Auto Orders

Auto Orders automatically analyzes your need to order new items and creates pending orders when you do End of Period processing. This document first explains how to setup Auto Orders, and then how to run Auto Orders.

Setup

There are two steps for the setup of Auto Orders. First you must create Auto Order codes. Make a new code for each different calculation type you would want for an item. Secondly you must enter the Auto Order codes into items in the masterfile. We will explain these two steps in detail.

Create Auto Order Codes

Go to Auto Order Parameters. (GM-SU-2-1)

You will be in this screen:

Type a “.” to add a new calculation type.
Type a name for this calculation type in the Description field.

Note that the Screen is split into two sections, Selection and Calculate Based On. The Selection side will determine which items need to be ordered. The Calculate Based On side will determine how many of each item to order.

Here is a description of what each field does:

On-Order Qty
The quantity on hand determines whether you want to select an item to order. Enter a “Y” in this field to add the quantity on order to the quantity on hand in this calculation. Otherwise enter an “N”. This means that if there were 15 on hand and an order for 10, the auto order process would count 25. This will not change the masterfile quantities.

Pending Order Qty
Similar to the previous field, enter a “Y” in this field to add the pending order quantity to the quantity on hand. Otherwise enter an “N”. If you say “Y” to both On-Order Qty and Pending Order Qty, then it will add both of the quantities to the quantity on hand in the selection process. This will not change the masterfile quantities.

Out of Stock
Enter a “Y” to choose masterfile items that have a quantity on hand of zero. (Or any items that show a negative quantity on hand.)

QOH <= Min
Enter a “Y” to choose items that have a quantity on hand less than or equal to the mininimum for this item. This minimum is set in Masterfile Maintenance on the Ordering screen in the Min field.

QOH <= WTD Sales
Enter a “Y” to choose items that have a quantity on hand less than or equal to the week to date sales for this item.

QOH <= MTD Sales
Enter a “Y” to choose items that have a quantity on hand less than or equal to the month to date sales for this item.

QOH <= YTD Sales
Enter a “Y” to choose items that have a quantity on hand less than or equal to the year to date sales for this item. If you enter a number to divide the YTD sales by in the Divide YTD Sales by field, then it will use the result in the QOH comparison.

QOH – WTD Sales <= Min
Enter a “Y” to choose items whose quantity on hand minus the week to date sales are less than or equal to the minimum the store would like to have on hand (set in the Min field in the masterfile.)

QOH – MTD Sales <= Min
This is just like the QOH – WTD Sales <= Min field, except it uses the month to date sales in the comparison.

QOH – YTD Sales <= Min
This is like the QOH – WTD Sales <= Min field, except it uses the year to date sales in the comparision. It will use the YTD sales divided by a number you choose, if you put that number in the Divide YTD Sales by field.

Divide YTD Sales by
If you want the YTD calculations divided by a number, then enter the number here. It will only do this for the QOH <= YTD and the QOH – YTD Sales <= Min fields. It has no effect with the YTD Sales divide by field.

WTD Sales multiply by
Enter a number in here and it will be multiplied by the week to date sales. The quantity on hand will be subtracted from this number, and the result will be the quantity to order. Note however that it will not order more than the maximum for the item unless you put a “Y” in the Propose > Max field.

MTD Sales multiply by
Enter a number in here and it will be multiplied by the month to date sales. Otherwise it is handled the same as in the WTD Sales multiply by field.

MTD Sales divide by
Enter a number here for the month to date sales to be divided by. Otherwise it is handled the same as the WTD Sales multiply by field.

YTD Sales divide by
Enter a number here for the year to date sales to be divided by. Otherwise it is handled the same as the WTD Sales multiply by field.

Propose < Min
Enter a “Y” here if you will allow the number of items purchased to be less than the minimum set in the masterfile. Otherwise it assumes “N”.

Propose > Max
Enter a “Y” here if you will allow the number of items purchased to be greater than the maximum set in the masterfile. Otherwise it assumes “N”.

% Over Max to Propose when Calculation is what % OF Max
These fields work together. % Over Max to Propose will order a specified percentage over the Max only when the calculation already is a specified percentage of the Max. For example if I put in “50” and “100” like so:

If my Max was 100 for an item, then whenever the proposed quantity reached 100 it would add an extra 50 to that for a total of 150.

You can add as many auto order codes as you would like.

Add Code to Item in Masterfile

Now you must add the auto order code into the masterfile for any items that you want automatically ordered. Go into Masterfile Maintenance, type in the SKU and then type “O” to go to the ordering screen. You will be in this screen.

Type the code into the Auto Order Code field

Running Auto Orders

This process will create pending orders for each item that has an ordering need, determined by the auto order code that it contains.

Choose End of Period Processing, menu option 23 from the main GM menu.

Only enter a “Y” into the first three fields if it is the end of the specified period. Otherwise enter an “N”.

Enter the month and the year of the closing period in the first column, if you answered “Y” to End of Month field or to the End of Year field. Otherwise it does not matter what you enter into these fields.

Enter the month and Year of the Active Period (meaning the current month and year) into the second column.

Enter a “Y” in the Process Auto Orders field.

Enter the auto order code that you want to process in the Auto Order Type(s) field. Leave it blank to process all auto order types.

Totalink Integrator Guide

The latest Integrator Guide can be found here.

Credit Card Adjustments

Adjustments are helpful for one-time adjustments or for processing cards when the system is off-line or you just need to make a correction. We recommend that you do each step. Pay particular attention to the statement at the end of this document.

All adjustment steps are preformed from Credit Card Adjustments menu found at POS-5-1-4. The process is not complete until steps one and three have been performed.

POS-5-1-4

Entering a Credit Card Adjustment

Before any other menu options in the Credit Card Adjustments menu can be used, you must enter the desired credit card adjustments. To do so, follow these steps.

POS-5-1-4-1

In the Adjustment ID field, enter a period if you are entering a new adjustment, or enter an existing adjustment ID if you are modifying an adjustment. You can enter “??” to see a list of existing adjustments.
In the Store Number field, enter the store number for which you are entering an adjustment. In most cases, this will be “1.”
In the Transaction Date field, enter the date when the transaction you are adjusting was entered.
In the Register Number field, enter the number that represents the register where the transaction was entered.
In the Transaction Number field, enter the sequential transaction number that corresponds to the transaction.
In the Account Number field, enter the credit card account number that was used for the transaction.
In the Exp Date field, enter the expiration date that is printed on the credit card.
In the Adjustment Amount field, enter the amount that you would like to charge the credit card. This amount can be either positive or negative. A positive amount means you are charging the card. A negative amount means that you are putting money back onto the card.
In the Comments field, enter any comments that explain the reason for the adjustment.
In the Tender Code field, enter the tender code that is used for the credit card that you are adjusting. This is almost always “CC.”
If the adjustment has already received an authorization code, then enter that code in the Voice Auth Number field. If you enter a code here, it will not attempt to re-authorize the adjustment. For returns nothing is needed here.
Press [ENTER] to save the adjustment.

You can delete an adjustment by entering “D”.

Credit Card Adjustment Report

The Credit Card Adjustments Report can be used to display information on adjustments that have been entered. It can be customized to select different adjustments based on several criteria.

POS-5-1-4-2

From the POSiTrak Main Menu, select the Credit Cards & Communications option followed by the TotaLink Credit Cards option and the Adjustments option to get to the Credit Card Adjustments screen. Choose option two for the report (POS-05-04-02)
If you wish to limit the adjustments that are shown on the report, complete one or more of these fields:

The Store Number field can limit the adjustments shown to adjustments from only one store. If you wish to do this, enter the store number for which you would like to print adjustments.
The Register Number field can limit the adjustments shown to adjustments from only one register. If you wish to do this, enter the register number for which you would like to print adjustments.
If you would like to print only adjustments that were entered after a certain date, then enter that date in the Beginning Date field.
If you would like to print only adjustments that were entered before a certain date, then enter that date in the Ending Date field.

In the Enter Y for History field, enter a “Y” if you would like to print adjustments that have been sent to the history file. Otherwise, enter an “N.”
Enter “Y” to get to the output selection screen, and select your desired output option. The report will print.

Posting Credit Card Adjustments

After you have entered an adjustment, it doesn’t take effect until you have posted the adjustment to the host. To do so, follow these steps.

POS-5-1-4-3

In the Adjustment ID field, enter the code that is assigned to the adjustment you wish to post. You can enter “??” to see a list of adjustments, or enter “*” to post all adjustments.
Press [ENTER] to post the adjustment. If the required process is not turned on, you will be given the option to manually authorize the adjustment.

When you post an adjustment it is goes through the same authorization process as any other credit card. You will see the progress of the authorization on the screen and know if the charge is accepted or declined.

