winprism 1830 to 1840+

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winprism 1830 to 1840+ Powered By Docstoc
					WinPRISM 1731/1732 to
       1900+
  BETA RELEASE
 DOCUMENTATION



        May, 2010




            1
                                                Table of Contents

WinPRISM 1800+ System Requirements .......................................................................... 3
INTEGRATED ACCOUNTING ........................................................................................ 5
  IAS Select Invoices for Payment – 4011 ........................................................................ 5
  IAS A/P Generate Checks – 4012 ................................................................................... 5
  IAS A/P Check Maintenance – 4013 .............................................................................. 5
  IAS General Ledger ........................................................................................................ 5
  IAS Miscellaneous .......................................................................................................... 6
INVENTORY CONTROL ................................................................................................. 7
  ICS Item Maintenance/Inventory Maintenance 101/102 ................................................ 7
  ICS Serial Numbers – 105 .............................................................................................. 8
  ICS Rental Number Maintenance – 1052 ....................................................................... 8
  ICS Course Requests – 112........................................................................................... 10
  ICS Order Decision Maintenance – 114 ....................................................................... 10
  ICS Manual Sales – 144 ................................................................................................ 10
  ICS Catalog Maintenance – 151 ................................................................................... 10
  ICS Enter Mail Order – 152 .......................................................................................... 11
  ICS Ship Mail Orders – 153.......................................................................................... 11
  ICS Autogen Proposed Orders – 202 ............................................................................ 11
  ICS Quick Reference – 218 .......................................................................................... 11
  ICS Receiving – 301 ..................................................................................................... 12
  ICS Specialized Invoices - 312 ..................................................................................... 12
  ICS Want Lists – 331 .................................................................................................... 12
  WPAdmin – Dept/Class/Category 103 ......................................................................... 12
  WPAdmin – Accounting 108 ........................................................................................ 13
  WPAdmin – Load Book Database 154 ......................................................................... 13
  WPAdmin – Purge Parameters 122 .............................................................................. 13
  WPAdmin – POS Transaction Inquiry 311 .................................................................. 13
  Miscellaneous ICS ........................................................................................................ 13
POINT OF SALE .............................................................................................................. 14
  POS Register / Transaction Improvements ................................................................... 14




                                                               2
              WinPRISM 1800+ System Requirements

Please note: Due to many changes within the 1800+ version of WinPRISM, there
are new system requirements. Any user not meeting the requirements listed below
will be unable to run WinPRISM 1800+ until the requirements are met. For
information on hardware upgrading, please call your system sales representative.

Requirements:
    All WinPRISM and WinPOS SQL Servers must be on Microsoft SQL Server
      2005 or SQL Server 2008. As a reminder, your POS servers must be on an
      equal or higher SQL version than the ICS machine. SQL Server 2000 is
      NOT supported with 1800.
    You should not purchase SQL outside the new Microsoft partnership, as this
      now provides a low cost upgrade to SQL. With the new Microsoft
      partnership, WinPRISM will be bundled with Microsoft SQL, and will allow
      you to load the latest version. To enter this program, you will need to sign
      the new WinPRISM License Agreement, and work with System Sales as
      there is a one-time fee to enter the program. Please contact System Sales for
      more information.
    You will need to make sure your current server and operating system will
      support SQL 2005 or SQL 2008. If you have any hardware questions, please
      contact the System Sales team.
           You will need Windows Server 2003 or 2008 loaded on the
              WinPRISM and WinPOS Servers.
           A DVD drive will be needed to load the new SQL version on the
              WinPRISM and WinPOS Servers.
           The servers must have enough disk space (30GB free space) on the
              WinPRISM and WinPOS Servers.
           The servers must have at least 2GB of RAM (recommend 4GB).
    .NET 3.5 is required to be loaded on all workstations and registers that
      connect to the ICS or POS servers. This means your workstations and
      registers must be on Windows XP or higher. WinPRISM clients on Windows
      98 and Windows 2000 will NOT be supported. The .Net 3.5 version is also
      known to require more RAM, so for best performance we recommend that
      all registers and workstations have 1GB or more of RAM.
    Your database must be encrypted.
    Tender Retail MUST be updated to version 3.3.9.
    Any workstation running 1831 and on which mail order, web order, special
      order, refunds or exchange tenders will be entered or worked with must be
      able to communicate via port 3000 to the distributed/comm admin WinPOS
      server.




                                        3
Recommendations:
    There are new database authentication options with WinPRISM 1800+.
     Please see the ‘Understanding Windows Authentication’ document prior to
     loading 1800+.
    There are new security requirements that are vital to the encryption of your
     database. Please see the ‘Understanding Encryption’ document prior to
     loading 1800+.




                                        4
                        INTEGRATED ACCOUNTING

IAS Select Invoices for Payment – 4011
Invoice Register
When the AP Invoice Register is exported with column headers to Excel, the export
process now puts the data in the correct column. Prior to this correction, some data was
incorrectly spaced and was not aligning with the appropriate column headers.

Same Invoice on Duplicate Batches
When manually or auto-creating a payment batch, it is no longer possible to include the
same invoice and credit memo on different batches. Once an invoice or credit memo has
been selected, the identifying number will still show in the select window, but will have a
zero dollar amount, and will not allow for the item to be selected again. Even once the
batch is posted and waiting for check generation at Generate Checks, the invoice or credit
memo can not be added to a payment batch.

IAS A/P Generate Checks – 4012
Currency Differences
When a check is generated in a different currency than the invoice currency, a random
problem was found where sometimes the header and detail of the check did not equal.
This has been corrected.

IAS A/P Check Maintenance – 4013
AP Check Register
The Accounts Payable Check Register has been modified to show the payment activity
that occurred and the original payment amount (base) and exchange rate for US vendors
whose checks are cut in Canadian currency. This report also had some rounding issues
that were corrected.

IAS General Ledger
Penny Rounding
Penny rounding discrepancies were found to sometimes exist between the stock ledger
and general ledger for prepaid invoices in a non-base currency. This issue has been
corrected.




                                             5
IAS Miscellaneous
AR Balance and AR Customer Imports
The AR Balance XML import has been modified to handle a 26 character account code
rather than a 25 character count. Also, the AR Customer XML import now sets the
country code for both the shipping and billing address fields.

Length Error
In WinPRISM 1.7.3.2, there was a problem where an error would occur during the export
process in the "AP Export" module if the "Alt Code" of one or more of the vendors was
greater than 10 characters long. This has been corrected.




                                          6
                INVENTORY CONTROL
ICS Item Maintenance/Inventory Maintenance 101/102
Currency Exchange
Previously, the Change Currency Option (flag) in Item/Inventory Maintenance could
result in an incorrect price being saved at Item/Inventory Maintenance. If a user was in
Inventory Maintenance with an item selected, if the user changed the currency flag, then
exited Inventory Maintenance, even without saving, the new currency value was being
saved in item maintenance and also inventory maintenance instead of the base currency.
This has now been resolved.

F9 Reports
A request was created to fix an issue were after creating a special order Mail Order and
selecting the hammer option 'Generate Special Order PO' and receiving on the special
order PO, the F9 reports were incorrectly showing an older PO for the same SKU used in
the special order PO as being attached to the Mail Order. The F9 reports involved were
Mail Order and Receiving History. This has been corrected. Also, F9 reports have been
modified to accommodate rentals.

Item Import
In WinPRISM 1.7.3.1, there was an issue when importing a Delimited ASCII file into
Item Maintenance using Item Import, in that the binding information was not being
populated into the item header. This has been corrected.

Missouri Buyer’s Guide
Missouri Book has started to use a buyers guide format that uses 13 digit ISBN's in its
update file, and our system needed to be changed to match this new format. This has
been corrected.

Non-Merchandise Attached to Items
Previously, when a textbook with a non-merchandise item attached was created and then
an attempt to delete the item was done, the deletion succeeded. A correction has been
added so that a user can not delete the textbook, because non-merchandise history exists.

Package Items
Previously, users were able to delete items, even if they were part of a package. Now, in
Inventory Maintenance, if a user attempts to delete a SKU that is attached to a package
for the same location, it will not allow the delete. The user will receive an error message,
"Item cannot be deleted when it is part of a package". If the SKU is not part of a
package, the SKU can be deleted even if the SKU still exists as part of a package for
some other location.




                                             7
ICS Serial Numbers – 105
Separation of Serial and Rental Numbers
Serial numbers and rental numbers are now separated within the WinPRISM system. For
more information, please see the documentation for the new Rental Program.

Serial Numbers
Items are no longer allowed to be added to the Serial Maintenance module without a
serial number. Previously, detail lines could be added to the module without attaching a
rental or serial number.

ICS Rental Number Maintenance – 1052

Customers
When escaping out of adding a rental customer, the cashier was still able to sell the rental
item. In Serial/Rental Item Maintenance, the customer was then coming over as "Not
Available". This has been changed so that when a cashier escapes out of entering a
customer, the message "Rental Requires a Customer" is given.

Dynamic Barcodes
Users can now print Dynamic Barcodes from a hammer option in the Rental Number
Maintenance module. For more information, please see the documentation for the new
Rental Program.

ISBN
After renting an item either at the register or through mail order, the ISBN is now locked
down so that it cannot be changed until all rentals have been accounted for (returned/paid
for). If the user rents an item and attempts to update the ISBN in Item Maintenance, the
warning message "Update of ISBN failed for 'X' textbooks. Textbook(s) used in rental
system" is displayed and the ISBN will not be updated. Also, a rental record, once
rented, has history attached to it and cannot be deleted until after the end of the term. This
is when a purge process is run to clean up any lingering completed rentals. Until this
process is run, the ISBN can not be changed, because there will still be history attached to
it, even if the period has been deleted. For more information, please see the
documentation for the new Rental Program.

New Tag Types
Three new tag types were added to the system for the new Rental workflow. The tag
types are named as follows: "Rental Tag", "Rental Tag No Price", and "Rental Barcode
Only". The "Rental Tag" and "Rental Tag No Price" tags are used to print Rental Tags for
existing rental items from the "Detail" tab of the Rental Number Maintenance module
and the "Rental Barcode Only" rental tag is printed via the "Print Dynamic Barcodes"
hammer option in the Rental Number Maintenance module. The Rental Tag options can
be configured via the Rental Configuration hammer option in the Rental Number


                                              8
Maintenance module. These settings only apply to the Rental Tags being printed from the
Rental Number Maintenance module's "Detail" tab. Dynamic Rental Tags can be printed
via the "Print Dynamic Barcodes" hammer option. Using the hammer option displays a
dialog where a Tag Type, Printer, and Quantity can be entered.
        Each tag type prints the following.
        Rental Tag: Class, Category, Description, Rental Number, Price, and Barcode
        Rental Tag No Price: Class, Category, Description, Rental Number, and Barcode
        Rental Barcode Only: Text "DO NOT REMOVE" and Barcode

Rental Agreement
Rental Agreements are now printed on a per transaction basis, rather than per item, if the
rental agreement is the same.

Rental Changes
Several changes have been made to rentals to improve the workflow and functionality of
this feature. For more information, please see the documentation for the new Rental
Program.
        The prompt for adding a customer on a rental transaction occurs after pressing
          TOT, and entering the rental tender.
        The "Account Sale" checkbox is now left unchecked during a transaction that
          did not start as an A/R sale.
        The rental comment is no longer prompted during a rental transaction.
        The @ sign is required in all email addresses.
        By setting up the MSR Card Type options properly in WPAdmin>POS>
          Utilities>MSR Card Types, the system can pull the customer‟s first and
          surname from the credit card scanned to reserve a rental item, and apply that
          name to the new customer created.
        There is a new setting in Customer Maintenance > on the Advanced button
          called the "Can't Rent" checkbox. If checked, this customer will be unable to
          rent items. The message, when attempted, reads “Can not rent to this customer.
          Customer has rental prohibited flag set.”
        Failsafe systems running in stand-alone mode no longer capture the credit card
          number for rental reservations, since Shift4 is unable to process a token from a
          Failsafe in stand-alone mode.
        We have added the ability to do a no credit card / no A/R account rental. This
          option is in WinPRISM > Inventory Maintenance tab > Item Maintenance >
          Rental Number Maintenance > Hammer Menu > Rental Configuration >
          Configuration tab > "Collect Credit Card" and "Collect AR" checkboxes. If both
          are checked, credit card or A/R can be used as the backup tender. If both are
          unchecked, the backup tender prompt at the register is not given. If "Collect
          Credit Card" is checked and "Collect AR" is unchecked, the message "Tender
          type not allowed. Please select credit card." is given. If "Collect AR" is checked
          but "Collect Credit Card" is unchecked the message "Tender type not allowed.
          Please select A/R account." is given.
        The system now ensures that the customer has an email address for a transaction
          that starts out as an A/R sale. If an email address has not been given to a rental



                                             9
         customer when running a rental item on an A/R sale, the message "Rental items
         on transaction. Customer email is not set." is given. If the user presses the "OK"
         button on the "Customer Accounts" screen without entering an email address
         the message "E-Mail address is required for this transaction." is given.


