MBS Textbook Exchange, Inc. Systems Training Textbook Procedures Quick Reference

Transcription

1 MBS Textbook Exchange, Inc. Systems Training Textbook Procedures Quick Reference A Quick Reference of Common Application Processes 1

2 ARC - Textbook Procedures The instructions are based on the minimum requirements for completing a process in ARC - Textbooks using the most common control file settings in the application. There are numerous additional features that can be utilized as needed to tailor processes for specific needs. For more information, refer to the TA2Online user s manual. Some optional and/or recommended steps may be listed for clarity on certain instructions; these are noted in those instructions. Instructions provided are structured in the order they are performed, and if the order is not relevant, they are listed in the order they appear on the ARC - Textbooks screen. To keep the instructions concise, each direction listed should be clicked upon, unless otherwise stated. The instructions provided are given that, when prompted, a store and term are already entered or the default store/term is set. The instructions provided are given that when prompted, the ISBN is entered or the barcode is scanned to call up/add book in a process or to a document. If AT/Key or title is used instead, there will always be an additional step after going forward to highlight and select the book among matches found based on the search criteria. The instructions provided when related to posting are given that the merchandise application s current month/year matches the actual calendar month/year. If modifying the posting month/year to something greater than merchandise application s current month/year, there will always be an additional prompt to verify posting month/year greater than current. In these instances and if acceptable, an additional prompt to click forward or confirm will be required. In some cases where save or go back are the only required step to proceed through multiple screens, the step may be consolidated into a single step. In instances where different choices are available that require navigating through different/multiple screens, these may be consolidated into a single step. The instructions provided related to wantlist, purchase orders, and returns are given that general system control files for consolidation are set to no, and multi-store invoice selection is set to no in general system defaults. In some cases, there are several options for instructions listed that are based on specific conditions. Be sure to review the instruction heading carefully to verify that correct instructions are utilized for the process being performed. 2

3 Contents ARC - Textbook Procedures... 2 Non-Term-Specific Processes... 4 Vendors... 4 Term Processes... 6 Terms... 6 Create Courses... 7 Course Mapping... 9 Export a Term to insite Adoptions Roll Thrus Book Information and Pricing Rental Setup Buying Decisions and Stocking Needs Immediate Order Books Only Wantlists Buyback Ordering from Publishers Receiving Rental Inventory Price Changes Reorders/exceptions Shelf Tags Preparing for Term Sales Invoices: Returns Inquiries and Reports Inquiries Reports

4 Non-Term-Specific Processes Vendors Create a vendor Menu: Maintenance Option: Maintain Vendor Information 1. Click Add 2. Enter vendor ID code and name 3. Enter information included in the Vendor Options heading 4. Click the Save button Search for a vendor (by vendor ID code) Note: searching by vendor can occur from multiple menus and options, or upon request in appropriate areas (Book info, wantlists, purchase orders, chargebacks, and more). Menu: Various Option: Various when prompted 1. Enter a vendor ID to search for (it is possible to search partially, for example, enter RAND to search for Peng Rand) 2. Highlight and click Update Add additional information regarding a vendor (if same for all stores) addresses, order info, returns policy, and more Menu: Maintenance Option: Maintain Vendor Information 1. Search for vendor, highlight vendor, click Update button 2. Click Other Data button 3. Highlight information type, click Update 4. Click Save 4

5 Add additional information regarding a vendor (if different between stores) addresses, order info, returns policy, and more Menu: Maintenance Option: Maintain Vendor Information 1. Search for vendor, highlight vendor, click Update button 2. Click Other Data button 3. Click Change Store button, highlight and click Select Store button 4. Highlight information type, click Update Search for a vendor (by keyword) Note: searching by vendor can occur from multiple menus and options, or upon request in appropriate areas (Book info, wantlists, purchase orders, chargebacks, and more). Menu: Various Option: Various when prompted 1. Search vendor by keyword 2. Enter a keyword to search, click Enter 3. Highlight vendor from list of matches, click Select Vendor button Departments Create a department Note: shelf tags print based on the numerical sequence of the department, not alphabetically. insite users should contact their client rep prior to editing departments. Menu: Maintenance Option: Maintain Departments 1. Click Add 2. Enter name, number, click Save 5

6 Term Processes Terms Create a term Menu: Control Files Option: Maintain Term Options 1. Click Add Term 2. Enter term designation (code), term year, click Save Enter a store and/or term (with no default store/term set) Note: If a default store and term is set, the screen prompt for store and term is often bypassed, however, there are areas that will still prompt for a store and term including but not limited to: Maintain Book Information, Quick Edit, Maintain Faculty Adoptions, Copy Prior Term, Update from Import File, Create Roll Thru-file/MRG Report, Vendor Invoice Inquiry, Extractions, Returns Inquiry, any report printed with the option to select instead of select group. Menu: Various Option: Various any term specific process will prompt for store and term these instructions were created using Quick Edit on the adoptions menu 1. Enter store, enter term, click Save Enter a store and/or term (with default store/term set) Note: If a default store and term is set, the screen prompt for store and term is often bypassed, however, there are areas that will still prompt for a store and term including but not limited to: Maintain Book Information, Quick Edit, Maintain Faculty Adoptions, Copy Prior Term, Update from Import File, Create Roll Thru-file/MRG Report, Vendor Invoice Inquiry, Extractions, Returns Inquiry, any report printed with the option to select instead of select group. Menu: Various Option: Various any term specific process will prompt for store and term these instructions were created using Quick Edit on the adoptions menu 1. Enter store, enter term, click Save Set a default term Menu: Various Adoptions Option: Various Quick Edit 1. Click My Store and Term Defaults tab 2. Enter Store and Term 6