If the charge is accepted it is written into the open settlement file (TOTAL.CC.HOLD) where it will be settled along with all other credit card charges. This will impact your daily report, so be aware of this and be sure to print the adjustment report to help you with your reconciliation.

If the charge is declined it will stay in the adjustments file where you can fix the cause of the decline and try again or wait a few days and try again until you get an authorization or give up.

Print Posting Report

You can now view the results of all posted adjustments by printing the Posting Results report.

POS-5-1-4-4

If you wish to limit the results that are shown, complete one or more of these fields:

The Store Number field can limit the adjustments shown to adjustments from only one store. If you wish to do this, enter the store number for which you would like to print adjustments.
The Register Number field can limit the adjustments shown to adjustments from only one register. If you wish to do this, enter the register number for which you would like to print adjustments.
If you would like to print only adjustments that were entered after a certain date, then enter that date in the Beginning Date field.
If you would like to print only adjustments that were entered before a certain date, then enter that date in the Ending Date field.

In the Enter Y for History field, enter a “Y” if you would like to print adjustments that have been sent to the history file. Otherwise, enter an “N.”

Please remember. When you post an adjustment it is goes through the same authorization process as any other credit card. You will see the progress of the authorization on the screen and know if the charge is accepted or declined.

If the charge is declined it will stay in the adjustments file where you can fix the cause of the decline and try again or wait a few days and try again until you get an authorization or give up.

Wholesale Guide Update

Overview

Wholesalers will periodically release guides with up to date buyback numbers. Simply downloading the guide file and placing it on the server is not enough.The data in these guides must be imported into the system and applied to the textbook records. There may be slightly different prompts depending on which guide is being imported but the process is essentially the same.

Download the Guide – Self Hosted Customers Only

The wholesalers will typically send out an email with instructions on how to obtain the guide as well as a handful of ISBNs and their buyback amounts. Follow their instructions and place the downloaded files onto the local server’s hard drive. Please remember the path to the file on the hard drive as it is needed when importing. We recommend that these files be placed in C:\Guides\wholesalername. e.g. C:\Guides\Nebraska.

Import the Guide

Log into the system and ensure that no one is in a textbook record, a textbook receiving document, or any other screen that may lock an ISBN record
Navigate to TX-24-21
Select the guying guide to update
- Use the ?? selection box to display of list of possible options
  - NBC – Nebraska Book Company
  - MBS – Missouri Book
  - TBC – Texas Book Company
Select L for Local or Download
Enter the path to the import file
1. Hosted customers can use the following directories for the relative guide:
  - C:\GUIDES\MBS
  - C:\GUIDES\NEBRASKA
  - C:\GUIDES\TBC
2. The vendor specific path will be provided to hosted customers in the notification email sent from the TCS support team
Choose whether to coordinate.
1. Only coordinate your default guide; this can be found in UU-22, left hand side toward the bottom
2. You can always coordinate later in TX-24-22
Choose whether to Update the Cross-Reference (Typically Y)
If you see any prompts such for ‘Regular’ or ‘Internet Expanded’ the expanded option is typically the go-to option.
The processes can take up-to 20 minutes to complete. Make sure that no one is in any records if it appears that the process has frozen. A locked record will stall the process until the lock is removed.

Verify

You can verify the prices of the imported items by going to TX-24-2,3,4,5,6 or 7 depending on which guide was updated
Enter the ISBN(s) provided by the wholesaler in their email, or in the TCS notification email, and verify that the buying prices match.

Returns Process

The Returns Process

After you have sold books for your term, you can return extra books and books that were shipped incorrectly to the vendors, if the vendors allow this. This section covers the functions used in this process.

The Returns Menu

The Returns Menu contains functions dealing with the return of books to vendors. This section covers these functions.

Printing a List of Expiring Invoices

To print a list of invoices that will be expiring shortly, follow these steps.

From the CourseTrak Main Menu, select the Returns option followed by the Returns option and the List of Expiring Invoices option to get to the Return Sort Parameters screen (TX-04-01-01).
The Store field is automatically filled with the default store for the user. To change it, enter “<” followed by the store number. For a list of stores, enter “??” in the store field.
In the Months to Expire field. Enter the greatest number of months before an invoice expires that you want to include on this report.
In the Sort by field, enter “T” to sort by title, “A” to sort by author, “I” to sort by ISBN, or “P” to sort by PO line number.
In the Edition Notes or Expiring Invoices field, enter “N” to select by edition notes, or “E” to select by expiring invoices.
Enter “Y” to run the report or “X” to cancel.

Creating System Suggested Returns

To create system suggested chargebacks, follow these steps. If you wish to delete one or more chargebacks, you can do so from the Chargeback Maintenance screen.

Note that system suggested returns exclude any quantity to cover for all open terms from being added to a return. If you purchased 10 of a title from the vendor and have a quantity to cover of 10, the suggested return will not include that title. If you have a QTC of 8 then the suggested return will only suggest 2.

If you want to override this behavior you may do so in TX-SU-2-5 (Return Parameters). If you place a Y in the “Suggest Returns Ignore QTC” field then the system will ignore any current/future need for a title and suggest a quantity up to the total amount you have purchased from that vendor.

From the CourseTrak Main Menu, select the Returns option followed by the Returns option, the Create System Suggested Returns option (TX-03-01-02).
The Store field is automatically filled in with the default for the user. To change it, enter “<” followed by the new store number. For a list of stores, enter “??” in the Store field.
In the Sales Cutoff Date field, enter the last date of sales that you want to take into account when calculating the number of books to return. If you don’t want to limit the returns created by date, leave this field blank.
In the Vendor # fields, enter the vendors for which you want to create suggested returns. If you wish to create returns for all vendors, leave these fields blank.
In the Vendor Type field, enter the vendor type for which you want to create suggested returns. If you do not wish to limit by vendor type, leave this field blank.
In the Expire Days field, enter the maximum number of days before an invoice expires for the invoice to be included in the suggested returns.
In the Cost or Expire field, enter “C” to select invoices based on cost or “E” to select invoices based on expiration date.
Enter “Y” to create suggested returns.

Creating a Manual Chargeback

To enter a chargeback into the system manually, follow these steps.

From the CourseTrak Main Menu, select the Returns option followed by the Returns option and the Enter/Maintain Returns option to get to the Return Maintenance screen (TX-04-01-03).
The Store field is automatically filled in with the default for the user. To change it, enter “<” followed by the new store number.
In the Charge Back # field, enter the chargeback you want to modify or enter “.” to create a new chargeback.
In the Vendor field, enter the vendor for which you are entering a return.
In the Return Authorization field, enter the return authorization number given to you by the vendor, if it applies.
In the Return to Vendor field, enter the alternate vendor to which the books should be returned.
Enter “A” to add a new book to the return.
In the ISBN field, enter the ISBN for the book you want to select. If you aren’t sure of the ISBN, you can search for it by entering “[AUTHOR]/”, “[TITLE]”, or “[AUTHOR]/[TITLE]”.
In the Quantity New field, enter the new quantity that you want to return.
In the Quantity Used field, enter the used quantity that you want to return.
In the Qty Pick New field, enter the new quantity that you want to return.
In the Qty Pick Used field, enter the used quantity that you want to return.
In the Reason field, enter the reason code for this return. For a list, enter “??”. For more information, see section Return Reason Codes in the CourseTrak Setup Guide.
In the Auto/Manual field, enter “A” to automatically select invoice numbers or “M” to manually select them.
In the Cost/Exp Date field, enter “C” to select invoices by cost or “E” to select them by expiration date.
In the Our PO Line # field, enter the purchase order and line number for the item.
In the Vendor Inv # field, enter the vendor’s invoice number for the item.
In the RQty field, enter the quantity you wish to return.
In the Inv Cost field, enter the cost of the item you are returning.
In the Penalty field, enter the vendor penalty charge for returning books.
Press [ENTER] to save changes to the book or enter “X” to cancel.
Press [ENTER] to save changes to the chargeback or enter “X” to cancel.

Printing a Picking Document

To print a picking document for your returns, follow these steps.

From the CourseTrak Main Menu, select the Returns option followed by the Returns option and the Print Picking Documents option to get to the Print Shipping Document screen (TX-04-01-04).
The Store field is automatically filled in with the default for the user. To change it, enter “<” followed by the new store number. For a list of stores, enter “??” in the Store field.
In the Vendor field, enter the vendor for which you want to print the picking document. Leave this field blank for all vendors.
Enter “Y” to run the process or “X” to cancel.

Printing Return Requests

To print requests for your returns, follow these steps.

