Inventory. Back to School. Direct Invoicing. ecommerce. Financials. Point of Sale. Purchases. Receive Orders. Returns to Suppliers

Transcription

1 Back to School Direct Invoicing ecommerce Financials Inventory Point of Sale Purchases Receive Orders Returns to Suppliers Special Orders, Reservations & Approvals Textbooks 2015 UniLink Data Systems Pty Ltd Page 0 of 33

2 Contents Help! Logging a Support Request and Support Contacts?... 3 Overview... 4 Setup... 5 Enquiry... 6 Enquiry using a Bibliographic tool... 7 Enquiry using Titlepage for Price & Availability... 8 Maintenance... 9 Create a 13 DIGIT APN... 9 Create a NON ISBN... 9 Create a SERVICE ITEM Superseding Inventory Option 1: Replace an item code with a new item code not yet created Option 2: Replace an existing item code with an existing item code Option definitions Barcode Printing Stock Adjustments Suppliers Enquiry Create a Supplier List Create/Maintain a Supplier Code Supersede a Supplier Change a Supplier Code Supersede a Supplier to another existing Supplier Publishers Enquiry Create a Supplier List UniLink Data Systems Pty Ltd Page 1 of 33

3 Create/Maintain a Publisher code REPORTS Stock Listing Transaction Activity Sales by Period Inventory Valuation Negative / Zero Stock Stock Turn Slow Movers Best Sellers Event Performance BOOKTRACK GLOBAL CHANGES BISAC/ONIX Importing STOCKTAKE START Stocktake SCAN & ENTER Counts VARIANCE Report CONCLUDE Stocktake STOCK VALUATION Report Notes UniLink Data Systems Pty Ltd Page 2 of 33

4 Help! Logging a Support Request and Support Contacts? To ensure that all Support issues are addressed and that we maintain a high level of service to each of our customers, we use a Support program called Footprints. This program is designed to assist in the tracking and reporting of all support issues. As a new issue is logged or additional information added, a copy of this will be sent to the user and our Support Team. The contains details of the request or additional information as supplied; it will also have a support ticket number assigned to it. Please quote this ticket number when talking to the Support Team. It is essential that ALL issues are logged. 1. Open BookNet Menu, select Help > Support Centre 2. Enter Address, click [Login] 3. Select [Submit Request] 4. Enter Contact Information - OR tick update information to make changes 5. Enter Brief Description 6. Enter Issue Information, including Current Version number 7. Enter Description 8. Attach any relevant files 9. Add any cc address, as required 10. Click Go to submit UNILINK DATA SYSTEMS Support Contact (press 1 for support) uds.help@unilink.com.au OR Open BookNet and select the following:- Help > Support Centre An will be sent to you with the request number and details. A further will be sent acknowledging that the Support Team have received it and then further action will be communicated UniLink Data Systems Pty Ltd Page 3 of 33

5 Overview This module allows the users to enquire, create and maintain Inventory as well as using online web based Bibliographic tools like Global Books in Print to assist. BookNet also provides a link to Titlepage for price and availability on those items being created and/or already created. Real-time updates are also a very big advantage to this module. Booklet s Inventory module is fully comprehensive including:- - Item Enquiries - Ability to create Items that can record stock and/or Sales, as required - Transfers - Adjustments - Embargos, as required (This is the ability to create an item but not to sell it until a nominated date and time) - Print Barcode Labels, as required - Create / Enquire on Suppliers & Publishers - Many Inventory Reports (including Best sellers, Performance Reports) - Participate in BookTrack (sending of daily sales to Nielsen Bookscan) - Stocktake - Global changes - Importing of BISAC / ONIX files, plus the ability to create orders from this - Group Ordering imports (e.g. Leading Edge) 2015 UniLink Data Systems Pty Ltd Page 4 of 33

6 Setup With all this in mind, there are a number of parameters that can be changed. BookNet does come with a standard set of these defaults. To view/change any default, please do the following:- 1. Select Setup >Global Defaults > Inventory Please refer to the UniLink Support Team for further assistance should you wish to change any defaults or please test these in your Training Version to ensure that the change is what is required UniLink Data Systems Pty Ltd Page 5 of 33

