Textbooks & Buyback. Internal Procedures

Transcription

1 Textbooks & Buyback Internal Procedures The Adoption Process The Bookstore collects information about textbook adoptions from faculty and the information received is verified by the textbook department. The buyer must have a strong partnership and cooperation of the faculty and publisher partners to have the adoption process run successfully. The textbook buyer role in the adoption process is to assist faculty in identifying source of information and alternative delivery options. The buyer must collect the data from faculty electronically via the Bookstore POS system. The information is collected into the Textbook Management System/Inventory Control by the faculty member when they enter their adoption into POS system. Researching Adoptions The textbook coordinator must verify the information on every adoption request (author, title, publisher, edition, ISBN) by checking the publisher s database, wholesalers buying guides, Books in Print, or by calling the publisher or publisher s representative. Once the adoption information has been solicited, received, and verified, the buyer must decide how many books will sell for that period. Establishing Projected Sales The process underlying each buying decision can be expressed in the following formula: The number of books expected to sell (projected sales) minus quantity on hand + quantity bought back (Buy Back) equals the number of books to source. Projected Sales-(Quantity on hand +Quantity from Buyback) = Books to Source The first step in determining the quantity of a title to buy is to determine the quantity expected to sell. Other factors that play into the formula include: 1.) Total number of books available for sale 2.) Inventory on hand after the selling period 3.) Number obtained through buyback 4.) Number obtained through other sources (used books from wholesalers, book exchange, student to student, ebooks, and rentals 5.) Number returned to the publisher after the selling period 6.) Usage 7.) Subject matter 8.) If the text is adopted by the faculty member for multi-term usage Buyback The bookstore relies on customers for its primary source of used books. The main function of buyback is to buy as many used texts from students as possible. Currently, Buyback is conducted at the end of each semester and the beginning of each semester. (Bookstore is considering the viability of year-round buyback services.) The buyback is always arranged through our wholesaler, they perform the entire buy. The wholesaler buys for the store and for the company they represent. We earn a negotiated commission on the total dollar volume based on the prices in the wholesalers buying guide. The wholesaler is responsible for providing the funds for all buybacks that are conducted on campus. They are 100%

2 reliable for all money that is brought onto campus. All funds are stored in the safe and only accessible by authorized personal only. The funds are typically delivered into two separate deliveries, to insure that large dollar amount are not left over weekends or holidays. All funds and inventory will be reconciled after the buy has ended by the acting bookstore supervisor and the buyer. Reconciling the buy requires checking and totaling quantities and price so that both parties agree. The wholesalers commission payment should be in check form, made payable to the store for the full amount. They will provide a written invoice form for all books purchased for the buyback. The following steps will ensure a successful Buyback: Buyback Workflow There are several steps involved in buying back books in WinPrism. Each of these steps involves entering information in one or more modules in the Buyback folder. With some overlap, they can be divided into three main processes: 1. Setting up the session and creating buyback list(s). 2. Conducting the on-line buyback. 3. Closing the buyback session. When preparing for a buyback session, you will need to give yourself plenty of time to do your preparatory work associated with creating a new session. This includes creating your buyback list and reviewing it for accuracy. In addition, you will want to verify that all hardware is working before buying begins. Before you begin to buy books: 1. Establish the purchasers for which you will buy books. 2. Establish buyer IDs and passwords for each buyer. Each buyer is required to enter the buyer ID and password in order to access the Buy Books module to buy books. Transactions will be tracked by buyer ID. 3. Create a buyback session and establish the workstations that will be used for buyback. If each workstation has its own cash drawer, enter the beginning cash amount for each workstation, if desired. 4. If you have to move hardware, give yourself plenty of time to troubleshoot potential problems. You will want to solve any hardware problems before buying begins. Double check to make sure all terminals, workstations, scanners, and printers are working so that the buy is not delayed or slowed. 5. If you plan to use scanners, install and check the scanners before buyback begins. Please note that scanners cannot be taken from Prism POS model 4694 cash registers and hooked up to POS system workstations without additional programming and cables. Scanners on "Smart Choice" registers should not need to be reprogrammed. 6. Print the Order Decision Status Report for titles not worked. Work any titles that need to be included on the buyback list. Remember: For a title to be included on a system-created buyback list, the status of the title must be worked. 7. Create the necessary buyback list(s) in the Buyback List module. Review and edit it as necessary.

