Rental Steps

The following steps must be followed before setting up rentals for the first time. There are various videos available on the videos page that cover these steps with direct links to pertinent videos in each section below.

1. Setup the textbook rental department POS-22-3-1
2. Setup the Textbook Class POS-22-3-2
3. Setup Fee Codes POS-22-23
   1. It is recommended to have a different fee code for each type of fee.
      1. Late fee code to use when an item is returned late
      2. Fee code used when an item is rented
      3. Fee code used when an item is charged out un-returned or sold

Setting up rentals: POS-27-21

This is the main parameter screen for setting up your rental program. A video going over these steps can be found here.

1. Enter your store number.
2. Enter the Barcode Format you will be using to print serial number barcodes (for serialized Text rentals only).
3. Enter the Barcode Format you will be using to print serial number barcodes (for serialized GM rentals only).
4. Grace Period – Set the number of days to wait before late fee is charged
5. Late Fee Processing – Set the late fee type, ‘D’ = Daily or ‘F’ = Flat (this can be changed at the item level).
6. Typically, the restrict rentals to DB Flag is set to “Y” – Some stores choose to manage textbook rentals independently from the textbook database, so the option exists to set it to “N”
7. Purchase Formula – Select the appropriate formula to use to calculate the purchase price when an item is purchased instead of returned.
8. Rounding – Set your rounding calculation, .01, .05, .10, .25, .50, .75, .00.
9. Select whether you want your guarantee method to be CC (credit card) , AR (Accounts Receivable), CC/AR to use both methods, NONE if no method of Guarantee is used, or NONE/CC/AR will prompt the cashier to ask for the method to use.
10. Change New to Used (Serial) – If you are using a serialized rental program, enter a ‘Y’ if a New item is rented then when it is returned to TX inventory do you want the title returned as a ‘Used’ item otherwise enter ‘N’.
11. Turn off COF prompt – Enter ‘Y’ to prompt for a new card for each transaction, enter ‘N’ if a customer has already rented and you want to always use the CC guarantee that you have from the first rental transaction.
12. Enter the TX and GM Late Fee codes to use.
13. Enter the RENTAL Fee Codes to be used for TX items and GM items.
14. Enter the Fee Codes to use for Rental Purchases
15. Enter the class codes to used for New and Used rentals
16. Default Rental Pricing – Enter the default calculation for rental price – This is used when you are creating a new item or when recalculating the rental price. There is a separate field for New and Used.
17. Setup general due dates to be used on rentals.
18. These can be overridden when setting up individual rental items.
    • These lines are referred to as P# (P1 for line one, P2 for line two, etc.) when specifying a due date. If I want all TX rentals due by the date specified in line one, I would enter P1 as the due date when setting up an item.
    • If certain items are to be rented for a different period of time (e.g. line 2 or P2) then that can be entered into the Rental Days field in the rental item master maintenance (POS-27-1)

Email Notifications

The Email notifications section displays the last time the notice was sent out and how many emails were sent.

To create/edit the notice select one of the E1/E2/E3 options from the bottom prompt, a screen similar to below will be displayed dependent on the option chosen.

Enter what you would like the email subject line to be in the Email Subject, next enter what you would like the Body of the email message to be. Once completed, on a new line enter =BODY then on a new line enter in what you would like your signature closing to be.

Repeat this for each of the 3 types of notifications.

Setting the Rental Condition Codes: POS-27-22

This screen is where you set up the “Condition Codes” for rental items. Typically, most stores will only use 2 Rental Condition Codes, Good and Fair.

1. Setup the Rental Condition codes used to describe the condition of the rental item when it is returned.
2. You can use the existing codes, or create your own code and description for the rental items. For example: Code: G Description: Item is in Good Condition

 

Creating a Rental item: TX-MF

There are two different methods to renting textbooks, Dynamic and Serialized. Dynamic has the least amount of overhead and maintenance while Serialized has the greater amount of control. Dynamic rentals fulfill the needs of the vast majority of our users and is the recommended method to use. Serialized is available to meet a few special use cases that we have needed to provide a solution for.

Dynamic rentals allow a bookstore to flag an ISBN as a rental item and rent that item without any further effort. A student rents the book, and when it comes time to return the book they simply need to have that same title available to return.

Serialized controls the rental exchange at the item level. An ISBN is flagged as a rental item and unique serial numbers are generated for that ISBN. Barcode labels with that serial number are then attached to a book which then makes that book a unique item. When it is time to return the rental that specific physical copy of the book must be returned.

The drawback is that a serial number must be generated for each copy of the book, printed, and applied. Each serial number needs to be invnetoried as well. If you wish to rent more of that book then you must generate more serial numbers and affix the labels to each individual book. In contrast, dynamic allows for any number of copies to be rented without any addition overhead beyond flagging the book as a rental.

There are more points of interest on Dynamic vs Serialized rentals that aren’t covered above. Any customer considering the use of serialized rentals should contact TCS support to go over the topic further.

For Dynamic rentals. A video covering these steps can be found here.

The best way to create a dynamic rental is through the TX-MF menu. It’s possible to create one in POS-27-1 but it is much more common to create a dynamic rental from the MF record.