7 3. Click Set Store and Term as My Default Clear a default term Menu: Various Adoptions Option: Various Quick Edit 1. Click Set Store and Term as My Default Create Courses Create a course (Manual) Option: Maintain Adoptions 1. Click Add Course 2. Select department, enter course number 3. Enter other information as needed 4. Click Save 5. Verify update information, click Save to continue adding courses or Go Back to return to course screen Create a course copy all (Copy Prior Term) Option: Copy Prior Term 1. Select copy from store and term, click Save 2. Click Confirm Request button 3. Enter copy to store and term, verify other options, click Save 4. Edit copy adopted books flags, click Save Create a course copy select courses (Copy Prior Term) Option: Copy Prior Term 1. Enter copy from store and term, click Save 2. Highlight the selection column labeled copy from dept/crs/sec, modify 3. Add Dpt/Crs/Section 4. Enter department (this is a minimum requirement). Enter course and section if desired, click Save 7

8 5. Repeat step 2 and 3 as needed to request copy of additional courses and when finished, Confirm Selections 6. Confirm Request 7. Enter copy to store and term, verify other Copy Term Options, click Save 8. Edit copy adopted books flags as desired, click Save Create a course copy range of courses (Copy Prior Term) Option: Copy Prior Term 1. Enter copy from store and term, click Save 2. Highlight the selection column labeled copy from dept/crs/sec, modify 3. Click Specify Range 4. Enter from and to department (this is a minimum requirement), enter from and to course and section if desired, click Save 5. Confirm Selections 6. Confirm Request 7. Enter copy to store and term, verify other Copy Term Options, click Save 8. Edit copy adopted books flags as desired, click Save Create a course (course import) Prerequisite: Import file must be uploaded into ARC. Option: Update from Import File 1. Verify Store, click Save 2. Do you use Course Mapping - No 3. Click Save Create a course separate courses that will be combined into a single course prepare a course for tagging (course import) Prerequisite: Import file must be uploaded into ARC. Option: Update from Import File 1. Verify Store, click Save 2. Do you use Course Mapping Yes, click Save 3. Create non-mapped courses, No 4. Click Save 8

9 Display/review errors after course import Prerequisite: Import file must be uploaded into TA2 Option: Update from Import File 1. Display Errors After Completion Course Mapping Combine separate courses together into one course tag courses (course import courses not created) Prerequisite: Import file must be uploaded into ARC, tagged courses must not be created. Note: If create courses set to yes when updating import file, a course can still be combined through primary course creation, insite web adoptions, and roll thru options. Option: Maintain Adoptions 1. Import course schedule 2. Enter department and course, click Save 3. Highlight and tag course for each course that is to be combined, confirm selections 4. Verify course info, enter section number(s), click Save Combine separate courses together into one course Create Primary for Pre-Existing Courses and Tag Sections Prerequisite: Courses already in the system from manual creation, copy prior term, and/or course import. There must be sections with like Department/Course requirements and like adoptions to allow for mapping. Option: Maintain Adoptions 1. Create Primary Course for Mapping 2. Enter Department/Course/Section for Primary Course, click Save 3. Highlight course/section to map and click Tag Course 4. Repeat step 3 as needed, once all sections mapped click Confirm Selections 5. Update primary course record if needed, click Save 9

10 Combine separate courses together into one course Recommend Maps Prerequisite: Courses already in the system from manual creation, copy prior term, and/or course import. There must be sections with like Department/Course requirements and like adoptions to allow for mapping. Option: Maintain Adoptions 1. Highlight an existing course and click Update 2. Click Course/section mapping 3. Click Recommend Maps 4. If no courses have adoptions, Approve courses to map, click Save 4A. If courses have like adoptions, click Edit Sections to update approvals 5. Click Process Map 6. Enter new section information as needed, click Save 7. Save or Go Back to verify updated combined course information Course Mapping Create Roll Thru for Recommend Course Mappings Prerequisite: Courses already in the system from manual creation, copy prior term, and/or course import. There must be sections with like Department/Course requirements and like adoptions to allow for mapping. Option: Create Roll-thru File/MRG RPT 1. Verify Store and Term, click Save 2. Highlight Recommend Course Mappings and Select Report to Print 3. Click Generate Report Course Mapping Create Roll Thru for Recommend Course Mappings Prerequisite: Courses already in the system from manual creation, copy prior term, and/or course import. There must be sections with like Department/Course requirements and like adoptions to allow for mapping. Option: Process Roll-Thru File 1. Highlight Adoption Mapping for [store:term], click Process Selections 2. Sections with like adoptions display 2A. If only sections in table are being mapped, move to step 3 2B. Edit Selections to approve sections without adoptions 2C. Edit Selection to unapproved sections not being mapped 3. Process Map 4. Repeat steps 2 and 3 for other recommend course mappings entries 10