7 Enquiry This task is designed to assist the user in making enquiries on items that exist on the current database as well as those that exist on a bibliographic tool like Global Books in Print or Nielsen Bookdata. Once the item has been located it can then be imported into BookNet, if required. 1. Select Inventory > Enquiry 2. Scan/Enter Item Code, or use an alternative search criteria. For example:- a. Keywords, or b. Title and/or Author, or c. A combination of Title, short description, Author, Supplier, Publisher, Subject, Product Group, Category, Type can be used d. The Show box can also be used to further refine the search to all inventory, what is in stock (not on order), what is in stock and on order etc. 3. Click Search (Note: this screen can be stretched to view details) 4. From the list, double click on the item number 1. All details are stored under appropriate headings For example:- a. Pricing Shows all details related to item pricing b. Transactions Lists all sales, receipts and other activity associated with the item 2015 UniLink Data Systems Pty Ltd Page 6 of 33

8 Enquiry using a Bibliographic tool Please ensure that a Bibliographic tool has been setup in Setup > Shop Defaults. Please refer to the individual easy guide on how to set this up using either Global Books in Print or Nielsen Book Data, both are third party software options. 1. Select Inventory > Enquiry 2. Scan/Enter Item Code, or use an alternative search criteria. For example:- a. Keywords, or b. Title and/or Author, or c. A combination of Title, short description, Author, Supplier, Publisher, Subject, Product Group, Category, Type can be used d. The Show box can also be used to further refine the search to all inventory, what is in stock (not on order), what is in stock and on order etc. 3. Click Search (Note: this screen can be stretched to view details) 4. Click Internet 5. A message will appear with the results from the search, click Yes 6. A list of titles will then appear, select your title by double clicking on the line item 7. Click on Create More 8. Select on Title, Author folder and complete required fields 9. Select Codes, Registration folder and complete required fields 10. Click Save, select Keywords, Click Save 2015 UniLink Data Systems Pty Ltd Page 7 of 33

9 Enquiry using Titlepage for Price & Availability BookNet has an Icon on the several screens which allows the user to check Titlepage for price & availability of the item particularly if it is not in stock. Setup 1. Titlepage Please Titlepage and request that they activate your API access for and quote your User ID & password 2. Install Soap on each PC requiring access 1. Open My Computer and browse to the \BookNet\Soap Setup folder on your hard drive 2. Double Click on the soapsdk.exe 3. Click Yes, Next 4. Accept the license agreement and click Next 5. Enter your user name and organisation and click Next 6. Click on the arrow next to Documentation and select Entire Feature will be Unavailable 7. Repeat for WDSL Generator, ISAPI Listener, Debugging Utilities, C++ Support Files 8. Click Install, click Finish 3. Configure BookNet 1. Select Setup > Shop Defaults, select Shop 2. Click on APA TitlePage 3. Tick Is TitlePage available? 4. Enter your TitlePage User ID and Password 5. Click Save, Quit, OK 6. Restart BookNet Using Titlepage 1. Select Inventory > Enquiry 2. Enter Keyword (or Title) 3. Click Search 4. Double Click on item code to view all details 5. Click on Titlepage Icon (see reference to red arrow) 6. Details will appear regarding price and availability direct from Titlepage UniLink Data Systems Pty Ltd Page 8 of 33

10 Maintenance There are a number of ways to create Inventory Item records. Items can be created manually or with the use of a Bibliographic tool, like Global Books in Print or Nielsen Book Data. These tools assist in the creation of the title by automatically downloading the Title, Author, Pub Date and other required fields. Supplier and Publisher are always added individually as they vary from store to store. Titlepage is another important inclusion as price and availability can be accessed from this site. When creating an item record it is also important to make a selection as to the type of item being created: 1. Regular item (13 digit APN), this holds individual stock levels and records all transactions against the 13 digit APN 2. Regular item (NON-ISBN), this allows the user to create a scannable barcode, holding individual stock levels and records all transactions against this item code 3. Service item (NON-ISBN or 13 digit APN), this is used where an item doesn t require stock levels to be maintained but where sales transactions are recorded against it. (eg Greeting Cards, Wrapping Paper etc) Create a 13 DIGIT APN 1. Click on Inventory > Maintenance 2. Enter ISBN/APN code 3. In Title field, enter Title (unless this is populated with the Bibliographic connection) 4. Enter Author, (Unless this is populated with the Bibliographic connection) 5. Click in Publisher, press F1 to search or enter if known 6. Enter Supplier (if not already defaulted from publisher, press F1 to search or enter if known 7. Enter Classification as required 8. Click on More 9. Enter RRP and Last Buy Price, if known 10. Click Save, select keywords, Save again Create a NON ISBN 1. Click on Inventory > Maintenance 2. Click on Non ISBN 3. Select Item Type 1. Regular Item (requires stock on hand) 2. Service Item (no stock levels just records sales) 4. In Title field, enter Title, press tab 5. Enter Author, if required 6. Enter Publisher &/or Supplier, if required 7. Enter Classification as required 8. Click on More 9. Enter RRP and Last Buy Price, if known 10. Click Save, select keywords, Save again 2015 UniLink Data Systems Pty Ltd Page 9 of 33