ICS Course Requests – 112
Adoption Complete
Previously, unselecting and reselecting the "Adoption Complete" flag in the “Course
Requests" module would cause the Course Request not to send both the Parent and Child
Linked SKUs to the web. The issue has been resolved.

ICS Order Decision Maintenance – 114
Order Decision Worksheet
A request was created to optimize the Order Decision Worksheet report from Order
Decision Maintenance, which would take several minutes if there was a large amount of
data to generate. This has been optimized. Also, in WinPRISM 1.7.3.2, the Order
Decision Worksheet was not filtering by status. This has been corrected.

ICS Manual Sales – 144
Mail Order Refunds and Manual Sales
In WinPRISM 1.7.3.2, the manual sales record for a mail order refund that only included
shipping was not being generated correctly and was therefore causing sales to be out of
balance. This has been corrected.

ICS Catalog Maintenance – 151
Catalog ID Field
Previously, there was a problem where clearing out the "Catalog ID" field for an item on
a web catalog would display a warning that all items were required to have a Catalog ID
for the Catalog to remain a Web Catalog. At the same time, the "WebPRISM" flag was
unchecked automatically and would remain that way even after re-entering the Catalog
ID. The user would have to then manually reselect the "WebPRISM" flag. To correct the
issue, the warning message was replaced and given an "OK" and "Cancel" button. If the
Catalog ID field is cleared for an item that is on a web catalog, then a message is
displayed stating that a Catalog ID is required to keep the Catalog on the Web. Pressing
the "OK" button will disable the „WebPRISM‟ flag and pressing the "Cancel" button will
return the user to the dialog to correct the issue.
The new warning message reads as follows.
        "This item does not contain a Catalog ID value. A Catalog ID is required for
        sending items to WebPRISM, otherwise they will not be displayed. Click OK to



                                            10
       disable sending this catalog to the web and save this record, Cancel to return to
       the dialog."

ICS Enter Mail Order – 152
Dept/Class/Category Totals Report
Previously, the "Department/Class/Category Totals Report" in the Enter Mail Orders
module under More Reports was not including Historical or Purged orders. This has
been modified, so the report includes both.

Mail Order Tender Report
In 1.7.3.2, the "Mail Order Tender" report was not displaying historical orders. This has
now been modified to include them.

ICS Ship Mail Orders – 153
Cancelling Items
The request was written due an issue with the "Ship Mail Orders" module where
cancelling items from the "Edit Item Information" dialog would cause an error message,
the detail grid would update to cancel the item, but the module header totals would not
update correctly. The issue has been resolved.

Taxes on Shipments
Previously, re-enabling taxes on a shipment that was tendered with a Tax Exempt A/R
account would never become taxable. This becomes a problem when split tendering an
order between a Tax Exempt A/R tender and a taxable tender, such as Cash, Check, or
Credit Cards. The issue has been resolved.


ICS Autogen Proposed Orders – 202
Autogen and On Order
A request was created to change how Autogen Proposed Orders determines whether a
GM or Trade item should be ordered for the Auto Order Qty specified for the item.
Previously the system would order the Auto Order Qty if the On Order was less than the
Auto Order Qty and the SOH was less than the Min. Stock Qty. This has been changed so
that the Auto Order Qty will only be ordered if the SOH + On Order are less than the
Min. Stock Qty.

ICS Quick Reference – 218
Quick Reference
When creating a new quick reference listing using a title and the same quick reference as
used on a previous listing, there were some issues with the information displaying in the
Quick Reference module. This has been corrected. Also, when doing a buy and searching


                                            11
by the quick reference number, the system was pulling the title from the previous
Buyback session, and not from the newly created one. This has also been fixed.


ICS Receiving – 301

PO Receiving Document
Previously, the header and detail global notes were not correctly printing on the Purchase
Order Receiving document printed from the Reports menu of the Receiving module.
This has been corrected.

Print PO
In previous WinPRISM versions, there was not an option to sort by Order Date when
printing the Print Purchase Orders report from the Purchase Orders and Receiving
modules. This option has now been added.

ICS Specialized Invoices - 312
GL Codes
Specialized invoices for Freight, Fees and Credits were previously pulling the
corresponding GL code from the first location encountered. This logic has been modified
so that the GL codes pulled are for the specific location selected for each line of the
specialized invoice.


ICS Want Lists – 331
Cascaded Wantlists
A request was created to fix an issue where scheduling a wantlist that was created from a
cascaded wantlist when sent separately was cascading instead of scheduling for the single
vendor included on the wantlist. This has been corrected.

WPAdmin – Dept/Class/Category 103
GL Acct Codes report
The 'GL Account Codes by DCC' report located in WPAdmin in the
Department/Class/Category module under the Reports tab has been enhanced, and now
lists the GL Code and description for rentals. The report is designed to show a listing of
all GL account codes and descriptions attached to each DCC setup in the system in the
Department/Class/Category module.




                                            12
WPAdmin – Accounting 108
Inventory Valuation
The Inventory Valuation Method can now be changed for a new location during the
current sales month.

WPAdmin – Load Book Database 154
Load Book Database
Previously, loading the Nebraska Book Buyers Guide was causing an FTP Timeout error
to occur in version 1.7.3.2. A new System Parameter was added to manually adjust the
FTP Timeout limit. The parameter is named "Buyers Guide FTP Timeout (seconds)" and
is located in the WPAdmin 121 "General System Parameters" module (WPAdmin >
Inventory Control > Parameters > System Parameters > External Databases filter).

WPAdmin – Purge Parameters 122
Purge Credit Cards
A request was created to increase the speed of the 'Number of days to keep credit card
numbers' purge process. This process has been optimized.

WPAdmin – POS Transaction Inquiry 311
Non-Merch Field
The "Total Non-Mech" field on the "AR Transaction Additional Information" report from
WPAdmin > POS tab > Maintenance > Transaction Inquiry > Hammer Option >
Additional Information was not displaying the Non-Merch total. This has been corrected.

Miscellaneous ICS
PDT Files and Inventory
When importing a PDT file into Physical Inventory in WinPRISM 1.7.3.2, the system
was not finding certain item records in Item Maintenance, even though they were actually
there. The items primarily contained a '290' prefix on the XREF (barcode) that was not
being recognized. Additionally, the „Physical Inventory Not Found' report from the
report menu of the Physical Inventory module was not matching the Physical Inventory
detail grid as to the items that were marked as 'not found'. As a result, when trying to
post inventory in the physical inventory module, the user was unable to post the
inventory, due to these bogus 'not found' items. There was a code change made so that
'290' prefixes will be recognized, and the system will find the items with the correct SKU.




                                            13
                     POINT OF SALE
POS Register / Transaction Improvements
A/R Rental Sales
In WinPRISM 1.7.3.2, when running a split tendered A/R rental sale, the message
"Tender_Detail_Tender by Tran total not correct" was being given. This has been
corrected.

A/R Sales with Incorrect Dates
In 1.7.3.2, PRISM POS was sending A/R transactions with the wrong dates. The
customer ID was being entered in the date field causing balances to be off. This has been
corrected.

CARS Interface
The CARS interface no longer allows refunds on accounts with balances of zero.

Change Due
Change Due was not displaying correctly on the Register Totals report in WPAdmin >
POS tab > Register > Closing Reports Setup when a tender other than Cash was used
with the "Change Due" checkbox checked in Tender Setup. Because of this, the Tender
Totals were not correct and not matching the Register Report from the register. This has
been corrected.

Customers During Full Download
The request was created to make sure the customer ID and information was not linked
incorrectly between distributed DB and Main DB during a full download as it was, at
times, in previous versions. This issue has been corrected.

End of Day Report
The End of Day report now sorts credit cards by card type. In WPAdmin > POS tab >
Register > Closing Reports Setup > Reports > More Reports > POS Credit Card
Settlement > Report Parameters > Sort Order, the Sort Order will now sort the report by
Receipt or Card Type. Also added to the report was the Shift4 invoice number.

Full Download
In 1732, the full download was running very slow when a store had a lot of serial number
and rental records. This has been optimized.

Minnesota Tax
There was an issue with the Minnesota tax table and how taxes were being rounded. This
is corrected. Please note, when using the Minnesota tax table, the "Rounding Method"
needs to be set to "Recursive" within the Tax Codes module.




                                           14
Multiple A/R Tenders
It is now possible to enter up to 99 tenders on a single AR sale transaction. Prior to this
change the system could only handle 9 and would append any additional tenders to the
last invoice making research and reconciliation difficult.

Transaction Totals Incorrect
Certain combinations of items that included items that were .01 in price were causing
calculations to be off in WinPOS, which was causing the message
"Transaction_detail_tender tax total incorrect" to appear at the Tender Totals screen. This
has been corrected.

Transaction Detail Taxes
Transaction detail taxes were not correct when doing a split tender with a transaction that
was authorized by Datatel. This has been corrected.




                                             15
WinPRISM 1811-1812 to
       1900+
  BETA RELEASE
 DOCUMENTATION



        May, 2010




           16
                                               Table of Contents

WinPRISM 1800+ System Requirements ........................................................................ 18
INVENTORY CONTROL ............................................................................................... 20
  ICS Item Maintenance/Inventory Maintenance 101/102 .............................................. 20
  ICS Course Requests – 112........................................................................................... 20
  ICS Sales Events – 146 ................................................................................................. 20
  ICS Enter Mail Order – 152 .......................................................................................... 21
  ICS Ship Mail Orders – 153.......................................................................................... 21
  ICS Incoming Message Maintenance – 204 ................................................................. 21
  ICS Buyback Session Setup – 213 ................................................................................ 22
  ICS Buy Books – 215 ................................................................................................... 22
  ICS Buyback Price Tag Queue – 217 ........................................................................... 22
  ICS Fill Merchandise Requests – 233 ........................................................................... 23
  ICS Receiving – 301 ..................................................................................................... 23
  ICS Enter Invoice Information – 311............................................................................ 23
  ICS Proposed Return Entry – 321 ................................................................................. 23
  ICS Maintain Credit Requests – 323 ............................................................................ 23
POINT OF SALE .............................................................................................................. 24
  POS Improvements ....................................................................................................... 24
              WinPRISM 1800+ System Requirements

Please note: Due to many changes within the 1800+ version of WinPRISM, there
are new system requirements. Any user not meeting the requirements listed below
will be unable to run WinPRISM 1800+ until the requirements are met. For
information on hardware upgrading, please call your system sales representative.

Requirements:
    All WinPRISM and WinPOS SQL Servers must be on Microsoft SQL Server
      2005 or SQL Server 2008. As a reminder, your POS servers must be on an
      equal or higher SQL version than the ICS machine. SQL Server 2000 is
      NOT supported with 1800.
    You should not purchase SQL outside the new Microsoft partnership, as this
      now provides a low cost upgrade to SQL. With the new Microsoft
      partnership, WinPRISM will be bundled with Microsoft SQL, and will allow
      you to load the latest version. To enter this program, you will need to sign
      the new WinPRISM License Agreement, and work with System Sales as
      there is a one-time fee to enter the program. Please contact System Sales for
      more information.
    You will need to make sure your current server and operating system will
      support SQL 2005 or SQL 2008. If you have any hardware questions, please
      contact the System Sales team.
           You will need Windows Server 2003 or 2008 loaded on the
              WinPRISM and WinPOS Servers.
           A DVD drive will be needed to load the new SQL version on the
              WinPRISM and WinPOS Servers.
           The servers must have enough disk space (30GB free space) on the
              WinPRISM and WinPOS Servers.
           The servers must have at least 2GB of RAM (recommend 4GB).
    .NET 3.5 is required to be loaded on all workstations and registers that
      connect to the ICS or POS servers. This means your workstations and
      registers must be on Windows XP or higher. WinPRISM clients on Windows
      98 and Windows 2000 will NOT be supported. The .Net 3.5 version is also
      known to require more RAM, so for best performance we recommend that
      all registers and workstations have 1GB or more of RAM.
    Your database must be encrypted.
    Tender Retail MUST be updated to version 3.3.9.
    Any workstation running 1831 and on which mail order, web order, special
      order, refunds or exchange tenders will be entered or worked with must be
      able to communicate via port 3000 to the distributed/comm admin WinPOS
      server.




