the dropdown to select from a list of Purchase Orders. Click Save once the PO is entered. 3. The next screen displays details for the selected PO. The Qty column defaults the number of items ordered and can be changed if needed. MBS TEXTBOOK EXCHANGE PAGE 10 OF 29

11 This table is the same as the table used when manually selecting items. Do note that Add/Change/Delete do not refer at all to the purchase order and only apply to the barcode batch. 4. When all changes that may be needed are completed, click Go Back once to add additional PO s or click Go Back a second time to return to the Create Barcode Entry main menu. MBS TEXTBOOK EXCHANGE PAGE 11 OF 29

12 Printing Barcodes 1. Items can be added or modified using Work with Detail, item from a specific PO can be added by using Add Items for Selected P/O s, and a Print Edit Listing can printed using the Options. If the barcodes are ready to be printed, click the Option to Print Barcode Tags. A Print Document Ready alert will display meaning the barcode is available in the Document Center. 2. Click the Printer icon on the top right of the ARC navigation bar to go to the document center. The barcodes should be the last displaying table entry. MBS TEXTBOOK EXCHANGE PAGE 12 OF 29

13 3. The barcodes can be viewed in PDF using Download and Remove (removes the batch in addition to opening the report), Preview Document (doesn t remove the batch from the table), or Document. An example of the barcode preview is below. MBS TEXTBOOK EXCHANGE PAGE 13 OF 29

14 4. The barcodes display in PDF prior to printing. Select the PDF print option to begin printing process. 5. Ensure the destination is the Barcode Printer. If it is not, use the Change option to select the correct printer previously installed to work with your computer. Complete the printing by clicking Print. Quick Item Barcode Entry Merchandise > Barcodes > Quick Item Barcode Entry Create Barcode Labels by Item. This automatically sends the barcode entry per item entered to the Document Center and is often used to replace a single barcode that will not scan or a quantity of barcodes for a small number of items. MBS TEXTBOOK EXCHANGE PAGE 14 OF 29

15 The fields available on this screen are the same as adding an item using the Create Barcode Entry (see previous section of this chapter). Store Number, Item Number, Qty to Print, and Ticket Type must be entered. When the fields have been entered, click Save. The print job ready notification will immediately display and the barcode batch will be available to print in the Document Center. The fields become blank once more so the next item can be entered if additional items are being printed. Each entry of an item through this method will create a separate batch in the Document Center to print. Using the Create Barcode Entry method is recommended if printing for several items at once. Class Barcodes Merchandise > Barcodes > Create Class/Price Barcodes Class-level labels with pre-filled Retail values assigned can be printed in the Create Class/Price Barcodes menu. The retail value will display on the barcode. The price for the class can be entered manually using the displayed MBS TEXTBOOK EXCHANGE PAGE 15 OF 29

16 retail value or by assigning a retail value for that class in the class maintenance area. Assigning a retail price to a class should only be done if all class level items for that class number are the same retail price. Contact your MBS Client Representative if you wish to have a class set up with a single retail value. 1. Navigate to Merchandise > Barcodes > Create Class/Price Barcodes. 2. Enter the Class, Retail Price ($0.75 should be entered as 75), and # of Tickets to Print. Click Save. MBS TEXTBOOK EXCHANGE PAGE 16 OF 29

17 When printing the class level codes, there is not a Print button. Instead, once all records are entered and Saved, the All records processed successfully message will display. Click Go Back. The print document ready box displays, and the class level barcode batch is available in the document center under the name CLASSLABEL. Create Shelf Tags Merchandise > Barcodes > Create Shelf Tags Shelf Tags establish item location on shelves and assist store workers and customers. They also can be used to display the retail price for items and are especially helpful if the retail price is not displayed on the individual item s barcode. MBS TEXTBOOK EXCHANGE PAGE 17 OF 29

18 To print shelf tags, click Create Shelf Tags from the Barcodes menu. A screen displays requesting what entry method will be used to compile the tags. Enter Classes: (to print all items in the class) prints shelf/peg hook tags for all items in a selected class(es). Enter Individual Items: prints shelf/peg hook tags for selected items. MBS TEXTBOOK EXCHANGE PAGE 18 OF 29

19 Shelf Tags by Class Data is entered in the appropriate columns as in the example above. Enter the Class and the # of Tickets to Print. The selection for Item or UPC refers to whether the tags will print for Item (displaying and displaying shelf information by individual items) or UPC (displaying UPC in UPC Codes for POS Download information based on tracking sales at a class level). When finished, click Save. The Class Description will display. Use Go Back to return to the Merchandise Main Screen. A box will show on the top right of the screen with a message stating the print job is ready. MBS TEXTBOOK EXCHANGE PAGE 19 OF 29

20 Shelf Tags by Class MBS TEXTBOOK EXCHANGE PAGE 20 OF 29

21 Shelf Tags for Individual Items Enter Item or UPC Code and the desired Number of Tags. The Description will update after clicking Save. Once all items are saved, use Go Back to return to the Merchandise Main Screen. A green box will show on the top right of the screen with a message stating the print job is ready. Shelf tag by item MBS TEXTBOOK EXCHANGE PAGE 21 OF 29

