FHEG Double-Sided User Manual
Contents
1. setae ec 41 System Maintenance Participant s Guide Important Points About Maintaii ing Sets e When you maintain a set in CourseWorks first identify the parts that make up the whole set A set has a least two separate parts such as a textbook and study guide e part has an individual ISBN Identifier and the set has its own unique set ISBN Identifier e Parts in a set can be book or non book items These items must be added to the local file before you attach them to the set ISBN Identifier e Add the parts to a set on the Maintenance Set Kit screen Once parts have been attached to a set the vendor and selling prices for the set can be calculated using the parts totals by clicking the Compute Set Kit Price button Use this button with caution because the sum of the parts may not equal the vendor price and selling price for the set e After adding all the parts of the set to the local file add the set ISBN Identifier You must choose Set in the Type field before saving the set e If the set ISBN Identifier is not in the Follett Blue Book the system will generate an ISBN Identifier Typically the identifier is a 997 number e Not all bundled items are sets Refer to the examples on page 43 42 System Maintenance Participant s Guide Example 1 Bundled Items That Are a Set Brealey Fund of Corporate Finance with a system assigned ISBN is designate2. Spl Handling Click on the Special Handling checkbox on the Item Maintenance Title Info screen Provides access to the screen containing the fields where you can enter special handling information for an item Rental Title Set the title as a rental Click the Rental checkbox to define the title as a rental title in the e follett upload eBook Info View the title in Maintenance specified as an eBook in the Blue Book Provides access to the screen with eBook Information The eBook tab exists only for eBooks from the Blue Book not when you manually create an eBook Coursepack Select Coursepack in the Type field on the Item Provides access to the screen containing the Maintenance Title Info screen fields where you enter the description and pricing for coursepack materials and calculate the price of the coursepack Part of Set Kit Click on the Set Kit tab on the Provides access to the screen containing the Maintenance screen fields that list the items included in a set or kit 28 System Maintenance Participant s Guide Labels Type the identifier for an existing item or select one through a search For a new item this tab appears after you add it to the store s local file Note The label printer must be set up to work with Course Works before the tab will be visible Path Utilities System Setup Provides quick access to the Print Barc
3. Address Orderinfo Return info Payable info Charge Type Webinto Invoice Search Method DTE zi Restock Fee Accept Return Return Limit 0 00 M Returns Accepted if From 0 Month Invoice Copy Required To 5 Month Unit a m Per Book 0 00 M Return Permission Return Hotes Return instructions 2MO AFTER START OF CLASS CUST SERV FAX 800 749 1725 System Maintenance Participant s Guide Maintain Vendors Screens Payable Information e The information on the Maintain Vendors Payable Info screen does not affect anything in CourseWorks with one exception i e the Accounts Payable Number prints on purchase orders for the vendor e You can maintain additional payable terms in Receiving Path Receiving Parameters Maintain Invoice Terms To maintain vendor payable information follow this path System Maint Vendor Maintenance Payable Info tab HIGHER EDUCATION GROUP P O BOX 3008 COMMERCE CT POSTAL STATION ANADIAN CUSTOMERS PAY IN CANADIAN DOLLARS TO ORONTO ONT MSL 1K1 15 System Maintenance Participant s Guide Maintain Vendors Screens Charge Type Information e Charge types allow you to add additional line items that a vendor may apply to an invoice e Canadian customers should add the charge types GST and PST e U S customers may have to add SKID charges or paperwork handling charges To
4. ee ras 17 88 System Maintenance Participant s Guide Item Maintenance Screens Adoption Information e this screen you can Indicate whether an item is required Enter estimated sales Confirm or unconfirm an item for adoption To maintain adoption information follow this path System Maint Item Maintenance Adoption Info tab 36 System Maintenance Participant s Guide Item Maintenance Screens Inquiries e This screen provides easy access to several item inquiries available in CourseWorks e After you view the inquiry CourseWorks returns you to the Item Maintenance screen To access item inquiries follow this path System Maint Item Maintenance Inquiries tab 37 System Maintenance Participant s Guide Item Maintenance Screens Special Handling e access this screen the Special Handling checkbox must be checked on the Item Maintenance Title Info screen e At buyback when a buyer enters the ISBN Identifier the item appears in red on the buyer s screen To maintain special handling information follow this path System Maint Item Maintenance Spl Handling tab 38 System Maintenance Participant s Guide Item Maintenance Screens eBook Info e access this screen the Is a eBook checkbox must be checked on the Maintenance Title Info screen under BlueBook Info To view eBook information foll
5. Be consistent with term descriptions to ensure accurate comparison of like terms on the history screens For example Summer is considered a different term than SUM Complete one line of information for each term All the dates on the line refer to that term In the Year field enter the four digit calendar year or academic year Be consistent When entering term dates use the MMDDYY format Use the calendar year not academic year when entering term dates Using the 10 key pad will save time when entering data in this section If the date range between the Start of Sales date and End of Sales date overlaps with any other term s Start of Sales date and End of Sales date range CourseWorks combines the terms for ordering Be sure that is what you want To enter academic terms follow this path System Maint Academic Terms in Academic Terms System Maintenance Participant s Guide Buyback Schedule The buyback schedule defines the starting and ending dates of buyback events Buyback events include retail and wholesale buys Important Points About Creating Buyback Schedules e You must set up a buyback schedule before you can enter estimated buyback quantities in adoptions e Buyback events cannot overlap e For buyback history purposes the Ending Date for a buyback schedule must be one day before the Buyback Cutoff dates set on the Maintain Academic Terms The Maintain Buyback Schedule Screen e Buyback