11 Course Mapping Recommend Course Mappings during insite Web Adoption Posting Option: Internet Interface > Faculty Adoptions 1. Verify store, Save 2. Approve Adoption/Approve All to prepare the adoptions 3. Post Adoption/Post All to post adoptions 4. Verify Y/N fields for updating course information, Save 5. Recommend Map Option displays 5A. Generate recommended maps to work with recommendations for just the displayed department course 5B. Roll Through All to do a recommend maps roll-thru for all approved and posted web adoptions 6. Sections with like adoptions display 6A. Process Map 6B. Edit Selections to work with displayed sections 7. Process Map, Save on Update screen 8. Repeat steps 6 and 7 for other recommended maps 9. Once completed Enter, Save Export a Term to insite Export a term to insite Option: Internet Interface > Build Internet Information 1. Build internet information 2. Save 3. Enter store and term, Save 11

12 Adoptions Adopt a book (MBS book) to a course without adoptions (manual) add a MBS book to the local database while adopting a book Option: Maintain Adoptions 1. Highlight course, Adopt Books 2. Search for book, Save 2A. If by ISBN, click Save on Book Information Screen or proceed to step 3 2B. If search by Title/Keyword/ATKEY, highlight needed title and Select 3. Enter recommend code, Save, Save Adopt a book (MBS book) to a course with adoptions (manual) - add a MBS book to the local database while adopting a book Option: Maintain Adoptions 1. Highlight course, Adopt Books 2. New adoption 3. Search for book, Save 3A. If by ISBN, click Save on Book Information Screen or proceed to step 4 3B. If search by Title/Keyword/ATKEY, highlight needed title and Select 4. Enter recommend code, Save, Save Adopt a book already on the local database to a course with no adoptions (manual) Option: Maintain Adoptions 1. Highlight course, Adopt Books 2. Search for book, Save 3. Enter recommend code, Save, Save 12

13 Adopt a book already on the local database to a course with adoptions (manual) Option: Maintain Adoptions 1. Highlight course, Adopt Books 2. New adoption 3. Search for book, Save 4. Enter recommend code, Save, Save Adopt a book with a new edition/old edition choice adopt edition of entered ISBN Option: Maintain Adoptions 1. Highlight course, Adopt Books a. If adoptions already entered: New Adoption b. If first time adoption for course: proceed to next step 2. Search for book, Save 3. Use old edition a. If this edition is already on local database (course/book info displays), proceed to step 5 b. If this edition is being added to the local database (update book info displays), proceed to step 4 4. Save 5. Enter recommend code, Save, Save Adopt a book with a new edition/old edition choice adopt new edition of entered ISBN Option: Maintain Adoptions 1. Highlight course, Adopt Books a. If adoptions already entered: New Adoption b. If first time adoption for course: proceed to next step 2. Search for book, Save 3. Use new edition 4. Save 5. Enter recommend code, Save, Save 13

14 Adopt a book (non-mbs) book to a course (manual) Option: Maintain Adoptions 1. Highlight course, Adopt Books a. If adoptions already entered: New Adoption b. If first time adoption for course: proceed to next step 2. Search for book if not found on MBS database: Create New Book 3. Enter as much info as known about book, entry required: author, title, publisher, Save 4. Update book info if applicable, Save 5. Enter recommend code, Save, Save Adopt a book (Bowker database book) to a course (manual) Option: Maintain Adoptions 1. Highlight course, Adopt Books 2. Enter ISBN, Save 3. Highlight book, select a. Optional step/recommended step: update author field to remove author s first name 4. Enter valid publisher ID code in publisher field, Save 5. Save 6. Save 7. Enter recommend code, Save, Save Adopt a book (Previous Term Adoptions) Option: Maintain Adoptions 1. Highlight course, Adopt Books 2. If adoptions already entered, New Adoption. Skip this step if first time adoption for course 3. Previous Term Adoptions 4. Recommended settings: show me sections so I can select, show any professor, enter term, and select from prior terms found set to no. Required: enter department and course from which to copy adoptions, Save 5. If multiple sections exist, highlight and select a section from which to copy adopted books 6. Highlight book to copy, select book or select all, if applicable, copy selected books 7. Enter recommend code, Save, and repeat (roll thru) for each copied adoption 14

15 Adopt a book - copy adopted books for select courses (Copy Prior Term) Option: Copy Prior Term 1. Select copy from store and term, Save, Save 2. Highlight the selection column labeled copy from dept/crs/sec, modify 3. New dept/crs/section 4. Enter department, (optional) enter course and section, Save 5. Repeat step 3 and 4 as needed to request copy of additional courses, confirm 6. Confirm selections 7. Enter copy to store and term, Save 8. Yes to copy adopted books flag, edit related optional flags as needed, Save Adopt a book - copy adopted books for range of courses (Copy Prior Term) Option: Copy Prior Term 1. Select copy from store and term, Save, Save 2. Highlight the selection column labeled copy from dept/crs/sec, modify 3. Specify range 4. Enter from and to department, (optional) enter from and to course and section, Save 5. Confirm 6. Confirm selections 7. Enter copy to store and term, Save 8. Yes to copy adopted books flag, edit related optional flags as needed, Save Adopt a book MBS books / adopted books (insite Web Adoptions) Option: Internet Interface > Maintain Faculty Adoptions 1. Highlight course, work with Adopted Book 2. Optional step: highlight book, display, review book information if desired, Go Back 3. Previous 4. Highlight course, Approve Adoption 5. Highlight course, Post Adoption 6. Set overwrite flags as needed, Save 15