1. Go to TX-MF and enter the ISBN that you would like to rent.
2. Select the R for rental option at the bottom of the screen
   1. The system will then populatethe Mast SKU, Module and SKU/ISBN fields
   2. These fields are not automatically generated if creating the rental in POS-27-1
3. Enter the New and Used replacement price, this is the price used in the replacement calculation if the title is not returned.
   1. This defaults to the full price of the item
4. Enter a “D” for Dynamic rentals in the Dynamic or Serialized field
5. Maximum to Rent: this is used to limit the quantity of titles for rental
6. Late Fee Processing – You can override the late fee processing option that was set in POS.27.21 General Parameters.
7. Enter the New and Used prices for the rental
   1. The system will automatically generate the prices based off of the percentage set in the Rental General Parameters in POS-27-21
   2. Different prices can be set for a different number of rental days or rental periods
8. Select the number of days to rent the item at this price point.
   1. Typically either P1 or P2. Selecting the ?? button will allow you to select which rental period from the Rental General Parameters in POS-27-21. These will appear as P1, P2, etc. based on the line position of that price in the Rental Period table.
      1. Enter your store number at the store prompt and then select the appropriate rental period
   2. You can also enter P1, P2 etc. to reference the dates entered in the table located in POS-27-21 or you can enter the number of days you wish to rent the item.
9. Enter the late fee. This fee will be applied daily and when the book is returned, the POS module will calculate this fee against the number of days past due.
   • You may enter as many entries with differing amounts as you would like. i.e. a P1 period entry which costs $20 and a $1.50 late fee, then a 30 day rental which costs $30 with a $2 late fee, etc.
10. Save the new record.

For Serialized Rentals:

1. Enter a ‘.’ for a new record. The system will generate a 6 digit number which is the master SKU for the rental item. (The ISBN will get used if you have selected the ‘Rental’ option while in the TX MF screen. This will be discussed later in the manual). If a 6-digit number is not generated then contact TCS support.
2. Enter the module in which the item resides, GM or TX.
3. Lookup/Enter the ISBN or SKU of the item you would like to rent.
4. Enter the New and Used replacement price, this is the price used in the replacement calculation if the title is not returned.
5. Enter an “S” for Serialized rentals.
6. Enter the number of days the rental is good for. You can also enter P1, P2 etc. to reference the dates entered in the table located in POS-27-21 or you can enter the number of days you wish to rent the item.
7. Enter the late fee. This is applied daily, when returning the book the POS module will calculate this fee against the number of days past due.
   • You may enter as many entries with differing amounts as you would like. i.e. a P1 period entry which costs $20 and a $1.50 late fee, then a 30 day rental which costs $30 with a $2 late fee.
8. Choose C to Create serial #’s.
   1. Enter the number of serial numbers to be generated. If you are going to rent 10 of this textbook, enter 10. Each serial number is unique followed by a check digit. The total number of digits will be 12.
   2. Print tags, Y/N. If Y is entered, then tags will be printed in the format specified in POS-27-21.
   3. If you don’t want to print the serial numbers here you can also print them on the Rental Detail Screen (POS-27-2).
   4. Choose which store to remove the quantity from. The QOH for this store will be reduced by the number of serial numbers generated. Later when creating want lists you will enter how many of the rental items you expect to have on hand for rush.
   5. Enter the New/Used status of the books. This is so we know whether to reduce your new QOH or your used QOH. When you hit enter it will bring up the cost of the book. If you want to enter a new cost you can always change the cost. The cost shown here is used in calculating your rental profits or rental revenue. Be sure the cost is correct.

When you select and view a master SKU which you previously created, the right of the screen shows the statistics related to this particular rental item, including how many serial numbers have been generated for this master SKU and the number of items sold, rented, retired, and the items currently available.

 

Serial Number Maintenance: POS-27-2

This screen is for viewing information on a specific rental item, referenced by serial number.

1. All the serial numbers generated in POS-27-1 can be seen here.
2. You can enter “//” or “??” to select a particular serial number.
3. The screen displays all the details on this serial number like author, title, status, rental revenue, details of the customer who rented the item, rented date and due date etc.
4. You can also view customer details who rented this item from this screen.
5. Enter M and it will take you to the LU (LookUp) field on the far right.
6. Enter Y in the LU field to view the details of a transaction with a specific customer. Once done press enter a couple of times and it will take you back to the Rent Detail screen.
7. If you want to print new tags for this specific rental item, enter ‘P’.
8. You can also view the Status of the item on this screen. The Status can be “ I – IN, O – OUT, S- Sold, R-Rented’
9. The status changes automatically when you Rent, Sell, Return or Retire an item.

 

 

Creating a rental from the Textbook Module

Look up a title as usual, select the R=Rental from the list of prompts and the system will jump you to the Rental Item Master screen and have most of the information entered for you.

Mass update of Replacement Price and Rental Price

POS.27.24.21 – Update Rental Prices

1. Enter your Primary store
2. Enter a secondary store if you have multiple stores
3. Enter a ‘Y’ if you wish to update the Rental Prices using the rental percentages set in POS.27.21, If you enter an ‘N’ then the next 3 fields will be skipped.
4. Enter the Periods that you wish to update,
   1. You can enter P1 (or any other P# option) if you only wish to update the rental price for the titles that have P1.
   2. Enter a line number, such as 1, if you wish to only update line 1 for each rental title master.
   3. Enter ‘All’ to update the rental price for all of each title’s rental line options.
5. Enter ‘Y’ to only update the new rental price if there is an increase, ‘N’ will update the price if it goes in either direction.
6. Enter ‘Y’ to only update the used rental price if there is an increase, ‘N’ will update the price if it goes in either direction.
7. Enter a ‘Y’ if you wish to update the ‘Replacement Prices’. This is used when the TX New/Used prices have increased. You should run after you have seen a lot of price increases, Price increases in TX do not update the rental prices. If you enter ‘N’ the next 2 items will be skipped.
8. If you only wish to update New replacement prices if there is an increase then enter ‘Y’, otherwise enter an ‘N’ and it will update for increases and decreases.
9. If you only wish to update Used replacement prices if there is an increase then enter ‘Y’, otherwise enter an ‘N’ and it will update for increases and decreases.