11 Create a SERVICE ITEM 1. Click on Inventory > Maintenance 2. Scan/enter Item or select Non ISBN 3. Select Item Type (Service) 4. In Title field, enter Title 5. Enter Author, if required 6. Enter Supplier, if required 7. Enter Catalog No (e.g. S for Sale Book) 8. Enter Classification as required 9. Click on More 10. Enter RRP/Sell Price and Last by Price, if required 11. Click Save, select keywords 12. Click Save Superseding Inventory The Inventory supersession function is designed to assist the user in updating item codes by changing one item code to another. This can be done by various means which allow the transactions to remain on the old or be transferred to the new item code. The Inventory supersession function allows the user to either: 1. Replace an item code with a new item code when the new item code is not known to the system 2. Link two existing item codes where both items are known to system. An option to select one of three choices exist for this :- a. Option to link items but maintain separate transaction records and separate sales records b. Option to part merge items and move across all unprocessed Special Orders, Reservations and Back Orders pertaining to the original item code prior to the supersession. New Sale Transactions made against the original item will be updated against the new item code. c. Option to merge all. This option will change all stored transactional history and other information to the new item code. The old item code can then be retained without any stock on hand or transactions and can be deleted if no longer required. Sale Transactions made against the original item will be updated against the new item code UniLink Data Systems Pty Ltd Page 10 of 33

12 Option 1: Replace an item code with a new item code not yet created This option is used when the new item is NOT KNOWN to the system. The old item code is completely merged with the new. Subsequently when the old item is scanned at the Point of Sale, it will be automatically replaced by the new item. 1. Open BookNet menu Inventory > Maintenance 2. Retrieve the Old Item to be superseded (using F1 to search) 3. Click on Supersede button 4. Enter the New Item Code 5. Click OK 6. Click Yes to proceed with supersession A yellow box will appear and run through the transfer of transactions and history and the superseding will be completed. Option 2: Replace an existing item code with an existing item code These three options are used when both items are already on the inventory database and changes are required to be made. In some cases, a complete merge of the existing item code is not always required. Please be sure when superseding to make the right choice. If you select choice 2 or 3 the supersession cannot be reversed. If the user has selected option1 to link the items then this link can be broken at any stage. 1. Open Booknet menu Inventory > Maintenance 2. Retrieve the Old Item to be superseded (use F1 to search, if required) 3. Click on Supersede button 4. Scan or type the New Item Code (F1 to search) 5. Click OK 6. Select Option required (*See an outline of each of these options on page 8) 7. Click OK 8. Click yes to proceed with Supersession. A yellow box will appear and run through the transfer of transactions and history and the superseding will be completed UniLink Data Systems Pty Ltd Page 11 of 33

13 Option definitions a. Link an old item code to a new item code All Transactional history remains against the item code, items are just linked. All Sales for these items will remain under the original item code scanned. b. Link both, move all unprocessed orders In this option, all transaction history will remain against the original item however any unprocessed Special Orders or Back Orders will be moved to the new item code along with any Sale Transactions made after the supersession has occurred. On completion of this supersession option the link may be broken but any changes associated cannot be reversed. c. Replace an old item code with a new item code In this option, all transactional history will be transferred to the new item code along with any new Sale Transactions made after the supersession has occurred. On completion of this supersession option any changes associated cannot be reversed. Note: On completion of this option the old item number will be retained without any stock on hand or transactions. DELETION OF AN OLD ITEM CAN NOW BE COMPLETED. This can be done by: Retrieving the Old Item code in Inventory Maintenance Select Delete Save Yes to confirm, then the item will be deleted from the main database How does the Supersession display and write the transaction for each option? Link an old item code to a new item code not yet created [Transaction folder] - The Doc# field will show the original item that was superseded with the Sup/Ref field showing Merged. All transactions now transferred. All sales will be recorded against the new item code. Link an existing item to another existing item On each item record a yellow box will display with either Linked to or Linked from. The user may click on the item code in the grey box to view the other item code. Old Item Code New Item Code 2015 UniLink Data Systems Pty Ltd Page 12 of 33