From the CourseTrak Main Menu, select the Returns option followed by the Returns option and the Print Permissions Requests option to get to the Print Shipping Document screen (TX-04-01-05).
The Store field is automatically filled in with the default for the user. To change it, enter “<” followed by the new store number. For a list of stores, enter “??” in the Store field.
In the Vendor field, enter the vendor for which you want to print the requests. Leave this field blank for all vendors.
Enter “Y” to run the process or “X” to cancel.

Printing Chargebacks

To print your returns, follow these steps.

From the CourseTrak Main Menu, select the Returns option followed by the Returns option and the Print Chargebacks option to get to the Print Shipping Document screen (TX-04-01-06).
The Store field is automatically filled in with the default for the user. To change it, enter “<” followed by the new store number. For a list of stores, enter “??” in the Store field.
In the Vendor field, enter the vendor for which you want to print the chargebacks. Leave this field blank for all vendors.
Enter “Y” to run the process or “X” to cancel.

Reprinting Picking Documents

To reprint your picking documents, follow these steps.

From the CourseTrak Main Menu, select the Returns option followed by the Returns option and the Reprint Picking Documents option to get to the Reprint Document screen (TX-04-01-21).
The Store field is automatically filled in with the default for the user. To change it, enter “<” followed by the new store number. For a list of stores, enter “??” in the Store field.
In the First Return field, enter the first return you want to print. For all returns, leave this blank.
In the Last Return field. Enter the last return you want to print. For all returns, leave this blank.
Enter “Y” to print or “X” to cancel.

Reprinting Permissions Requests

To reprint your permissions requests, follow these steps.

From the CourseTrak Main Menu, select the Returns option followed by the Returns option and the Reprint Permssions Requests option to get to the Reprint Document screen (TX-04-01-22).
The Store field is automatically filled in with the default for the user. To change it, enter “<” followed by the new store number. For a list of stores, enter “??” in the Store field.
In the First Return field, enter the first return you want to print. For all returns, leave this blank.
In the Last Return field. Enter the last return you want to print. For all returns, leave this blank.

Enter “Y” to print or “X” to cancel.

Reprinting Chargebacks

To reprint your chargebacks, follow these steps.

From the CourseTrak Main Menu, select the Returns option followed by the Returns option and the Reprint Chargebacks option to get to the Reprint Document screen (TX-04-01-23).
The Store field is automatically filled in with the default for the user. To change it, enter “<” followed by the new store number. For a list of stores, enter “??” in the Store field.
In the First Return field, enter the first return you want to print. For all returns, leave this blank.
In the Last Return field. Enter the last return you want to print. For all returns, leave this blank.
Enter “Y” to print or “X” to cancel.

Listing Open Permissions

To print a list of open return permissions, follow these steps.

From the CourseTrak Main Menu, select the Returns option followed by the Returns option and the List Open Permissions option (TX-04-01-24).
The Store field is automatically filled with the default store. To change it, enter “M” followed by the store number.
Enter “Y” to print the report or “X” to cancel.

Clearing Open Chargebacks

To delete chargebacks that have not yet been printed, follow these steps.

From the CourseTrak Main Menu, select the Returns option followed by the Returns option and the Clear Open Chargebacks option to get to the Clear Open Chargebacks screen (TX-04-01-25).
The Store field is automatically filled in with the default for the user. To change it, enter “<” followed by the new store number. For a list of stores, enter “??” in the Store field.
In the Vendor field, enter the vendor for which you want to delete chargebacks. For all vendors, leave this field blank.
Enter “Y” to run the process or “X” to cancel.

Printing a List of Chargebacks

To print a list of chargebacks, follow these steps.

From the CourseTrak Main Menu, select the Returns option followed by the Returns option and the Chargeback List option to get to the Chargeback Listing Report screen (TX-04-01-26).
The Store field is automatically filled in with the default for the user. To change it, enter “<” followed by the new store number. For a list of stores, enter “??” in the Store field.
In the Chargeback Printed field, enter “Y” if you want to include only chargebacks that have been printed. Otherwise, enter “N”.
In the Chargeback Date field, enter the earliest date that you want to include. If you don’t wish to limit by date, leave this field blank.
In the Vendor Number field, enter the vendor that you want to include. If you don’t wish to limit by vendor, leave this field blank.
In the Chargeback Term field, enter the term that you want to include. If you don’t wish to limit by term, leave this field blank.
In the Permission Required field, enter “Y” if you want to print only chargebacks that require permission. Otherwise, enter “N”.
Enter “Y” to run the process, or “X” to cancel.

Writeoff List

To print a writeoff list, follow these steps.

From the CourseTrak Main Menu, select the Returns option followed by the Returns option and the Writeoff List option to get to the Return Sort Parameters screen (TX-04-01-27).
The Store field is automatically filled in with the default for the user. To change it, enter “<” followed by the new store number. For a list of stores, enter “??” in the Store field.
In the Sort by field, enter “A” to sort by author, “T” to sort by title, “I” to sort by ISBN or “P” to sort by PO line number.
Enter “Y” to run the process, or “X” to cancel.

Buyback Process

Buyback Flag Maintenance (TX-5-2-1)

To set up buyback information for a book in your database, follow these steps.

From the SmartText main menu, enter “5” to get to the Buyback Processing Menu, “2” for Buyback Maintenance and then “1” for Buyback Flag Maintenance screen (TX-5-2-1).
In the Store field, enter the store number for which you wish to set up buyback. This will also automatically populate the Store, Store Name, and BB Need fields in the upper right side of the screen.
In the ISBN field, enter the book for which you wish to set up buyback.
The Title, Author, Ed Notes, Edition, and Copyright fields will automatically populate with the information from the master file for the ISBN that you entered.
The Open to Buy field will automatically populate with the open to buy quantity for this ISBN.
In the Value Code field, enter the buyback value code for the book. For a list of codes, enter “??”. For more information on value codes, see the section Setting Up Buyback Value Codes in the SmartText Setup Guide.
In the Limit Flag field, enter the buyback limit flag for the book. Enter “U” to buy unlimited copies of the book, “X” to exclude the book from buyback, “G” for guaranteed buyback, or “Y” for a limit.
The Estimated BB field will automatically populate with the total estimated buyback amount taken from all adoptions entered in terms attached to the current buyback season.
In the R/W field, enter “R” for retail or enter “W” for wholesale.
In the Limit field, enter the total quantity of copies (your limit) you will buy back at this value.
The Purchased field will automatically populate with the quantity of books purchased at buyback at this value.
In the Overide Price field, enter the price you would like to purchase this title for. If you enter a price in this field, it will override the calculated price that is based on the set buyback parameters. For more information on buyback parameters, see the section Buyback Parameters in the SmartText Setup Guide.
In the Wholesaler ID field, enter the vendor number of the wholesaler you would like to purchase textbooks for at buyback. The Wholesaler Name field will automatically populate with the name of the wholesaler entered.
In the Book Flag Code field, enter any book flag codes that you would like to set up for this title. For more information on book flag codes, see the section Textbook Flags in the SmartText Setup Guide.
Press [ENTER] to save the changes, “X” to cancel, or “M” to Modify.

Wholesale from Buyback (TX-4-2-2)

If you buy back books to sell to wholesalers, you can use the functions in the Wholesale from Buyback menu to ship them to the wholesaler. This section covers these functions.

Creating a Suggested Shipping List (TX-4-2-2-1)

To create a suggested list of buyback items that should be sent to a wholesaler, follow these steps.

From the SmartText Main Menu, select the Returns option followed by the Sales to Wholesalers option, the Wholesale from Buyback option, and the Suggested Shipping List option to get to the Print Shipping Lists screen (TX-4-2-2-1).
The Store field is automatically filled in with the default for the user. For a list of stores, enter “??”.
In the Amount Greater Than field, enter the minimum wholesale that you want to include. Books with a value less than this will not be included.
Enter “R” to run the process, “X” to Cancel, or “M” to Modify.
On the next page is a sample suggested shipping list.

Creating a Shipping List (TX-4-2-2-2)

To create a shipping list by wholesaler, follow these steps.

From the SmartText Main Menu, select the Returns option followed by the Sales to Wholesalers option, the Wholesale from Buyback option, and the Create Shipping List option to get to the Create Shipping Lists screen (TX-4-2-2-2).
The Store field is automatically filled in with the default for the user. For a list of stores, enter “??”.
In the Amount Greater Than field, enter the minimum wholesale that you want to include. Books with a value less than this will not be included.
In the Wholesaler List field, enter the wholesaler(s) you desire to ship books to.
Enter “R” to run the process, “X” to Cancel, or “M” to Modify.
If you choose to run the process, you will get the following screen. Click “Continue” to exit.

Shipping List Maintenance (TX-4-2-2-3)

To make changes to a wholesaler shipping list, follow these steps.