16 Adopt a book non MBS books/ unadopted books (insite Web Adoptions) Option: Internet Interface > Maintain Faculty Adoptions 1. Highlight course, work with Unadopted Books 2. If book is acceptable, highlight book, change 2. Enter a valid publisher code, Save, Go Back 3. Highlight course, Approve Adoption 4. Highlight course, Post Adoption Adopt a book approve and post multiple submitted adoptions (insite Web Adoptions) Option: Internet Interface > Maintain Faculty Adoptions 1. Optional step/recommended step: review submitted adoptions using instructions for working with adopted and unadopted books 2. Approve all 3. Post all Adopt a book reject a submitted web adoption Option: insite Web Adoptions Option: Internet Interface > Maintain Faculty Adoptions 1. Optional step: review adopted or unadopted books as needed 2. Highlight course, Unapprove Adoption 3. Highlight course, Delete 16

17 Roll Thrus Create a roll thru by department, books listed as many times as they are adopted (all titles in a single term) Prerequisite: there must be at least one book adopted in a term to create a roll thru. Option: Create Roll-thru File/MRG Report 1. Highlight roll through (books and courses), select report to print 2. Highlight roll through (books and courses), edit selections 3. Verify value for store and term is correct and if necessary, follow step 3a or step 3b, confirm selections a. If no selections, highlight value with no selections, modify, highlight the correct value, select on/off, confirm selections b. If selected value is incorrect, highlight incorrect value, modify, highlight the incorrect value, select on/off, highlight correct value, select on/off, confirm selections 4. Highlight roll through (books & courses), additional info 5. Enter a description, create a roll-thru from this specification yes, create a management report from this specification no, generate a csv file from this criteria no, scan new and used quantities combined yes, print new and used quantities combined no, Save 6. Save, Save, Save 7. Generate selected reports Create a roll thru by author/title, books only listed once (all titles in a single term) Prerequisite: there must be at least one book adopted in a term to create a roll thru. Option: Create Roll-thru File/MRG Report 1. Highlight roll through (books only), select report to print 2. Highlight roll through (books only), edit selections 3. Verify value for store and term is correct. If necessary, follow step 3a or step 3b, confirm selections a. If no selections, highlight value with no selections, modify, highlight the correct value, select on/off, confirm selections b. If selected value is incorrect, highlight incorrect value, modify, highlight the incorrect value, select on/off, highlight correct value, select on/off, confirm selections 4. Highlight roll through (books only), additional info 5. Enter a description, create a roll-thru from this specification yes, create a management report from this specification no, generate a csv file from this criteria no, scan new and used quantities combined yes, print new and used quantities combined no, Save 6. Save, Save 7. Generate selected reports 17

18 Book Information and Pricing Find the book information screen from maintain adoptions Option: Maintain Adoptions 1. Highlight course, Adopt Books 2. Highlight book, Modify Book info Find the book information screen from maintain book information Option: Maintain book information Note: it is not required to enter a term code when entering this option. 1. Search for book, Save Find the book information screen from quick edit Option: Quick Edit 1. Edit only books with no estimated sales yes or no, course/book selections edit flag yes, (course/book selections default cursor position yes is optional, but recommended), course selections edit no, course selections default cursor position no, Save a. If default cursor position set to yes, highlight estimated sales, select, Save b. If default cursor set to no, skip this step and proceed to step 2 2. Modify book information Find the book information screen from Work with Textbooks Option: Work with Textbooks 1. Enter store and term, Save 2. Search by ATKey/ISBN, Save 3. Highlight Title, Update Book Info 18

19 Edit the price of a book based on new publisher price/discount by applying the margin Prerequisite: control files for store pricing must be set such that Textbooks can calculate shelf prices for books. Option: Work with Textbooks; any Book Information screen The steps below were performed from Work with Textbooks 1. Highlight Title, Pricing 2. Edit publisher price and/or discount (if applicable), Save, recalculate prices 3. Review the new price, Save, Save 4. Edit any other book prices as needed, exit 5. Navigate to maintain Price Changes (on Adoptions menu) 6. Check for a price change batch, if there is no batch, the task is complete. If a batch exists, proceed to next step. 7. Highlight batch (print barcodes, if applicable), select batch, post selected batches Edit the price of a book by editing new/used shelf price manually Option: Work with Textbooks; any Book Information screen The steps below were performed from Work with Textbooks 1. Highlight Title, Pricing 2. Edit new/used price, Save 3. Review, Save, Save 4. Edit any other book prices as needed, exit 5. Navigate to maintain price changes (on Adoptions menu) 6. Check for a price change batch, if there is no batch, the task is complete, if a batch exists, proceed to next step 7. Highlight batch (print barcodes, if applicable), select batch, post selected batches 19