6. f u Course Works Version 10 5 0 System Maintenance Participant s Guide efollett Notice Guide to CourseWorks Follett Higher Education Group provides this document as a job aid for CourseWorks version 10 5 It includes no warranty of any kind either expressed or implied including but not limited to the implied warranties of merchantability and fitness for a particular purpose Follett may make improvements or changes in this product or in the programs described in this manual at any time and without notice The publication could contain technical inaccuracies or typographical errors Changes are made periodically to the information contained in this manual These changes will be incorporated in new editions of this publication Copyright Follett Higher Education Group 2001 2010 Booklog is a trademark of ComputerWorks of Chicago Inc Follett Blue Book is a trademark of the Follett Higher Education Group efollett is a registered trademark of the Follett Higher Education Group Oracle is a registered trademark of Oracle Corporation Pubnet is a registered trademark of R R Bowker LLC Windows is a registered trademark of the Microsoft Corporation 2 Revised September 2010 Table of Contents System Pricing Factors Book Classes Vendor Maintenance S aFChes c 2 sehe dete e Item Maintenance O
7. Vendor Code is not in the vendor file UNK is placed in the Imprint Vendor Owner Publisher and Order From field Add the vendor to the vendor file and then make changes in Maintenance System Maintenance Participant s Guide To maintain title information follow this path System Maint Item Maintenance Title Info tab CourseWorks Item Maintenance Wejergem 00 _ mme ef 31 System Maintenance Participant s Guide Item Maintenance Screens Details The following table provides information about selected fields on the screen Information about every field is available in the online help Field Definition Explanation Vendor Price The vendor s price for the item When you select a title from the Blue Book this information is automatically completed for you Otherwise indicate whether it is a list or net price Pricing Factor The pricing factor that will be applied to the item The default pricing factor was selected for the store group Each time you maintain an item the default pricing factor is inserted You have the option of changing the pricing factor for an item in Item Maintenance or in Receiving Selling Price The store s current retail price for the item The Selling Price may differ from the Calculated fields during receiving and prices are not updated immediately Also after loading a new Follett Blue Book the Vendor Price may ch
8. has been added it will appear in blue text when you perform item searches Important Points About Item Maintenance If an item is not in the Follett Blue Book you will have to add the item manually To maintain items properly in CourseWorks you need to understand concepts related to Differentiating book and non book items Sets Average cost Course packs You can view and edit buyback and adoption information in Item Maintenance Important Points About Maintaining Book and Non Book Items 24 Important You cannot adopt an item until you have added it to the store s local item file If an item has an ISBN it is considered a book and should be assigned as a book in the Type field on the Item Maintenance screen For example bar charts and software often have ISBNs They should be added as books All items from the Blue Book are automatically designated as a book in the Type field If the item has no identifier ISBN or UPC the system will assign one It assigns an ISBN to books or an identification number to non book items If an item does not have an ISBN but has a manufacturer s UPC you should identify the item as a Non Book in the Type field and type the UPC in the SBN Identifier field on the Maintenance Title Info screen Examples of non book items include safety glasses dissection tools art canvas and so forth For non book items use the Author field to indicate the manufacturer and the Title field to
9. maintain charge type information follow this path System Maint Vendor Maintenance Charge Type tab 16 System Maintenance Participant s Guide Maintain Vendors Screens Web Information e At this time the pre loaded vendor information does not include web addresses e You can enter multiple web addresses for a vendor on the Web Info screen To maintain web information follow this path System Maint Vendor Maintenance Web Info tab 17 System Maintenance Participant s Guide Searches Using Find Windows In CourseWorks the Find button allow you to enter or search for information Tocreate a new record type the new information in the field For example when you are setting up a new vendor type the vendor code in the Vendor Code field and press Enter A dialogue box appears prompting you to finish the task e select a previously entered record click on the Find button next to the field When you click the Find button a Find window appears e locate an item in the list type the name you are searching for CourseWorks brings you to that record Move the cursor into the Find field and click once all part of word you searching for and click the Find button at the bottom of the screen e To select an item from the list use the up and down arrow keys to move Note You may the highlight bar to the desired item and cli
10. maintained correctly inventory values will be incorrect The first time you enter an item into CourseWorks you must enter the current cost of the item new and used in the Average Cost fields This data gives the system a starting point for calculating average cost The average cost is recalculated when you finalize a receiving session or update inventory from buyback The calculation is based on the cost and quantity entered in receiving or buyback Therefore to have an accurate value for inventory receiving and buyback must be conducted correctly The formula for calculating average cost is based on the onhand quantity and current average cost Current Onhand Quantity x Current Average Cost New Quantity x New Cost Example Current Onhand Quantity New Quantity You have 10 copies of Introduction to Sociology onhand with an Average Cost of 68 00 You receive 8 more copies at a cost of 70 00 10 x 68 00 8 x 70 00 10 8 The average cost is 68 89 To maintain an accurate value of your inventory you must Enter accurate quantity information in Receiving New Quantity Enter accurate cost information in Receiving New Cost Maintain accurate onhand information in Inventory Current Onhand Quantity Maintain accurate average cost in Inventory Current Average Cost The Inventory Value report shows each item s average cost and the extended average cost the item s selling price and extended selling
11. price and the onhand quantity 26 System Maintenance Participant s Guide The Item Maintenance Screens e information is maintained on eight screens that are accessed by screen tabs Always use the title information and item details screens to add a title Other screens have specialized functions and the screen tabs are only visible under certain conditions The Item Maintenance screens include Title information Item Details Identifiers Special Handling Rental Title indicator SeuKit Partof Set Kit Buyback information Adoption information Inquiries Coursepack Labels e maintain an existing item or add an item from the Follett Blue Book type an ISBN Identifier or search for the item e To add an item that is not in the Follett Blue Book select Maintenance from the menu and click on the Create New Item button e Maintenance screen has a New Search button so you can search for new item without leaving and re entering Item Maintenance e Refer to the table on page 28 for information about the function of each Maintenance screen and how to access it 27 System Maintenance Participant s Guide Tab Screen Accessible when you Function Title Type the identifier for a Blue Book item that is Provides access to the screen containing not in the store s local file select one through a the basic information abou