14 [Transaction folder] - The Doc# file will show the original item that was superseded with the Sup/Ref field showing Linked On meaning this item was linked only. All transaction and sales history will remain separately. Link both, move all unprocessed orders On each item record a yellow box will display with either Part merged to or Part merged from. The user may click on the item code in the grey box to view the other item code. Old Item Code New Item Code [Transaction folder] - The Doc# file will show the original item that was superseded with the Sup/Ref field showing Replacer meaning this item was part merged. All unprocessed transactions and new sales history will be recorded against the new item code. Replace an old item code with a new code already created On each item record a yellow box will display with either Fully merged to or Fully merged from. The user may click on the item code in the grey box to view the other item code. Old Item Code New Item Code [Transaction folder] - The Doc# file will show the original item that was superseded with the Sup/Ref field showing Merged meaning this item fully merged. All transactions and new sales history will be recorded against the new item code UniLink Data Systems Pty Ltd Page 13 of 33

15 Barcode Printing This task is designed to assist the user in printing a barcode or extra barcodes for items that require scanning. Some additional features have been added to allow barcodes to be printed from a comma separated file (CSV) and a file created when Buybacks are being used. 1. Select Inventory > Barcode Printing 2. Select request option for bringing barcodes 3. Note: default is set to print barcode for single item code Enter/Scan Item code (if unknown, use F1 to search) 5. Enter Quantity 6. Check that the Label template is set correctly 7. Click Print List of item codes (ex CSV) 1. Select Inventory > Barcode Printing 2. Select request option for List of Item Codes 3. Click on Print 4. Join nominated fields 5. If you are unsure of how to do this, please contact the Support Team for further assistance 6. Check that the Label template is set correctly 7. Click OK Buybacks purchased at the POS 1. Open BookNet Inventory > Barcode Printing 2. Select Request from Buybacks purchased at the POS 3. Select Print NB: The option to Allocate the printed quantity to Special orders at the same time will automatically default please leave this selected to print reservations slips. If this is deselected manual allocations will be required UniLink Data Systems Pty Ltd Page 14 of 33

16 Stock Adjustments This task is designed to assist the user in adjusting the stock level of a particular item. The type of adjustment can be nominated and barcode labels can be printed where required. 1. Select Inventory > Adjustments > Stock Levels 2. Select shop and location - if default is not required shop/location details 3. Select the type of Adjustment by clicking in the circle When using (Adjustment), you will need to specify if it is a positive or negative (+/ ) adjustment. This is done in the Quantity field. If you wish the adjustment to reduce your stock levels then you must put a negative ( ) in front of the number. The other categories will automatically assume the correct direction of adjustment i.e. if you are doing a Write-Off that it is a reduction in stock level; if you are receiving, then it is an increase to the stock levels. 4. Enter Date, if not default, press tab 5. Enter Document Number, press tab 6. Enter Reference/Reason, press tab If it is a frequent adjustment reference then press F1 to search or add a new reference using table maintenance (Table 49) 7. Enter/Scan Item (if unknown, use F1 to search) 8. Enter Quantity to adjust 9. Value - DO NOT enter, leave as default 10. If Barcodes are required then click in the Print Barcode Labels box 11. If an Audit Log is required, click in the Audit Log Required box 12. Click on Save 13. Repeat Steps 4-12 for additional items 14. Click on [Print Log] box. 15. This will give you an Audit Log of the Adjustments, which have been completed 2015 UniLink Data Systems Pty Ltd Page 15 of 33

17 Suppliers There are three main components which make up the Supplier menu in the Inventory module plus the ability to supersede Supplier accounts with an existing or a new code. These components are as follows:- Enquiry Maintenance Listing Ability to supersede from one supplier to another Enquiry 1. Select Inventory > Suppliers > Enquiry 2. Enter Supplier code (or press F1 to search) or enter Supplier Name or enter document number (in full) 3. Click on [Search] Create a Supplier List This report is designed to be used to list Supplier information either including or excluding transactions. If selected to include transactions a list of all received invoices, claims, credit notes and journals will appear. This report includes any allocated or discounted amounts. It will also report on Reference numbers used, cheque numbers and any additional notes which were made at the time of invoice/payment. This report will include the User ID. 1. Select Inventory > Suppliers > Listing 2. Enter Supplier range or a Supplier code If Supplier range is left blank, it will produce this listing for all Suppliers 3. Select to include or exclude Transactions, the default is to include transactions 4. Select the Sequence required 5. Select the Report type required 6. Click on Print This report is also available in a CSV format which can then be manipulated in Excel or Access to achieve desired results. A list of what is in this file can be found by selecting the CSV format button UniLink Data Systems Pty Ltd Page 16 of 33

