Prior to running the Used Books module, you will need to establish the Parameters for the Used Book Module including the Used Book default parameters for your store

Tool > Parameters > Store Number > Double Click on the Store you're working on.

In the Store Maintenance program:

• Select Used Store in the toolbar at the top of the screen.
• The Store Used Properties window appears.

This is where you will set the defaults for your Used Books module.

• Keep in mind, these are default values. For any particular used product you wish to buy or sell, any of the defaults can be changed.

• On the left side of the Store Used Properties window are the POS Voucher and Used Buying Settings sections.
• On the right side is the Used Buying Session section.
• Let's start with the Used Buying Session section, the default values in this section will determine many important factors within the Used Books module.

In the Default Used Product Category field:

• Select the Used Product Category you want to employ as your store's default.
• The Used Product Category is not the same thing as the Department Category.
• Rather, it is a parameter unique to the Used Books module.
• Within this parameter, you establish several factors regarding your buying and selling of used books.

When you access the properties page for a Used Product Category code, you will see six fields.

• The first two--Code and Description--are the standard IMRCHNT code and description fields.
• The three remaining fields begin the process of establishing your store's default settings for the purchasing and selling of used products.
  • Buy/No Buy Code: determines what initially happens when you elect to buy a used book.
    • There are three choices here, and you select one by clicking on the pulldown arrow at the right of the field and then highlighting the choice you want.
    • The three choices are: Buy, No Buy, and Ask Buyer
      • Buy: means that, as soon as you decide to buy a used book in the Used Book module
        • IMRCHNT will assume you wish to buy it.
        • By assuming this, no detail screen, where you make a decision on whether or not to purchase the book, will display. (You can call up the detail screen, if desired, but it will not come up automatically.)
        • Exception: If you select Buy, you can still have the detail screen in the Used Book module called up automatically upon buying a used book by setting the Always Show Buy Item on Buy field to Yes.
      • No Buy: assumes you will not buy the used book.
        • If set to No Buy here, upon buying a used book in the Used Book module, the detail screen will display automatically, and in the Buy field (in the "Buying Terms" portion of the screen), a No will appear.
        • You can change this to Yes to buy the product, but No is the default.
        • If left No, the system will disallow the buy.
      • Ask Buyer: will call up the detail screen in the Used Book module when you buy a product.
        • Unlike when you set the Buy/No Buy Code field to No, the Buy field will not be filled in.
        • It will be blank, and you must determine whether you wish to buy the book or not, and fill the field in accordingly.

The next field in the Used Product Category is New-To-Used Price Markdown. You will key in a percentage here.

• Whatever you key in will be your store's default percentage markdown for used books that do not fall under the Rules you establish at the bottom of the window.
• For example, if you key in 40%, the suggested retail price for a used book will be 40% of the new retail price For example, the retail price for a new book is $10. You key in 40% here. The default used price will be $4 ($10 x 40% = $4).
• This value represents a default.
  • This default will apply only to those used books that do not fall under the parameters of the Rules you establish at the bottom of the window.
• You can change the percentage for any individual used product that you purchase.
• Additionally, this value can be further affected by the Condition of the used book. More on Condition in a moment.

There is also the New-To-Cash Offer Markdown field. This is also a percentage that you key in.

• This represents the cash dollar amount you will pay for the used book.
• The same principle applies. If you key in 10% here, you will offer a customer 10% of the book's new retail price. For example, the retail price of a new book is $10. A customer wants to sell you a used copy of this book. You will give him $1 ($10 x 10% = $1).
• This value, too, can be impacted by the Condition of the book in question.

Finally, there is the Industry field.

• Select an industry to be the default industry.

At the bottom of the window, you can establish a set of Selection Rules for the Used Book module.

• The Rules can be as broad or specific as you want, and you can create as many Rules as you need.
• Rules are designed to categorize used books into separate categories, or rules, allowing you to set default percentages for each category that will determine the Used price and offer for each item.