12. pricing factor You can change the pricing factor assigned to an item during the receiving process or during item maintenance Item maintenance is discussed later in this document CourseWorks contains four built in pricing factors A Maintain a standard 25 gross margin B 25 gross margin 1 00 add on List as is net 25 gross margin M Manual pricing Preset pricing factors can be customized to meet store needs System Maintenance Participant s Guide Factor Example Example Effect on Net Price Effect on List Price A 17 00 net price book 25 00 list price book 25 Gross Margin Cost 100 GM Selling Price 17 75 22 67 retail price rounded Cost List Price Vendor Cost 25 00 Vendor Discount 20 20 00 Cost 100 GM Selling Price 20 75 26 67 retail price rounded B 25 Gross Margin plus 1 00 add on 17 00 net price book Cost 100 GM Selling Price Add on o 17 75 22 67 retail price rounded 1 00 23 67 retail price 25 00 list price book 25 00 Vendor Discount 20 20 00 Cost 100 GM Selling Price Add On 20 75 1 00 27 67 retail price Cc List as is 17 00 net price book Sell at cost x margin or markup 25 00 list price Retail price 25 00 retail price Margin is variable depending on discount from vendor System Maintenance Participant s Guide
13. ange thus changing the Calculated fields but not the selling price You determine whether the retail price should reflect the Blue Book price changes To change the retail price to match the calculated price click on the Update Retail button to place the Calculated prices into the Selling Price fields Average Cost Average cost of the item When first maintaining an item the Average Cost fields are active fields Type the current new and used cost of the item in the Average Cost fields This ensures the item will have an accurate starting point from which average cost will be calculated See the discussion of average cost on page 26 Note Once the item is saved the only way to change the average cost is through an inventory adjustment For more information on inventory adjustments refer to the Inventory user guide efollett Website Indicates whether prices will show on the store s efollett website Check the boxes if you do not want prices for new and or used copies of the item to show on the website If you check both boxes the item appears on the website marked Temporarily Out of Stock Note You can print a list of suppressed items Path System Maint Reports efollett Item Suppression List Sales Department Inventory The department category and sub category for new and used copies of the item The sales departments automatically default to 7000 New and 1500 Used Note You can edit these departments or establish d
14. backs To place electronic orders through Pubnet you must complete the SAN field with the vendor s Standard Address Number To place orders through Easylink you must complete the vendor s Easylink mailbox number To maintain vendor address information follow this path System Maint Vendor Maintenance O3 CourseWorks Maintain Vendors E Action CourseWorks Edit Window Vendor Code FHEG Vendor Name FOLLETT HIGHER EDUCATION GROUP Vendor Class WHSL 4 Description WHOLESALER WHOLESALER v Store ID Address Order info Returninfo Payable info Charge Type Web info Address Type ORDER Address for Store 710 omm Address 211 WEST STREET penn Address2 ACCOUNTS PAYABLE City FIVER GROVE EXEC State P Zip bo171 1800 SALES CONTACT SAN 152612x Contact BONNIE SVOBODA Phone 500 621 4147 Fax 500 722 7152 Email BSVOBODA FHEG FOLLETT COM EasyLink is 2817273 12 System Maintenance Participant s Guide Maintain Vendors Screen Order Information e The information you enter on the Maintain Vendors Order Information screen affects how orders are created e The Default Discount frame contains the vendor s standard discounts for new and used items These fields apply only to list vendors and are applied when pricing items in Item Maintenance and Receiving You can override these defaults when y
15. ck on OK need to scroll or through the list of Move the pointer to the desired item and double click options System response CourseWorks returns to the previous window and enters the selected item s information into the appropriate field s 18 System Maintenance Participant s Guide Course Works uses the percent sign 96 as a wildcard A wildcard character allows you to search easily when using incomplete information The percent sign substitutes for the missing information The system searches for the any entry in the listing window that contains the characters you enter Example 1 Vendor Maintenance You need to find publisher Prentice Hall but you aren t sure of the spelling You could search by typing Pre and clicking on the Find button All the vendors whose names starting with PRE will appear The search results appear on a list screen Highlight the item you want and click on OK Notice that in this example there are two Prentice Hall vendors to choose from Find Cancel Example 2 Adoptions You need a list of all courses containing the letters ology You search by typing ology and clicking on the Find button CourseWorks looks for all items containing those characters whether they are at the beginning in the middle or at the end of the word In this case possible matches are biology zoology and psychology e The more specific the search the faster CourseWorks finds th
16. cted to a POS system you should conduct a Term End inventory before the End of Sales date and process the inventory as sales transactions This inventory will provide CourseWorks with the information necessary for accurate sales history If CourseWorks is connected to a POS system a Term End inventory is still recommended Finalize to inventory as adjustments to reflect shrinkage Refer to the Manager s Guide to CourseWorks Inventory for more information on the inventory process 51 System Maintenance Participant s Guide e All dates become effective beginning at 12 00 A M midnight on the date indicated in Academic Terms It is important to complete all activities related to a particular date before you leave the store in the evening because you won t be able to complete them the next morning e For example it is the day before the End of Sales date and you still want to produce system generated purchase orders based on the open to buy quantity You have to generate the orders before you leave for the evening If you forget you will have to place manual orders for all the items you need since CourseWorks zeros out all open to buy quantities at midnight e 5 soon as information about academic terms dates is available enter the information into CourseWorks e academic term dates can be altered However if you have completed tasks for the term you may have difficulty changing dates from the past into