Expected Rental Returns

These screens are used to set the expected rental return quantity. This needs to be set AFTER the items are rented or after rush, probably just before you start the Wantlist process for the upcoming semester.

Auto Calculate Rental Inventory

From menu TX-2-30-1, here you will mass update all the ISBN’s expected rentals with a percentage of the rented quantity as the expected rental return quantity.

Enter Store#, Term to update, Beginning/Ending rental Due Date, and then the Percentage of the rental quantity to set as expected return.

This process will update the rental inventory quantity on the want list. It will include rentals that have not been returned and are due during the date range entered. Any manually entered quantities will be overwritten.

Rental Inventory Entry

From menu TX-2-30-2, here you can update the expected rental return quantity for any single item. This is useful when you mass update titles with a percentage, but you have a title that does not fit that percentage amount. If you manually enter a quantity and then run the auto calculate process, the manually entered quantity will be replaced so you should enter these quantities after running the auto calculate process.

Enter the Store#, Term to update, ISBN and then enter in the Estimated Qty.

Rental Inventory Logic explained

Serial

1. Removes QOH when the serial numbers are created.
2. When item is rented QOH is not affected.
3. When dropped off QOH is not affected.

Dynamic

1. When item is rented QOH is decreased.
2. When items is dropped off QOH is increased.

OTB (Serial)

1. You MUST enter the number of units you expect to have dropped off.  This only has to be done once, but may be more frequently.

OTB (Dynamic)

1. You MUST enter the number of units you expect to have dropped off.  This must be repeated whenever beginning inventory is recalculated and probably before publisher orders are submitted.

 

Renting an item from the register:

For Dynamic rentals. A video covering these steps can be found here.

1. Scan the item.
2. The system will bring up a small window showing the rental price and purchase price, and ask whether the customer wants to rent or buy the item
3. The first time you select a rental, the customer information screen will appear. If it is a new customer, you can enter an N to create a new customer record. If it is an existing customer, enter the name or account number and select the appropriate customer.
4. Enter all the required fields in the customer information screen. Once you are done, hit enter and it will bring you the card or account details screen.
5. Enter the appropriate information for the payment guarantee method you have chosen.
   1. Note: A credit card expiration date must be greater than the due date + 30 days
      • For example. If a rental is due back on 7/1/22 the card must have an expiration date on or after 8/1/22
6. At this point, you can complete the transaction, or continue to enter additional items for this sale.
   1. You will only see the customer screen once per transaction.
7. Once you are done, total the transaction and enter the tender type.
8. Once the tender is processed you are done with the transaction.
9. If you want to cancel the transaction select the ‘EXIT’ or “ABORT” key.
10. Rental transactions may be Postvoided or returned if necessary. Do not do a return for a drop off.
11. Dynamic also sees the pricing and period window that is displayed on the next screen capture.

For Serialized rentals:

1. Scan the serial number and press enter.
2. The register will bring up a small window with rental price, rental days and due date which you created before in POS-27-1 (setting up rentals)
3. Select the option for number of days you wish to rent the item and press “OK”. This option only appears if the item has multiple rental periods.
4. Now you get the customer information screen. If it is a new customer, you can enter an N to create a new customer record. If it is an existing customer, enter the name or account number and select the appropriate customer.
5. Enter all the required fields in the customer information screen. Once you are done, hit enter and it will bring you the card or account details screen.
6. Enter the appropriate information for the payment guarantee method you have chosen.
   1. Note: A credit card expiration date must be greater than the due date + 30 days
      • For example. If a rental is due back on 7/1/22 the card must have an expiration date on or after 8/1/22
7. At this point, you can complete the transaction, or continue to enter additional items for this sale.
   1. You will only see the customer screen once per transaction.
8. Once you are done, total the transaction and enter the tender type.
9. Once the tender is processed you are done with the transaction.
10. If you want to cancel the transaction select the ‘EXIT’ or “ABORT” key.
11. Rental transactions may be Postvoided or returned if necessary. Do not do a return for a drop off.
12. Serialized do not see the “This book is available to rent” message shown on the prior screen. (With
    1. Dynamic the ISBN barcode is scanned, with Serialized the serial number barcode is scanned.)

Dropping Off a Rental Item:

Dynamic Rental Drop off at the Register:

1. Press your DropOff key or type |DDROP and press enter. It will take you to the Dynamic Rental Drop off screen. (If a key is not on your keyboard, contact support to help set one up)
2. Enter the customer name or account number and select the correct customer.
3. Scan the SKU of the item. If the SKU matches the SKU displayed on the drop off screen it will then display a list of the condition codes available for returning the book.
4. Chose the appropriate code and press enter.
5. The system will prompt for another SKU to return. Press Enter or “OK” if no more items are being returned.
6. Select “P” to post the return and the system will take you back to the transaction screen.
7. If the item is past due then the number of days past due and the late fee are automatically calculated and displayed on the transaction screen.
8. You can complete the transaction for any late fees or you can make adjustments, ring up additional items, etc. before tendering.
9. Once the drop off transaction is complete, the item is automatically returned to inventory.