20 Edit the rental price of a book while changing the shelf price of a book based on publisher price/discount by applying a margin Prerequisite: control files for store pricing must be set to maintain a minimum margin and control files for store rental pricing must be set as a percentage of shelf prices. Option: Work with Textbooks; any Book Information screen The steps below were performed from Work with Textbooks 1. Highlight Title, Pricing 2. Edit publisher price and discount (if applicable), Save, recalculate prices 3. Choose one: a. To update shelf and rental price: both shelf and rental price, Save b. To update rental price without updating shelf price: rental price only, Save 4. Review the new price, Save, Save 5. Edit any other book prices as needed, exit 6. If 3b, task is complete; if 3a, proceed to next step 7. Navigate to maintain price changes (on Adoptions menu) 8. Check for a price change batch, if there is no batch, the task is complete. If a batch exists, proceed to next step 9. Highlight batch (print barcodes, if applicable), select batch, post selected batches 10. Verify posting month/year, Save Edit the rental price of a book by editing new/used shelf price manually Prerequisite: control files for store pricing must be set to maintain a minimum margin and control files for store rental pricing must be set as a percentage of shelf prices. Option: Work with Textbooks; any Book Information screen The steps below were performed from Work with Textbooks 1. Highlight Title, Pricing 2. Edit new price, Save, recalculate prices 3. Rental price only, Save 4. Review the new price, Save, Save 5. Edit any other book prices as needed, exit 6. Navigate to maintain price changes (on Adoptions menu) 7. Check for a price change batch, if there is no batch, the task is complete. If a batch exists, proceed to next step 8. Highlight batch (print barcodes, if applicable), select batch, post selected batches 9. Verify posting month/year, Save 20

21 Edit the rental price of a book by editing rental shelf price manually Menu: Various Adoptions, Rentals: Maintain Adoptions, Quick Edit, Maintain Book Info, Work with Rental Textbooks Option: Work with Textbooks; any Book Information screen The steps below were performed from Work with Textbooks Note: A book must be flagged to allow rentals for the rental price fields to display. Follow instructions for offering a rental. 1. Highlight Title, Pricing 2. Edit rental price, Save 3. Review, Save, Save 4. Edit any other prices as needed, exit Set a buyback price of a book manually (Spec Price) Menu: Various Adoptions, Rentals: Maintain Adoptions, Quick Edit, Maintain Book Info Option: Work with Textbooks; any Book Information screen The steps below were performed from Work with Textbooks 1. Highlight Title, Pricing 2. Edit spec price, Save 3. Review, Save, Save 4. Edit any other prices as needed, exit 21

22 Rental Setup Offer a rental, (serialized at time of adoption) Menu: Various Adoptions, Textbook Rentals Option: Various from any book info AND term level inventory screen Maintain Adoptions, Quick Edit, Maintain Book Info, Work with Rental Textbooks, Work with Textbooks The steps below were performed from the Adoptions, Maintain Book Info 1. Flip allow rentals flag to yes, Save 2. Optional step: inventory, reserve rentals if serialized rentals are to be offered on insite, flip allow serialized rentals on insite to yes, Save Offer a rental (non-serialized) Menu: Various Adoptions, Textbook Rentals Option: Various from any book info AND term level inventory screen Maintain Adoptions, Quick Edit, Maintain Book Info, Work with Rental Textbooks, Work with Textbooks The steps below were performed from the Adoptions Menu, Work with Textbooks 1. Highlight Title, Update Rental Info 2. Set Allow rental flags as needed Allow rentals, Allow Rental for this Store, Display Rental Price on insite, Allow Rentals for this term, non-serialized new/used to yes at POS, set insite flags if applicable/desired, Save Buying Decisions and Stocking Needs Enter buying decisions / establish an open to buy (Maintain Adoptions) Option: Maintain Adoptions Best used if stocking needs are generally known during a manual adoption. 1. Highlight course, adopt books 2. Highlight book, update 3. Enter estimated sales, Save, Save 22

23 Enter buying decisions / establish an open to buy (Work with Textbooks) Note: selecting a term is optional when entering maintain book information; a term can be selected when entering order quantity edit if the term selection is bypassed upon entering the option. If bypassed, there will be a prompt to select a term prior to proceeding to step 2. Option: Work with Textbooks Best used when a small quantity of already adopted titles stocking needs fluctuate. 1. Order quantity info 2. Show courses 3. Place cursor in estimated sales column, enter estimated sales, Save, Save Enter buying decisions / establish an open to buy (Quick Edit) Option: Quick Edit Best used for posted insite web adoptions and/or processing buying decisions for more than a small number of titles (regardless of how they were adopted). 1. Edit only books with no estimated sales yes, course/book selections edit flag yes, (course/book selections default cursor position yes is optional, but recommended), course selections no, course selections default cursor position no, Save 2. If default cursor position set to yes, highlight and select estimated sales, Save if set to no, skip this step and proceed to step 3 3. Enter estimated sales, Save, Save and repeat step 3 as needed Account for backstock before ordering / commit backstock inventory to sell in a term (Global) Option: Reserve available inventory This step should be completed at a minimum after buying decisions are entered. This feature is fueled by open to buy, if there is no open to buy, no quantities will be reserved. 1. Enter term (in which ordering will take place), specify book condition priority (rental is for serialized rentals only), Save, Save, Save 23

24 Account for backstock before ordering / commit inventory to sell in a Term (by book) Option: Various, from any term level inventory screen The steps below were performed from the Adoptions menu, Work with Textbooks 1. Inventory 2. Change reserve 3. Enter amount of available inventory to reserve, Save, Save Account for potential buyback purchases before ordering (one at a time by searching) Note: selecting a term is optional when entering maintain book information; a term can be selected when entering order quantity edit if the term selection is bypassed upon entering the option. If bypassed, there will be a prompt to select a term prior to proceeding to step 2. Option: Various, from any order quantity edit screen: Maintain Adoptions, Maintain Book Information, or Quick Edit The steps below were performed from the Adoptions menu, Work with Textbooks It is usually more efficient to consolidate this step with the instructions for: Authorize Textbooks to purchase a book during buyback (retail or spec). 1. Order quantity edit 2. Enter quantity in buyback estimated field, Save, Save Account for potential buyback purchases before ordering (one at a time by roll thru) Before proceeding, see instructions for creating a roll thru (all titles in a single Term). Option: Process Roll-thru File It is usually more efficient to consolidate this step with the instructions for: Authorize Textbooks to purchase a book during buyback (retail or spec). 1. Highlight roll-thru, process selections 2. Under order quantity selections: edit yes, current term format, (optional but recommended open to buy format default cursor position yes), end of term format default cursor position no; under book selections heading: set both flags to no, Save 3. If default cursor position set to yes, highlight buyback estimated select, Save; if default cursor position set to no, skip step 3 4. Save 5. Enter quantity in buyback estimated field, Save, Save and repeat step 5 as needed 24