From the SmartText Main Menu, select the Returns option followed by the Sales to Wholesalers option, the Wholesale from Buyback option and the Shipping List Maintenance option to get to the Shipping List Maintenance screen (TX-4-2-2-3).
The Store field is automatically filled in with the default for the user. a list of stores, enter “??”.
In the Document field, enter the document number you’d like to modify. If you are creating a new document, enter “.”. For a list of documents, enter “??”.
In the ISBN field, enter the ISBN of the book you’re returning. If you’re not sure of the ISBN, you can search for the book by entering “[AUTHOR]/”, “[TITLE]” or “[AUTHOR]/[TITLE]”.
In the Qty field, enter the quantity of books you’d like to sell to the wholesaler.
From the command line, enter “S” to sort by author or title, or enter “I” to search by ISBN.
Press [ENTER] to save the shipping list, “X” to Cancel, or “M” to Modify.

Printing a Shipping Document (TX-4-2-2-4)

To print a shipping document for the books you are selling to a wholesaler, follow these steps.

From the SmartText Main Menu, select the Returns option followed by the Sales to Wholesalers option, the Wholesale from Buyback option, and the Print Shipping Document option to get to the Chargebacks Not Credited screen (TX-4-2-2-4).

The Store field is automatically filled in with the default for the user. For a list of stores, enter “??”.
In the Vendor field, enter the wholesaler to which you are returning books.
Enter “R” to run the process, “X” to Cancel, or “M” to Modify.

Printing a Buyback Document (TX-4-2-2-21)

Reprinting a Shipping Document (TX-4-2-2-22)

Reprinting a Buyback Document (TX-4-2-2-23)

Printing a Non-Returnable Stock Worklist (TX-4-2-3)

To print a list of items you have on hand that cannot be sold to wholesalers, follow these steps.

From the SmartText Main Menu, select the Returns option, followed by the Sales to Wholesalers option and the Non-Returnable Stock Worklist option to get to the Non-Returnable Stock Worklist screen (TX-4-2-3).
In the Store field, enter the store number for which you wish to print the report. For a list of stores, enter “??”.
In the Sort by (T,I,A) field, enter “T” to sort by title, “I” to sort by ISBN, or “A” to sort by author.
In the Report Type field, enter “W” for a wholesale report, “Z” for a zero value report, or “T” for a total report.
Enter “R” to print the report, “X” to Cancel, or “M” to Modify.
On the next page is a sample non-returnable stock worklist.

Buyback Process (TX-5)

The SmartText system contains extensive functions dealing with the buyback of textbooks. These functions are covered in this section.

Setting Up Buyback Parameters (TX-5-1)

Before textbooks can be bought back, you must set up the buyback parameters. To do so, follow these steps.

From any menu in the SmartText system, enter “SU” to get to the Textbook Setup menu. Select the Parameters option followed by the Buyback Parameters option to get to the Buyback Parameters screen (TX-5-1).
In the Store field, enter the store number for which you wish to set up buyback parameters. You can see a list of stores by entering “??”.
In the Buyback Need Formula field, enter the buyback need formula you wish to use. For information on need formulas, see the section Buyback Need Formula Maintenance contained in this document.
Under the Percentage of Retail New Price heading, in the Good field, enter the percentage of the retail price that you would like to pay for books that were bought new and brought back in good condition. In the Fair field, enter the percentage of the retail price that you would like to pay for books that were bought new and brought back in fair condition.
Under the Percentage of Retail Used Price heading, in the Good field, enter the percentage of the retail price that you would like to pay for books that were bought used and brought back in good condition. In the Fair field, enter the percentage of the retail price that you would like to pay for books that were bought used and brought back in fair condition.
Under the Percentage of Whsle Buy Guide (New) heading, in the Good field, enter the percentage of the wholesale price that you would like to pay for books that were bought new and brought back in good condition. In the Fair field, enter the percentage of the wholesale price that you would like to pay for books that were bought used and brought back in fair condition.
Under the Percentage of Whsle Buy Guide (Used) heading, in the Good field, enter the percentage of the wholesale price that you would like to pay for books that were bought used and brought back in good condition. In the Fair field, enter the percentage of the wholesale price that you would like to pay for books that were bought used and brought back in fair condition.
Under the Books with Zero Value heading, in the Good field, enter the amount that you would like to pay for books in good condition with zero value. In the Fair field, enter the amount that you would like to pay for books in fair condition with zero value.
In the Rounding Direction field, enter the direction that you would like to round the buyback prices. Enter “U” for up, “D” for down, or “N” for nearest.
In the Rounding Coin field, enter the coin that you would like to use in rounding the buyback prices. You can enter “05”, “10”, “25”, “50”, or “100”.
In the Mode field, enter “G” for a general buy mode or “W” for a wholesale buy mode.
In the Use Window in Buyback field, enter a “Y” if you would like to display new and used condition prices or if you would like the ability to override the price at buyback. Otherwise, enter an “N”.
In the Default Condition field, enter “G” to set good as the default condition, or “F” to set fair as the default condition.
In the ‘N’ew or ‘U’sed field, enter “N” to set new as default, “U” to set used as default. If you select “N” buyback will be calculated as ½ of retail new. If you select “U”, buyback will be calculated as ½ of retail used.
Enter “S” or click on “Season” to get to the buyback season maintenance screen. It is covered in the section Buyback Season Maintenance contained in this document.
Enter “W” or click on “Wholesalers” to get to the Buyback Wholesaler Setup screen.
In the Use Highest Price field, enter “Y” if you want to the system to bring in the wholesaler with the highest price. Leave blank or “N” to use wholesaler in order as listed below in the screen. If a “Y” is entered into the system and there are two or more wholesalers with the same highest price, the wholesaler listed first will be chosen. If the system reaches the buyback limit for the wholesaler with the highest price, it will then move the the next highest priced wholesaler.
In the Display Wholesale Prices field, enter “Y” if you want the system to display wholesalers and their prices and let you choose which one. Enter “N” if you want the system to select the wholesaler.
In the WHSL # field, enter in the vendor number associated with your first wholesaler. In the File Name field, enter in the file name for the wholesale buying guide. Only a valid file name can be entered. The Wholesaler field will automatically populate with the name associated with the wholesale buying guide file name. Continue with all wholesale guides that you will be loading.
Press [ENTER] to save the changes, “X” to Cancel, or “M” to Modify.

Buyback Maintenance Menu (TX-5-2)

The Buyback Maintenance menu contains functions dealing with buyback parameters for individual items.

Buyback Flag Maintenance (TX-5-2-1)

To set up buyback information for a book in your database, follow these steps.

From the Textbook Maintenance screen command line, enter “B” to get to the Buyback Flag Maintenance screen (TX-5-2-1).
In the Store field, enter the store number for which you wish to set up buyback. This will also automatically populate the Store, Store Name, and BB Need fields in the upper right side of the screen.
In the ISBN field, enter the book for which you wish to set up buyback.
The Title, Author, Ed Notes, Edition, and Copyright fields will automatically populate with the information from the master file for the ISBN that you entered.
The Open to Buy field will automatically populate with the open to buy quantity for this ISBN.
In the Value Code field, enter the buyback value code for the book. For a list of codes, enter “??”. For more information on value codes, see the section Setting Up Buyback Value Codes in the SmartText Setup Guide.
In the Limit Flag field, enter the buyback limit flag for the book. Enter “U” to buy unlimited copies of the book, “X” to exclude the book from buyback, “G” for guaranteed buyback, or “Y” for a limit.
The Estimated BB field will automatically populate with the total estimated buyback amount taken from all adoptions entered in terms attached to the current buyback season.
In the R/W field, enter “R” for retail or enter “W” for wholesale.
In the Limit field, enter the total quantity of copies (your limit) you will buy back at this value.
The Bought field will automatically populate with the quantity of books purchased at buyback at this value.
In the Price field, enter the price you would like to purchase this title for. If you enter a price in this field, it will override the calculated price that is based on the set buyback parameters. For more information on buyback parameters, see the section Buyback Parameters in the SmartText Setup Guide.
In the Wholesaler field, enter the vendor number of the wholesaler you would like to purchase textbooks for at buyback. The Wholesaler Name field will automatically populate with the name of the wholesaler entered.
In the Book Flag Code field, enter any book flag codes that you would like to set up for this title. For more information on book flag codes, see the section Textbook Flags in the SmartText Setup Guide.
Press [ENTER] to save the changes, “X” to cancel, or “M” to Modify.

Shifting Wholesale Buyback to Retail (TX-5-2-2)

If you buy back books at wholesale price, and later decide that you wish to sell them in your store rather than to wholesalers, you can shift the books to retail buyback. To do so, follow these steps.