Serialized Rental Drop off at the Register:

1. Start a regular Sale transaction (this is not a Return unless you are turning all amounts paid for the rental)
2. Press the DropOff key/button or type |DROP and press enter. It will take you to the Serialized Rental Drop off screen. (If a key is not on your keyboard, contact support to help set one up)
3. Scan the serial number.
4. Scan the SKU of the item if the bar code is visible. Otherwise manually enter the SKU. If the SKU matches the SKU assigned to the serial number entered it displays the message as SKU matched. Then enter the return date.
5. Enter the condition code of the book.
6. Hit enter a couple of times and it will take you back to the transaction screen.
7. If the item is past due then the number of days past due and the late fee are automatically calculated and displayed in the transaction screen.
8. You can then add any additional books, adjust late fees as necessary as well as ring up additional items, etc. all in the same transaction.
9. Tender out the transaction to complete the drop off
10. Once the drop off transaction is complete, the Status for the item on the POS-27-2 (Rent Detail) screen is changed to ‘I’ and the return date and return condition of the book is also displayed.
11. You can do multiple drop offs in the same transaction as well as sell other merchandise.

Returning a Rental Item

In some instances, a customer may wish to return a rented item within your grace period. This process will work like other returns, and allow you to reverse any charges or refund any cash payments.

Returning a Dynamic Rental Item

1. Select the appropriate return transaction at the register.
2. Scan the SKU or ISBN of the item – then confirm that the item was rented.
3. Select the appropriate customer for the return – the system will return you to the register screen
4. Complete the return transaction as normal.

Returning a Serialized Rental Item

1. Select the appropriate return transaction at the register
2. Scan the Serial Number of the item – it will process like any other return transaction.

 

Charge a Non-Returned Rental (Dynamic)

This process is done when the item is rented but not returned. This process will charge the customer’s guarantee method with any late fees plus the replacement price. (If a key is not on your keyboard, contact support to help set one up)

1. Start a regular sale transaction.
2. Press your Purchase key or enter |PURCH and press enter.
   1. Some customers may have this as |PURCHASE
3. Enter the customer account number or search by their name by typing a ; and then their first, last or entire name
4. Enter the ISBN of the book to be purchased.
   1. If the customer has additional dynamic rentals that need to be purchased then those ISBN numbers can be entered at this time.
   2. After all ISBN items have been entered press enter and then a ‘P’ to post the items on the register screen.
5. The register will show the customer information and any late fees.
6. Make sure the amount is correct.
7. Press the Total key.
8. If the customer is not present then enter COF (Card On File) as the tender and press enter.
9. You will now see the customer details, make sure it is the right customer before proceeding.
10. Press enter and it will automatically process the credit card or the customer account with the amount shown.
11. After the transaction is completed the status will be updated to ‘P’ (Purchased) in the rent detail screen.
12. If the customer is present and has decided to purchase the book then proceed with normal tender operations.

Charge a Non-Returned Rental (Serial)

1. Start a Sale transaction
2. Press your Purchase key or enter |PURCH and press enter.
   1. Some customers may have this as |PURCHASE
3. Enter the serial number for serialized rentals
4. The register will show the customer information and any late fees.
5. Make sure the amount is correct.
6. Press the Total key.
7. If the customer is not present then enter COF (Card On File) as the tender and press enter.
8. You will now see the customer details, make sure it is the right customer before proceeding.
9. Press enter and it will automatically process the credit card or the customer account with the amount shown.
10. After the transaction is completed the status will be updated to ‘P’ (Purchased) in the rent detail screen.
11. If the customer is present and has decided to purchase the book then proceed with normal tender operations.

 

Converting Sale item to a Serialized Rental Item (RSI)

1. Press your Convert Item key or type |RSI and press enter it will take you to the Master Maintenance Screen.
2. Enter ‘.’ to generate a new Rental SKU.
3. Scan the SKU/ISBN of the sale item.
4. If the item exists in another Master SKU the system will indicate what Master SKU(s).
5. If the item is part of a Dynamic Master SKU then you will not be able to create a new SKU.
6. If there is no master, continue creating the new master SKU for this item as described above.
7. Create a single serial number.
8. Note the number that was created.
9. You can now enter that number on the POS screen and rent the item.

Converting Serialized Rental Item(s) to Sale Item(s): POS-27-5

1. Enter the master SKU for the rental item.
2. Enter the range of serial numbers you wish to convert.
3. Enter N for new books or U for used books.
4. Enter the appropriate store number.
5. Pick the appropriate option to complete the process.
6. The number of items removed from inventory will be displayed.
7. Press enter to exit the process.

Note: This can be done at the register for an individual item using the following procedure if necessary, although it is not recommended

1. Scan the serial number of the rental item.
2. Enter the customer and guarantee information as illustrated above. This information will not be used when the rental item is converted to a sale item, but must be entered to return to the register screen.
3. Enter |SRI
4. This will bring a window with NEW, USED and Replacement Price of the item.
5. Select the price.
6. The rental transaction will be reversed and the appropriate ISBN entered on the screen.
7. Now you will be able to sell the item.
8. After the transaction is completed the status of this item will be ‘S’ (Sold) in your Rent Detail Screen.

 

Setting Email Subject and Body: POS-27-21
A video covering these and other back office steps can be found here.

1. You will find three options for setting up emails on the rental parameters screen

E1-Pre Notice (Emails Due), E2- Past Due (Emails past due), E3- Purchase (Email that Guarantee

Method was Charged)

1. Choose option E1 for sending emails for rental items coming due.
2. Enter the Subject which you wanted to appear on the Email.