                                        18
Recommendations:
    There are new database authentication options with WinPRISM 1800+.
     Please see the ‘Understanding Windows Authentication’ document prior to
     loading 1800+.
    There are new security requirements that are vital to the encryption of your
     database. Please see the ‘Understanding Encryption’ document prior to
     loading 1800+.




                                        19
                INVENTORY CONTROL
ICS Item Maintenance/Inventory Maintenance 101/102
F9 Report
The Max Buyback value for the current term on the Order Decision tab of the Course
Request Module was not being carried through to the F9 Order Decision Report for the
current term. This has been corrected.

Search Results
At Item Maintenance, quick search results are now correctly sorted by color, size, DCC,
style, and season code when double clicking on the corresponding header of each column
within the quick search results grid.

ICS Course Requests – 112
Deleting Items
A request was created to prevent deleting Course Request items when they exist on a
Purchase Order or Merchandise Request. When attempting to delete a Course Request
item that exists on a PO or MR, or an entire Course Request that contains items on a PO
or MR, you receive the prompt "Could not delete one or more selected items because
they exist on a PO or MR". Attempting to delete a CR item that is not on a PO or MO is
still allowed.

Print Shelf Tags
A printer change was not being saved when checking the 'print all textbooks for course
on shelf tag' checkbox within the Print Shelf Tags dialog of the Course Request Module
and then changing the printer (ellipsis). The change would only save after unchecking the
checkbox and then rechecking it. This has now been corrected.

ICS Sales Events – 146
Used SKUs on Sales Events
Previously, sending "Manual" type Sales Events with Used SKUs to the web was not
working correctly. The "Product Family ID" field being sent to the Web contained the
New SKU rather than the Used SKU of the item. The issue has been resolved.




                                           20
ICS Enter Mail Order – 152
Account Sale
The request was written due to an issue with the "Enter Mail Orders", "Ship Mail
Orders", and "Mail Order Refund/Exchange" modules. The Tender Dialog that can be
called from the Tender tab from each of these modules has a checkbox labeled "Account
Sale". The "Account Sale" checkbox is meant to be used only at the register (WPPOSReg
application). The checkbox has been disabled from within WinPRISM to prevent its use.

Gift Certificates
Previously, gift certificate numbers were not being displayed in the "Account/Reference"
column of the tender grid on the Tender tab of each of the Mail Order modules. This has
been corrected.

Item Substitution
In 1.8.1.1, there was a problem with substituting items on mail order shipments that had
fixed dollar discounts applied to them. The discount amount would be applied as a
percentage rather than the fixed dollar amount for the item being substituted. The issue
has been resolved.

ICS Ship Mail Orders – 153
Shipping
The request was written due to an issue with the "Mail Order Refund/Exchange" module
and opening (reversing) a refunded order. If the shipping for the order had been refunded,
then opening the refund would cause the shipping to not be taxed. This would cause sales
to be out of balance. This issue has been corrected.

ICS Autogen Proposed Orders – 202
Autogen Item Sort
A request was created to fix an issue in the Autogen Proposed Orders Report where the
item sort order was always sorting by SKU regardless of the item sort order selected. The
PO main sort order was still working as designed. This issue has been resolved the
Autogen Proposed Orders Report is now sorting by the PO main sort order and then
sorting by the item sort order selected.

ICS Incoming Message Maintenance – 204
Delivery Notifications
Delivery notifications now display the vendor for which the want list was sent, and not
the current vendor on the want list.




                                           21
PO Acknowledgement Report
The Purchase Order Acknowledgement Report in Incoming Maintenance is now
generating without error.

ICS Buyback Session Setup – 213
Buyback Summary Report
In 1.8.1.2, the running totals on the Buyback Summary Report in the Buyback Session
Setup Module were incorrect. The totals were skewed when the buy contained multiple
purchasers over multiple days. If one of the defined purchasers did not have any
transactions for that day (no books were bought for that purchaser), the previous days‟
totals for that purchaser were not being carried through on the running totals located on
the right-hand side of the Buyback Summary Report. This would then cause the running
totals on the following days, when that purchaser did have transactions, to be skewed.
This has been corrected.

Daily Buyback Report
In 1812, the Daily Buyback Report from the reports menu of the Buyback Session Setup
module was coming up without data. This has been corrected.

Delete Closed Session
A 'key constraint error' message was being displayed when trying to delete a closed
buyback session in the 'Buyback Session Setup' module. This has been corrected.

ICS Buy Books – 215
Buy Books Focus
The focus within the Buy Books module has been changed to make doing multiple buys
more efficient. The focus begins on the 'search' field and defaults to 'bookkey', but can be
changed to any other search on the drop-down. Once an item is added to a transaction the
focus is returned back to the search field to add another item. After all items have been
added, the user can then tab once again to put the focus on the 'End Trans' button to end
the transaction and then tab once more to 'print receipt'. Tabbing through will get the user
from 'Print Receipt' to 'Delete Trans', 'Load Susp', 'Tender' and then back to the search
field.

ICS Buyback Price Tag Queue – 217
Printing Tags
The request was written due to an issue with printing Price Tags from the WinPRISM
"Buyback Price Tag Queue" module. An error message of "COM Error: Unknown error
0x80131502" displayed immediately after selecting the desired printer to print to. This
was happening after using the "Print Price Tags" menu option and during "Auto-Print
Price Tags" process. This has been corrected.



                                            22
ICS Fill Merchandise Requests – 233
Picking List
Previously, when running the "Picking List" report in “detail” view out of the Fill
Merchandise Requests menu, the report was only displaying an "M" rather than the MR
number in its entirety in the right hand column of the report. This has been corrected.


ICS Receiving – 301
Cancel Items
A request was created to fix an issue in Receiving where selecting the right-click option,
'Cancel Outstanding Items', would update all item prices on the PO, even if the item had
already been fully received. This issue has been corrected.

Update Prices
The 'Update Prices' dialog has been changed to reflect the correct currency symbol during
receiving.


ICS Enter Invoice Information – 311
Reports in Enter Invoice Information
A request was created to fix an issue where report parameters were not being filled in
correctly for the current record in Enter Invoice Information. It was found that when an
invoice contained only one record, the Invoice number was not populating fully in the
report parameters. This has now been fixed and the full Invoice number is populated in
report parameters regardless of the number of items on the invoice.

ICS Proposed Return Entry – 321

Quantity Greater than 255
Previously, the system would return an error when posting a credit memo with a denied
quantity greater than 255. This has been corrected.


ICS Maintain Credit Requests – 323

Global Notes
Any global notes added to a return in Maintain Credit Requests were not being carried
through onto the report when printing the return from the Reports menu. This has been
corrected.




                                            23
                                POINT OF SALE
POS Improvements
A/R Transaction Issues
When an A/R transaction with an automatic discount is done, as opposed to an A/R
transaction with a discount applied during the transaction, the difference between the
transactions was a penny off. This has been corrected.

Minnesota Tax
There was an issue with the Minnesota tax table and how taxes were being rounded. This
is corrected. Please note, when using the Minnesota tax table, the "Rounding Method"
needs to be set to "Recursive" within the Tax Codes module.

Price Override Report
In 1812, the DCC column was not printing the DCC's when running the POS Price
Override report in Transaction Inquiry. This has been corrected.

Sales of Rental Items
In 1.8.1.2, when doing a sale on a rental item through the WinPOS register, the price of
the item was being pulled from the inventory retail price in Inventory Maintenance,
instead of from the rental price in the Serial / Rental Maintenance module. This was only
an issue when there was more than one location for the item. This has been corrected, so
that the system pulls the price from the Rental Price in Serial / Rental Maintenance.

Store Close
In 1812, if the store was closed and immediately reopened, the distributed database did
not always receive the information that the store had been reopened. This has been
corrected. Now, if a store has been reopened immediately after closing, the information
about the reopening flows over without issue.




                                            24
WinPRISM 1830 to 1900+
   BETA RELEASE
 DOCUMENTATION



        May, 2010




           25
                                               Table of Contents
WinPRISM 1800+ System Requirements ........................................................................ 27
INTEGRATED ACCOUNTING ...................................................................................... 29
  IAS A/P Generate Checks - 4012 ................................................................................. 29
  IAS A/R Transaction Inquiry – 4111 ............................................................................ 29
  IAS A/R Payments – 4122 ............................................................................................ 30
INVENTORY CONTROL ............................................................................................... 31
  ICS Item Maintenance/Inventory Maintenance 101/102 .............................................. 31
  ICS Warranty Agreement – 103 ................................................................................... 33
  ICS Serial/Rental Maintenance – 105 ........................................................................... 34
  ICS Rental Number Maintenance – 1012 ..................................................................... 34
  ICS Item Matrix Maintenance – 106 ............................................................................ 37
  ICS Vendor Maintenance – 131 .................................................................................... 38
  ICS Course Requests – 112........................................................................................... 39
  ICS Order Decisions – 144 ........................................................................................... 39
  ICS Physical Inventory – 142 ....................................................................................... 40
  ICS Manual Sales – 144 ................................................................................................ 40
  ICS Enter Mail Orders – 152 ........................................................................................ 41
  ICS Ship Mail Orders – 153.......................................................................................... 42
  ICS Mail Order Refund / Exchange – 154 .................................................................... 43
  ICS Stock Ledger Reports – 171 .................................................................................. 43
  ICS Report Generator / Reports – 181 .......................................................................... 46
  ICS Proposed Purchase Orders – 201 ........................................................................... 46
  ICS Buy Books – 215 ................................................................................................... 48
  ICS Receiving – 301 ..................................................................................................... 49
  ICS Enter Invoice Information – 311............................................................................ 49
  ICS Sell Books to Wholesalers - 325 ............................................................................ 50
  WPAdmin – User / Group Security .............................................................................. 50
  WPAdmin – General Parameters 121 ........................................................................... 51
  WPAdmin – Monsoon Setup 1238 ............................................................................... 51
  Miscellaneous ICS ........................................................................................................ 52
  Changes for GM Enhancements ................................................................................... 53
POINT OF SALE .............................................................................................................. 56
  POS Changes / Improvements ...................................................................................... 56




                                                             26
              WinPRISM 1800+ System Requirements

Please note: Due to many changes within the 1800+ version of WinPRISM, there
are new system requirements. Any user not meeting the requirements listed below
will be unable to run WinPRISM 1800+ until the requirements are met. For
information on hardware upgrading, please call your system sales representative.

Requirements:
    All WinPRISM and WinPOS SQL Servers must be on Microsoft SQL Server
      2005 or SQL Server 2008. As a reminder, your POS servers must be on an
      equal or higher SQL version than the ICS machine. SQL Server 2000 is
      NOT supported with 1800.
    You should not purchase SQL outside the new Microsoft partnership, as this
      now provides a low cost upgrade to SQL. With the new Microsoft
      partnership, WinPRISM will be bundled with Microsoft SQL, and will allow
      you to load the latest version. To enter this program, you will need to sign
      the new WinPRISM License Agreement, and work with System Sales as
      there is a one-time fee to enter the program. Please contact System Sales for
      more information.
    You will need to make sure your current server and operating system will
      support SQL 2005 or SQL 2008. If you have any hardware questions, please
      contact the System Sales team.
           You will need Windows Server 2003 or 2008 loaded on the
              WinPRISM and WinPOS Servers.
           A DVD drive will be needed to load the new SQL version on the
              WinPRISM and WinPOS Servers.
           The servers must have enough disk space (30GB free space) on the
              WinPRISM and WinPOS Servers.
           The servers must have at least 2GB of RAM (recommend 4GB).
    .NET 3.5 is required to be loaded on all workstations and registers that
      connect to the ICS or POS servers. This means your workstations and
      registers must be on Windows XP or higher. WinPRISM clients on Windows
      98 and Windows 2000 will NOT be supported. The .Net 3.5 version is also
      known to require more RAM, so for best performance we recommend that
      all registers and workstations have 1GB or more of RAM.
    Your database must be encrypted.
    Tender Retail MUST be updated to version 3.3.9.
    Any workstation running 1831 and on which mail order, web order, special
      order, refunds or exchange tenders will be entered or worked with must be
      able to communicate via port 3000 to the distributed/comm admin WinPOS
      server.