17. d as a set You must attach the parts to the set First maintain the ISBN Identifiers for the textbook 069 729 1502 and the study guide 069 729 1529 Then maintain the set Choose Set in the Type field on the Maintenance Title Info screen This allows you to s the Maintenance Set Kit screen You can then attach the individually maintained items to the set ISBN Identifier Item Type A set because System assigned Set Set AII separate parts are added to the set 007 285 5576 Brealey Fund of Book This part can be individually Corporate maintained Finance Textbook w CD 007 255 7567 Brealey Fund of Book This part can be individually Corporate maintained Finance Study Guide Example 2 Bundled Items That Are Not a Set The following items have a single ISBN Identifier and cannot be maintained separately Therefore this item is not a set Item 007 913 1166 Kamien Music Brief Ed w 3 Cassettes includes the textbook and three cassettes The three cassettes are only available from the vendor along with the textbook and do not have a separate ISBN Identifier Therefore the cassettes cannot be maintained as a separate item ISBN Identifier Item Type Not a set because 007 242 6918 Kamien Music Book All parts can not be maintained Brief Ed w CD separately and 4cassettes 007 036 5210 Kamien Music Book This part can be maintained Brief Textbook Non
18. describe the item Be consistent with your descriptions it makes title searches easier If you only sell new copies of the item be sure to check the New Item Only checkbox System Maintenance Participant s Guide If you use a Point of Sale System e items designated in the Type field as a book coursepack or set will bridge to the Tradebook module of the POS system e items designated in the Type field as a non book or kit will bridge to the General Merchandise GM module of the POS system e For an item to scan at POS it must have the correct Type and ISBN Identifier combination Use the chart below as a guide Note The ISBN can be 10 or 13 digits Type ISBN Identifier Coursepack ISBN 0 393 96803 0 0 393 96803 0576 or System Generated ISBN 997 000521 9 997 000521 9863 These items will need to be labeled in order to scan Kit UPC A enter all 12 digits 025215556494 or UPC E enter the middle six digits 373400 or System Generated Identifier 9000401 These items will need to be labeled in order to scan e An item that is designated as a non book in the Type field and has an ISBN as the identifier will bridge to the POS system but the item will not scan at the register 25 System Maintenance Participant s Guide Important Points About Average Cost The average cost of an item is used to value the inventory of that item If the average cost is not
19. e Kamien 3 None This part can not be maintained 43 System Maintenance Participant s Guide Item Maintenance Screens Labels To access the Print Barcode Labels screen first set up the barcode printer on the Utilities screen in the Buyback Module Path Utilities System Setup Barcode Setup tab The Labels screen tab does not appear until you Set up the barcode printer Add the item to the store s local file You can also access the Print Barcode Labels screen from the Utilities module Path Utilities Print Barcode Labels You can only print barcode labels for the item you have selected To print barcode labels for an item follow this path System Maint Item Maintenance Labels tab System Maintenance Participant s Guide The Short Form Vendor List Report The Short Form Vendor List contains the following information Vendor Name Vendor Code Contact Phone Fax Account Number You can run the Short Form Vendor List for distributors wholesalers or publishers CourseWorks has a default option to print the report only for vendors of local titles To run the Short Form Vendor List follow this path System Maint Reports Short Form Vendor List 45 System Maintenance Participant s Guide The Local Title Report The Local Title Report lists every title you have maintained in Item Maintenance The report is sorted alphabetically by author and includ
20. e Pricing factors can be based on gross margin or mark up percentages e Gross margin is the profit made on a sale mark up is the amount the price is increased The following diagrams show the difference between gross margin and mark up Gross Margin Retail Cost Mark Up Retail Cost Ret Cost Cost Sell Price 100 Gross Margin Cost x 1 Markup Sell Price Example An item costs 15 You want to Example An item costs 15 You want to apply a 25 gross margin apply a 25 markup 15 00 100 25 20 00 15 00 x 125 18 75 The following table compares several gross margin percentages with equivalent mark up percentages For example a 20 gross margin would result in the same price as a 25 markup Gross Margin vs Mark Up GM 2 2 25 27 30 Mark Up 2 33 33 36 99 42 86 e If you change an existing pricing formula the new formula is automatically applied to the selling price of items you add to the store s local file on the Jtem Maintenance screen The selling price of previously maintained items is only recalculated when you select the Update Retail button on the tem Maintenance Details screen System Maintenance Participant s Guide The Maintain Pricing Factors Screen e Enter the percentages or amounts that will accurately reflect the pricing factor e Enter add on amounts as either a percentage or a dollar amount e Add ons can be applied to list or net b
21. e information you want 19 System Maintenance Participant s Guide Using the Author Title Search Windows You can perform an author title search from any ISBN Identifier field in CourseWorks You can search for titles or items two ways e Author title e Free form To perform an author title search 1 Put the insertion point in a blank SBN identifier field and press Enter or the Tab key System response The Author Title Search window appears Author Title Search Only Show Local Titles Exclude Discontinued Author Title a Cancel 2 To search only for items in the store group click on the Only Show Local Titles checkbox Note If you do not check the Exclude Discontinued checkbox discontinued items appear in green in the search results 3 To exclude discontinued items from the search click on the Exclude Discontinued checkbox 4 In the Author Title fields type the first four letters of the author s last name For non book items use the manufacturer s name instead of the author s last name and Type the first three letters of the title or description excluding A An and The if they are the first words Note Wildcards are allowed in both fields as long as you use the correct number of characters 20 System Maintenance Participant s Guide System response The results of your search appear in a second Author Title Search window CourseWorks Item Maintena
22. es Author Information about the item ISBN Identifier title or description edition number copyright date Date the item was last adopted Book Notes Vendor code Item Type and Item Class Corresponding ISBN On the report parameters screen you can select a specific ISBN or one or a range of stores vendors or authors You can also choose whether to include Discontinued items Rental and or Purchase Items All book classes or a selected book class All item types or a selected item type Titles with any pricing factor or a selected pricing factor Store detail onhand retail average cost and department category for each store On the report parameters screen you can also select all no or yes for titles with zero on hand and zero reference prices You may want to run this report after you have completed initial item maintenance and run an updated copy periodically To run the Local Title Report follow this path System Maint Reports Local Titles 46 System Maintenance Participant s Guide Online Help You can access online help in three ways Select the Help button select Help from menu bar or press F1 Help will open and reference the screen that you are currently using Green text with a solid underline indicates a link to another topic By clicking on the Green text another topic will appear Green text with a dotted underline indicates a link to a definition By clicking on the text a p