18 Create/Maintain a Supplier Code This task will allow the user to create a new supplier code or update an existing code. 1. Select Inventory > Suppliers > Maintenance 2. Enter Supplier Code 3. Each folder is designed to hold specific information relating to this supplier. Please click on each folder and enter details required 4. Click on Save Name etc This folder is designed to hold the name, main address and contact details, an address, a website address and an ABN. Ordering This folder is designed for those parameters relating to the ordering process like Supplier s pricing method, Discount/Markup, Return Rights and option to not accept returns for this supplier and Tax Inclusive/Exclusive rules. Ordering (cont) This folder is designed for additional ordering parameters like delivery lead time, SAN and ONIX prefixes. Financial This folder is designed for Financial parameters ranging from Account Allowances (eg stopped/disallowing orders), purchase requirements, penalties, supplier types, classifications and if associated with a centrally billed account. Payments This folder is designed for further financial parameters in relation to the payment types, terms and codes for automatic pay runs. Comments This folder is designed to hold notes, a static purchase order comment and any miscellaneous notes which may be useful UniLink Data Systems Pty Ltd Page 17 of 33

19 Deliveries This folder is will allow for multiple address fields to be stored in case the supplier has more than one address for example a separate returns address. Account No s This folder is will hold one or several account numbers for the Bookshop which are in turn used either on the Supplier Information buttons used throughout the system or printed on the purchase order when sending. Supersede a Supplier The Supplier supersession function will allow the user to supersede Suppliers. The Supplier supersession function allows the user to either: 1. Recode a Supplier with a new code 2. Supersede a Supplier to another existing Supplier This process merges information from a Supplier to another Supplier, this includes: Transfer of all Supplier history and data Inventory records with old Supplier code will be replaced by new code All references to Supplier code (eg. searching and publisher linking) 2015 UniLink Data Systems Pty Ltd Page 18 of 33

20 Change a Supplier Code 1. Open BookNet menu Inventory > Suppliers > Maintenance 2. Enter Supplier code, press tab (or use F1 to search table) 3. Click on Supersede button 4. Enter New Supplier code 5. Click OK 6. Click Yes ** This may take some time to process depending on the amount of inventory with the supplier code and existing history. Once complete, the old Supplier code will no longer exist! Supersede a Supplier to another existing Supplier 1. Select Inventory > Suppliers > Maintenance 2. Enter Supplier code to merge, press tab (or use F1 to search table) 3. Click on Supersede button 4. Enter Supplier code to merge to 5. Click OK 6. Confirm details are correct 7. Click OK 8. Click Yes ** This merge may take some time to process depending on the amount of inventory with the supplier code and existing history. Once complete, the old Supplier code will no longer exist! 2015 UniLink Data Systems Pty Ltd Page 19 of 33

21 Publishers There are three main components which make up the Publisher menu in the Inventory module. These components are as follows:- Enquiry Maintenance Listing Enquiry 1. Select Inventory > Publisher > Enquiry 2. Enter Publisher code (or press F1 to search) 3. Click on [Search] Create a Supplier List This report is designed to be used to list Publisher details 1. Select Inventory > Publisher > Listing 2. Select Report Sequence 3. Select Report Options, as required 4. Click on Print This report is also available in a CSV format which can then be manipulated in Excel or Access to achieve desired results. A list of what is in this file can be found by selecting the CSV format button UniLink Data Systems Pty Ltd Page 20 of 33