For example Email Subject : TCS Rental Return Notice

1. Enter the text you want to send in the Email.
2. Once you are done with the text enter the command =BODY in a new line.
3. You can also have text after the Body which appears at the end of your Email.

For Example: Thanks for your business with TCS.

1. When you have finished with the email, press enter on a blank line to finish and return to the Parameters screen. Press enter to save your changes.
2. TCS rental Software will automatically attach the Rental Serial number, Item title, Author, Cost, due date, Replacement price, and late fee charge when sending the emails.

The procedure is the same for the other options E2 and E3.

 

Sending Emails: POS-27-23

1. As discussed before, the emails can be sent to customers with items coming due, with items past due and where their guarantee method has been charged.
2. Select 1 to send emails for items coming due.
3. Enter the store number, date and run the process
4. The emails are automatically sent to the customers whose items are due by the date.
5. The same procedure is followed for emails past due and emails charged card.

Reports: POS-27-25

For all the reports enter the store number, date if required and run the report.

1. Report for the rental items which are due by a specific date POS-27-25-1
2. Reports for rental Items which are past due by a specific date POS-27-25-2
3. Reports for rental items whose Guarantee Method is charged POS-27-25-3
4. Reports for the Master List of rental items POS-27-25-4
5. Reports for Daily Rentals POS-27-25-5
6. Reports for Daily Returns POS-27-25-6
7. Reports for rental items which are currently in store or whose Status is ‘I’ POS-27-25-21
8. Report for rental items which are sold for Serialized Rentals POS-27-25-22
9. Report for rental items which are sold for Dynamic Rentals POS-27-25-23
10. Report for rental items which are retired. POS-27-25-24
11. Report for rental inventory POS-27-25-25
12. Report for Daily Dropoffs POS-27-25-26
13. Report for Daily Rentals and Returns POS-27-25-27

 

Setting up Item Retirement: POS-27-4

1. When you think the item is no longer rentable or is in a very bad condition then you need to use the Item Retirement screen.
2. Enter the serial number of the item to be retired.
3. Enter the retirement date. You can use ‘0’ for today’s date.
4. Enter the retirement reason.
5. Save the screen and once you are done then it will automatically change the Status of this item as ‘R’ which means the item is retired and you cannot rent the item.
6. This is helpful in keeping track of your rentable quantity.

• Register Reconciliation
  1. After you have CLOSEd the register(s) (ran the Z tape) and have brought the drawer with all the Cash, Checks, Credit Card Charges, AR Charges, Gift Certificates, Return Receipts and whatever other items back to the office, print the Tender/Register Summary
  2. Count your drawer down to your pre-determined drawer amount.
  3. Count all your cash and compare to the Tender/Register Summary report.
  4. Count and run a tape on all your checks and compare against the Tender/Register Summary report.
     1. Include Travelers Checks as checks.
  5. Count and run a tape on all your credit card charges and compare against the Tender/Register Summary report.
     1. You will need to add the various credit cards (Mastercard, Visa, Discover…) together from the Tender/Register Summary report to get the total of all credit card charges
  6. Count and run a tape on all your AR charges and compare against the Tender/Register Summary report.
  7. Count any other items (if any – Gift Certificates, CPN…) and compare against the Tender/Register Summary report.
  8. Add all your counts to determine if you are long or short for that drawer.
• Reconcile against Spreadsheet
  1. From the Tender/Register Summary report, use the TOTAL column when getting numbers for the Departments.
     1. Remember to add together for the TEXT category:
        • NEW TEXTBOOKS
        • USED TEXTBOOKS
        • TRADEBOOKS
        • OPTIONAL TEXTBOOKS
     2. If there are any FIX or ERROR lines, decide what departments they belong to
        • Once you assign these items a class, they will be grouped into the correct departments.
     3. From the spreadsheet:
        1. CHGS = ACCOUNTS RECEIVABLE
        2. DISC = TRANS DISCS/MKDNS

• REF = RETURNS
  • Remember to include tax

1. TAX = SALES TAX
2. DEPARTMENTS = DEPARTMENTS
   • Remember to add together the departments that you need to on the Tender/Register Summary
3. CASH ON HAND = TOTAL (of Tenders) less ACCOUNTS RECEIVABLE

• SHORT = cash short, LONG = cash long

1. The TTL line on the spreadsheet should match the amount of the REF line.

End of Day Procedures

These are procedures that need to be performed at each register.

1. As you complete the transactions needed at any one of the registers and are ready to close the register, press the X-REPORT key. The X-REPORT will give you all the same information as the Z report, only it will not zero out any totals.
2. If you are satisfied with the result of the X-report, or are ready to close the register, press the CLOSE key. The CLOSE is the Z-report and will zero out all the totals for that individual register.
3. Collect all the cash, coin, credit card, checks, and any other form of tender that was taken on that register.

These are procedures to be completed after all registers have been CLOSED. (This can be performed at the computer that you normally do your Back Office work at.)