From the SmartText Main Menu, select the Buyback option followed by the Buyback Maintenance Menu option and the Shift Wholesale to Retail by Item option to get to the Shift Wholesale to Retail by Item screen (TX-5-2-2).
The Store field is automatically filled in with the default for the user. For a list of stores, enter “??”.
In the ISBN field, enter the ISBN for the book you want to shift. If you aren’t sure of the ISBN, you can search for the book by entering “[TITLE]”, “[AUTHOR]\”, or “[AUTHOR]\[TITLE]”.
After you have entered the ISBN, the information fields about the book are filled in. The QTY Retail field contains the number of books that have been bought back for retail, and the QTY Whsle field contains the number of books that have been bought back for wholesale.
In the Shift QTY field, enter the number of books you want to shift from wholesale to retail. This quantity must be less than or equal to the value in the QTY Whsle field.
Enter “R” to shift the books from wholesale to retail, “X” to Cancel, or “M” to Modify.

Printing a List of Wholesale to Retail Shifted Buybacks (TX-5-2-3)

To print a list of items that have been shifted from wholesale to retail buyback, follow these steps.

From the SmartText Main Menu, select the Buyback option followed by the Buyback Maintenance Menu option and the List of Shifting Whsle to Retail option to get to the List of Shifting Wholesale to Retail screen (TX-5-2-3).
The Store field is automatically filled in with the default for the user. For a list of stores, enter “??”.
In the Begin Date field, enter the beginning of the date range, or leave the field blank.
In the Ending Date field, enter the ending of the date range, or leave the field blank.
In the Sort By field, enter the method by which you want to sort the list. Enter “A” for Author, “T” for Title, “P” for publisher, or “I” for ISBN.
Enter “R” to print the list, “X” to Cancel, or “M” to Modify.
On the next page is a sample report.

Shifting Retail Buyback to Wholesale (TX-5-2-4)

If you buy back books at retail price, and later decide that you wish to sell them to wholesalers, you can shift the books to wholesale buyback. To do so, follow these steps.

From the SmartText Main Menu, select the Buyback option followed by the Buyback Maintenance Menu option and the Shift Retail to Wholesale option to get to the Shift Retail to Wholesale screen (TX-5-2-4).
The Store field is automatically filled in with the default for the user. For a list of stores, enter “??”.
In the ISBN field, enter the ISBN for the book you want to shift. If you aren’t sure of the ISBN, you can search for the book by entering “[TITLE]”, “[AUTHOR]\”, or “[AUTHOR]\[TITLE]”.
After you have entered the ISBN, the information fields about the book are filled in. The QTY Retail field contains the number of books that have been bought back for retail, and the QTY Whsle field contains the number of books that have been bought back for wholesale.
In the Shift QTY field, enter the number of books you want to shift from retail to wholesale. This quantity must be less than or equal to the value in the QTY Retail field.
Enter “R” to shift the books from retail to wholesale, “X” to Cancel, or “M” to Modify.

Printing a List of Retail to Wholesale Shifted Buybacks (TX-5-2-5)

To print a list of items that have been shifted from retail to wholesale buyback, follow these steps.

From the SmartText Main Menu, select the Buyback option followed by the Buyback Maintenance Menu option and the List of Shifting Retail to Wholesale option to get to the List of Shifting Retail to Wholesale screen (TX-5-2-5).
The Store field is automatically filled in with the default for the user. For a list of stores, enter “??”.
In the Begin Date field, enter the beginning of the date range, or leave the field blank.
n the Ending Date field, enter the ending of the date range, or leave the field blank.
In the Sort By field, enter the method by which you want to sort the list. Enter “A” for Author, “T” for Title, “P” for publisher, or “I” for ISBN.
Enter “R” to print the list, “X” to Cancel, or “M” to Modify.

Wholesaler Database Maintenance Menu (TX-5-3)

The Wholesaler Database Maintenance Menu (TX-5-3) contains functions dealing with your wholesale buying guide(s). This section covers these functions.

Search the Wholesale Buying Guide (TX-5-3-1)

To find information about a book by searching in the wholesale buying guide, follow these steps. This will search the default guide that is set up for your store as listed in the general store parameters.

From the SmartText Main Menu, select the Buyback option followed by the Wholesaler Database Maintenance option and the Wholesale Buying Guide option to get to the Wholesale Buying Guide screen (TX-5-3-1).
In the Item field, enter the ISBN of the book you’re searching for. If you don’t know the ISBN, you can find it by entering “[TITLE]”, “[AUTHOR]\”, or “[AUTHOR]\[TITLE]”.
After you have entered the ISBN, information about the item will display. If you wish to copy the item to your local database, enter “C”. You will be taken to the Master File Maintenance screen (see Master File Maintenance in this document.) If you do not wish to copy the item to your local database, press [ENTER] to exit the record.

Changing Wholesale Prices (TX-5-3-2)

If you wish to change the wholesale price listed in the wholesale buying guide for an item, follow these steps.

From the SmartText Main Menu, select the Buyback option followed by the Wholesaler Database Maintenance option and the Wholesale Guide Maintenance option to get to the Wholesale Guide Maintenance screen (TX-5-3-2).
In the Item field, enter the ISBN of the book you’re searching for. If you don’t know the ISBN, you can find it by entering “[TITLE]”, “[AUTHOR]\”, or “[AUTHOR]\[TITLE]”.
After you have entered the ISBN, information about the item displays. Enter “M” to get to the Whsle New Price field.
In the Whsle New Price field, enter the wholesale price for new books.
In the Whsle Used Price field, enter the wholesale price for used books.
In the Buyback Note field, enter any information that you would like to see when you enter this item at buyback.
Press [ENTER] to update the prices for the item, or “X” to cancel.

Updating the Wholesale Guide (TX-5-3-21)

If you wish to install a new wholesale guide on your system, follow these steps. If you would like assistance in loading your wholesale guides, please contact Total Computing Solutions.

From the SmartText Main Menu, select the Buyback option followed by the Wholesaler Database Maintenance menu and the Update Whsle Guide option to get to the Wholesale Buying Guide Update screen (TX-5-3-21).
In the Buying Guide to Update field, the buying guide you would like to update. For a list of buying guides, enter “??”.
In the <L>=Local or <D>=Download field, enter “L” to update the buying guide from a local file, or “D” to download the new buying guide from the internet.
In the Local Drive and Path field, enter the drive letter and path where the wholesale buying guide can be found, for example “D:/WHSLE/” if the wholesale buying guide is located on the D drive in the WHSLE directory. Using the forward slash is important; a backslash will not work.
In the Coordinate Wholesale Guide field, enter a “Y” if you want to automatically coordinate the wholesale guide. For more information on coordinating the wholesale guide, see section Coordinating the Wholesale Guide in this document. If you don’t wish to coordinate at this time, enter “N”.
In the Update Cross-Reference field, enter “Y” if you want to rebuild your Title cross-reference and your Author cross-reference. For more information on rebuilding cross-reference see Rebuilding the Title Cross-Reference and Rebuilding the Author Cross-Reference in the SmartText Setup Guide. If you don’t wish to rebuild at this time, enter “N”.
Enter “R” to update the wholesale buying guide, “X” to Cancel, or “M” to Modify.

Coordinating the Wholesale Guide (TX-5-3-22)

If you wish to update your master file with information from a new wholesale guide, you should coordinate the wholesale guide by following these steps.

From the SmartText Main Menu, select the Buyback option followed by the Wholesaler Database Maintenance option and the Coordinate Whsle Guide option to get to the Coordinate Wholesale Guide screen (TX-5-3-22).
In the Update Publisher Price Changes option, enter “Y” if you want to change the publisher prices in your master file to match the new wholesale buying guide. Otherwise, enter “N”.
In the Update ISBN Changes option, enter “Y” if you want to change the ISBNs in your master file to match the new wholesale buying guide. Otherwise, enter “N”.
In the Update Retail Price option, enter “Y” if you want to change the retail prices in your master file to match the new wholesale buying guide. Otherwise, enter “N”.
In the Check Copyright, Edition, Edition Notes option, enter “Y” if you want to change the copyright, edition, edition notes in your master file to match the new wholesale buying guide. Otherwise, enter “N”.
Enter “R” to coordinate the guide, “X” to Cancel, or “M” to Modify.

Guaranteed Buyback Menu (TX-5-4)

If your store uses guaranteed buyback, you will need to use the functions in the Guaranteed Buyback Menu (TX-5-4). These functions are covered in this section.Pre-List Guaranteed Buyback (TX-5-4-1)

To generate a list of the books for which you will be offering guaranteed buyback, follow these steps.