22 Create/Maintain a Publisher code This task will allow the user to create a new publisher code or update an existing code. 1. Select Inventory > Publisher > Maintenance 2. Enter new Publisher code (or press F1 to search) 3. Enter or update Publisher name 4. Enter or update Publisher address 5. Link the Publisher to a Supplier code (this code must have already been created) 6. Adding the ISBN prefix codes will automatically update the publisher/supplier when the item is created, but this is not a mandatory field 7. Click on Save REPORTS Stock Listing This report will scan through all stock items on file. This report can be restricted by choosing a Primary selection. If this report is to be printed then you can select from the right hand column Details to include and these will be the only detail to print (page space permitted). An option also exists for this report to be a comma separated file (CSV) and once created it can then be manipulated using Excel, Access and/or Crystal Reports. 1. Select Inventory > Reports > Stock Listing 2. Select Criteria 3. Click OK [Select], provides option to select one or more shops [Sort controls], provides option to primary sort by Product Group, Category or Type and/or apply additional sorting criteria [Additional criteria], provides option to print relating to stock on hand, RRP, ACP and other detail 2015 UniLink Data Systems Pty Ltd Page 21 of 33

23 Transaction Activity This report is designed to run on any nominated transaction type. For example Orders, Receipts, Sales less returns. An option also exists for this report to be a comma separated file (CSV) and once created it can then be manipulated using Excel, Access and/or Crystal Reports. 1. Select Inventory > Reports > Transaction Activity 2. Select Criteria 3. Click OK [Select], provides option to select one or more shops Important Note for the Receipts report: the Reference is generated from the supplier at the time of receiving and the Supplier is generated from the item code at the time of printing this report. Sales by Period This report is designed to provide a list for all stock items with Sales and Returns between a specified date period either in a summary or detailed format, with an option to incorporate a best sellers report. 1. Select Inventory > Reports > Sales by Period 2. Select Criteria and an Optional selections, as required Note: In the Primary section, if subtotals are required then please select from the Sort options and in the Print subtotals on first entries enter the number required. This is usually the same number as sort options selected 3. Click OK [Select], provides option to select one or more shops 2015 UniLink Data Systems Pty Ltd Page 22 of 33

24 Inventory Valuation This report is an IMPORTANT report. It will reflect the bookshop(s) current stock on hand position and value at the time of printing. This report can provide an aged analysis, if required. An option also exists for this report to be a comma separated file (CSV) and once created it can then be manipulated using Excel, Access and/or Crystal Reports. This report can also be re-created but as it is a point in time report the most accurate figure will be the stock on hand as this is exactly as it would have been at the time of printing, however, pricing and totals may vary as if the item has had a classification change or price change since the original report dates. 1. Select Inventory > Reports > Inventory Valuation 2. Select Criteria 3. Click OK [Select], provides option to select one or more shops Negative / Zero Stock This report is an IMPORTANT report, if stock levels are trying to be maintained accurately. Once a stocktake has been completed then this report can be useful in determining items which have 0 stock levels and or (-). 1. Select Inventory > Reports > Negative/Zero 2. Select Criteria 3. Click OK [Select], provides option to select one or more shops 2015 UniLink Data Systems Pty Ltd Page 23 of 33

25 Stock Turn This report is an IMPORTANT report in determining how stock items are turning over. This report may take some time to run depending on the size of the database as it looks at all inventory items. The calculation for this report is as follows:- Total Sales Value (at cost) Total Inventory Stock on hand (at cost) ** The higher the stock turn the better ** 1. Select Inventory > Reports > Stock Turn 2. Select Criteria 3. Click Print [Select], provides option to select one or more shops Slow Movers This report is designed to highlight those items that are not selling quickly. The slow movers are defined as units sold or as a % of units sold during the nominated period. 1. Select Inventory > Reports > Slow Movers 2. Select Criteria 3. Click Print 2015 UniLink Data Systems Pty Ltd Page 24 of 33

26 Best Sellers This report will produce a list of Best Sellers during the nominated period and based on Quantity or Value as selected. 1. Select Inventory > Reports > Best Sellers 2. Select Criteria 3. Click Print Event This is a series of Events which are able to be reported on. Events like Receipts from Suppliers, Transfers, Adjustments, RRP price changes and many more. 1. Select Inventory > Reports > Event Reporting 2. Enter nominated Period 3. Select which reports are required (one or several), if All reports are required then click All reports 4. Select any additional criteria 5. Click Print [Select], provides option to select one or more shops Performance This report is an IMPORTANT report in determining your shops performance either by Product Group, Category, Supplier or Publisher. There are a number of sort by options to suit the report that is required. 1. Select Inventory > Reports > Performance report 2. Select Criteria 3. Click OK [Select], provides option to select one or more shops 2015 UniLink Data Systems Pty Ltd Page 25 of 33