23. ifferent defaults on the POS Defaults screen Path System Maint Parameters Selling Departments Blue Book Wholesale Value Shows the current Blue Book value of the item On Hand New and Used Shows the onhand counts of new and used copies available These quantities can be changed on this screen 32 System Maintenance Participant s Guide To maintain item details follow this path System Maint Item Maintenance Details tab ourseWorks Item Maintenance Tite info Details ider iers Buybackinto Adoption nfo inquiries tabes Pricing Title v Price e Sacre 9780324164855 Type S ER BET override m Title BUSINESS WICD Edition 6TH ListMet Pricing Factor Nm P ul efollett Website Do Not Show New ETANDARD 25 MARGIN Do Hot Show Used Sales Department nventory BlueBook Whol Pricing New 0 Used Calculated 4000 1050 torom nor m rA price CINE CN 1 Aecow soso 80 T jg L Margin 2500 30 Local tem seve nem Hew Search This title has 1 alternate title s Example of an ISBN containing a primary and alternate title selection ojcoursewor tem Maintenance EZ Acton Edt Heb Wm Tite nto Identifier 324164556 Create New Item A
24. ignificance of date Start of Sales First day for sales for the term s The day Course Works begins courses tracking sales history This date has no effect on open to buy The sales between the Start of Sales and End of Sales dates are displayed on the History screen in Adoptions These sales are calculated through Bridge or through inventories finalized as sales calculations 50 System Maintenance Participant s Guide Date Definition Significance of date End of Sales Last day for sales for the term s courses Inventory transactions flagged as sales between the Start of Sales and End of Sales dates are displayed on the History screen in Adoptions for every item and term On or after this date CourseWorks no longer calculates open to buy quantities for this term but instead generates orders based on future terms open to buy quantities If necessary you can create manual orders or reorder items for the current term The end of sales date affects open to buy calculations for future terms Until this date CourseWorks assumes the estimated sales are still needed for each course section It reserves that number of the on hand quantity On or after this date Course Works considers all of the current term s unsold inventory as available for use in future terms If there are no adoptions in an upcoming term the on hand quantity is available for return If Course Works is not conne
25. ion screen contains the vendor s return polices This information affects how returns are created No penalties or other return costs print on the returns forms e The information in the Invoice Search Method field determines how invoices are sorted for manual returns or how invoices are selected for suggested returns See the Returns user guide for more information about types of returns e The Accept Return frame contains the range of months during which invoices are eligible for return These fields are important for the Return Eligibility Expiration Report that shows you when invoices are about to expire e Ifthe Invoice Copy Required checkbox is marked the message Invoice Copy Required appears on the chargeback e 1 the Return Permission checkbox is marked the Apply Suggested Returns process will produce a request letter rather than a pick list See the Returns user guide for more information about this process e Messages in the Return Notes and Return Instructions fields print on chargebacks e information on this screen is available for viewing when you create returns To maintain vendor return information follow this path 14 System Maint Vendor Maintenance Return Info tab CourseWorks Maintain Vendors Action Courseworks Edt Window Vendor Code FHEG Vendor Name FOLLETT HIGHER EDUCATION GROUP Vendor Class Description WHOLESALER lwHoLesaeR v
26. ive e Single stores should set up the store group store campus buyback site and academic terms before you assign user workgroups See the System Setup user guide and the System Maintenance user guide 55 System Maintenance Participant s Guide The Maintain User Workgroups Screen To assign user workgroups follow this path System Maint gt User Workgroups Works Maintain User Workgroups System Maintenance Participant s Guide Keys to Understanding System Maintenance The default pricing factor is set up at the store group level Add or change pricing factors to suit your needs Pricing factors can be based on gross margin or mark up percentages Gross margin is the profit made on a sale mark up is the amount the price is increased You must set up at least one book class before you can maintain items Vendor information is initially established for you You are responsible for adding new vendors or changing vendor information if necessary If you order electronically through EasyLink and Pubnet you must complete or verify that these fields are completed SAN Standard Address Number for Pubnet vendors Maintain Vendors Address screen EasyLink Mailbox Number for EasyLink vendors Maintain Vendors Address screen Order Method must be E EDI Electronic Data Interchange Maintain Vendors Order Info screen Items must be added to the store s local file before you can adopt order receive or i
27. lds on this screen You can use a wildcard in any of the fields 22 4 Put the insertion point in the Author field and type all or part of the author s last name If you don t know the author s last name leave the field blank 5 Put the insertion point in the Title Description field and type all or part of the title 6 Click the Search button S Press Tab or Enter until the Search button is selected a dotted box surrounds it and then press Enter System response The results of your search appear System Maintenance Participant s Guide 7 Select the item by scrolling through the list When the item is highlighted click the OK button or press Enter or If the item you are seeking is not in the list click the New Search button to perform a new search or click the Cancel button and enter the item manually System response The selected item s information is inserted into the appropriate field or fields of the previous screen Remember The more specific the information you provide the narrower the search will be and the faster you will find the item you are looking for 23 System Maintenance Participant s Guide Item Maintenance An item is any material required for a class It can be a book set kit coursepack non book item or eBook Before an item can be adopted ordered received or inventoried it must first be added to the store s local file on the Jtem Maintenance screens Once it