3 Note: Make sure the buyback list is as accurate as possible before buying begins. Once you have bought on a list, that list cannot be deleted without closing the buyback session. 8. Print one or more copies of the buyback list, even if you plan on an on-line (computer) buy. In the event of a power outage or equipment failure, you may need to buy manually from the list. 9. Optional: Enter quick reference codes for items in the Quick Reference module, if desired. Print a list of the quick reference codes to share with the other buyers. 10. Optional: Enter and review stolen books records in the Stolen Books module, if desired. 11. Add the buyback session. Establish the parameters that will, among other things, set the cash provider and calculate the buyback price of the titles on your buyback list. When establishing the buyback parameters, you must set the cash provider to either Wholesale or Store. It is important to set this correctly before buying begins so that your stock on hand (SOH) will be adjusted appropriately when buyback is posted. During the buy itself: Note: Note: 1. Purchase books in the Buy Books module. 2. Post buyback totals as often as desired during buyback. Posting buyback totals for books bought for a store location increases inventory and the quantities bought are written to the actual buyback quantity field in the Order Decisions screen. Totals for all purchases must be posted before the session can be closed. Buyback totals are posted by using the Post Buyback Totals module. Whether or not totals for Nebraska Book Co. are posted and adjust inventory depends on your cash provider. If the cash provider is Wholesale, wholesale purchases are not posted and do not adjust inventory. If the cash provider is Store, the wholesale purchases are posted, at which time your inventory is increased. When posting, you will be given the option to create a Wholesale sales record for wholesale purchasers. When this sale to wholesale is posted, your SOH will be decreased. 3. Print all buyback reports needed. You can print daily reports and session reports. The Daily Buyback and Session Buyback reports can be printed for all purchasers or for individual purchasers. You can also print daily and session reports for individual buyers. Before you close the buyback session, we recommend that you print any buyback reports you will need. Although you can print these reports after the session is closed, it is advisable to print and review them before you close the session. This can help you spot any possible problems with the report totals and gives you the chance to correct the problems before you close the session. 4. Optional: Transactions can be viewed via the Buyback Transactions module. Transactions can be accessed by buyer, receipt number, or by student ID. Close the buyback session: 1. Post any remaining un-posted buyback totals before the session is closed. 2. If you have not already printed all your buyback reports, print any reports that you may need.

4 3. When ready, close the buyback session using the 'Close Session' option in the Session Setup module. Keep in mind that Quick Reference codes will be cleared once the session is closed. The buyback lists associated with the session will be saved, but their status will change to closed and you will not be able to use them in another buy session. However, you can print the buyback lists from closed sessions. 4. If the cash provider was set to Store when the buyback session was opened, a sale to wholesale should have been created when buyback totals were posted. Review the sale in the Sell Books to Wholesalers module under the Return Goods folder. Make any necessary changes. When ready, post the sale to wholesale. Your SOH will be decreased by the quantities that are on the posted sale to wholesale. 5. When payment is received for a sale to wholesale, resolve the sale in the Resolve Credit Requests module under the Return Goods folder. When the sale is resolved, the purchases that were written to the item records at the time the buyback invoice was approved are removed. Placing Textbook Orders Textbook publishers and distributors suggest that orders be placed at regular intervals, since it is impossible for them to ship all materials in the week or two preceding the opening of a term. Currently 85% of our vendors have usable websites that we use for ordering and invoicing. All textbook ordering goes directly to the Textbook Coordinator. After the order has been placed with the vendor, the information is entered into the POS system located in the purchasing tab. The information that is entered is, author, title, edition, copyright, ISBN, and price. All phone orders are handled in the same matter, but the customer representative name is entered on the PO along with the confirmation number. After the data has been entered on the Purchase Order it is sent over to the receiving modular. The information will be available for the receiver to verify during and after receiving has been completed. Sell Currently both Bookstores offer two main solutions of purchasing text or general merchandise. The first solution is to walk in and be greeted by our friendly Staff. The second method is to visit our website, which offers all the information or ordering capability that is needed. Our website is user friendly and 100% secure. The customer has three choices when ordering textbook materials: 1. In-store Pickup 2. Reserve 3. Ship direct to home or business Reorder The Bookstore has an obligation to ensure that books are available in adequate quantities. It is preferable of course to have the exact quantity needed, but for many reasons that is often impossible. When reordering is necessary the following actions are in place. Inform faculty immediately and keep them informed of the status, so they can make announcements in class. Record the title s status on the shelf tag, including the reorder and expected arrival dates. Check with the other location for additional copies and pass the information on to the customer. Assure students and faculty that every effort is being made to reorder books. Give the student an estimate of when the books will arrive to the bookstore.

5 TEXTBOOK CYCLE ADOPTIONS PERFORM SELL- THROUGH ANALYSIS RESEARCH RETURN ESTABLISH SALES ESTIMATES RE-ORDER BUYBACK SELL ORDER With two campus bookstores conveniently located in southern Riverside County, The One Stop Eagle Shop proudly supplies the academic community with tools for the mind. Sticking closely to our mission of providing goods and services at the lowest possible prices, we have been offering the same quality customer service since The One Stop Eagle Shop supports, in any way it can, the mission of Mt. San Jacinto College. The overall priority is to provide an excellent, culturally enriching environment of academic, career, and lifelong learning programs, designed to meet the workforce challenges of a changing world and to offer equal access for diverse students to achieve transfer and career goals. Rev: April 2013