25 Authorize Textbooks to purchase a book during buyback based on a percentage of new selling price (retail) - (one at a time, by searching) Option: Various, from any order quantity edit screen: Maintain Adoptions, Maintain Book Information, Quick Edit, Work with Textbooks The steps below were performed from the Adoptions menu, Work with Textbooks. It is usually more efficient to consolidate this step with the instructions for: account for potential buyback purchases before ordering. 1. Highlight Title, Order Quantity Info 2. Enter quantity in budgeted field, Save, Save Authorize Textbooks to purchase a book during buyback based on a manually entered price (Spec) - (one at a time, by searching) Option: Various, from any order quantity edit screen: Maintain Adoptions, Maintain Book Information, Quick Edit, Work with Textbooks The steps below were performed from the Adoptions menu, Work with Textbooks. It is usually more efficient to consolidate this step with the instructions for: account for potential buyback purchases before ordering. 1. Highlight Title, Order Quantity Info 2. Enter quantity in speculative field, Save, Save 25

26 Authorize Textbooks to purchase a book during buyback, retail or spec (one at a time by roll thru) Before proceeding, see instructions for creating a roll thru (all titles in a single term). Option: Process Roll-thru File It is usually more efficient to consolidate this step with the instructions for: Account for potential buyback purchases before ordering. 1. Highlight roll-thru, process selections 2. Under order quantity selections: edit yes, current term format, (optional but recommended open to buy format default cursor position yes), end of term format default cursor position no; under book selections heading: set both flags to no, Save 3. If default cursor position set to yes: follow steps in 3a or 3b or 3c, forward; if default cursor position set to no, skip step 3 a. To account for potential buyback purchases and then authorize TA2 to purchase the book during buyback: highlight buyback estimated, select b. To only enter retail budget: highlight and select buyback budgeted c. To only enter spec budget: highlight and select buyback - speculative 4. Save 5. Follow steps based on scenario 5a, 5b, and/or 5c, forward, forward and repeat step 5 as needed a. To account for potential buyback purchases and then authorize TA2 to purchase the book during buyback: enter quantity in buyback estimated field, hit Tab key, enter quantity in budgeted field b. To enter retail budget: enter quantity in budgeted field c. To enter spec budget: enter quantity in speculative field 26

27 Immediate Order Books Only Create a purchase order (all publishers) for immediate order books (books flagged as order ASAP from publisher) automatic Prerequisites: books for selected term must have an open to buy Perform this procedure only if there are books flagged as order asap from publisher in order quantity edit. CAUTION: In step 3, responding no to select immediate order books only will create purchase orders for any title with an open to buy and not just immediate order books. Be sure that select immediate order books only is set to yes before completing this procedure. Menu: Ordering Option: Maintain Purchase Orders 1. Create PO 2. Automatic, Save 3. Verify PO custom options: minimum requirement - set select immediate order books only MUST be set to YES, pubnet ship code must be entered (if no default, enter code 401), Save 4. Save 5. Generate POs 6. Save, Save Wantlists Prepare a new order to MBS (want list) - ASAP order to MBS Menu: Ordering Option: Maintain Want list Note: these instructions are given that the control file show want list summary when working with want lists is set to no. If the control file is set to yes, it will be necessary to click maintain want lists before step Add Want List 2. Automatic, Save 3. Highlight MBS, select vendor 4. Type: ASAP order, transmission method: MBS Direct Link, allocate next available PO number yes, Save 5. Generate, Save 27

28 Prepare a new order to MBS (want list) - bin and hold to MBS (rework option set to no) Menu: Ordering Option: Maintain Want lists Note: these instructions are given that the control file show want list summary when working with want lists is set to no. If the control file is set to yes, it will be necessary to click maintain want lists before step Add Want List 2. Automatic, Save 3. Highlight MBS, select vendor 4. Type: bin and hold, transmission method: MBS Direct Link, enter ship date, allocate next available PO number yes, Save 5. Save 6. Generate, Save Prepare a new order to MBS (want list) - bin and hold to MBS (rework option set to yes) Menu: Ordering Option: Maintain Want lists Note: these instructions are given that the control file show want list summary when working with want lists is set to no. If the control file is set to yes, it will be necessary to click maintain want lists before step Add Want List 2. Automatic, Save 3. Highlight MBS, select vendor 4. Type: bin and hold, transmission method: MBS Direct Link, enter ship date, allocate next available PO number yes, Save 5. Rework yes, choose rework days or every day, Save 6. Generate, Save Update/rework a want list - an existing bin and hold to MBS Prerequisites: outstanding responses have been retrieved and processed (a PO has been created for them). Menu: Ordering Option: Maintain Want lists Note: these instructions are given that the control file show want list summary when working with want lists is set to no. If the control file is set to yes, it will be necessary to click maintain want lists before step Work with open MBS bins 2. Highlight want list, select for modification, Save 3. Highlight want list, update 4. Generate, Save 28