28. lternate Primary Titles Listing EJ JENNNGS BUSINESS WICD 0 324 16485 8 33 System Maintenance Participant s Guide Item Maintenance Screens ldentifiers e Occasionally an item may have more than one ISBN Identifier The Current Flag checkbox indicates which ISBN Identifier will be displayed throughout CourseWorks The ISBN can be 10 or 13 digits e When you maintain an item from the Follett Blue Book and click on Save the Current Flag checkbox is automatically marked e When you coordinate the Follett Blue Book the Current Flag checkbox automatically reverts to the Blue Book ISBN e The corresponding ISBN displays for each ISBN Identifier e You can delete an identifier Shift F6 only if Itis not a book number Its Current Flag checkbox is not checked To maintain item identifiers follow this path System Maint Item Maintenance Identifiers tab CourseWorks Item Maintenance 0072340363 9780072340365 608437 780072340365 780072498509 34 System Maintenance Participant s Guide Item Maintenance Screens Buyback Information e this screen you can View buyback history for the item Exclude the item from buyback Enter buyback estimates or limits To view buyback history and or maintain buyback information follow this path System Maint Item Maintenance Buyback Info tab SPRING 2005 01 24 05 05 11 05 0 0 5
29. mation about vendors is kept in a vendor maintenance file The information in the vendor file determines how an item will be ordered or returned The Maintain Vendors screens are where you store and maintain all vendor information Important Points About Vendor Maintenance Vendor information is pre installed in CourseWorks You maintain specific information such as vendor account numbers or specific return information You must have a vendor code to order items You may want to set up your local print shop as a vendor Then you can assign the print shop as the vendor for course packs If using EDI ensure that all vendors you use are set up properly with SAN Easylink and Pubnet information The Maintain Vendors Screens e Vendor information is maintained on six screens containing Vendor address and store account information Ordering information Return information Accounts payable information Charge type information Web information 11 System Maintenance Participant s Guide Maintain Vendors Screens Address Information The vendor file maintains these five addresses Order Address Return Address Accounts Payable Address Customer Service Address Sales Contact Address When you add a new vendor the Ordering Address information is automatically copied to the other addresses You can change those addresses if necessary The ordering address prints on purchase orders the return address prints on charge
30. nce ks Edt Window Author Title Search p s062 6433 X cATHER MY ANTONIA SCHOLARLY ED ED MIGNON ATHER MORTAL ENEMY TRADE ED P 883011 74 4 CATHER NOVELS amp STORIES 1905 1918 P kam li ec gt fater PONEERS ED ROSSO E 0 395 08365 6 FATHER PIONEERS 679 743826 PIONEERS pssaser pae PIONEERS P peser pae besser aer PROEEE GoROTARY e m reser aes psoemswuwwo mmm enm enfe EN Ces omen tento 5 Highlight the desired item scrolling through the list as needed and click the OK button or press Enter System Response CourseWorks returns to the previous screen and inserts the selected item s information into the appropriate field s 21 System Maintenance Participant s Guide To perform a free form search Author Title Search H 1 Place the cursor in a blank ISBN identifier field and press Enter or Tab System response The Author Title Search window appears 2 In the Author Title Search window press Enter or Tab again System response A second Author Title Search window appears i 5 D 4 TW 1771 3 Put the insertion point in the SBN Identifier field and type all or part of ISBN or identifier If you don t know the ISBN Identifier leave the field blank Note Note You can use one field or a combination of fie
31. nline Help Contents Search Index Academic Terms Buyback Schedule User Workgroups Keys to Understanding System Maintenance System Maintenance Participant s Guide 4 Guide to CourseWorks System Maintenance System Maintenance refers to the tasks you perform to set up and maintain the information the CourseWorks system uses to perform textbook management processes This document focuses on the several critical system maintenance tasks that include maintaining Pricing factors Book classes Vendors Items Academic terms Buyback schedules In this document you will also learn how to perform searches for vendors and course materials CourseWorks online help contains step by step procedures for all the tasks discussed in this document You can access this help by clicking on a screen s Help button or by pressing the F1 key on your keyboard System Maintenance Participant s Guide Pricing Factors Pricing factors are formulas applied during receiving to calculate the retail price of a new item Pricing of used items is based on a percentage of the retail price for new items Important Points About Maintaining Pricing Factors The default pricing factor is assigned during set up of the store group Pricing factors are based on pricing formulas that can be edited to meet the store s needs Every item maintained in CourseWorks is assigned a
32. nly Indicates whether your store can only sell new copies of the item Non book items default to New Item only but you can override the setting to include used items Discontinued Indicates whether the item will be transferred to a POS system When an item has zero inventory and is not adopted for a future term check the Discontinued check box so the item will no longer bridge to POS systems Note You can globally discontinue items not adopted after a selected date or not adopted for the current term in the Utilities module Path Utilities Discontinue Items Print Note Checking the box means that the Book Note will print on the Booklist reports Rental Title Click this option to define the title as a rental Wholesale Status Use this field to classify how you want to order books from Wholesale Blue Book Info The checkboxes indicate more information as checked about each Blue Book title Imprint Vendor The vendor who owns the imprint rights to this item The information in the Owner Publisher and Order From fields is automatically entered based on the information in the vendor file You can modify the Order From field for the item Blue Book Vendor 30 The vendor code assigned by the Blue Book When you select a title from the Blue Book the Blue Book Vendor Code is entered in the Imprint Vendor Owner Publisher Order From and Blue Book Vendor Code fields In the event the Blue Book
33. nventory them You can search for items in the Follett Blue Book or add items manually on the Maintenance screens If you don t know an item s ISBN or UPC leave the dentifier field blank and CourseWorks will assign a system generated identifier to the item On Find windows narrow searches by using the wildcard 96 character Average cost is used to value inventory It is important to ensure that the new and used prices are initially entered in the Avg Cost fields for each item as a base for calculating the average cost To access the Item Maintenance Set Kit or Coursepack screens first identify set kit or coursepack as the item type on the Maintenance Title Info screen Sets have unique identifiers for each of the pieces in the set as well as a unique identifier for the entire set 57