To create a Selection Rule:

• Click on the Add to List button at the left of the Selection Rule portion of the Used Product Category window.
• A new row will appear, saying All Items.
  • This does just what it says--it encompasses all used books.
  • If that's how you want this to be set, leave it alone.
  • However, in the upper part of this window, you already established general default guidelines for used-book buying and selling practices.
  • So it's unlikely you would want to keep this set to All Items.
• If you want to limit which used books will apply to a given Selection Rule
  • Click on All Items.
  • The Used Price Rule window will open up.
  • This is where you'll define which items will apply to this Selection Rule.
  • At the top of the Used Price Rule window, there are two options: Query and Filter By.
    • Filter By: allows you either to view rules only you created or rules everyone has created.
      • A submenu will appear with the word Me on top and All Users underneath.
      • Click on the one you want, and a black dot appears to the left of the selected choice.
      • This is user-definable and up to you.
      • Choose whichever makes the most sense.
      • You can switch back and forth anytime you like, but the system will always default to the way you left it the last time you were in the Used Price Rule window.
    • Query: option has three choices underneath: New, Delete, and Select.
      • Choose New to create a new rule.
        • A message box appears where you need to key in the name of the new rule.
        • Click on OK when you are finished keying in the name, then set up the parameters for the new rule.
      • Choose Delete from the Query menu. The rule is deleted.
      • If you want to Select the rule that is displayed in the Used Price Rule window and apply it to this Selection Rule:
        • Click on the Select button to the right of the field.
        • Once you select a rule, you are returned to the Used Product Category properties window, and the selected rule is listed under the Selection Rule field.
  • If you want to view a rule already on the system
    • Click on the arrow at the right of the field in the top left corner of the Used Price Rule window.
    • All of the existing rules (or all of the existing rules only you created if you set the Filter By field to Me) appear in a dropdown list.
    • Click on the one you want.
    • Its parameters display in the Used Price Rule window.

Setting up the parameters for a rule

Define the selection criteria for the new rule:

• Choose the category you want to define in the Select Field field by clicking on the down arrow at the right of the field.
• A pulldown list of categories appears.
• Click on the one you want.
• Once selected, it displays in the Select Field field.
  • For an example, let us say you selected Bindings.
• In the Select Operation field,
  • Choose Like, equal to, greater than, less than, greater than or equal to, less than or equal to, or between.
• In the Choose Value field,
  • Choose the value or values that define the selection criteria.
  • With the Bindings example, say you chose "equal to" in the Select Operation field. If you then select MM (Mass Market) in the Choose Value field, the rule will apply to all inventory with a binding code of MM.

For applicable categories (such as Bindings), there will be a binoculars icon at the right of the Choose Value field.

If you selected "between" in the Select Operation field, two fields will display under Choose Value.

In the top field, choose the start value. In the bottom field, select the ending value.

For example, if you selected Grade Level in the Select Field field and you want the rule to apply to merchandise only between "Poor" and "Fair" grades, you would select "between" in the Select Operation field, select "Poor" in the top Choose Value field, and "Fair" in the bottom Choose Value field.

If you choose Publication Date (or any other date category) in the Select Operation field, a calendar will display if you click on the down arrow at the right of the Choose Value field.

Once you have set the fields the way you want

Click on the Add button at the right of the Used Price Rule window.

The criteria you just set will display in the Selected Ranges box. For example, if you selected a binding code of MM, "Bindings = MM [Mass Market]" will display in the Selected Ranges box.

Repeat the above process as many times as you want to define the criteria for the rule. Each time you establish a new set of criteria and click on the Add button, the new criteria will display in the Selected Ranges box.

To remove a set of criteria:

• In the Selected Ranges box, highlight the criteria you want removed and click on the Remove button.
• The selected criteria is removed from the template.