                                        27
Recommendations:
    There are new database authentication options with WinPRISM 1800+.
     Please see the ‘Understanding Windows Authentication’ document prior to
     loading 1800+.
    There are new security requirements that are vital to the encryption of your
     database. Please see the ‘Understanding Encryption’ document prior to
     loading 1800+.




                                        28
                       INTEGRATED ACCOUNTING

IAS Customer Maintenance – 212
Accounts
In Version 1831, some issues were reported with account information not flowing to the
POS distributed database. This issue has been corrected.

Deletion of Membership Customers
Membership customers can no longer be deleted if membership transactions still exist in
the system.


IAS A/P Generate Checks - 4012

Generate Checks Message Added
If a credit memo is resolved by a vendor check after being included on a check batch,
when the checks are generated, a message will now appear stating that „The following
vouchers have already had credit used for them: VCH00000XXX. Please recreate the
batch‟.


IAS A/R Transaction Inquiry – 4111
Rentals and A/R
When a rental book is not returned and a chargeback is done, the transaction can be
charged to Accounts Receivable. In WinPRISM at Rental Maintenance, if the rental
configuration for the book is set to charge A/R, the hammer option „Process Not
Returned Billings‟ is used to create the A/R invoice. Once the customer is charged by the
„Process Not Returned Billings‟ routine, the transaction flows to A/R. The transaction is
identified as a chargeback invoice by the assigned transaction number, which begins with
RNR for the sequence in A/R Transaction Inquiry. At this point, the transaction is treated
just as any other A/R transaction. The chargeback transactions are included on the Daily
Transaction Report, Invoice Register and the Aging Reports. They are also included in
any statements or generated invoices done for that customer/account.

Additionally, a new search method has been added at A/R Transaction Inquiry called
Rental Number. This field allows the rental ID number that is assigned at Rental
Maintenance in ICS to be searched for.




                                           29
IAS A/R Payments – 4122
Payments Report
A new report parameter has been added to the Payments Report located on the Reports
menu in A/R>Adjustments>Payments. The new parameter will allow gift certificate type
accounts to be added to the report along with other prepaid type accounts. The gift
certificate information is set to print in a different format than other prepaid type
accounts, so regardless of order the gift certificate type accounts will print at the end of
the report showing any payments made at Gift Certificate Sales for the periods specified
in the report parameters.




                                             30
                INVENTORY CONTROL
ICS Item Maintenance/Inventory Maintenance 101/102
F9 Reports
In 1830, the F9 reports did not allow the option of using the Page up and Page down
keyboard keys to scroll through multiple pages. Also, when tabbing multiple times within
a report, the report would sometimes stop responding. Changes were made to allow the
use of the Page Up and Page Down keys and to prevent the report from hanging.

Field Added
A new field has been added to the 'Inventory Vendor' dialog in Inventory Maintenance
called 'Cost'. This cost field makes it possible to add new vendors to items for particular
locations, and assign different costs by vendor, which are then used when creating a
Purchase Order for that vendor. When adding a GM item that has multiple vendor costs,
the update price option is disabled in the „Add Purchase Order Items‟ window, since
price updates are not allowed when using vendor cost items.

Location Combo Dialog
The location combo box on the main tool bar has now changed. Users can view the new
location tree by clicking on the browse/edit ellipsis on the main tool bar to the right of the
location text box. This allows users to view and set different locations, regions, and
organizations using the 'View By' drop down box and selecting the location checkboxes.
When the dialog is closed, the selected locations are displayed within the open module.
The 'Selected' button on the dialog to the right of the 'View By' box will display either all
available locations to select with checkboxes, or just the locations that are already
selected/checked. The 'Selected' button toggles between these two views. At the top of
each section, depending on the 'View By' option that is currently selected, there are also
'All Locations', 'Selected Locations', and 'All Organizations' checkboxes to select all
locations, regions or organizations at one time. Double-clicking on a specific location or
group will display that specific location or group without having to go back and deselect
any other locations or groups that may be selected. The deselection is automatically done.

Just to the right of the browse/edit ellipsis for the location combo box is the 'Set Global
Location Selection' on the main tool bar. This makes the selected locations global to all
open modules and the user's default locations. This allows only the locations selected
prior to the global option being selected to be displayed in all open modules. Toggle the
global option off to allow each module to have its own selection of locations independent
of each other. Lastly, there has also been a change to modules such as Markdowns and
Serial/Rental Maintenance, which require the selection of only a single location, to
include the use of the new location tree. This can be seen when adding a new record
where the location dialog will now display to choose a single location.

Multiple Item Add and Royalties
The request was created as an enhancement to the WinPRISM "Item Maintenance" and
"Inventory Maintenance" modules that allows a user to select and add multiple inventory


                                             31
records at a time through Item Maintenance and Inventory Maintenance. The "Copy/Add
Inventory Records..." right-click menu option was added to the Quick Search Results and
Item Find Results for GM items, and a checkbox was added to the "Copy/Add Inventory
Records" dialog. The checkbox is labeled "Use Location Royalty" and is only visible
when the dialog is opened from the Quick Search Results or Item Find Results.

The "Use Location Royalty" checkbox requires additional set up to work correctly. First
the "Royalty Percentage" and "Royalty Minimum" amounts must be set for the location.
This is done in the WPAdmin > "Store Information" module on the "Miscellaneous" tab
under the "Miscellaneous" dropdown menu option. Second, the "Apply Royalty"
checkbox must be enabled in the WinPRISM "Vendor Maintenance" module on the
"Discount/ISBN" tab. The "Royalty" and "Min Royalty" amounts will then automatically
display as you select Inventory Locations on the "Copy/Add Inventory Records" dialog
and those values will be automatically set when adding the inventory records for the
selected items. If the conditions are not met, then the "Royalty" and "Min Royalty"
amounts will display as 00.00% and $0.00. Unchecking the "Use Location Royalty"
checkbox will enable the "Royalty" and "Min Royalty" fields for manual editing.
Certain conditions must be met for the "Copy/Add Inventory Records" menu option to be
displayed.
     The menu option is available in the "Item Maintenance" module's Quick Search
        results from the GM tab.
     The menu option is not available in the "Inventory Maintenance" module's Quick
        Search results.
     The menu option is available in the Item Find results of both the "Item
        Maintenance" and "Inventory Maintenance" modules when initiated from the GM
        tab.
     The menu option is enabled for non-GM items in the Item Find results, but
        prompts the user with a message of "The selected items must be GM items to
        support multiple-item adoption." rather than displaying the "Copy/Add Inventory
        Records..." dialog.

New Search Options
The request was created as an enhancement to the Item Maintenance and Inventory
Maintenance modules. The "Vendor" entry was added to the Quick Search drop down
options. Performing a search for Vendor in either of these modules displays the "Find
Vendor" dialog found throughout the system. The dialog contains a textbox at the top
labeled "Enter text to search for:", a grid with an "Alias", "Name", and "Code" columns,
and the "OK" and "Cancel" buttons.

Package Item Detail Report
A custom Package Detail report was added to the Item Maintenance module.




                                           32
Searching
Item SKUs are now listed in the Item Find Search dialog unless the search results
included a non-SKU source. Non-SKU sources included Buyer's Guide, Books in Print,
and Mathews search results which do not have SKU values. If an Item Find search is
performed and the results of the search are WinPRISM-SKU items, then a "SKU" column
is added to the Item Find results dialog as the first column. If an Item Find search is
performed and the results include one or more non-SKU item, then the "SKU" column is
not visible.

Shelf Location
The ability has been added to assign a shelf location for each specific art instruction by
color, when adopting a style based item into inventory. As in previous versions of
WinPRISM, any SKU‟s shelf location can be set independently by editing that shelf
location at Inventory Maintenance for the individual store location (this includes style
based items). However, starting with WinPRISM 1.9.0.0+, for one specific color set
within one specific style, the shelf location can now be mass set per a single store
location. As a result, a „Shelf Locations‟ column is now included on the „Style
Components and Colors‟ dialog that displays as style based items are adopted into a store
location‟s inventory or edited at Inventory Maintenance via the Display Style Information
hammer option. The „Shelf Locations‟ column is the end column in the „Art Instructions‟
portion of the dialog and is set by color per style. If the shelf location for a style/color
combo is set while adopting style based items, it will result in that specific shelf location
also being set for all SKUs belonging to that exact style/color combo as they are adopted
into the same store location. Editing the shelf location for the entire style/combo via the
Display Style Information hammer option will again result in all SKUs for that specific
style/color combo in that specific store location being updated. Modifying a single style
based item‟s shelf location via the detail grid at Inventory Maintenance will result in a
change to only that specific SKU for that store location and not a change to all the other
SKUs that belong to that style/color combo for that location.

Sorting
There was a request to display the Cost, Margin, and Retail fields all in the same
sequence within the Copy/Add Inventory Records, Add Detail Records, and Edit PO
Items dialog boxes within Item Maintenance, Inventory Maintenance, Item Matrix
Maintenance and PO modules. This has been done, so that all dialogs show the order as
cost, margin, retail.

ICS Warranty Agreement – 103
Send Agreement to Web
The request was written as an enhancement to the "Warranty/Rental Agreements"
module. Selecting the "Rental Agreement" checkbox in the module header will now
generate an XML packet that sends to the Rental Agreement to the web. Selecting the
checkbox will generate an "ADD" packet and unselecting it will generate a "DELETE"
packet.



                                             33
Warranty Agreements
In Warranty/Rental Agreements, the "Name" field was increased to allow 50 characters,
the "Mfg" field can now be blank if the record is a Rental Agreement, a checkbox labeled
"Rental Agreement" was added to the module header, a sample agreement named "Rental
Agreement" was added to the system, and changing the warranty text is now updating the
"Modified" date field. Please note that the included agreement named "Rental
Agreement" is only an example and should be reviewed by the user‟s legal department
and corrected, where necessary.


ICS Serial/Rental Maintenance – 105
Report Sorting
Previously, there were sorting issues with the Serial Number report located under the
Reports menu within the Serial/Rental Maintenance module. Sorting by serial number,
customer name, and sales date now works correctly.

ICS Rental Number Maintenance – 1012
Hammer Options Added
Two features have been added to the 'Rental Number Maintenance' module. One hammer
menu option was added, „Process Not Returned Billing‟, and a context menu option on
the „History‟ tab, „Process Replacement Charge‟, was added. These menu options are
used to perform chargebacks on customers who have not returned rental items. The
„Process Not Returned Billing‟ hammer option processes all rental items in a period that
has ended. The „Process Replacement Charge‟ context menu option processes any single
history record for from the „History‟ tab; there are no date checks for this menu option.
Rental chargebacks which charge to an A/R account will hit the „Manual Sales‟,
„Customer Maintenance‟, „AR Transaction Inquiry‟, „Invoice Inquiry‟, „Customer
Activity‟, and WPAdmin „POS Transaction‟ modules. Rental Chargebacks which charge
a credit card will hit the „Manual Sales‟, „Customer Activity‟, and WPAdmin „POS
Transaction Inquiry‟ modules.

Long Rental Agreements
Changes have been made to allow longer inserts for Rental Agreements.