34. ode Labels screen where you can print barcode labels for the item 29 System Maintenance Participant s Guide Item Maintenance Screens Title Information The following table provides information about selected fields on the screen Information about every field is available in the online help Field Definition Explanation ISBN Identifier The ISBN or UPC If the item doesn t have an ISBN or UPC leave the field blank and a system generated ISBN identification number will be assigned This number can be changed Type The category of item book set kit coursepack or non book Items from the Blue Book are automatically assigned the type Book To access the Set Kit screen select Set or Kit in the Type field To access the Coursepack screen select Course Pack in the Type field Class The item s book class See page 10 for more information about book classes Special Handling When you check the box the Spl Handling screen tab appears If you click on the tab the screen appears Type the special handling information The book title will appear in red on the buyback screen and the buyer can click on a button to view the information and respond appropriately Clean Complete Indicates that the Blue Book requires the title to be clean and complete when bought back The Clean Complete field is determined by the Blue Book Exception you add an item that is not found in the Blue Book New Item O
35. ooks e The manual pricing options only appear if you select Factor M Manual Pricing e Reset button opens all the pricing factor fields To maintain Pricing Factors follow this path Receiving Parameters Maintain Pricing Factors Note The Manual Pricing Options frame only appears if you select M as the pricing factor System Maintenance Participant s Guide Book Classes A book class is a broad item category that lets you group items together for ordering Book classes allow you to exclude groups of items from want lists or include them on purchase orders Important Points About Maintaining Book Classes e During system setup you must set up one book class as the default usually textbooks e Suggested book classes are textbooks on campus publications non book items sets study guides and import books e default book class is applied to all items you maintain but you can change the book class on the tem Maintenance Title Info screen The Maintain Book Classes Screen To create book classes follow the path System Maint Parameters Book Classes ourse Works Maintain Book Class con CourseWorks Edit Help Window Store Group ID Name fo onversiry BOOKSTORE Book Class Store Group Class Description Default x 2 NonsooK ST SET AEN 10 System Maintenance Participant s Guide Vendor Maintenance Infor
36. op up window appears containing the definition of a word or field You can search the help information using a full text search index or table of contents CourseWorks Online Help Copy Adoptions This is the Copy Adoptions screen Use this screen to copy course adoptions from a past term into the currentterm You save time by copying adoption information for one E compere ome ae ANA department or departments of one campus This process does not work well with E Search for Infomation courses that require new ties Enter these adoptions individually see Add or Change 5 Adoptions Adopted items Adoptions Add or Change Adopted Items You can perform these tasks on this screen E Add or Change Adoption E Add or Change Course nfomatfl Adoptions for All Departments TR Copy a Secton s Adoptions Adoptions for One Department E Copy Course Schedule Before You Begin View Adoption Information by Cd View Course Information by len Enter course schedules either by completing Copy Course Schedule or Add View History Change Course Information You cannot copy or enter adoptions into a term that has 3 View ox Change ltem Details course schedule E View or Change Item Detail for 4 You must have entered a previous term s adoptions for this screen to work See 00 E View Change Buyback Info Change Adopted Items E View Title Detail Information fo
37. ou receive a specific order e The default shipping method is BEST but you can change it on this screen or when you order from the vendor The shipping method prints on purchase orders e purchase order exception report is created when the purchase order does not meet the minimums quantities or dollar amounts specified in the Minimum Purchase frame e send orders electronically via EasyLink or Pubnet the Order Method must be E EDI Electronic Data Interchange e vendor code is the imprint The Owner Publisher field indicates who owns the imprint e Order From field contains the code of the vendor you order the item from To maintain vendor order information follow this path System Maint Vendor Maintenance Order Info tab Vendor Code FHEG Vendor FOLLETT HIGHER EDUCATION GROUP Vendor Class 3 Description WHOLESALER Type WHOLESALER Address order mro Return into Payable info Charge Type webinto Default Discount Minimum Purchase Timing Owner Publisher Wew 30 000 Lead Time 0 Days zo 31 Used 50 0 E Store Account Number Shipping Method Order Method lelelel lelele EHE 13 System Maintenance Participant s Guide Maintain Vendors Screens Return Information e The return informat
38. out Academic Terms e Academic terms include dates that define when a term begins and ends and significant dates in the textbook management cycle for that term e Refer to the table below for information about the academic term dates and their significance Date Definition Significance of date Start Date Start date of classes End Date Last date of classes Adoption Due Date Date when adoptions are due from instructors Begin Whl Date when you want to begin Order making wholesale orders Buyback Date when estimated buybacks are Cutoff zeroed out On Shelf Date when you want orders received priced and ready to sell Identifies the beginning of the term Identifies the end of the term Sets the date for the Blank Adoption Form Re Adoption List and Outstanding Adoptions reports This date is for information only Usually coincides with the Adoption Due Date On or after this date all estimated buybacks are zeroed For buyback history purposes the Buyback Cutoff date must be the day after the end date of the last buyback On or immediately after the Buyback Cutoff date run the Update Inventory process in Buyback The actual buyback quantities transferred to inventory are then used in the open to buy calculations This date is for information only 49 System Maintenance Participant s Guide Date Definition Significance of date Date Definition S