1. Close-out your credit cards. (Self hosted customers only)
   1. From the POS Master Menu, choose option 5 for Credit Cards & Communications.
   2. Choose option 2 for Close Batch / Data Capture / Post Auth
   3. Type in the protocol that you use to process credit cards in the Communications Link ID field.
      1. This field may already default to the protocol that you already use. If it does, just press Enter.
   4. Click Continue as the box that contains the process warning is displayed.
   5. Click on option 1 to Capture all open batches for all merchant Ids.
   6. Click on Yes to continue.
   7. The batch will be processed and closed, and you should see a GB (Good Batch) or Accepted, or something similar to let you know that the batch has been closed. If you receive a different message, try steps a-f again to see if the batch will close. If the batch still does not close, call the credit card company (call the number that you would use for voice authorizations).
2. Print a Tender Summary report to reconcile your registers.
   1. From the POS Master Menu, choose the RP option for the Report Menu.
   2. Choose option 2 for Tender Reports.
   3. Choose option 21 for Tender / Register Summary.
   4. Enter your store number (1) unless it has already defaulted to your store number.
   5. Enter the Beginning Date of the date you want to report on.
      1. Normally, this date would be the current date, or the date that you are closing for.
      2. If you wanted to report on any previous date, or a date range, enter the beginning date that you want to report on.
   6. Enter the Ending Date of the date you want to report on.
      1. Normally, this date would be the current date, or the date that you are closing for.
      2. If you wanted to report on any previous date, or a date range, enter the ending date that you want to report on.
   7. Unless you want to report on a specific register, leave the Register field blank.
      1. By leaving the field blank, all registers will be reported on, and separate reports will be printed for each register.
      2. If you wanted to report on a specific register, enter the three digit register number.
   8. Enter N for the Summarize Registers field.
      1. Entering a Y will combine all the registers together into a single report and will not produce separate reports for each of the individual registers.
   9. Choose the Y option to Run the Procedure.
   10. Make sure you choose the printer option to print the report to the printer.
   11. Choose the appropriate printer to print to.
       1. This will normally be your main system printer. If you use another printer, choose that printer.
   12. Reconcile your registers.
3. Perform the nightly Backup.
   1. From the POS Master Menu, choose option 23 for End of Day Functions.
   2. Next choose option 28 for Nightly Resize & Backup.
   3. The Tape Device # should be 3.
   4. The Start Time should be blank.
   5. The Run in Background, Resize Files, and Process History fields should all be N unless otherwise instructed.
   6. Choose the S option to Start.
   7. At the prompt “Is the correct tape in the tape drive”, choose Yes.
   8. When the backup is completed, the screen will return to asking for your User Code and Password.

Setting Up A Discount Matrix and Global Modifier

You can set up a discount matrix which will give discounts to specific groups of customers based upon specific percentages for specific class ranges. To set one up, follow these steps.

From the POSiTrak Main Menu, select the POS Parameters option, followed by the Discount Matrix option to get to the Discount Matrix Maintenance screen (POS-2-6).

Enter a code that you want to use to represent the new matrix. To modify an existing matrix, enter the code that represents that matrix.

Enter a description of the discount matrix.

In the Group Desc fields, enter descriptions of the groups for which you are setting up the discount matrix. If you don’t need to use all eight fields, leave the unused fields blank.

In the Purchase Level fields, enter the minimum amount that the customer must purchase for the discount to be applicable. You need to enter a value in these fields for every group you entered previously. Optional

In the Mrkdwn/Discount fields, enter “IM” if the matrix denotes a markdown on a specific item, “TM” if it denotes a markdown on the entire transaction, “ID” if it denotes a discount on a specific item, or “TD” if it denotes a discount on the entire transaction. You must enter a value in these fields for every group.

In the Double Discount fields, enter “YY” if you want to allow both transaction double discounting and line item double discounting. Enter “YN” if you want to allow only transaction double discounting. Enter “NY” if you want to allow only line item double discounting. Enter “NN” if you do not want to allow double discounting. Fill in this field for each group.

In the BClass field, enter the beginning class for which the discount is applicable. In the EClass field, enter the ending class.

Enter the percentage discount for each group. The format is “10.00” for 10%, “20.00” for 20%, etc.

Repeat steps 8 and 9 for each group of class discounts you want to set up.

Press [ENTER] to save the discount matrix.

Sample Matrix (You can have several different matrix records.)

Set up the modifier code that applies this discount matrix. The fields that you must fill in are the Type field, the Cashier Prompt field, and the Discount Matrix Code field. The Type field must contain either “IDM” or “TDM” for item discount matrix or transaction discount matrix. The Cashier Prompt field should list the groups in a format similar to “1-[Group Name] 2-[Group Name]” where the numbers correspond to the Discount Group numbers above the names. The Discount Matrix Code field should contain the code that you entered in step 2.

Sample Modifier Screen for the discount matrix above.

The next step is to assign this modifier/discount as a Global Modifier that will be invoked after each item is scanned. Choose menu path POS-2-1 – General Parameters. Add the modifier code and the discount column to the “Global Line Item Disc. Modifier field. The format is COLUMN|DISCOUNTCODE. (The “|” character is the pipe symbol.)

In the following example it is set to “1|IDM”. The “IDM” causes it to use the IDM modifier and the “1” causes it to choose column 1 from the discount matrix table. (See the screen on the following page.)

Setup

*To setup Host Online POSConnect see http://tcs-training-wp.azurewebsites.net/dwkb/posconnect-online-host-interface-webstore/

Menu Path: (TotaLink-05-07-01, or POS-05-05-01-{enter your password}-05-07-01)

Communications Interface: Choose “PGPOST”.

Protocol: Choose “POSCONNECT”.

pgPost parameters are managed on each SmartLane register. Each SmartLane has its own unique port. If you make changes on the host they will not go to the registers.

The number following the IP address is the port number, see below.