Max Rental Quantities
Previously, when adding a new period to the Rental Number Maintenance module, the
default maximum rental quantities for both new and used were being populated in
reverse; the new quantity was under used, and visa versa. This has been corrected.
        NOTE: The default maximum rented quantity for new and used in the rental
        configuration dialog is used to populate the 'Rental Max' column on the 'period'
        tab detail grid at the time a new period is added to the rental record. The default
        maximum rented quantity on the configuration dialog will not update the Rental
        Max column if changed after the period has been added to the rental number
        maintenance record. To update the Rental Max column, either manually edit it, or


                                            34
       add a new period to the rental record with the correct quantities in the default.
       When renting items, it is the value listed under 'Rental Max' on the period detail
       grid that is used to determine the maximum rentable quantities allowable.

NBC Partnership Report
A new NBC Partnership Rebate report has been added to the Reports menu within the
WinPRISM>Inventory Management>Rental Number Maintenance module. The new
NBC Partnership Rebate report is a listing of all NBC Partnership Rebated adopted titles
that have been rented. Please note that while the NBC Partnership Rebate report is
functioning correctly, numerous rental report enhancements are in process already and
this report may change in the near future.

NBC Rebate
The request was created to modify the calculation method for rental items on the NBC
Textbook Rental Partnership. The equation is now set at:
                        rental price = (cost/(1-margin %)) - rebate.
This is true for both new and used books. The margin and the rounding methods are set
by the user in the Rental Number Maintenance > Rental Configuration hammer option.

Rental Report
The Rental report in Rental Number Maintenance can no longer be sorted by customer
name. Additionally, the enhancement was created to modify things on the Rental Report.
The changes that were made are listed below:
   1) The Rental XREF column now includes all 20-digits (if applicable) of the rental
       XREF as well as its barcode. Previously, 3 characters were being cut off
   2) The column previously labeled „Serial Number Description‟ is now labeled
       „Rental Number Description‟
   3) The Location and Rental Date lines were flipped so they would be in the proper
       order in the first column
   4) An extraneous barcode was removed from the header of the report
   5) The title of the displayed report was changed from ‟Student Charge Rental
       Report‟ to „Rental Report‟
   6) The „Use Date Range‟ checkbox now affects the outcome of the report if checked.
   7) One sort order was changed from „sale date‟ to „rental date‟

Rental Chargeback
Previously when performing a rental chargeback, no error messages would be displayed
during the process and a final count of all Emails sent, Rentals Processed, and Errors
would be displayed in a message box. The process has been modified to in two ways –
first, error messages are now displayed and secondly, the user is prompted with the
option to proceed after an error occurs or to completely drop the process. Stopping the
process gives the user an opportunity to correct the issues.

Rental Chargeback and Credit Cards
Previously, performing a chargeback on a rental for a tender that is set to use "ICV/UPS
Server" for the Card Queue type would result in WinPRISM freezing. The Card Queue is



                                            35
set in the WPAdmin "Mail Order Tender Codes" module for Credit Card tenders. The
issue has been resolved.

Rental Return Reminder Added
A rental return reminder task was added to both the right click menu and also the hammer
option of the Rental Number Maintenance module. The right-click option can be seen
under the history tab of a rented item.

To send the reminder email, in WPAdmin/Store Information/Misc tab/Web, set the
values for the SMTP Mail Server (mail.nebook.com) and Email Sender (your email) if
not already set. In the WinPRISM Rental Number Maintenance module, select a rental
that is due back. This can be seen under the history tab of the rental record (due date).
From the history screen, right-click and select the 'Send Email Reminder' option or
choose the hammer option of Send Due Date Reminder. Both these options will send the
email reminders to customers, but the hammer option will allow the user to select a
period in which ALL rental customers with outstanding rentals will be emailed. The
hammer option also allows the user to send the reminder email in batches so as to not
overwhelm the email server. The 'Send Email Reminder' in the detail grid only emails the
single highlighted rental to the customer attached. A pop-up message is received asking
the user if they wish to continue the process of sending email reminders to all customers
who have not returned rental items. Yes will send the email. The email text that is being
sent out is set up under the hammer option 'Rental Configuration', email text tab.

Rental Return Fee
There is now a Non-Merchandise "Rental NR" column in WPAdmin>POS>
Parameters>Non-Merchandise. This column contains a checkbox. This checkbox must
be checked for the non-merchandise item that is to be used as the not returned fee for
rentals.

Rental Returns
A new or used textbook rental is considered a rental return when it is brought back to the
store any time after the rental period‟s „Refund Expiration Date‟. A rental return results
in zero dollars being returned to the customer. If a used textbook was rented, upon its
return, it is still considered a used copy, thus the Used Rental Qty is decreased, but Used
SOH remains the same. If a New textbook was rented, upon its return to the store, it can
no longer be considered new and is instead now a used copy. When a new textbook
rental is returned, the following occurs within WinPRISM:
     „The Inventory Maintenance „Rental‟ quantity for the new textbook is decreased
         by the return amount.
     The stock on hand of the new textbook is decreased by the return amount, and the
         stock on hand for the used textbook is increased by the same quantity. This stock
         adjustment is created with the reason of Rental Transfer.
     At „Rental Number Maintenance‟, if rental XREFs are being used, on the Detail
         tab, the system type flag in the „Sys‟ column is flipped from NTX to UTX, thus
         keeping only one entry for each XREF. If rental XREFs are not being used, only
         one entry will exist for both NTX and UTX (depending on what has been rented),



                                            36
        with ALL new rental transactions linking to the NTX entry and ALL Used rental
        transactions linking to the UTX entry. In this situation of blank XREFs, there is
        no single line to switch from NTX to UTX.
    At „Rental Number Maintenance‟ on the History tab, all historical data from when
        the textbook was rented as new is still listed, including the Return Date. If rental
        XREFs are being used, as the textbook is rented in its now used form, the new
        used rental information will be added in with the new textbook historical data and
        is all accessible by highlighting the appropriate XREF line from the Detail tab. If
        rental XREFs are NOT being used, all new textbook historical data can be viewed
        by highlighting the single NTX entry on the Detail tab and ALL used rental
        transactions by highlighting the single UTX entry but with each specific customer
        being the unique factor between all entries with blank XREFs.
    Within Stock Ledger Reports the spreadsheet reflects the move from New to Used
        inventory on the Rental Transfers line. The Rental Transfers line is directly
        below „Other Adjustments‟.
    Within Stock Ledger Reports, the new to used rental transfer data is also reflected
        in a Rental Transfers report. The Rental Transfers report displays the information
        at a SKU level.
    General Ledger journal entries are created by using a Rental Transfer GL Code
        parameter which was added to WP Admin>Inventory Control>Store Set
        Up>Department/Class/Category module under the GL Codes tab. The new to
        used rental inventory transfer creates entries using accounting cost as follows:
                         Debit: Rental Transfer GL Code for New Textbook DCC
                         Credit: Inventory GL Code for New Textbook DCC
                         Debit: Inventory GL Code for Used Textbook DCC
                         Credit: Rental Transfer GL Code for Used Textbook DCC
Please note that currently, „rental returns‟ can ONLY be done at the POS register. Mail
order allows for „rental refunds‟ prior to the refund expiration date but returns must be
processed at POS.

Searching By SKU
There was an issue with the Rental Number Maintenance module in that it would not
return a book in the detail grid if the Used SKU was used as the search parameter; the
book was only returned if the New SKU was used. This has been repaired as the Used
SKU now returns the rental record correctly when searched upon.

ICS Item Matrix Maintenance – 106
Generate Rental Number
      The request was created as an enhancement to improve the way that Rental XREF
      values are generated by making them completely unique. The new rental XREF
      value is generated using the following pattern
      "4XXXXXXX9YYYYYYYYYYZ". The "X" values are a unique SAN value that
      is set during the WinPRISM 1900+ update process. The SAN is acquired from the
      WPAdmin "Store Information" module, but only the first SAN value found is
      stored for rental XREF use (usually location id "1"). The SAN value that is set is


                                            37
       used for every rental XREF generated by the system. The "Y" values are a unique
       auto incrementing value starting at "1". The "Z" value is a check digit that is
       calculated each time an XREF is generated.
               NOTE: If the database has more than one location, then the first location
               with a SAN value is taken and used for generating Rental XREFs. In the
               event that a SAN value can not be found, then the value is set to zeroes.
               This could only occur on a completely new install of a 1900+ database and
               would require a programmer to manually set the Rental SAN value. Any
               database with a previous WinPRISM install will work correctly.

Item Matrix
The Item Matrix module has been changed to default to an ascending order by SKU. In
addition, the creation of an Item/Matrix has been changed so that it matches the size and
color attribute order defined in WPAdmin in the Master Style Template module.

Quick Search
Two new quick searches have been added to the Item Matrix Maintenance module, those
of 'DCC' and 'Vendor'.

ICS Vendor Maintenance – 131
Contacts
A change was made to the Vendor Maintenance module on the contacts tab. The buyer
combo box and the grid have been grouped together on the contact tab to emphasize that
the combo box filters the grid rows. Using the 'Buyer Filter' at the top of the grid, the user
can select all listed buyers and their attached information, or they can select a specific
buyer. The buyer column in the grid is hidden when a single buyer is selected. Rows are
not added or deleted in the grid. Instead, each of the contact data types are displayed once
(per buyer) for the vendor and are editable by clicking within the value field and typing.
Buyer information is unique for each vendor.

Royalty
A new dialog has been added for Royalty Updates to Vendor Maintenance and Store
Information (WPAdmin). This new dialog is seen in WPAdmin Store Information >
Miscellaneous tab when a change is made to either the Royalty Percentage field or the
Royalty Minimum field. After making a change to either field and tabbing off, or
switching tabs, a dialog will pop-up notifying the user: „The royalty percentage or royalty
minimum amount/status has changed. All inventory items and open purchase orders will
be changed. Do you wish to continue? Yes/No‟. Yes will update the royalty information
changed for that location on any inventory items or OPEN POs. No will allow you to
save the change without actually doing the update at that time. This dialog is also seen
in WinPRISM Vendor Maintenance on the 'Discount/ISBN' tab, when the 'Apply
Royalty' checkbox is checked or unchecked.




                                             38
Vendor Analyses Report
In the Vendor Maintenance module under the reports menu there is now a report called
the Vendor Analysis report. This report allows the user to track style-based items from
various vendors and track by DCC, qty, sales, and delivery. Within the report parameters
there are multiple filters that the user can take advantage of including date range fields,
DCCs, Vendors, and specific styles.

ICS Course Requests – 112
Adoption Not Complete Report
The Course Description field on the Adoption Not Complete report (found in
WinPRISM>Inventory Management>Textbooks>Course Requests> Reports) was
expanded to forty-nine characters. In a previous version, this field length was improperly
reduced.

Shelf Tag Printing
On the header of the Course Request Module, the option: 'Do you want to print shelf
tags?' now contains the original checkbox, instead of the open or closed folder that
existed in WinPRISM 1.8.3.0. This change was made for better clarity of this option:
     checked = yes, print tags
     unchecked = no, don't print tags.


ICS Order Decisions – 144
NBC Rental Partnership
The request was made to provide users with the ability to adopt rental textbooks from the
NBC Textbook Rental Partnership via WinPRISM‟s Order Decision Maintenance. Two
hammer options were developed to allow the user to „Check Titles for NBC Rental
Partnership‟ and „Check Single Title for NBC Rental Partnership‟. Another hammer
option - to develop a rental record directly from Order Decision Maintenance (Non NBC
Partnership) has also been added. The items that match NBC lists are added when chosen
and adopted by the user.
        PLEASE NOTE: In order to perform the functions described here, which all take
        place in Order Decision Maintenance, the user must have NBC Textbook Rental
        Partnership set up. This includes several parameters, which must be coordinated
        through the store, NBC Wholesale, and NBC WinPRISM support. The „NBC
        Utility‟ line must be added to WPServer in WPConsole and the service must be
        activated. This line contains the URL‟s that are necessary for the Rental
        partnership to succeed as well as the store username/password as provided by
        NBC Wholesale at the time of licensing and contract agreement to use rental
        partnership. For more information, please contact WinPRISM Support.




                                            39
ICS Physical Inventory – 142
Inventory Value Report – New Option
A 'Rental Qty Only' parameter has been added to the Inventory Value Report under the
reports menu of the Physical Inventory module with options of On Shelf Qty Only,
Rental Qty Only or Total SOH. This parameter allows the user the option to control what
information is displayed in the SOH column (left side of report). The label is changed to
reflect the selection (On Shelf, Rental Qty, SOH (total SOH). The total SOH = the On
Shelf count + Rental Qty, so the rental items are always valued in addition to whatever
the current on shelf count is.