29 Send book list electronically with a prepared / updated / reworked order to MBS (want list) Prerequisites: must have prepared wantlist/if updating an existing MBS wantlist the status must be modifying bin before transmit Menu: Ordering Option: Maintain Want lists 1. Prepare Transmit Data 2. Transmission Type: MBS Direct, Save 3. Transmit, Save Find out how many books MBS filled-in a sent want list / retrieve a want list response Menu: Ordering Option: Maintain Want list Note: it is recommended to wait five minutes after sending the want list electronically before beginning this process. 1. Work with responses 2. Receive responses 3. Receive responses 4. Network selection: MBS Direct, Save 5. Save (wait about 5 minutes - the screen will automatically proceed once loading is completed) 6. Save a. If vendor response was greater than 0: Save, then proceed immediately to instructions for creating a purchase order from an MBS wantlist response b. If vendor response is 0, proceed immediately to instructions for retaining an empty response Create a purchase order from a MBS want list response Prerequisites: Retrieved want list must have a vendor response of at least 1. If zero, use instructions for releasing open to buy when vendor is unable to fill any quantities / retain a response as empty. Menu: Ordering Option: Maintain Want lists Skip steps 1 and 2 if proceeding immediately from retrieving an MBS want list response. 1. Highlight wantlist, responses 2. Highlight unprocessed response key, process response 3. Process response 4. Select allocated PO 5. Save, continue 29

30 Vendor (MBS or other vendors) is unable to fill any quantities - release open to buy / retain a response as empty Prerequisites: Retrieved want list must have a vendor response of at least 0. If 1 or higher, use instructions for creating a purchase order from a MBS want list response. Menu: Ordering Option: Maintain Want Lists Skip steps 1 and 2 if proceeding immediately from retrieving a want list response. 1. Highlight want list, responses 2. New manual response 3. Save 4. Retain response as empty yes, Save 5. Highlight response key (via column will show Manual Entry ), process response 6. Confirm Prepare a new order (want list) ASAP order to other vendors Menu: Ordering Option: Maintain Want Lists Note: these instructions are given that the control file show want list summary when working with want lists is set to no. If the control file is set to yes, it will be necessary to click maintain want lists before step Add Want List 2. Automatic, Save 3. Highlight a vendor (not MBS), select vendor 4. Type: ASAP order, transmission method: choose the method that will be used but must NOT be MBS Direct Link, enter ship via instructions (ex. DEFAULT), allocate next available PO number yes, Save 5. Generate, Save Prepare a new order (want list) bin and hold order to other vendors Menu: Ordering Option: Maintain Want Lists Note: these instructions are given that the control file show want list summary when working with want lists is set to no. If the control file is set to yes, it will be necessary to click maintain want lists before step Add Want List 2. Automatic, Save 3. Highlight a vendor (not MBS), select vendor 4. Type: bin and hold order, transmission method: choose the method that will be used but must NOT be MBS Direct Link, enter ship date, enter ship via instructions (ex. DEFAULT), allocate next available PO number yes, Save 5. Generate, Save 30

31 Update/rework a want list bin and hold order to other vendors Menu: Ordering Option: Maintain Want Lists Note: these instructions are given that the control file show want list summary when working with want lists is set to no. If the control file is set to yes, it will be necessary to click maintain want lists before step Add Want Lists 2. Automatic, Save 3. Highlight a vendor (not MBS), select vendor 4. Type: bin and hold order, transmission method: choose the method that will be used but must NOT be MBS Direct Link, enter ship date, enter ship via instructions (ex. DEFAULT), allocate next available PO number yes, Save 5. Generate, Save Enter a manual want list response / Enter a want list response received from a vendor other than MBS ASAP orders and initial responses for a bin from other vendors Prerequisites: must have prepared want list, if there are no quantities filled, follow the instructions for vendor (MBS or others) is unable to fill any quantities. Menu: Ordering Option: Maintain Want Lists 1. Highlight want list, responses 2. New manual response 3. Enter response quantities, Save, Save 4. Highlight unprocessed response key, process response 5. Process Response 6. New PO 7. Save 8. Continue 31

32 Enter a manual want list response / enter a want list response received from a vendor other than MBS rework response from other vendors Prerequisites: must have prepared want list, previous responses must be entered and processed, if there are no quantities filled, follow the instructions for vendor (MBS or others) is unable to fill any quantities. Menu: Ordering Option: Maintain Want Lists 1. Highlight want list, responses 2. New manual response 3. Enter response quantities, Save, Save 4. Highlight unprocessed response key, process response 5. Process Response 6. Highlight PO associated with bin, select 7. Continue 32