-m is the timeout value, see below.

Input Options:

1. pgPost Path: This is the directory on the server’s hard drive that the program “pgPost” is installed. Contact TCS support if that program is not installed.
2. Packet Path: This is the directory on the server’s hard drive that the program will be reading and writing packets to.
3. Proxy Server: Enter the name of the proxy server you use to connect to the Internet. If you do not have a proxy server, then leave this field blank.
4. Proxy User & Proxy Password: This is only needed if your proxy server requires special authentication. Please enter the username and password here.
5. Authorization Settings: Fill out this field as follows: (The values are case sensitive.) The only fields that should be changed by and end-user are the IP address and port number and the timeout value.

pgPost

-H “ServiceName: POS_Connect_@transaction_code”

-d @filename

-o response

-m 60

http://<ip address or server name>:<port number>

“-m” is the timeout on the background process in seconds. This is the amount of time that we will wait on the Colleague Server to reply to our request. If there is no response within this time frame we assume that there is a communication failure. This value can be anything you want. Recommend values are between 30 and 120 (30 seconds to two minutes).

http: field. This field identifies the IP address and the port number we will communicate to. All registers should be using the same IP address. Each individual register will use the port number assigned by the IT department of the school to use for that register number. Sharing port numbers with other registers will hinder performance and usually cause unnecessary timeouts.

Batch Settings: These fields are not used. You can leave them blank or use them for notes and comments.

 

Transaction Types (POS-2-5)

A transaction type should be setup for both financial aid sale and financial aid return.

Input Options:

1. Description: Choose any description you like.
2. Category: Make this “SA” for sale and “RT” for return.
3. Factor: Use “1” for sale and “-1” for return.
4. Taxable: “Y” or “N” depending on whether financial aid is taxable. If it depends on other factors, then enter “Y”.

It is important that “POS.AR.POSCONNECT” be the Beginning Subroutine. Also note that you should have your Default Tender Code be whatever you setup as the financial aid tender. This should not be the same tender that you use for the TCS Retail AR system. The other fields are optional.

Tender Codes (POS-2-4)

Setup a Tender Code for financial aid.

Input Options:

1. Description: Make this “Financial Aid” or something meaningful to you.
2. Tender Category: Choose the tender category that you have setup for this tender in Tender Categories. More than one tender can share the same tender category. If there is not a tender category that you want to use, add it in Tender Categories (POS-2-23). These are the tenders that will show on the x and z-tapes.
3. Accounts Receivable Type: Make this “1”.
   1. There is a special case where this can be a “4”. This is used when funds are not validated against Colleague. This requires some customization with TCS and PSS.
4. Open Cash Drawer: Make this “N”.
5. Tender Amount Required: Do you want the cashier to enter the amount for each sale? Enter “Y” or “N”.
6. Summarization Code: This is the summarization code that will be used in the Register summary reports (90-2-21 and 90-2-22). This will affect the way the report groups tenders together. This can be anything you choose.
7. Check Digit Scheme: Make this “POSCONNECT”.
8. File Verification: Make this “X”.

Leave the other fields blank.

Setting up POS Keyboard

You can setup keys on your keyboard for the transaction types and tender code you have just setup. Refer to the documentation on setting up your Function Key Definitions (POS-3-5). You simply need to assign your transaction and tender codes to one of the available keys. Also label your key caps on the keyboard.

Customer Types (AR-SU-4)

For each fund source you may set up a customer type in the TCS AR module with the exact same code as found on the financial aid host. If this is not set up then a default, hardcoded in the software is used to allow you to proceed.

(The following screen has the default values that the software uses if you do not setup your specific customer types.)

Refer to the documentation on how to setup an AR customer type in order to complete the setup.Using POSConnect

Communication Process

If your installation was after December 2012 then POSConnect does not use a Start or Stop Process (POS-5-1-1) or (TOTALINK-1). If you have an installation older than December 2012 then you will need to set up the Process Control record and ensure that the process is turned ON.

Go to the line that the POSCONNECT process is running on. You will see the Process Name that was setup in the Link Specifications in the Process field. In the Status field type “ON” to turn the process on. You should see “SLEEPSUBX” or some other message in the System Location field that will indicate that the process is running.

You can also use the “OFF” command to turn the process off, “T” to toggle the process off and back on, or “KILL” to kill the process without allowing any pending transactions to finish.

Point of Sale

Cash Register (POS-1)

In the Tran Type choose the transaction type for this transaction by typing and hitting enter or hitting the key on the keyboard. “FA” for example. This will bring up the following window.

There are three options to search for an account. Typing in the account id, typing in the campus id, or typing in the first and last name. You only need to choose one of these methods.

If more than one customer matches the search criteria, it will pull up a list of those customers for you to select.

Lookup Process

This process will find the customer in the Colleague database and return with the customer information.

Once you make the selection or if only one customer matches the criteria, then the screen will be filled out with the customer’s address and fund information. You will be asked to select a fund from those that are listed.

Inquiry Process

Once the customer is selected you will be able to select which fund to use.

Proceed with the transaction as you would any other cash register transaction. To check what type of merchandise the customer can purchase and to see the remaining available funds you can type “|ARD” (it’s best to set this up in a function key).

When complete press the Total key. The Default Tender (set up in the Transaction Type maintenance) will appear with the FA amount. If it does not appear automatically the simply enter the amount and press the FA tender code button. You must then wait for the transaction to be submitted to Colleague.