Physical Inventory DCC Report
There was an issue with the Physical Inventory DCC report within the Physical Inventory
module not showing data for items that were classified as packages in the Item
Maintenance module; the function used to calculate this was incorrect. The function was
updated. The Physical Inventory DCC report now displays package data correctly.

Physical Inventory Reports
Physical Inventory DCC and Inventory Value Reports, both from the Reports menu of the
Physical Inventory module, are now updated to include rental quantities and display On
Shelf qty (Stock On Hand minus Rental qty) as well as the total quantity. The change is
also seen on the Physical Inventory DCC report ran from the Post Inventory Dialog. The
Inventory Value Report includes a parameter to specify what quantities to display: On
Shelf Only, Rental Qty Only, or Total SOH.

ICS Manual Sales – 144
Backorders and Sales
Previously, there was an issue with posting sales on a date where a Mail Order had been
processed that had a backordered item on it. The backordered item's inventory record
would be updated with Last Sales Date as if it had been purchased even though it hadn't
been. The logic was changed so that only items that were purchased will be updated with
a Sales Date.

Resend Sales to Interface
There is a new option in Manual Sales under the hammer called 'Resend Sales to
Interface'. This option allows a user to resend sales information to a sales interface. It
should be noted that this option should only be used if it has been verified that sales were
not sent, since using this option if sales already exist would cause duplication.




                                             40
ICS Enter Mail Orders – 152
A/R Only Report
The "Register Totals A/R Only" report has been removed from WinPRISM as of version
1.9.0.0+. A Report Parameter has been added to the "Mail Order Register Totals Report"
to display only A/R tendered Mail Orders instead. The report parameter is labeled "A/R
Only" and when selected, the report will only display Mail Orders that have an A/R
tender attached - the report will include non-A/R tenders if an order was split tendered.

Batch Print Mail Order
The 'Batch Print Order/Quote' report in Enter Mail Orders was unintentionally altered to
exclude the 'To Mail Order' parameters, which meant users could not batch print mail
orders. This has been corrected.

Customer Email Addresses
There was an issue with WinPRISM users having to enter a customer‟s email address into
a Mail Order, even if the email address is saved on the customer‟s account. In Enter Mail
Orders, when renting items, a "Rental Customer Information" dialog is displayed that
contains Customer ID, Name, Email and Rental XREF. If an existing customer had an
email assigned, the "Rental Customer Information" dialog had the "Email" field auto
populated with the customer's email address. On the same transaction, if a second item
was rented, the "Rental Customer Information" dialog displayed all the same information
again, except the „Email‟ field was blank. Now, the email address, if already saved to a
customer, is auto populated in the Rental Customer Information dialog box when renting
items through the Enter Mail Order module, no matter how many items are rented to the
customer.

Mail Order and Rentals
New functionality has been added to the Mail Order modules to accommodate the new
rental system. Please see rental documentation for more information.
Changes include:
    1. The system now prompts when an active rental item is added to a Mail Order.
        This prompt reads, “SKU ######## can be rented for a price of $###. ##. Do you
        want to rent this item?” Clicking yes will prompt for a customer email address, if
        one does not exist on file, and a rental XREF, if necessary. Clicking no will add
        the item as a sale item.
    2. If clicking yes to the above prompt, the item is added to the Mail Order as a
        Rental at the Rental Price.
    3. When closing a rental mail order, the system will display the "Rental Not
        Returned Billing Information" dialog.
    4. When closing a rental mail order, the "Rental Qty" for the item in the "Inventory
        Maintenance" module is updated.
    5. When closing a rental mail order, a Rental record is added to the Sales record.
        This can be identified by an "fstatus" of "2" in the "Manual Sales" module.



                                            41
Rental Information in Mail Order
The request was created as an enhancement to the "Mail Order Shipping List" and "Mail
Order Packing List" reports found in the "Ship Mail Orders" module. The reports have
been modified to include an additional line of rental information in the report details of
each rental item on a Mail Order. The detail line includes the following fields: "Not
Returned Cost", "Not Returned Fee", "Due Date", "XREF", and "Rental Number". The
reports have also been modified to include the attached Rental Agreement of the rental
item. The report only prints one Rental Agreement. If the customer is purchasing more
than one rental item then each must be on a separate Mail Order Shipment.

Rentals and Mail Order
The system no longer allows duplicate XREFS on rental items when shipped through
mail order. When a rental item is added to a mail order, the user must manually assign an
XREF for the system to tie to the item. The system will not allow the user to assign the
same XREF to an item, if an item with the same XREF has already been shipped. The
logic was not added to prevent the user from adding the same XREF to two different
items on the same shipment, but if the item has been shipped, the system will not allow
the duplicate XREF to be added.

Status Issues
Previously, it was possible to have both the "Enter Mail Orders" and "Ship Mail Orders"
modules open, having both modules viewing the same record, ship the order in the "Ship
Mail Orders" module, and then have the "Enter Mail Orders" module save the record
without having been updated to the "Completed" status. This would cause the "Shipped"
quantity to be reset to 0 (zero) and would cause the "Enter Mail Orders" module to show
the order in a "Partial" status. The issue has been resolved.

ICS Ship Mail Orders – 153
Changing the Ship Type
Previously, there was an issue where the Tender Dialog in Ship Mail Order would return
an error message. This was happening after the shipment had been tendered with the
Tender Dialog, and then the shipment was modified in such a way that the Tender Total
was changed, either by modifying an item or changing the ship type. Revisiting the
Tender Dialog would result in an error message. This has been corrected.

Discounts and Non-Merchandise
When an order is created in Enter Mail Orders that has a discount applied to it and a non-
merchandise item is added, the order displays correctly. When the order is added as a
shipment, the discount amount was showing as a positive amount and was being added to
the item total rather than subtracted. The issue has been resolved and the discount
amounts are being subtracted from non-merchandise items on shipments.

Marketplace Reconciliation Report
A sort option named "WinPRISM Order Number" has been added to the Report
Parameters of the Marketplace Reconciliation report found in "Ship Mail Orders". This


                                            42
option sorts the orders by the Order Number rather than the date or Marketplace Order
Number. Also, it was requested that a report parameter be added for the "Date Type" that
the report uses, either "Ship Date" or "Order Date". The report parameter has been added.
The "Date" column on the report now dynamically changes between "Order Date" and
"Ship Date" depending on which "Date Type" was selected on the report parameters.

Ship Via
There was a problem where changing the "Ship Via" method on a shipment from a
regular method to a "Store Pickup" method would cause the tax and totals to be
calculated incorrectly. The underlying code was pulling data from the order's Ship Via
method rather than the shipment's. The issue has been corrected.

Substitutions
Previously, web orders were not being updated after using the "Substitute Item" and
"Substitute Textbook Type" detail menu options in the "Ship Mail Orders" module.
Substituting an item from the "Enter Mail Orders" module would update web orders,
however. To fix this issue, the substitution logic for both the "Enter Mail Orders" and
"Ship Mail Orders" modules were combined. Substituting an item from the "Ship Mail
Orders" module will now update the record in "Enter Mail Orders", and the web order.
The same is true when substituting an item from the “Enter Mail Orders" which will now
update the shipment and web record.
        NOTE: This requires Site Manager 3 to see changes on the web. Site Manager 2
        will not show the updates.

ICS Mail Order Refund / Exchange – 154
Rental Refunds
The request was created to verify that in Mail Order Refund/Exchange, the rental refund
expiration date is being taken into account by the system. The system will not allow the
refund of rental item that is beyond the rental expiration date as set in Rental Number
Maintenance rental period configuration. That rental date is being taken into account, and
the system displays an error message of "Rental Refund Time has Expired" to the user if
an attempt is made to refund an item past its due date.

ICS Stock Ledger Reports – 171
Received Not Invoiced
When receiving the same item on both a regular PO and a PO resulting from a
Merchandise Request, the item‟s last received date from the regular PO was being
displayed as the item‟s last received date for the Merchandise Request receiving on all of
the following reports:
     WinPRISM>Ship/Receive>Invoice Goods>Enter Invoice Information>Reports
        menu>Received Not Invoiced - Merged
     WinPRISM>Ship/Receive>Invoice Goods>Enter Invoice Information>Reports
        menu>Received Not Invoiced - Separate


                                            43
        WinPRISM>Inventory Management>Stock Ledger>Stock Ledger
         Reports>Reports to Print>Received Not Invoiced
This has been fixed and the correct last receiving date will now be pulled for all of the
listed reports based on the exact linked PO, whether a regular or merchandise request.

Rentals and Stock Ledger
Rental Transfer:
A new or used textbook rental is considered a rental return when it is brought back to the
store anytime after the rental period‟s Refund Expiration Date. A rental return results in
zero dollars being returned to the customer. If a used textbook was rented, upon its
return, it is still considered a used copy, thus the Used Rental Qty is decreased but Used
stock on hand remains the same. If a new textbook was rented, upon its return to the
store, it can no longer be considered new and is instead now a used copy. As a new
textbook rental return occurs, the New Rental Qty is decreased but new stock on hand is
also decreased and Used stock on hand for that same title is increased. This adjustment
of stock from new to used at the time of rental return is called the „Rental Transfer‟
within WinPRISM. The new textbook‟s accounting cost and POS retail will be used to
decrease new inventory and the used textbook‟s accounting cost and POS retail will be
used to increase used inventory. Within the WinPRISM>Inventory Management>Stock
Ledger>Stock Ledger Reports module, a new „Rental Transfers‟ report was added to the
„Reports to Print‟ section.
     Stock Adjustments: A new Rental Transfer reason was added to stock
         adjustments. Both the negative adjustment to new inventory and the positive
         adjustment to used inventory is noted via this Rental Transfer stock adjustment
         reason.
     Stock Ledger: A Rental Transfers line has been added to the stock ledger
         Spreadsheet to reflect the new to used rental return transfer. The Rental Transfers
         line is directly below „Other Adjustments‟. The new to used rental transfer data is
         also reflected in a new stock ledger Rental Transfers report. The Rental Transfers
         report displays the information at a SKU level.
     General Ledger: A Rental Transfer GL Code parameter was added to the WP
         Admin>Inventory Control>Store Set Up>Department/Class/Category module
         under the GL Codes tab. This Rental Transfer GL code is used for journal entries
         added to the general ledger for the new to used rental transfer as follows:
                    Debit: Rental Transfer GL Code for New Textbook DCC
                    Credit: Inventory GL Code for New Textbook DCC
                    Debit: Inventory GL Code for Used Textbook DCC
                    Credit: Rental Transfer GL Code for Used Textbook DCC

Rental Not Returned Adjustment
If rented items are never returned to the store, the store can attempt to re-coup the
replacement value of the rental item by using the chargeback information provided during
rental or, if there is no other option, the rental can be closed as unrecoverable. The rental
chargeback tender (Credit Card or Accounts Receivable account) entered at the time of
rental is used to collect the rental replacement value due to the store at the end of the
rental period. This replacement revenue earned by charging customers for non-returned



                                             44
rentals is recorded in WinPRISM‟s stock ledger and general ledger as Rentals Not
Returned Revenue. All of these processes are done via options at Rental Number
Maintenance and are detailed in the complete rental documentation. At the time a rental
is either charged back to the customer or closed, it is determined that the rental item will
not be coming back into the store‟s inventory system, and thus an adjustment is
necessary. This adjustment of stock due to rentals not being returned is called the „Rental
Not Returned‟ adjustment within WinPRISM. The rental item‟s accounting cost and
POS retail will be used to decrease inventory. Within the WinPRISM>Inventory
Management>Stock Ledger>Stock Ledger Reports module a new Rentals Not Returned
report was added to the „Reports to Print‟ section.
     General Ledger: A Rental NR Revenue GL Code parameter was added to the WP
        Admin>Inventory Control>Store Set Up>Department/Class/Category module
        under the GL Codes tab. This Rental NR Revenue GL code is used for journal
        entries added to the general ledger whenever rental replacement revenue is
        received during rental chargebacks:
                 Debit: Tender
                 Credit: Rental NR Revenue by DCC
     Stock Adjustments: A new Rental Not Returned reason was added to stock
        adjustments and will track the decrease in inventory due to the item not being
        returned.
     Stock Ledger: A Rentals Not Returned line has been added to the stock ledger
        Spreadsheet to reflect the loss of the rental item from inventory. The Rentals Not
        Returned line is directly below Rental Transfers spreadsheet entry. The inventory
        loss due to the rental not being returned is also reflected in a new stock ledger
        Rentals Not Returned report. The Rentals Not Returned report displays the
        information at a SKU level.