From the SmartText Main Menu, select the Buyback option followed by the Guaranteed Buyback option and the Pre-list Guaranteed Buyback option to get to the Create Guaranteed Buyback Preliminary List screen (TX-5-4-1).
The Store field is automatically filled in with the default for the user. For a list of stores, enter “??”.
In the Term To Get Information From field, enter the term for which you want to generate a list.
Enter “R” to create the list, “X” to Cancel, or “M” to Modify.

Guaranteed Buyback Report (TX-5-4-2)

To print a report of the books that you have bought back through guaranteed buyback, follow these steps.

From the SmartText Main Menu, select the Buyback option followed by the Guaranteed Buyback option and the Guaranteed Buyback Report option to get to the Guaranteed Buyback Report screen (TX-5-4-2).
The Store field is automatically filled in with the default for the user. For a list of stores, enter “??”.
The Term field is automatically filled in with the default for the store. For a list of terms, enter “??”.
In the Sort By field, enter “A” to sort by Author, “T” to sort by Title, “I” to sort by ISBN, or “P” to sort by publisher.
Enter “R” to run the report, “X” to Cancel, or “M” to Modify.
Below is a sample report.

Editing the Preliminary Guaranteed Buyback List (TX-5-4-3)

The SmartText system allows you to manually create a list of books that will be included in the guaranteed buyback program or edit the list that has been created by the system. To do so, follow these steps.

From the SmartText Main Menu, select the Buyback option followed by the Guaranteed Buyback option and the Edit/Enter Preliminary List option to get to the Enter Preliminary Guaranteed Buyback List screen (TX-5-4-3).
The Store field is automatically filled in with the default for the user. For a list of stores, enter “??”.
In the Term field, enter the term for which you want to edit the preliminary list. For a list of terms, enter “??”.
In the ISBN fields, enter the ISBNs for the books you want to include. If you aren’t sure of the ISBNs, you can search for them by entering “[TITLE]”, “[AUTHOR]\”, or “[AUTHOR]\[TITLE]”. To remove a book from the list, enter a single space in the field containing that book’s ISBN.
Press [ENTER] to save the list, “X” to Cancel, or “M” to Modify.

Flag Guaranteed Buyback Parameters (TX-5-4-4)

To change the buyback limit flag to “G” for the books that are on your guaranteed buyback list, follow these steps.

From the SmartText Main Menu, select the Buyback option followed by the Guaranteed Buyback option and the Flag Guaranteed Buyback Parameters option to get to the Flag Guaranteed Buyback Limits screen (TX-5-4-4).
In the Store field, enter the store for which you want to set the flags. For a list of stores, enter “??”.
In the Term field, enter the term for which you want to set the flags. For a list of terms, enter “??”.
Enter “R” to set the flags, “X” to Cancel, or “M” to Modify.

Printing Guaranteed Buyback Tags (TX-5-4-5)

To print tags for the guaranteed buyback items, follow these steps.

From the SmartText Main Menu, select the Buyback option followed by the Guaranteed Buyback option and the Print Guaranteed Buyback Tags option to get to the Print Guaranteed Buyback Tags screen (TX-5-4-5).
In the Store field, enter the store for which you want to set the flags. For a list of stores, enter “??”.
In the Term field, enter the term for which you want to set the flags. For a list of terms, enter “??”.
Enter “R” to print the tags, “X” to Cancel, or “M” to Modify.

Buyback Reports (TX-5-21)

The Buyback Reports Menu (TX-5-21) contains reports that list information about buybacks. This section covers these reports.Non-Coordinated Books Report (TX-5-21-1)

The Non-Coordinated Books Report displays books in the master file that have not been coordinated to the current wholesale buying guide.

From the SmartText Main Menu, select the Buyback option followed by the Buyback Reports option and the Non-Coordinated Books option to get to the Non-Coordinated Books screen (TX-5-21-1).
In the Sort By field, enter “T” to sort by Title, “I” to sort by ISBN, “P” to sort by publisher, or “A” to sort by author.
Enter “R” to run the report, “X” to Cancel, or “M” to Modify.
Below is a sample report.

Actual vs. Needed Buyback Report (TX-5-21-2)

The Actual vs. Needed report displays information about the number of books you need to buy back compared to the number of books you have purchased.

From the SmartText Main Menu, select the Buyback option followed by the Buyback Reports option and the Actual vs. Needed option to get to the Actual vs. Need screen (TX-5-21-2).
The Store field is automatically filled in with the default for the user. For a list of stores, enter “??”.
In the Sort field, enter “A” to sort by author, “T” to sort by title, “I” to sort by ISBN, or “P” to sort by publisher.
In the Enter Min Qty to Report field, enter the minimum quantity needed for books that should be on the report.
Enter “R” to print the report, “X” to Cancel, or “M” to Modify.
Below is a sample report.

Buyback Need Report (TX-5-21-3)

The Buyback Need report displays information about the books you need to buyback.

From the SmartText Main Menu, select the Buyback option followed by the Buyback Reports option and the Buyback Need option to get to the Buyback Need screen (TX-5-21-3).
The Store field is automatically filled in with the default for the user. For a list of stores, enter “??”.
In the Category field, enter a category to narrow the results buy, or leave the field blank.
In the ISBN field, enter an ISBN you would like buyback information about, or leave the field blank.
In the Sort By field, enter “A” to sort by author, “T” to sort by title, “I” to sort by ISBN, or “P” to sort by publisher.
Enter “R” to print the report, “X” to Cancel, or “M” to Modify.
Below is a sample report.

Manual Buyback Control List (TX-5-21-4)

To print a report that contains information on manual buybacks, follow these steps.

From the SmartText Main Menu, select the Buyback option followed by the Buyback Reports option and the Manual Buyback Control List option to get to the Manual Buyback Control List screen (TX-5-21-4).
The Store field is automatically filled in with the default for the user. For a list of stores, enter “??”.
In the Include Books Only for Term field, enter the term for which you want to print the list. For a list of terms, enter “??”.
In the Include Books With Zero Need Limit field, enter “Y” if you wish to include books with a zero need limit. Otherwise, enter “N”.
In the Percent of Need Limit to Include field, enter the percentage of the need limit that you want to be able to buy back manually.
In the Sort By field, enter “A” to sort the list by author, or “T” to sort by title.
Enter “R” to print the list, “X” to Cancel, or “M” to Modify.

Estimated Buyback List (TX-5-21-5)

To print a list of the estimated buyback values you have entered, follow these steps.

From the SmartText Main Menu, select the Buyback option, followed by the Buyback Reports option and the Estimated Buyback List option to get to the Estimated Buyback List screen (TX-5-21-5).
The Store field is automatically filled in with the default for the user. For a list of stores, enter “??”.
In the Season field, enter the buyback season for which you wish to report. For a list of seasons, enter “??”.
In the ISBN field, enter the ISBN for the book you want to select. If you aren’t sure of the ISBN, you can search for it by entering “[AUTHOR]/”, “[TITLE]”, or “[AUTHOR]/[TITLE.]” Leave the ISBN field blank if you want to include all titles.
In the Sort By field, enter “A” to sort the report by author, “T” to sort by title, “I” to sort by ISBN, or “P” to sort by publisher.
In the Updated as of Date field, enter the date for which you want to see changes since. You can leave the field blank to include all dates.
Enter “R” to print the report, “X” to Cancel, or “M” to Modify.
Below is a sample report.

Actual vs. Expected Report (TX-5-21-21)

The Actual vs. Expected Buyback Report prints information about the actual number of books you have bought back compared to the number of books you expected to buy.

From the SmartText Main Menu, select the Buyback option followed by the Buyback Reports option and the Actual vs. Expected option to get to the Actual vs. Expected screen (TX-5-21-21).
In the Season field, enter the buyback season for which you want to print the report. For a list of seasons, enter “??”.
In the Sort field, enter “A” to sort by author, “T” to sort by title, “I” to sort by ISBN, or “P” to sort by publisher.
Enter “R” to print the report, “X” to Cancel, or “M” to Modify.
Below is a sample report.

Buyback Audit Report (TX-5-21-22)

To print a report to assist in auditing your buyback purchases, follow these steps.

From the SmartText Main Menu, select the Buyback option followed by the Buyback Reports option and the Buyback Audit Report option to get to the Audit Report Parameters screen (TX-5-21-22).
In the Store field, enter the store number for which you wish to print the report. For a list of stores, enter “??”.
In the Start Date field, enter the earliest date you wish to include. If you don’t wish to limit the report by date, leave this field blank.
In the End Date field, enter the latest date you wish to include. If you don’t wish to limit by date, leave this field blank.
In the Start Tran field, enter the first transaction number you wish to include. If you don’t wish to limit by transaction number, leave this field blank.
In the End Tran field, enter the last transaction number you wish to include. If you don’t wish to limit by transaction number, leave this field blank.
In the Buyer Code field, enter the buyer code for which you wish to print the report. If you don’t wish to limit by buyer, leave this field blank.
In the Student ID field, enter the student ID for which you wish to print the report. If you don’t wish to limit by student, leave this field blank.
In the fields under the Sort Criteria heading, enter a number between 1 and 5, with one being the most important sort criteria.
Enter “R” to run the report, “X” to Cancel, or “M” to Modify.
Below is a sample report.