22 Electronic Shelf Tags Electronic Shelf Tags (ESL) are available to use in addition to the print options. These electronic tags must be purchased. MBS works with a third party ESL vendor (MarginMate) to supply these tags. Your Marketing Representative can assist you with purchase information if you are not currently using these or need additional tags. These tags work by using a special server installed in the bookstore to communicate with the MBS application. This server then transmits the shelf tag information to the actual tag devices. The following information can display on the ESL tags: Merchandise SKU/Item Description Line 1 SKU/Item Description Line 2 SKU/UPC code Vendor Style # Primary Vendor Shelf Price Sale Price Sale Start Date Sale End Date Division Department Class On Hand Quantity On Hand Warehouse Qty On Order info for 3 most current POs Purchase Order # On Order Qty On Order Date MBS TEXTBOOK EXCHANGE PAGE 22 OF 29

23 Textbooks Author Title ISBN Publisher Imprint Edition Edition Status New Text Price Used Text Price New Rental Price/Serial Rental Price Used Rental Price Term Term Description Requested Quantity Class Capacity Quantity Actual Enrollment Quantity Estimated Sales Quantity New On Hand Used On Hand On Order Information for 3 most current PO s Purchase Order Number On Order Quantity On Order Date Textbooks: Corse Info Course info for up to 10 Courses for this term Dept/Course/Section Course ID Instructor Recommended Code A hand held device comes with the shelf tags that can be used to select which fields for textbooks and merchandise you want to display on the tags. This device can also be used to check for inventory on the item or to see if there are open Purchase Orders. Options for customizing what units are being sent, as well as a way to send the shelf tags, are available on the Settings > POS > Electronic Shelf Label Terms menu. MBS TEXTBOOK EXCHANGE PAGE 23 OF 29

24 List Purchase Orders by Selected Shipping Dates This option generates a report of Purchase Orders arranged by Shipping Date for the time interval selected: Enter the desired date range and click Save/Update. The report is generated to My Documents print queue. This report is helpful for reviewing POs within the selected date range if printing barcode labels by Purchase Order. MBS TEXTBOOK EXCHANGE PAGE 24 OF 29

25 Appendix A Ticket Cross Reference Report This report is generated as part of the automation when printing barcodes. This report shows detail for the store, item, style, class, description, retail value and quantity. MBS TEXTBOOK EXCHANGE PAGE 25 OF 29

26 Control File: Ticket Printing The control files for ticket printing are maintained by your MBS Client Representative. They will assist you with setting up ticket printing using your answers to the following questions. Do you want cost codes printed on the tickets? Yes prints a cost code on the barcode tickets; No does not. Do you want the receiving date printed on the tickets? Yes prints the receiving date on the barcode tickets; No does not. Note: System default code is BLACKSTONE. New codes may be entered that meet requirements of (10) characters with no repeating characters throughout. Do you want the vendor name printed on the tickets? Yes prints the Vendor name on the barcode tickets; No does not. Do you want store/div/dept/class printed on the tickets? Yes prints the store, division, department, or class; No does not. Print cross reference report? Yes generates a report listing the barcode tags that are being printed; No does not. Note: This report may also be printed on-demand from the Report Menu. Do you want to use control totals? Yes forces the user to enter the total number of tickets to be printed prior to creating the tickets; No does not. Do you want system to assign documents? Yes allows the system to assign the document numbers. No and the user assigns the document numbers. Last document used: Displays the last document used when the question above is answered Yes. Default Printer ID: Allows barcode printer to be set as default. The printer can be de/selected task-by-task in the My Documents print menu prior to printing. Default SKU Ticket Type Users can set a specific ticket type to default for all SKU. Settings A ~ K establish information to appear on the barcode tags. MBS TEXTBOOK EXCHANGE PAGE 26 OF 29

27 Setting K is typically reserved for store name but can be any text entered on this line. Setting K only prints when responding (No) to either B, C, or D; or E and F. MBS TEXTBOOK EXCHANGE PAGE 27 OF 29

28 MBS POS Supported Barcodes The following table contains a breakdown of barcode formats supported by MBS POS. Examples of the barcodes are shown following this table. Whether hand keying or scanning, barcodes with check digits must include the check digit if only entered at POS. Never enter check digits into ARC Merchandise or Text programs directly. This includes Physical Inventory. Format Definition Length Barcode Ticket Type SKU (7) ranging 200, ,999 7 or 17 Code 39 SKU w/type Code (17) SKU (7) System Break (1) 9 Type Codes (3) groups of (3) does not contain check digit M H UPC-A Standard format for non-text items (check digit) U UPC-E Condensed UPC-A: can be converted to UPC-A by adding (3) extra zeroes (check digit) - Book EAN 13 Text Barcode representing ISBN Title ISBN prefixes New: 978, 979 Used: 280, 281, 282, 284, 290, (check digit) Text auto-assigns prefix Merchandise Trade Books (BM) EAN 13 International Format foreign-manufactured merchandise w/original labeling commonly relabeled with UPC-A for use w/in US (check digit) no text prefix - EAN 8 Condensed EAN 13: cannot be converted as with UPC-E/A (check digit) - MBS TEXTBOOK EXCHANGE PAGE 28 OF 29

29 Code 39: From MBS MC HY Merchandise with Types Code 39: From MBS MC MY barcode Book EAN 13 with supplemental UPC-A: From MBS MC UY barcode Book EAN 13: From MBS TA 2 /TA400 UPC-A: Manufacturer s barcode EAN 13 UPC-E EAN 8 MBS TEXTBOOK EXCHANGE PAGE 29 OF 29

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