27 BOOKTRACK Please refer to the Individual easy guide on how to setup and run BookTrack. The easy guide can be found by selecting Help > Training Centre or log a request with our support team and we can forward this. GLOBAL CHANGES This task has been designed assist the user in making wholesale changes to one or more inventory items; however, this does not transfer any transactional data. The program is useful for adjusting common fields on a selected range of items. For example, when product category is CO for computers and we want it to reflect IT for Information Technology. Step 1:- Ensure that the Printer is set to Textfile option 1. Open View > Printer Select 2. Select Plain Paper (Wide/Landscape) 3. Change the Printer Assignment to user will select at time of printing 4. Click OK Step 2:- Making the global change When making a Global change, if you are changing to a new code, please ensure the new code exists in the corresponding table prior to commencing. We also recommend that it is tested in the Training Version first, to ensure the result. 1. Open Inventory > Global changes 2. Click on Add 3. Select the criteria required by using the drop down menus and entering codes required 4. Click OK 5. If more changes are required then please repeat steps 2-4 NB: If several changes are being made please ensure that they are not dependant. If they are dependant then these will need to be completed separately. 6. Select File scanning parameter 7. Enter range Note: To scan entire inventory enter range: From 0 and To ZZZZZZZZ 8. Click OK 9. When the Printer reference box appears, select Textfile and select OK If you have a large inventory file we recommend that this is set to run overnight when all users are logged out of BookNet, as this can take some time to process depending on the changes requested and the searching options UniLink Data Systems Pty Ltd Page 26 of 33

28 BISAC/ONIX Importing BISAC/ONIX Importing is designed to accept new inventory details from a file that is a in a BISAC or ONIX format. Once the items have been read in, the facility exists where items can be amended in bulk or individually or discarded. 1. Open Inventory > Bisac/Onix Importing 2. Mandatory fields are highlighted in purple 3. Enter Supplier code, press Tab 4. Enter Product Group, press Tab 5. Complete other fields as required 6. Click on Picture to change default if required 7. Enter Prefix for requisitions if required 8. Click on All Shops to register all or select individual shops, if applicable 9. When satisfied all fields are entered correctly, click Import BISAC or ONIX 10. Navigate to file and click Open 11. File will be read and items appear on screen Errors found window will advise of those items already on the database and consequently are ignored when reading the file, click Cancel. 12. To edit an individual item, highlight the item, click Change 13. Enter or change fields as required 14. Click Save then Go Back or Next 15. To edit a group of items, highlight a block of items by holding down the SHIFT key then click on bottom item, or to highlight a group individually, hold down the CTRL key and click each item separately: Click Discard to discard all highlighted items Click Change to edit field(s) of highlighted items Click Keep to keep only highlighted items NB- The aqua coloured fields are already completed for each item; any changes in these fields will affect ALL titles captured. 16. Click Import > OK > Yes to conclude the run 2015 UniLink Data Systems Pty Ltd Page 27 of 33

29 STOCKTAKE There are a number of methods which can be used when stocktaking in BookNet:- Using ASP Scanners Using BHT Scanners Using our UTLSTAKE scanning program Using a Direct Scan method Using Worksheets Whilst most of the steps are the same, there are some differences in the way the Enter/Scan counts are done. This easy guide will outline how the Stocktake Process using BHT scanner. Should another method be used, then please select Help > Training Centre for the other guides or log a support request and we will send the required easy guide out. We have also included a pre-stocktake checklist with all our guides as well. There are several steps outlined in our Stocktake process:- Pre- (Step 1) (Step 2) (Step 3) (Step 4) (Step 5) Stocktake Start Stocktake Physical Stock Enter/Scan Variance Rpt Conclude Valuation Rpt Checklist Count Counts (Analysis) Stocktake Important Note: If a starting stock position is required, then please run the Inventory Valuation Report prior to commencing this stocktake. 1 START Stocktake This step will capture the current stock position and create a stocktake file to compare the physical count with. The size of the shop s inventory will determine how long this may take. If the shop has a large number of items on their database this may need to run this overnight, if this is the case, please ensure the stocktake window remains in focus and no other functions are performed on this PC until the start stocktake is complete i) Open Inventory > Stocktake > Start Stocktake ii) Create and enter the Stocktake reference code to be used iii) Tick Clear any existing data and recreate iv) Leave Location blank, unless you want to specify a particular location v) Tick on Sort Sequence required (eg Category / Title] vi) Click on Filters and click Clear All on both Inclusions and Exclusions, click OK vii) Click on Process then OK, then if requested click [F12] to commence viii) When completed, click Cancel to exit window 2015 UniLink Data Systems Pty Ltd Page 28 of 33