If it completes successfully the receipt will be completed. If it doesn’t complete successfully it will give you an error message that it did not complete and ask if you wish to submit again. If there is a cash amount due then you will enter the appropriate tender for that.

If the customer goes over their limit a warning will be displayed asking if the customer wants to pay cash for the difference. If they respond with “Yes” then follow these instructions.

If they have another award that they want to use then do the following: (IMPORTANT – do not ring up any additional items at this point.)

If the customer goes over their limit and they have other funds available then do the following:

1. Press the A/R Split key (|ARCASH) in the QTY/SKU/Mod/Xref field.
2. Total the transaction.
3. Press enter for the FA tender code to complete this transaction.
4. Start the next transaction.
   1. Select the next Fund Source to use.
5. For the very 1^st Qty/SKU/Mod/Xref item press the A/R Split key (|ARCASH). The system will bring in the inventory code of the last item scanned from the prior transaction.
6. Proceed with the transaction by entering more merchandise or pressing the total key.
7. If the customer goes their limit and they have other funds then repeat this process.

(The A/R Split is doing that same thing as if you entered an exchange to a class code. To do this, manually enter |IEX, the class number for new books, the amount of the split, press total. Start the next transaction off with entering the class number for new books, the amount of the split, begin scanning the next items, complete the transaction. This process can be repeated for more awards if necessary.)

If they DO NOT have another award that they want to use then continue with the transaction as you would any other transaction:

1. When each item is scanned the warning messaged and the prompt about paying cash will appear.
2. When done press the total key.

Make sure the customer has adequate “cash” to pay for the difference before submitting the charge to Colleague.

Once you have submitted the FA tender code the funds are committed in Colleague and you cannot Abort/Exit or modify the transaction. If you have made an error you must complete the transaction using the Cash tender. Then PostVoid the transaction and start over.

Host Timeout

If the host times out then you have a few options.

If you answer “No” it will take you back to the tender prompt. The cashier must either try to submit again, use another tender, or abort the transaction. If you are unable to abort the transaction you will have to complete it with the Cash tender and then PostVoid it.

If you answer “Yes” it will submit again. (There is checking to prevent duplicate invoices for the same transaction.)

Pending Status. If the transaction comes back with a pending status it means that the transaction has not yet posted to Colleague but it is in the queue and will be posted soon. In this scenario you will get four options: Check Status, Resend, Exit, and Complete Sale.

Check Status will check whether the sale is completed, and will tell you the result. Resend will try to resend the transaction. Exit will return you to the tender prompt as explained above without completing the sale. Complete Sale will complete the sale on the TCS Retail side without the verification that it completed on the financial aid host.

If you choose Complete Sale it does not guarantee that the transaction went through on the host.

If any transactions are completed with the ‘Complete Sale’ option they should be verified that they went through on Colleague. You should save the receipt separately, or run a report to identify those transactions. You can run a report to see which transactions may not have been posted in Colleague by going to the POSConnect Error Report (POS-RP-1-6-21).

In the report parameters, put the Error Message as “<PC1>” or leave it blank. Leaving it blank will give you all error messages for POSConnect transactions. “<PC1>” will specifically give you the transactions that were completed offline (on TCS, but unverified that it went through to Colleague.)

Beginning Date & Ending Date are required fields.

Use Hist File should be set to “N”.

This will give you a report such as the following.

This report displays a couple of financial aid returns that were completed at the register, but whether they went through on the financial aid host, is unknown.

Overview

The Card on File feature allows the store to create and hold on file one or more credit card numbers for any number of customers. Once a card has been stored it can be accessed at the register and used as a valid tender. It is fully compatible with split-tenders. The information in the COF database is used and the cashier does not have to enter any credit card information.

The COF feature was designed to also accommodate the COF functions with our e-commerce product. This will be implemented sometime in the future.

The COF feature has been tested and is compatible with both ICOMM and TotaLink. It was first release on patch 1141.

Here is a sample of what the cashier will see and do.

1. Choose the COF tender.
2. Enter the customer’s name.
3. Verify that it is the correct customer by following the verification instructions on the screen.
4. Review any purchase restrictions and validate that only authorized purchases have been entered.
5. If there is more than one card on file then the cashier will select the card indicated by the customer.
6. If everything was answered in the affirmative then the card will be processed and the cashier will see the familiar credit card interface.

Image 1 – Enter the tender code.

Image 2 – Enter customer name

Image 3 – Selecting the right customer

Image 4 – Verify customer.

Image 5 – Review restrictions.

Image 6 – Select the correct card (this is not shown if there is only one card on file).

Image 7 – The card gets processed.

Setup the COF file.

1. Choose menu POS-26-21 (POS Main Menu, Mail Order, Customer Maintenance)
2. Add the customer.
3. Select “C” for card on file.
4. Add the card database.

Setup the Tender Code

1. Choose menu POS-02-04 (Main Menu, Parameters, Tender Codes)
2. Add a new tender by copying your existing credit card tender.
   1. This is done by entering the new tender code (COF) and when you get the prompt to “Add, Copy, or Exit” choose “C” to copy. Copy from your credit card tender code (usually CC).
3. Add POS.CARD.ON.FILE to the Inline Processing Subroutine field.

Only change this field. (Your tender codes could be different than this example.)

If you are using TotaLink then you will need to add the same tender code there also. Do the same thing there and just copy CC to COF. There are no additional fields to update.

1.Choose menu TL-05-03 (TotaLink Main Menu, Setup, Tender Codes)

2. Enter COF and copy from CC.