39. ow this path System Maint Item Maintenance eBook Info tab 39 System Maintenance Participant s Guide Item Maintenance Screens Coursepack e access this screen you must select Course Pack in the Type field on the Item Maintenance Title Info screen e Only use the Content Description and PER UNIT fields e target selling price ignores the pricing factor on the Jtem Maintenance Details screen To maintain course packs follow this path System Maint Item Maintenance Coursepack tab Item Maintenance Action CourseWorks Edt Hep Window Title Info Detsis Identifiers Inquiries Coursepack Spl Handing Labels Author Title Economies PER UNIT Content Description Pages Royalty Fee Markup Total Pages o Total Cost 00 Per Page Cost 00 Avg Markup 00 Compute Price Printing Markup 00 Target Selling Price 00 Local item Save Exit Help New Search System Maintenance Participant s Guide Item Maintenance Screens Set Kit e access the Se Kit screen select Set or Kit in the Type field on the Maintenance Title Info screen The Set Kit tab appears e For more information about sets refer to page 42 To maintain sets or kits follow this path System Maint Item Maintenance Set Kit tab CourseWorks Item Maintenance
40. pricing is based on a percentage of the retail price If you indicate a date in the Retail Price Date field buyback pricing for the schedule you are creating will be based on the retail price that is current on the date you enter in the field If you leave this field blank the buyback price will be based on the retail price that is current during the buyback event To create a buyback schedule follow this path Buyback Prepare Maintain Buyback Schedule Oi CourseWorks Maintain Buyback Schedule Action CourseWorks Edt Help Window Store Group W fioo Mame NIVERSMYBOOKSTORE Buyback Schedules WHL Retail Starting Date Ending Date Only Price Date _ ID C mee Buwwer BUYBACK Psorms x 3 TRAINNG2 BUYBACK poros parzons m z FPRAININGT BUYBACK Jparoeros 1 LI E zi J rj I T Ext Add Schedule 54 System Maintenance Participant s Guide User Workgroups Before you can enter adoptions into CourseWorks you must assign user workgroups Important Points About User Workgroups e User workgroups set the defaults for where a user will be working Think about these five questions when assigning user workgroups What user are you assigning In which store group does that user belong In which buyback site does the user belong In what campus does the user work ao PF oN In which term is the user act
41. r x View Item Sales for Terms After Copying Set Shelf Tag Parameters B Buyback BD Invenio Ordering B Receiving Retuns E System Maintenance E Related Tasks Student Registration Interface estimated sales so that you can place orders See Add or Adoption Forms You can also create adoption forms from this screen Adontian Forms renort Help window for the Copy Adoptions screen circled text illustrates links to procedures 47 System Maintenance Participant s Guide You can search the help information using the Contents Index and Search tabs Contents Click the Contents tab to browse through topics by category Information retrieved will be displayed on the right side of the screen Lower level topics have either a book icon or a page icon A book icon indicates that there are lower level topics under that topic A page icon indicates that there are no further lower level topics Search Click the Search tab to search for words or phrases that may be contained in a help topic Information retrieved will be displayed on the right side of the screen Index Click the Index tab to see a list of index entries Either type the word you are looking for or scroll through the list Information retrieved will be displayed on the right side of the screen Welcome to CourseWorks Online Help Jem Regensen etase Terane rto e et stows me ma aes cr hap a
42. t the item and search or click on the Create New Item button its vendor Details Type the identifier for an item in the store s Provides access to the screen containing local file or select one through a search pricing and inventory information about the item Identifiers Type the identifier for an item in the store s Provides access to the screen containing the local file or select one through a search fields where you can enter additional 7 ISBN Identifiers for the item Also by using For a new item this tab appears after you add it the Current checkbox you can change the tothe store socal filg ISBN Identifier that will be displayed throughout Course Works Set Kit Select Set or Kit in the Type field on the Provides access to the screen containing the Maintenance Title Info screen fields where you identify the items to include in a set or kit and compute the price of the set or kit Buyback Info Add the item to the store s local file Provides access to the screen where you can review buyback history and enter buyback estimates or limits Adoption Info Add the item to the store s local file Provides access to the screen where you can maintain adoption for an item Inquiries Add the item to the store s local file Provides buttons for quick access to the Item Course Inquiry Item Inventory Transaction Inquiry Item PO Inquiry Item Receipt Inquiry Item Return Inquiry or Item Sales Inquiry screens
43. tare acne aust syrbols ta see salts i oach secon Cice tie rilo ica hat You tanalen siek the tb co top Thsinotecoysectoncortarsatanmaron nase eerie mar Teten Peast Couseiods Documerton fece ysis commota tenuti me Bia Baok o ere charan an oucoetam tus nts cnr emite Seach oan Eton rst aucun eset see ety fon e Del Matrem crum Batore You ein wurst one tonk classas he defautou eiss rens Cranes Boa can alte Tasis kis Grana tern Deta tan Deals t sce roa av to b Mess Cras Ruido rot Yew Chae pon et Tisis tho aitan Adon Olson Lon soto ate Mates hane ron abd orn nta ams ornate ee nta ausente mortem be os oral bu potum ese asks ssi Aia an darn Cort hanging m span Contacts iate Morin Contacts ad istuc You ra torn istas boh soon contacts ansias Yo anus atatponcirats o Pot butean eriy aa ne adopton Tonsctosdepotret a ean ches talon oot laeto cones Sendo Fer Lc mor auspice aspen System Maintenance Participant s Guide Academic Terms CourseWorks is a date driven system Dates affect the calculation of open to buy quantities historical data and the formula for determining buyback quantities Important Points Ab
44. the future and vice versa e If the time frame between the Start of Sales date and the End of Sales date overlaps with another term s Start of Sales date and End of Sales date they are considered a single term for ordering This fact is especially important to consider if you have multiple campuses e In some instances you may want to order to meet a future term s need for example ordering titles for Summer and Fall or Summer 1 Summer 2 and Summer 3 CourseWorks uses multiple open to buy formulas One for the current term and one for future terms These formulas are affected by the Academic Term dates Current OTB Estimated Sales Inventory Estimated BB On Order Future OTB Estimated Sales Estimated Inventory Estimated On Order Estimated Sales for current term Inventory e Onor after the End of Sales date for the current term inventory is no longer estimated The future term then becomes the current term e active terms that appear on the Sales Allocation screen are affected by the dates on the Maintain Academic Terms screen A term is considered active if the current date falls on or between the term s Start of Sales Date and End of Sales Date A term is considered inactive unavailable for automatic sales allocations if the Start of Sales date has not been reached but the Adoption Due Date has passed 52 System Maintenance Participant s Guide The Maintain Academic Terms Screen
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