Rental Revenue:
As items are rented they are still owned by and reflected in the overall stock and
inventory of the store and thus the rental cannot be recorded in stock ledger as a sale or it
would reduce inventory. This revenue earned on rental items is recorded in WinPRISM‟s
stock ledger and general ledger as Rental Revenue.
     Stock Ledger: A Rental Revenue line has been added to the stock ledger
        Spreadsheet. The Rental Revenue line is a notation of the POS rental price
        collected at the register/mail order and does not reflect rental cost. The Rental
        Revenue line is a memo only on the spreadsheet and is NOT subtracted off
        inventory. Rental Revenue is listed at the very bottom of the report under any
        expensed amounts.
     General Ledger: A Rental Revenue GL Code parameter was added to the WP
        Admin>Inventory Control>Store Set Up>Department/Class/Category module
        under the GL Codes tab. This Rental Revenue GL code is used for journal entries
        added to the general ledger whenever revenue is received on rentals:
                 Debit: Tender
                 Credit: Rental Revenue by DCC




                                             45
Stock Ledger Reports
The "Start Date" and "End Date" at WinPRISM>Inventory Management>Stock
Ledger>Stock Ledger Reports now maintain the unique data entered and all resulting
reports are based on the individual "Start Date" and "End Date". Previously the "Start
Date" was always automatically and erroneously being used as the "End Date" as well.

ICS Report Generator / Reports – 181
Copy Report
An existing Report Generator Report can be copied to a new report without producing an
error.

Detail Only
A request was created to add a new feature „Show Only Detail‟ to all reports that open in
their own window in WinPRISM. The option appears after right-clicking in the report.
This option removes all information except detail line information, so it can then be
exported to one of the available file formats. This option has not been added to F9 reports
at this time.

Printing on Monarch 9402
In previous versions, the "Monarch 9402" printer had been removed from the "System
Settings" -> "Printer Type" selection list. After that change, printing from the 9402 was
no longer possible. The "Monarch 9402" Printer Type has been re-added.

ICS Proposed Purchase Orders – 201
Add Item to PO
The 'Add Item Configuration' enhancement to the Purchase Order module is located
under the hammer. It allows the user to add multiple style-based or non-style-based items
to a purchase order, which, when posted, will adopt them into inventory without having
to adopt them to a location prior.
        NOTE: The term/non-term boxes must be checked in order for the items to be
        placed on the PO and be adopted into the location. If not, the user will not see
        their items appear on the PO.

Alternate Vendor
When using an alternate vendor on a PO, the Update Prices box on the „Add Purchase
Order Items‟ dialog will automatically default to 'Do Not Update Prices' to prevent an
accidental change of inventory prices for a temporary vendor. The user still has the
option to change the flag if needed; just the default has changed. Previously the default
was whatever was set under the 'Add Item Configuration' dialog (hammer option of the
Purchase Order module), regardless of the vendor. The key to this working is that under
the item in Inventory Maintenance, when the alternate vendor is added using the
'Inventory Vendors' dialog (ellipsis beside vendor), the cost field for that alternate vendor
must have a change made to it. Also, the alternate vendor must be secondary to the


                                             46
primary vendor in the listing. The cost can be the same cost or a cost above or below the
original inventory cost, but it must have a change made and saved. This will be
recognized by the system as a different cost for an alternate vendor and default to 'not
update prices' unless otherwise changed by the user.

Billing Location
In the Purchase Order Module, when printing the purchase orders using a different
shipping address than billing address, or having multiple locations listed on the purchase
order other than the bill to location, the correct address was not being displayed. This has
been corrected. The current issue is due to how the 'ShipTo' field in the header record of
the purchase order being created is defined and what addresses (locations) appear in the
browse/edit dialog (ellipsis to the right of the ship to field). If 'all locations' is defined it
will take priority over other locations. The default locations are those that are defined in
WPAdmin under the General System Parameters default shipping and billing locations
and the addresses are defined under store information. The shipping/billing address can
also be changed for 'all locations' by using the 'edit' button. This change is reflected for
this PO only.

Copy PO Option
The request was written as an enhancement to the "Purchase Orders" module. A hammer
option labeled "Copy Purchase Order" was added to the module. Using the hammer
option displays a dialog with an editable PO number at the top, with all available
locations that are on the server. Each location has a checkbox for selecting multiple
locations. Choosing a PO, selecting one or more locations, and pressing the OK button
will create new Purchase Orders for each location selected and will copy the detail items
from the Purchase Order chosen to the new Purchase Orders. The originating Purchase
Order can only have GM items for the dialog to display and can only be for a single
location. Each GM item must have an inventory record on each of the destination
locations for the process to complete. Also, previously the hammer option would open a
dialog that was fixed to the Purchase Order being displayed. The dialog has been
modified so that the "Copy from PO" textbox is editable and there is an ellipsis button
which calls a list of all Purchase Orders in the system to choose from.

Email POs
The system can now be set up to automatically generate and email a PDF version of the
"Print Purchase Orders" report to the vendor after a purchase order is posted. This
requires a few additional steps to setup. When properly set up, a "Send Email" prompt
will display when a PO is posted. If not set up, the system will just post the Purchase
Order. To enable this feature:
    1. The "SMTP Mail Server" parameter must be set to a valid Email server (ex.
        mail.yourbookstore.com) in the "Store Information" module in WPAdmin.
    2. An email address has to be set for the desired user in the "User Security" module.
    3. An email address must be added to the grid on the "Contacts" tab of the "Vendor
        Maintenance" module using Type "PO Email".




                                               47
Items Added to PO
In previous versions of WinPRISM, if you used the "Add Purchase Order Items" dialog
and added items to a Purchase Order, the dialog would remain open after adding an item
but the Item Detail Grid (displayed behind the dialog on the Purchase Orders module)
would not update with changes until the dialog was closed. This has been changed, so
that adding items appear on the Item Detail Grid as they are added to the Purchase Order.

Open PO Report
Previously, the Open Purchase Orders report that occurs when posting a PO in the
Purchase Order module was not sorting correctly when Author/Title was selected as the
Sort Method. This has been corrected.

Print POs
Previously, a store name or vendor name that was more than one line was causing the
Print PO Report to cut information out of the header. This report has been reformatted to
wrap the information to a new line without omitting any other header information. The
report is now formatted correctly for both separate and merged style-based parameters
when it is run.

Terms and Conditions
The Purchase Order reports format for both 'separate style based' and 'merged style based'
POs have changed to allow for a terms and conditions box to be added for commercial
stores. The user can now add any terms and condition statements they wish to display on
the purchase order using the terms and conditions dialog under the hammer option of the
purchase order module. Also, the field on the report has been made to expand to
accommodate larger comments without dropping information or truncating.

ICS Buy Books – 215
Rentals and Buyback
The Buy Books module now has the ability to return rentals at buyback by searching on
SKU, ISBN, or XREF. The system will recognize the item as a rented item and will
prompt the user 'Is this a rental item?‟ If yes, a search dialog with multiple customers will
display if the item has been rented several times. If the item has only been rented once,
no dialog will appear. When the customer is selected or entered, the item will be returned
and the message 'Rental item has been returned' will display, notifying the user the return
was made. This return will also be reflected in the Rental Number Maintenance Module
under the detail tab. The return will also be seen in Inventory maintenance, in that the
rental count on the record will be reduced. However, the Stock on Hand count will not
change, since rentals are included in the SOH count.
        NOTE: When searching or returning by XREF, neither the rental prompt nor the
        customer search results box will display since the XREF is specific to only that
        one record. The only prompt the user will get will be „Rental item has been
        returned'. For all three rental return types (SKU, ISBN, XREF) once the rental
        has been returned the buyback will continue as normal. At this time the rental



                                             48
       item will not be added to the buyback transactions and will not appear on the
       buyback receipt. This will be future development.


ICS Receiving – 301
Art Instruction Field
'Art Instructions', from a style-based purchase order can now be viewed in the Receiving
module after the purchase order has been posted.

Open PO Report
A new report has been created in Receiving called 'Open PO (GM)' report. This report
shows all open PO's for a selected location, region, organization, subsystem, DCC,
vendor, start date, end date and sort order of PO Number, Ship Date, or Cancel Date. All
fields are not required to be used in order for the report to run. So, for example, the report
can be run for a single location with the region and organizations fields left blank.


ICS Enter Invoice Information – 311
Discrepancies
When cancelling a discrepancy from a previous month, the full qty of the discrepancy
was not being released to apply back onto a return. The user would then get the message
that the qty would exceed stock on hand and to update stock before a return could be
made. The correction was made to put the quantity of the cancelled discrepancy back to
SOH so it could be returned.

Invoice Reversal
When reversing an invoice and changing its freight amount on the header of the invoice
in Enter Invoice Information, the user had to manually reallocate before being able to
repost, even if the items were automatically allocated to begin with. Allocation of
freight, fees and credits is located under the hammer option on the Enter Invoice Module
and is activated when the computed total and the invoice total match and the status of the
invoice is switched to 'hold'. This also activates the posting option as well. Auto
reallocation is now done.

Received Not Yet Invoiced
Within WinPRISM>Ship/Receive>Invoice Goods>Enter Invoice Information, under the
Reports menu, the Report Parameter dialog has been modified for both the „Received Not
Invoiced-Merge report‟ and the „Received Not Invoiced - Separate report‟ to include an
„Include Pend/On-Hold Invoices‟ checkbox. If a received item has been invoiced but the
invoice is in a Pending or On-Hold status, the received quantity is still displayed on all
Received Not Invoiced reports. Receiving quantities do not fall of Received Not
Invoiced reports until the invoice is closed. The new „Include Pend/On-Hold Invoices‟
checkbox does not change which receiving quantities are reflected on either of these
reports. Instead, if the „Include Pend/On-Hold Invoices‟ checkbox is checked, the same
PO receiving data displays but the invoice number for any Pending or On-Hold invoices


                                             49
is listed in the PO header portion of the report under a column called Invoices. If the
„Include Pend/On-Hold Invoices‟ checkbox is not checked, the same PO receiving data
again displays, but no Pending or On-Hold invoice numbers are listed.

ICS Sell Books to Wholesalers - 325
Sale to Wholesale
There was an issue with records not having the same information between the Sell Books
To Wholesalers module and the Maintain Credit Requests module; there were records
that would have different statuses between the 2 modules. This has been corrected.


WPAdmin – User / Group Security
Additional Group Security Option Added
A request was made to add a flag to Group Security for the Inventory Control system and
related ICS groupings. After choosing or creating a valid ICS group and highlighting the
Rental Number Maintenance module on the right from the module tree, there is now a
checkbox for View CC Numbers. This box controls whether users assigned to that group
can view the Credit Card number assigned to each rental item in Rental Number
Maintenance. These credit card numbers are assigned as the "Rental Not Returned Billing
Information" during rental transactions. Now, if the box is checked in Group Security, the
user assigned to the group can access the CC number from the history tab of Rental
Number Maintenance by right clicking and choosing View Tender Info. If the box is not
checked in Group Security, the option for view tender info is disabled if the user right
clicks in the history tab of Rental Number Maintenance.

Buyer Option Added
A new "Buyer" option was added to the "User Security" module. This affects the
"Purchase Orders" and "Merchandise Request" modules where using the "Buyer" ellipsis
button displays the "Find User" dialog which will now only display users with the Buyer
flag enabled. This is for use with the new GM Enhancement features.