When you are through creating the rule, select it by clicking on the Select button at the top of the Used Price Rule window.

• If you do not want to select the rule, then simply click on the "x" at the top of the Used Price Rule window.
• Either way, the rule is saved automatically in your system.

Back at the Used Product Category properties window, the rule you selected (if you selected one) in the Used Price Rule window now appears under the Selection Rule field.

If you click on the rule, you are taken back to the Used Price Rule window.

You can create as many rules as you want. Every time you create a new rule by clicking on the Add to List button in the Selection Rule portion of the Used Product Category properties window, a separate line is listed under the Selection Rule field.

If you would like to delete a rule from the list of rules in the Selection Rule portion of the Used Product Category properties window

• Highlight the rule you wish to delete and click on the Remove from List button to the right of the Add to List button.
• The rule will be deleted.

When you create a rule, you will establish defaults for the items that fall under the rule's parameters.

The defaults you will establish are: New to Used %, New to Offer %, and the Rounding Rule.

Back at the Store Used Properties window, the field beneath Default Used Product Category is Condition

In the Condition field:

• Select the default Condition Code for used products.
  • Condition Codes are likely to be things like "Good," "Fair," or "Poor."
  • Create as many Condition Codes as you need, then select one to be the default.
  • The default Condition Code can be changed for any individual used product you purchase.
• Condition Multiplier: Key in a percentage in this field.
  • This percentage will be multiplied by the used retail price of any product to come up with the adjusted used retail price.
    • For example, a "Good" condition book will cost more than the same book in "Poor" condition.
  • This Condition Multiplier also affects your purchasing price.
  • You are not going to pay as much for a "Poor" book as you will for a "Good" book.
    • It's a good idea to establish a baseline Condition Code--and this might be the best Code to use as your store's default.
    • By baseline, that is, the percentage keyed in here is 1.00, or 100%. In other words, the used retail price is not affected by this Condition Code. Perhaps the Condition Code of "Good" is a right fit for this.
    • For a "Poor" book, you might key in 50% in the Condition Multiplier field.  This would mean a "Poor" book will only cost (and sell) half as much as the same book in "Good" condition.
  • The Condition Multiplier is an additional layer of determining the retail price (and your buying price) for used products.
    • Two examples: One for a "Good" book with a Condition Multiplier of 1.00 (100%), and the other for a "Poor" book with a Condition Multiplier of 50%
    • These tie in directly with the New-To-Used Price Markdown and New-To-Cash Offer Markdown fields touched on above.
    • For this example, let's assume our default New-To-Used Price Markdown is set at 40%, and that our New-To-Cash Offer Markdown is set at 10% .
      • Example #1: New retail price of book = $10. It is in "Good" condition.
        • You will buy this book for $1.
          • $10 new retail price times the New-To-Cash Offer Markdown value of 10% = $1.
          • $1 x 100%--the Condition Multiplier for "Good" condition--equals $1.
        • You will sell this book for $4.
          • $10 new retail price times the New-To-Used Price Markdown value of 40% = $4.
          • $4 x 100%--the Condition Multiplier for "Good" condition--equals $4.
      • Example #2: New retail price of book = $10. It is in "Poor" condition.
        • You will buy this book for 50 cents.
          • $10 new retail price times the New-To-Cash Offer Markdown value of 10% = $1.
          • $1 x 50%--the Condition Multiplier for "Poor" condition--equals 50 cents.
        • You will sell this book for $2.
          • $10 new retail price times the New-To-Used Price Markdown value of 40% = $4.
          • $4 x 50%--the Condition Multiplier for "Poor" condition--equals $2.

The next field, back at the Store Used properties screen, is Rounding (optional)

• If you want the final retail price of your used products to be rounded up (or down)
• You can select a default Rounding Code here.
• If not, just leave this field blank.

If you call up the Rounding parameter, you will be taken to the Buy Rounding window.