Retail Purchases Report (TX-5-21-23)

The Retail Purchases report displays information on books that you have bought back at retail buyback price.

From the SmartText Main Menu, select the Buyback option followed by the Buyback Reports option and the Retail Purchases option to get to the Buyback Report Parameters screen (TX-5-21-23).
The Store field is automatically filled in with the default for the user. For a list of stores, enter “??”.
In the Beginning Date field, enter the earliest buyback date you wish to include on the report. If you don’t want to limit the report by date, leave this field blank.
In the Ending Date field, enter the latest buyback date you wish to include on the report. If you don’t want to limit the report by date, leave this field blank.
In the ISBN field, enter the ISBN for the book you want to select. If you aren’t sure of the ISBN, you can search for it by entering “[AUTHOR]/”, “[TITLE]”, or “[AUTHOR]/[TITLE]”. You can leave this field blank to include all titles.
In the Sort field, enter “P” to sort the report by publisher, “I” to sort it by ISBN, “T” to sort it by title, or “A” to sort it by author.
In the <D>=Detail, <S>=Summary field, enter “D” for a detailed report, or “S” for a summary report.
Enter “R” to print the report, “X” to Cancel, or “M” to Modify.
Below is a sample summary report.

Below is a sample detail report.

Wholesale Purchases Report (TX-5-21-24)

The Wholesale Purchases report displays information on books that you have bought back at retail buyback price.

From the SmartText Main Menu, select the Buyback option followed by the Buyback Reports option and the Wholesale Purchases option to get to the Buyback Report Parameters screen (TX-5-21-24).
The Store field is automatically filled in with the default for the user. For a list of stores, enter “??”.
In the Beginning Date field, enter the earliest buyback date you wish to include on the report. If you don’t want to limit the report by date, leave this field blank.
In the Ending Date field, enter the latest buyback date you wish to include on the report. If you don’t want to limit the report by date, leave this field blank.
In the ISBN field, enter the ISBN for the book you want to select. If you aren’t sure of the ISBN, you can search for it by entering “[AUTHOR]/”, “[TITLE]”, or “[AUTHOR]/[TITLE]”. You can leave this field blank to include all titles.
In the Sort field, enter “P” to sort the report by publisher, “I” to sort it by ISBN, “T” to sort it by title, or “A” to sort it by author.
In the <D>=Detail, <S>=Summary field, enter “D” for a detailed report, or “S” for a summary report.
Enter “R” to print the report, “X” to Cancel, or “M” to Modify.
Below is a sample summary report.
Below is a sample detail report.

Books for Wholesalers Report (TX-5-21-25)

To print a list of books you have bought for each wholesaler, follow these steps.

From the SmartText Main Menu, select the Buyback option followed by the Buyback Reports option and the Books for Wholesalers option to get to the Buyback Report Parameters screen (TX-5-21-25).
The Store field is automatically filled in with the default for the user. For a list of stores, enter “??”.
In the Wholesaler field, enter the wholesaler for which you want to run the report. For a list of wholesalers, enter “??”.
In the Sort By field enter (A)uthor, (T)itle, (I)SBN, (P)ublisher, or leave blank
In the Beginning Date field, enter the earliest buyback date you wish to include on the report. If you don’t want to limit the report by date, leave this field blank.
In the Ending Date field, enter the latest buyback date you wish to include on the report. If you don’t want to limit the report by date, leave this field blank.
In the ISBN field, enter the ISBN for the book you want to select. If you aren’t sure of the ISBN, you can search for it by entering “[AUTHOR]/”, “[TITLE]”, or “[AUTHOR]/[TITLE]”. You can leave this field blank to include all titles.
Enter “R” to print the report, “X” to Cancel, or “M” to Modify.

On the next page is a sample report.

Wholesale from Buyback (TX-5-22)

If you buy back books to sell to wholesalers, you can use the functions in the Wholesale from Buyback menu to ship them to the wholesaler. This information has been previously covered in this manual. See section (TX-4-2-2).

Clearing Buyback Fields (TX-5-23)

To clear the buyback flags for all books in your system, follow these steps.

From the SmartText Main Menu, select the Buyback option followed by the Clear Buyback Fields option to get to the Clear Fields screen (TX-5-23).
In the Clear Retail Buyback Limit field, enter “Y” to clear the buyback limit field for all books. Enter “N” to leave the buyback limits.
In the Clear Wholesale Buyback Limit field, enter a “Y” to clear the wholesale limit for all books. Enter a “N” to leave the wholesale limits.
In the Clear Check Book Flags field, enter “Y” if you want to clear any check book flags. Otherwise, enter “N”.
In the Clear Retail Buyback Special Price field, enter “Y” if you want to remove any special buyback prices you have set. Otherwise, enter “N”.
In the Clear Wholesale Buyback Special Price field, enter “Y” if you want to remove any special wholesale buyback prices you have set. Otherwise, enter “N”.
In the Clear Retail Purchases field, enter “Y” if you want to clear the number of wholesale purchases you’ve made. Otherwise, enter “N”.
In the Clear Wholesale Purchases field, enter “Y” if you want to clear the number of wholesale purchases you’ve made. Otherwise, enter “N”.
In the Clear Temporary Buyback Files field, enter “Y” if you want to clear temporary files. Otherwise, enter “N”.
In the Clear Limit Flag field, enter “Y” if you want to clear buyback limits. Otherwise, enter “N”.
In the For Limit Flag field, enter “U”, “X”, “G”, “Y”, or “ALL” to clear the applicable flags.
Enter “R” to run the process, “X” to Cancel, or “M” to Modify.

Batch Print Barcodes (TX-5-24)

If you wish to print barcode tags for all books that you bought back at retail price, follow these steps.

From the SmartText Main Menu, select the Buyback option followed by the Batch Print Barcodes option to get to the Bath Print Barcodes screen (TX-5-24).
The Store field is automatically filled in with the default for the user. For a list of stores, enter “??”.
In the Beginning Date field, enter the earliest buyback date you wish to print tags for. If you don’t want to limit by date, leave this field blank.
In the Ending Date field, enter the latest buyback date you wish to print tags for. If you don’t want to limit by date, leave this field blank.
In the ISBN field, enter the ISBN for the book you want to select. If you aren’t sure of the ISBN, you can search for it by entering “[AUTHOR]/”, “[TITLE]”, or “[AUTHOR]/[TITLE]”. You can leave this field blank to include all titles.
Enter “R” to print barcode tags, “X” to Cancel, or “M” to Modify.+
If you choose to print tags, you will get the following screen.

Receiving Process

The Receiving Process

The functions in the receiving menu are used to enter and modify receiving logs for shipments you receive from vendors. This section covers the use of these functions.

Entering a Receiving Log

To enter a receiving log, follow these steps.

From the CourseTrak Main Menu, select the Receiving Option followed by the Receiving Log option to get to the Select Receiving Order screen (TX-3-1). Enter a “.” in the Rcv Log # field to create a new receiving log and get to the Receiving Log screen. Enter “A” when prompted.
Today’s date is automatically entered into the Rcv Date field.
In the PO Nums field, enter the purchase order number that this receiving deals with.
If you entered a valid PO, the Vendor # field and the Ship Via field will be filled in automatically. If not, enter the vendor and a shipping code in these fields.
In the Cond Code field, enter the condition that the books are in or leave it blank. For a list of codes, enter “??”.
In the Inv Num field, enter the invoice number from the publisher. If you don’t have an invoice, put a phony invoice number like “REPLACE” to replace later.
In the Inv Date field, enter the date on the invoice. (This also can be changed later.)
In the Terms field, enter the payment terms. For a list of terms, enter “??”.
In the Freight field, enter the amount charged for shipment of the books.
In the Mdse Amt field, enter the total merchandise amount displayed on the invoice.
In the Comments field, enter any brief comments you have on the shipment or leave it blank.
Enter “A” to sort by author, “T” to sort by title, “I” to sort by ISBN, or “P” to sort by PO line number. The books on the PO will be displayed.
If it says “Receive by.. <E>=Exception, <M>=Manual” then chose “M”.
Type “1’ and hit enter to receive the first book. (“2” to receive the second book, “3” to receive the third, etc.) To add a book to the receiving log that is not on the PO, enter “A”.
The ISBN field has the ISBN of the book you are receiving.
In the New/Used field, it tells you whether the book is New or Used.
In the Received Qty field, enter the quantity of this book that you received.
In the Pub Price field, just hit <enter> unless you want to change the Reference Price on the Masterfile.
In the List/Net PR field, enter “L” for list pricing or “N” for net pricing. If you do not know what to enter, then look at the Price Factor field near the bottom. If it says “L” there, then enter “L”. If it says “N” then enter “N”.
Leave the % Discount field blank. It will fill in later.
Leave the $ Discount field blank. It will also fill in later.
In the Unit Cost field put the cost of the book, per book.
Leave the Price Factor field as is.
Leave the Status field blank.
In the Rcv Comments field, enter any brief comments on this book or leave it blank.
Repeat steps 14 – 25 for each book.
Enter “P” to post the receiving log to the master file, “S” to save the receiving log without posting it.
- “P” will post the quantities – no changes are allowed after this is done except for the Invoice Number and the Invoice Date.
- “S” will save the receiving log, but not post the quantities. It will allow you to make changes later, as well as Post later.
If you made a mistake other than the Invoice Number or the Invoice Date, then you must Unpost the Receiving Log (TX-3-3) and receive it again.