30 2 SCAN & ENTER Counts The next step is used to download the stock level files which have been physically counted on the scanner. This screen is also used to alter any stock levels which are incorrect once the Variance Report has been run. We recommend that you do not trade whilst completing your physical count. However, if this is not possible then please remember to run a Sales by Period report and adjust your Enter/Scan counts accordingly. For further assistance regarding this, please contact the UniLink Support Team. Downloading from Scanner to a folder on the PC: i) Plug the scanner into the PC ii) Open the TSR-TU3A program iii) Click on Configure and ensure the port settings are correct. iv) Click Receive v) Select a location and enter a file name for the downloaded file (eg fiction.dat) vi) Click Save, Select Transmit Data from the scanner Uploading the file into BookNet stocktake: i) Open Inventory > Stocktake > Enter Scan/Counts ii) Select the Stocktake Reference Code iii) Click Scanner, Click Ready then click Ex Download iv) Navigate and select the DAT file that you saved earlier from the scanner and click Open v) Click Save, Click Cancel to exit the screen The History box in Enter/Scan Counts will only display a portion of what is being imported to ensure that you are looking at the correct download file, particularly if you are downloading by category. 3 VARIANCE Report This report will compare the current stock on hand quantity at the time of creating the stocktake with the physical count just performed. Any discrepancies can then be reported and altered prior to concluding the stocktake. i) Open Inventory > Stocktake > Variance Report ii) Select stocktake reference code, click OK to produce report (unless specifying particular criteria is required first) 2015 UniLink Data Systems Pty Ltd Page 29 of 33

31 Sample of a Variance Report:- *: Problem codes may also appear next to a line item (eg 1 indicates that the title was not on the database prior to the Stocktake, the item will need to be added to the database for this to update. Please note: NO SUPERSESSIONS must be done whilst Stocktaking only addition of NEW TITLES is permitted WHAT IF CHANGES ARE REQUIRED? Once a Variance Report has been run, if any changes are required then please does the following:- i) Open Inventory > Stocktake > Enter Scan/Counts ii) Scan in item, enter new quantity iii) Ensure that your have selected the correct option (Addition, Overwrite or Deduct) Note: Addition will add quantities which are scanned together when updating. Overwrite means the last quantity entered is the correct quantity and Deduct will deduct from total already entered. iv) Click Save, repeat Steps (ii) to (v) until all items have been altered as required, click on Quit Once changes have been completed, we suggest that the Variation report is re-run. This will ensure that alterations are correct. It is important that you DO NOT proceed to Step (4) unless the Variation report is correct. If you proceed to step (4) and this hasn t been done then Stock Adjustments will be required as the user will have completed the Stocktake process UniLink Data Systems Pty Ltd Page 30 of 33

32 4 CONCLUDE Stocktake This step will update the stock levels with the Inventory levels counted. Please ensure that you have double checked the Variance Report prior to completing this step. The size of the shop s inventory will determine how long this may take. If the shop has a large number of items on their database this may need to run this overnight, if this is the case, please ensure the stocktake window remains in focus and no other functions are performed on this PC until the conclude stocktake is complete. i) Open Inventory > Stocktake > Conclude Stocktake ii) Select Stocktake reference code, press tab iii) Enter a Stocktake adjustment reference code (eg Stocktake or Stake2006) iv) Click on Update file 2015 UniLink Data Systems Pty Ltd Page 31 of 33

33 5 STOCK VALUATION Report This is the final step in the process. The Valuation report will outline the stock valuation at this particular point in time. Please note that this report does rely on last buy prices and average cost prices being correct in the system. The size of the shop s inventory will determine how long this may take, once again if the database consists of a large number of items this report may need to run overnight, please ensure the report window remains in focus and no other functions are performed on this PC until it is complete. i) Open Inventory > Reports > Inventory Valuation Report ii) Select criteria required, select Report type (Detail or Summary) iii) Click OK Sample of a detailed report:- Sample of a summary report: UniLink Data Systems Pty Ltd Page 32 of 33

34 Notes 2015 UniLink Data Systems Pty Ltd Page 33 of 33