Beyond the usual code and description, this window has a Rules Test Area that determines how products will be rounded up and/or down.

Please note, the rounding applies to the final used retail price after the New-To-Used Price Markdown and Condition Multiplier have already been determined.

Rounding only applies to the adjusted retail price of used products, not the buying price.

Let's take a look at how you can set up rounding. . . .

• After keying in a code and description for the Rounding Rule in the middle of the Buy Rounding window, you need to establish how the rounding will be handled.
• Note the two columns at the bottom Offer Greater Than and Round To.
  • To establish a guideline, key in "0.00" in the row underneath both of these columns.
  • Once you have established your "0.00" guideline row, a new row will automatically appear beneath it.
    • Offer Greater Than: refers to the adjusted retail price of a used product BEFORE rounding takes effect.
    • Round To: will look at the value to the left, beneath Offer Greater Than, and round that value to the value you key in here.
  • Set up as many rows as you need.
  • You can be as specific or general as you want to be. Let's take a look at an example.
    • Example: Say you have established three rows beneath the Offer Greater Than and Round To columns.
      • The first row is the "0.00" guideline row.
      • In the second row, you keyed in 0.50 underneath Offer Greater Than and 1.00 underneath Round To.
      • In the third row, you keyed in 1.01 underneath Offer Greater Than and 1.50 underneath Round To.
        • The used retail price for a product is 56 cents.
        • Look under the Offer Greater Than column.
        • Which row is the first row with a value greater than or equal to 56 cents?
          • It is the second row, with an Offer Greater Than value of 50 cents (0.50).
        • So, now that you have found the correct row, look to the right, under the Round To column.
          • This value represents what you will round this price to.
          • In this case, the rounding price is $1.00 (1.00).
          • If the retail price had been anything between 50 cents and $1.00, the rounding price would have been $1.00
      • But what if the retail price exceeds the last row in your Rounding Table? What will the system do then?
        • That is what the When amount exceeds table Round Up to field is for.
          • The concept of this field is simple.
          • If a retail price exceeds the values established in the last row of your rounding table, this fields allows you to set a rounding pattern for these "pricey" items.
          • Click on the down arrow at the right of the field and choose how (or if) you want to round these items.
            • Choices include no rounding at all (to the penny), to the nickel, to the dime, to the quarter, or to the dollar.
            • E.G. let us say you select to the dollar in this field.
            • The retail price of an item is $55.10.
            • The last row in your Rounding table only goes up to $25.
            • IMRCHNT will not look to the When amount exceeds table Round Up to field to determine how and if it should round up this item.
            • Since you chose dollar here, it will round the item to $56.
            • If you had chosen quarter, it would have rounded it up to $55.25.
            • If you had chosen no rounding, the price would have stayed at $55.10

You can test the Rules using the Rules Test Area

• In the Price to Test field
  • Key in a retail price
  • Click on the Test button to the right.
  • The Rounded To $ field will fill in with the rounded price.
• This is a great way to test your Rule and make sure you are clear on how the system is calculating the rounding.
• You can run a rounding test on as many prices as you like. It is there for your convenience.

Back at the Store Used Properties screen, notice the last three fields in the Used Buying Session portion of the window. They are Default Accounting Codes.

There are four fields in the POS Voucher section of the Store Used Properties screen.

Voucher Service:

• Select the service you want to use for your store's default used book voucher.
• When a customer sells you a used book, you can give him a voucher, either with cash or store credit.
• The customer can then use the voucher at the POS as a balance card tender, if they wanted to opt for store credit rather than cash.

Round offer:

• Simply click on the down arrow to the right of the field and choose how (or if) you want to round up the price for used items you buy.