Print Adoption Forms

Before you begin, make sure that you Adoption Form Parameters has been created, as shown below, and the comments section has the wording you would like to print on each adoption.

TX-SU-2-1

You must also make sure that the “Future” term has been created in Term Maintenance.

TX-SU-1-2-1

To print the adoption forms

Log to TX-RP-1-23
Enter the Store and “Historical Term” to select previous titles from. You may also enter Beg/End Dept., Course and Section to limit to.
Enter in the “Current” or Future term to print the adoptions for.
When the screen with Process Complete displays, select the Continue button in the upper right.
From the bottom of the menu screen, select PM-Printer Mgt. option
A list of the current print jobs will display. Click on the job that you wish to print and then select the “Print a Job” button on the right. You will then have the normal selections to choose from.

Legacy Faculty Adoptions – Web Side

Overview

This document will walk Faculty and/or Staff through the process of creating an Adoption request via the campus bookstore’s website. Please keep in mind that this is a request. The bookstore staff will have to approve and enter the information that you request into their system for the course at the school.

All of the connection information should have been sent to you prior to you attempting to create an Adoption request.

Once your request(s) have been submitted the store’s staff will be informed via e-mail.

If you have any questions please contact the campus store.

The website will timeout if left unattended. If a session times out with inactivity you will have to restart the process from the beginning.

1. You will need to connect to your Campus Store’s website and Sign In.

You should have been provided a User name to sign into the website. The user you are assigned will have the permissions to make Faculty Adoption requests. If you have not been provided an account, or you are already a customer of the site without faculty permissions, contact the store so they can add your account to the Faculty group, enabling you to create Faculty Adoptions.

2. Type in the user name and password you were provided into the “Log On” fields.

Your Password is case sensitive; please keep this in mind. Your User Name is not case sensitive

3. Create a Faculty Adoption Request.

You will notice that there is an icon located on your landing page for Faculty. Select this icon to proceed on to the Faculty request

4. Select Enter an Adoption

This will take you into the Adoption Form

5. Enter in your information and the instructor’s information

If the person entering the Adoption Request Form is the Instructor select “I am the Instructor” for this course. This option will automatically fill in the fields from the above information.

6. Inputting Course information

You must fill in all of the information on this section: Campus, Term, Department, Course, and Section. You can also enter the Estimated Enrollment and any comments you would like to add to the request.

7. Selecting the books for your section.

There are several ways to search and add books to your section. You can use any of the options across the top of this form to view and select books.
Note that the information you entered in the previous screen is displayed under the Adoption Progress.

8. Select the textbook you wish to adopt.

9. Update Adoption book information.

Once you select a book for adoption you can update any information about the book and add comments to the requested book.

10. Adopt the book for the section

Once you have selected all the books for your Adoption you will need to review the information about the request.

11. Reviewing the Adoptions Request information

Verify that all of the information is correct.

12. Verifying your recommended book.

Verify that all of the information regarding the book are correct.

13. Adoption Request complete

Once you have submitted the request a Thank you message will appear and an e-mail verifying the information you submitted will be sent to the address listed in the Requests, step 5. An e-mail will also be sent to the bookstore.
To submit another request select “My Account” to go back to the Faculty Adoption page.

Advanced Faculty Adoptions – Web Side

Overview

Faculty or department personnel will log in to the bookstore’s online faculty adoption website and submit their course requests or adoptions. These requests will be reviewed by the Department approvers and/or the Bookstore where the adoptions will be accepted and/or denied. Once the adoptions are accepted the TCS Textbook adoption system will be updated with the requests automatically. If they are denied the faculty will have the opportunity to modify the adoption and resubmit them for department/bookstore approval.

Faculty and Department Sign In

Each faculty and department member will need to sign into the campus WebStore system in order to enter the faculty adoptions. The account should be setup using the email address of the faculty/department personnel. The first time signing into the WebStore system the staff will need to choose the ‘forgot my password’ (Screen 1) option so a new password can be generated and emailed to the staff.

Once the new password is received via email continue to log into the WebStore system with the new password. The password can be changed by clicking on the ‘Account Details’ button (Screen 2) and by entering the old and new password information (Screen 3). Save the changes at the bottom of the page. This password will be used as long as the account is setup in the system (multiple terms).

Inputting Faculty Adoptions

Each faculty/department will be responsible for inputting their course requests/adoptions into the system. Signing into the WebStore system the personnel will be presented with three (3) options: Account Details, Order History or Faculty. Click on the Faculty button and then ‘Proceed to Faculty Adoptions’ to submit adoptions (Screen 4).

Select the desired term to submit the adoptions. Then a list of adoptions will display. The ‘Status’ column will display the current status of the adoption. The ‘New’ status adoptions will be at the top of the page, click on the ‘Begin Adoption’ (Screen 5) to continue with the adoption process.

The preliminary information about the adoption will be displayed on the screen for the faculty/department to update and review. (Screen 6)

Section A (Screen 6) will display the instructor name, email and estimated enrollment. The faculty/department will need to review and update this information if needed.

Section B (Screen 6) will give the options for attaching titles to the course adoption. The ‘Add Book’ has a drop down feature with search criteria for choosing the correct title to adopt to the section:

Search by Adoption History – This feature allows the staff member to search previous adoptions to find the title they would like to adopt for the current term.
Search by ISBN – Input the ISBN of the title.
Search by Author – Input the author of the desired title.
Search by Title – Input one or more words in the title.
My Previous Adoptions – This would allow the staff to search historical adoptions they have submitted in the past for this department/course/section. Making it easier to use the same title used for previous semesters.

Section C (Screen 6) will give the staff the ability to apply the same titles that were added to the current section to other sections by using the ‘Apply to Other Adoptions’ link. They can also use the ‘Copy Adoption’ link to copy all of the Adoption details and title adoptions on the section and easily paste them to another section.

Once the adoption detail and title adoptions have been made, ‘SAVE’ the adoption by pressing the ‘Save Adoption’ button on the bottom of the screen. This will save and exit the currently selected adoption and return the staff to the Adoption listing.

Completing the Adoption

The system is designed to allow the staff to modify many adoptions and then submit all the adoptions at one time. Once the staff has modified all adoptions and added the titles necessary, they must complete the adoption by scrolling to the bottom of the adoption listing and ‘Submitting the Adoption’ (Screen 7). If the adoptions are not submitted by clicking on the ‘Submit Adoption’ button all changes will be lost.

Approving Faculty Adoptions (if necessary)

If the system is setup to require department “approvers” then proceed to the next steps.

Once the department approvers have logged into the online adoption system, they need to click on the faculty button and then ‘Proceed to Adoption Approvals’ (Screen 8).

The department approver will be presented with a page containing all adoptions waiting on approval. They can filter the listing by Campus, Term, Department or Course. If they would like to only approve one or all pending adoptions, the check boxes to the side of the screen can to be used. Once they have made their selection of the adoptions (by check marking the desired adoption) to be viewed, updated and approved they must add these to their “Queue” for processing (Screen 9).

To view, update and approve the adoption the department approver must review the “queued” adoptions and decide if the current adoption information is correct. Double check the following fields:

Adoption Details – Ensure the Professor Name, Email and Estimated enrollment are all correct. Make changes where necessary.
Books – Ensure the correct title is adopted to the section, and that the title is Required, Optional or Not Wanted.

Once all information has been reviewed and/or updated, the department approver can either ‘Mark as Ready’ to continue with more approvals, or click on the button to save and exit out of the adoption queue.

Continue with the adoption approval process until all items in the queue have been updated and approved. Watch for any email notifications where other adoptions have been submitted for approval and continue the process.