33 Buyback Set up a buyback (wholesale) Menu: Buyback Option: Maintain Buyback 1. Save (initial screen) 2. Save (buyback definitions screen) 3. Save (rental parameters - if textbook rental module is not used, skip this step) 4. Save (receipt options screen) 5. Save (confirm definitions screen) Set up a buyback (retail and wholesale) Menu: Buyback Option: Maintain Buyback 1. Save (initial screen) 2. Save (buyback definitions screen) 3. Save (rental parameters - if textbook rental module is not used, skip this step) 4. Save (receipt options screen) 5. Select Terms, New Term, Enter term for which books will be purchased, Save (repeat enter term and forward if more than one term is included in the buyback), previous, confirm changes 6. (Optional skip step if no locked in terms), if price lock in was performed, lock-in terms, enter term in field labeled enter price lock-in term, Save (repeat if more than one term is included in the buyback and has locked in terms), confirm entry 7. Save 8. Manage buyback 9. Select all, initialize selected Send buyback data to insite Prerequisites: If first time performing the process since the last buyback occurred, clear buyback data from the insite application first. Menu: Buyback Option: Maintain Buyback 1. Update insite Data 2. Confirm 33

34 Send loyalty buyback data to insite Prerequisites: If first time performing the process since the last buyback occurred, clear buyback data from the insite application first. Menu: Buyback Option: Maintain Buyback 1. Update insite data 2. insite buyback loyalty update, Save 3. Confirm Purchase a book during buyback / perform a buyback transaction (student information not required) These instructions are given that buyback definitions default the buy quantity to 1. These instructions are given that a different price is paid based on book condition (new or used). Some barcode scanners may be programmed to automatically hit enter (forward) after the barcode is scanned. These instructions are given that the barcode scanner only reads the barcode. Menu: Buyback Option: Enter Buyback Transactions Sub Option: New Transaction 1. Scan book, Save 2. Verify buy new or buy used condition to purchase, then choose: (repeat this step for as many books as needed) a. To purchase: Save b. To not purchase: Go Back 3. Finalize transaction 4. Complete (no receipt or with receipt) Purchase a book during buyback / perform a buyback transaction (student information required) These instructions are given that buyback definitions default the buy quantity to 1. These instructions are given that a different price is paid based on book condition (new or used). Some barcode scanners may be programmed to automatically hit enter (forward) after the barcode is scanned. These instructions are given that the barcode scanner only reads the barcode. Menu: Buyback Option: Enter Buyback Transactions Sub Option: New Transaction 1. Enter student information (either ID, name, or both), scan book, Save 2. Verify buy new or buy used condition to purchase, then choose: (repeat this step for as many books as needed) a. To purchase: Save b. To not purchase: Go Back 3. Finalize transaction 4. Complete (no receipt or with receipt) 34

35 Purchase a book during buyback for a loyalty customer / perform a buyback transaction (student information required) These instructions are given that buyback definitions default the buy quantity to 1. These instructions are given that a different price is paid based on book condition (new or used). Some barcode scanners may be programmed to automatically hit enter (forward) after the barcode is scanned. These instructions are given that the barcode scanner only reads the barcode. Menu: Buyback Option: Enter Buyback Transactions Sub option: New Transaction 1. Enter loyalty customer number in student ID field, scan book, Save 2. Verify buy new or buy used condition to purchase, then choose: (repeat this step for as many books as needed) a. To purchase: Save b. To not purchase: Go Back 3. Finalize transaction 4. Complete (no receipt or with receipt) Perform a buyback transaction that checks for outstanding rentals (rental found only) Some barcode scanners may be programmed to automatically hit enter (forward) after the barcode is scanned. These instructions are given that the barcode scanner only reads the barcode. Menu: Buyback Option: Enter Buyback Transactions Sub Option: New Transaction 1. Enter Student ID (customer number), scan book, Save 2. Refer customer to the appropriate rental return area, Go Back Perform a buyback transaction that checks for outstanding rentals (rental found, return rental) Some barcode scanners may be programmed to automatically hit enter (forward) after the barcode is scanned. These instructions are given that the barcode scanner only reads the barcode. Menu: Buyback Option: Enter Buyback Transactions Sub option: New Transaction 1. Enter student ID (customer number), scan book, Save 2. Return rental, continue buying books as needed 3. Finalize transaction 4. Complete (either no receipt or with receipt) Prior to closing the buyback, follow instructions for updating textbook inventory for rentals returned during buyback. 35

36 Perform a buyback transaction that checks for outstanding rentals (customer not found) These instructions are given that buyback definitions default the buy quantity to 1. These instructions are given that a different price is paid based on book condition (new or used). Some barcode scanners may be programmed to automatically hit enter (forward) after the barcode is scanned. These instructions are given that the barcode scanner only reads the barcode. Menu: Buyback Option: Enter Buyback Transactions Sub Option: New Transaction 1. Enter student information (either ID, name, or both), scan book, Save 2. Verify customer info: a. If accurate, bypass customer b. If inaccurate, look up and select correct customer, highlight and select 3. Verify buy new or buy used condition to purchase, then choose: (repeat this step for as many books as needed) a. To purchase: Save b. To not purchase: Go Back 4. Finalize transaction 5. Complete (no receipt or with receipt) Void a buyback book search by book Menu: Buyback Option: Enter Buyback Transactions Sub Option: Void Previous Transactions 1. Search by book 2. Enter book info for search, Save 3. Highlight appropriate transaction, select 4. Highlight book, void title, finalize 5. Complete (either no receipt or with receipt) Void a buyback book general search Menu: Buyback Option: Enter Buyback Transactions Sub Option: Void Previous Transactions 1. Choose transaction sequence, Save 2. (Optional) search for transaction by the selected sequence, Save a. Page up/page down (if necessary) if multiple matches to search criteria 3. Highlight appropriate transaction, select transaction 4. Highlight book, void title, finalize 5. Complete (either no receipt or with receipt) 36