Percent Premium:

• Key in a percentage.
• This value is multiplied by the final cash buying price (New-To-Cash Offer Markdown value multiplied by the Condition Multiplier) to come up with the credit price you are willing to give a customer for a used book.
  • For example, if the cash buying price for a used book (after calculating the New-To-Cash Offer Markdown and Condition Multiplier) is $2.00, and you assign a 25% value in the Percent Premium field
  • The amount of store credit you will apply to the customer's used book voucher will be $2.50 ($2.00 x 25%).
  • Essentially, the Percent Premium works as a markup field.
  • If the customer prefers to receive store credit instead of cash for the used books he sells you, the credit amount he receives is marked up by the percentage you key in here.
  • This credit value will print on the voucher you give him.
  • The cash amount, if the customer wants cash, will also print on the voucher.

Description Percent Premium:

• Key in a free-form description that will appear on the POS receipt when the used-book voucher is credited at the POS.

There are two fields in the "Used Buying Settings" portion of the screen . . .

Used Product Barcode Label:

• Select the default label type to be assigned to used books when they are created via the Used Books module. For information on creating different label types, please click here.

Always Show Buy Item on Buy:

• Select Yes if you want the detail screen to display automatically in the Used Books Module when you purchase books with a Default Used Product Category set to Buy in the Buy/No Buy Code field.
• Select No if you do not want the detail screen to display automatically in the Used Books Module when you purchase books with a Default Used Product Category set to Buy in the Buy/No Buy Code field.
• Default Used Product Categories with the Buy/No Buy Code field set either to Ask Buyer or No Buy are not affected, one way or the other, by the value established here in the Always Show Buy Item on Buy field.
• This only applies to books with a Default Used Product Category set to Buy in the Buy/No Buy Code field.

To get to the Used Module go to Modules > Used...

Use the processing button to select a lot to look through and add to inventory.   If there is an item you no longer want to add to inventory, you can ignore them.  Click Updated Inventory to add the item.     

Use the Options menu button to select if you want product properties to show after each entre.  Also double clicking on a Container in the bottom right, gives you the option to remove the container if its cleaned out.  

Use the vouchers button to find existing vouchers (payments for used book / merch buys) for customers.

If a Voucher doesn't have a Sale ID, it has not been redeemed into store credit or cash.  

To redeem used book Vouchers you will need to create a new Tender (Used Buy Credit or something like that) where type = Balance Card.

You will scan the Used Buy Voucher into POS and issue a credit to Balance Card under your new Tender. Or you could even do it to a Gift Card. It's up to you. But the key is issuing some kind of credit by scanning the voucher or finding the voucher in the system. Enter the customer name into the Account name, click ok and finalize the process.

If the customer is looking to make a purchase at you would now scan the items into the sale and apply the balance card type, find their card by their name and bring the card into sale as a tender.

Steps to Locate and add Voucher Balance to Customers Account:

- Open POS

- You will scan the Used Buy Voucher into POS and issue a credit to Balance Card under your new Tender. Or you could even do it to a Gift Card. It's up to you. But the key is issuing some kind of credit by scanning the voucher or finding the voucher in the system. Enter the customer name into the Account name, click ok and finalize the process.

- If you don't have the Voucher to scan, Click "Find Used Voucher" to find a voucher that hasn't been redeemed yet and add it to a balance card for the customer. 

- Locate a Voucher for the customer that says Redeemed? = NO

- Once you have added the Voucher to the sale you will have a negative balance.

- Next click "Balance Card"  and locate the "Used Book Balance Card"

- This will assign a new Balance Card in the customers name for the total credit.

- Sale is Completed and it will print a receipt and the credit will be added to the users account.

To use a Used Book Balance Card, first add a customer to the sale.  Then add products to the sale, then once all items are added to the sale you can click - Balance Card.  

It will show the Amount being used, click "Look Up Account" to find the Used Book Balance Card with the voucher credit stored on it.  Once you select that account, you will be asked to print a receipt and the sale will be finished.  

To include remainder items in Used Book Balance Card sales, you need to check the box on System Options > POS for "Include Remainder Items in Used Only check of Tenders".