Group Security Option Added
A new group security type has been added in the Group Security module called 'Adopt to
Inventory'. When this option is unchecked within a specific group, all users set in User
Security to use that particular group will not be allowed to Copy/Add Inventory records
in Item Maintenance or Inventory Maintenance. There has also been a related change to
the screen in Item and Inventory Maintenance. The item information (the top part of the
frame: add, delete, etc.) cannot be modified when the user does not have modify rights to
item maintenance. When the user does have „Adopt to Inventory‟ rights, they are able to
see all locations in the Copy/Add Inventory records window in Item Maintenance and
Inventory Maintenance and are allowed to copy or add inventory locations. When the
user does have rights to modify, they are able to add and delete records in the modules
given this access.



                                           50
Permissions Report
A request was created to fix an issue with the Group Security Permissions report found in
WPAdmin>WinPRISM>Inventory Control tab>Group Security. This report was
incorrectly printing modules that the selected Group did not have permissions to. This has
been corrected.

WPAdmin – General Parameters 121
Inventory Status
Two new parameters have been added to WPAdmin>General System Parameters>
Ship/Receive. Those parameters are „Update inventory status to Active after receiving‟
and „Days to wait before updating inventory status‟. When "Update inventory status to
Active after receiving" is enabled, and receiving has been done to a Purchase Order item,
the system will change the inventory status of that item from new to active, based on the
prior receipt date for that item. The system will use the „Days to wait before updating
inventory status‟ parameter to determine how many days after receiving to flip the status.
If the „days to wait before updating‟ is set to zero, the status will change immediately
after receiving has been done to the PO item. When update inventory status to active is
not enabled no changes will occur. Note: At this time Merchandise Requests with new
items that have receiving are not affected by this change in system parameters.

Single Location PO
A new system parameter has been added called „Single location PO mode‟. This setting is
found in WPAdmin>General System Parameters>Purchasing. When this setting is
enabled „Selected Locations‟ is not an option in the „New Purchase Order‟ dialog that
displays when inserting a new PO record. In the „Add Item Configuration‟ dialog, the
location specified for the PO is the only location that is available in the location combo
box. When this setting is disabled, „Selected Locations‟ is an option in the New Purchase
Order dialog and all locations are available in the location combo box in the Add Item
Configuration dialog.

WPAdmin – Monsoon Setup 1238
Exceptions Report
The Exceptions Report in Incoming Messages is now working correctly.

Monsoon
Previously, the stock on hand being sent to the Marketplaces was not taking rented items
into account. If the WinPRISM system showed 10 stock on hand for an item, but 3 were
rented, the system was still sending "10" as the stock on hand of the item to the
marketplace instead of "7". An option was added to the WPAdmin "Monsoon Setup"
module to either include or not include the rental quantity when sending SOH to the
marketplaces.




                                            51
Monsoon – Non WinPRISM Items
Previously, there was a problem where importing Monsoon orders with items using the
"50000012" SKU was causing the non-WinPRISM item not to be added to the Mail
Order record using the Non-WinPRISM SKU, as set in the WPAdmin "Monsoon Setup"
module. This has been corrected.


Miscellaneous ICS
Auto-Cancel PO Items
The ability has been added to auto cancel line items on purchase orders after the cancel
after date on the PO. This process is run in a system automatic batch that runs each night
after midnight. Its purpose is to eliminate lingering purchase orders that have been on
backorder or just have not been received for a designated length of time determined by
the user when the purchase order is entered. To enable this option, the General System
Parameter in WPAdmin for 'automatically cancel purchase order items' must be checked.
Also, if for some reason the order was received after the cancel after date, the user can
still reverse the closed purchase order in order to receive the items into inventory.

BookNet
The conditions for files to be sent to BookNet have changed. When an item has stock on
hand, is on an open PO, or is sold, it is now added to BookNet. It can be any combination
of the three. The only time the item does not appear in the export is when nothing
happens to the item (i.e. it is not sold). WinPRISM is correctly adding items that meet
this criterion to the BookNet export and the specs appear to be working correctly.

Copyright Notices
Microsoft copyright notices have been added to the 'About' menu option of WinPRISM,
WPAdmin and WPPosReg.

NBC Direct
Previously, when a store did not have Easylink, the Document Scheduling Wizard failed
with "Vendor not setup for Easylink". The NBC Direct function no longer checks for an
Easylink status when creating orders, so if there is no easylink setup, it will no longer
fail.

Outgoing Messages
A new feature has been added to 'Outgoing Message Maintenance' that allows users to
resend an order that has already been sent. This is a right-click option that appears on all
orders that have a Sent status in Outgoing Message Maintenance. Users will be prompted
with the below message after selecting to resend the order.
        "This message is already listed as 'Sent'. PO1-000360TX-1 (PO1000360TX1) '
        Pubnet Test Supplier (USA 1) (MAIN STORE) Resend the message anyway? "
Note: The PO number and EDI service provider name change to match the Outgoing
Message that is being resent.




                                             52
Rental Quantities in Calculations
We have added a new calculation to Physical Inventory, Autogen Proposed Returns,
Proposed Returns, and Web Orders to calculate the stock on hand field with regard to
already previously rented quantities. The web order quantities and return quantities can
not be greater than the stock on hand minus the rented qty. If the user tries to return a qty
greater than stock on hand minus rented qty, a warning message stating this will display
and the return is not done. Physical inventory will value inventory based on the current
count or 'On Shelf' amount plus any rented quantities. Rented quantities are still valued as
inventory even though they are currently rented out. There is no need to manually include
rented quantities in the total counted quantity as the system does it automatically.

Royalty, Rebate, and Coop
Royalty, rebate, and coop are now activated in the Purchase Order module and in Vendor
Maintenance.

WinPRISM ODBC
Previously, if a user‟s ODBC connection was set to point to a machine name of
WinPRISM, if that user attempted to print a price tag, nothing would happen. This has
now been corrected, so that a DNS entry for a name of WinPRISM does not cause a
problem with Crystal Reports.

WPConsole
A command line has been added for export services in WPConsole. This can be seen in
WPConsole>WinPRISM Import/Export Interface>Right-Click>Properties>AP Check
Export, AR Customer Export, AR Customer Balance Export, AR Agency Export, AR
Receipt Export, AR Receipt Detail Export, AP Check Export, AP Vendor Export, AP
Invoice Export, AP Credit Export, GL Journal Export, GL Journal Detail Export, Sales
Base Export >Properties Button.

Changes for GM Enhancements
Component Types
Graphic Component Types can now be added, deleted, and sorted from the Style Graphic
Component Type right-click options.

Deletion of Colors on Master Style
The Master Style Template, once items have been created, will no longer allow a deletion
of colors, but check boxes provide a way of deselecting certain colors or sizes if they
have been discontinued and will not be used for the next style being created.
In/Out Colors
The term "In/Out Colors" has been changed to "Art Instructions" throughout the system,
wherever the dialog for styles appears.

Increased GM Description
The request was created as an enhancement to increase the size of the GM description
field so that it accommodates the new Style Template item descriptions which include


                                             53
color and size in the Item Description. The GM item description is limited to 70
characters in the General Merchandise table, but the matrix creation stored procedure will
create descriptions with up to 91 characters = 50 (item desc in style) + 20 (color) + 15
(size) + 6 (punctuation).

Inventory Status
Inventory Status is assigned in Inventory Maintenance, and can be assigned the status of
New, Active, Discontinue, or Non-Autogen. Non-Autogen will be used in a future
version of WinPRISM to indicate items that can be ordered only for a limited time.

Locations
A request was created to fix an issue in WPAdmin> Location Groups, where if a group
that has locations assigned to it is deleted, the locations belonging to the deleted group
could not be added to another group. This has been corrected, so that locations belonging
to a deleted group are able to be added to other groups.

Master Style and Style Modules
This enhancement made a change to the Master Style and Style templates to make the
header fields more editable. It also allows for previously created Master Styles and Styles
to be edited and updated easily using the hammer option under the Master Style Template
(Master Style Template ) titled 'Create/Update Matrix'. When a master style is changed
whether in the header or the detail, these changes are fed to the related styles. From the
Styles module, using the hammer option 'Create/Update Matrix', the changes can be
carried through to the Item Matrix Maintenance module, Item/Inventory Maintenance and
Purchase Order modules. Within the Styles module, the following header fields are
editable: style name, style graphic, season code, style minimum, and item description. All
other fields are read only, but can be edited within the Master Style template. The Style
Graphic Components can be edited using the browse/edit feature by clicking on the
ellipsis beside the Style Graphic header field in the Style Module. This dialog gives the
user the ability to add or delete style graphics and add or update graphic components.
This change will also carry through when updating with the hammer option
Create/Update Matrix. Setting the attribute order within the Master Style Template when
right-clicking on the detail grid will also update the attribute order within the Item Matrix
Maintenance module. When looking at the detail grid of the Item Matrix Module, the grid
will always default to SKU sequence - this is by design, but can be sorted by double-
clicking the header of the field to be sorted by. The updated attribute order will be seen
when clicking on the 'view matrix' button at the top of the item matrix module and
viewing the actual matrix. When a change is made to the detail grid of the Master Style
Template (ex. deselecting a size of a item), the change will not be seen on the main detail
grid of the Item Matrix Maintenance module, but will be seen by viewing the matix itself.
If a current size/color combo has been deselected on the Master Style Template, when the
matrix is updated, the item will be flagged in Item Maintenance as discontinued until the
item is reselected. Cost/Retail prices can also be changed within the Styles module using
the 'Cost/Retail' tab. The changes when updated (Create/Update Matrix hammer option)
will display in the Item Matrix, Item Maintenance and Inventory Maintenance modules.
Lastly, Master Style Template and Style template changes also feed to the Purchase



                                             54
Order module, but the PO must be in open/proposed status. Changes seen on the purchase
order would include: description, style, color, size, and graphic component types (right-
click on the detail line). The cost/retail fields will not update from the Style Template,
because these are already editable fields under the Summary tab of the Purchase Order
Module.

Master Style and Style now in WinPRISM
The Master Style Templates and Styles modules are now located in WinPRISM under the
Inventory Management/Item Maintenance folder.

Multi-unit Style on PO
When placing a style based item with a multi-unit package quantity set on a Purchase
Order, the extended cost was not being calculated correctly. This has been corrected.

Style Based Items
In 1.8.3.1, when adopting items into Item Maintenance from a style based matrix, the
items were coming across with incorrect tax types. All items would come into Item
Maintenance with a tax type of non-taxed item regardless of how the DCC was defined in
WPAdmin under Department Class Category. This has been corrected.

Style Based POs
Style based purchase order email parameters now have the ability to be edited and saved
within the report parameter dialog under Purchase Order module> Reports menu> Print
Purchase Orders. To create a new set of parameters, go to the saved parameters box and
type in the name of the parameter set (email default), set the parameters, and save by
clicking on the little floppy disk beside the saved parameter drop-down.
When the purchase order is posted, the email send approval dialog will display (y/n) and
then the regular print/post dialog will display.
        NOTE: Prior setup includes adding the email address of the buyer under
        WPAdmin/Security/User Security. In WinPRISM, also add the email address in
        Vendor Maintenance on the Contacts Tab. In the Purchase Order module, once
        the PO header is created for a new PO, add the buyer name under the buyer field.
        Click on the browse/edit dialog to verify the correct email is listed under the
        buyer.

Toggle Global Notes
The Toggle Global Notes icon in the toolbar within the Vendor Maintenance module on
the Contacts tab was not active (gray-out). This is now active and fully functional the
same as the other tabs within this module.




                                           55
                    POINT OF SALE
POS Changes / Improvements
A/R Flow to WinPOS
When A/R data changes are being done, not all of the changes were flowing to the POS
system as they should. A change has been made to the way the data will be processed on
the POS side which has improved the transfer process.

AVS for Manual Entry
In WPAdmin > POS tab > Parameters > Tenders > Edit Tender Code there is an "AVS
for Manual Entry" checkbox. When checked and a credit card is manually entered at the
register, an "AVS Information" window is displayed with "Address:" and "ZIP Code"
fields. If left unchecked, the "AVS Information" window is not displayed.

Cashier Login
When the "Login Cashier for each transaction" checkbox was checked in General
Parameters, a user could press the "ESC" key during the printout of the receipt and not
have to log back in after the transaction was complete. This has been changed so that a
user must login after each transaction. Pressing neither the ESC key nor any other key
will bypass that prompt. The "Save Password" checkbox when initially logging in was
also changed so that if a user checks the "Save Password" on the user login screen when
the "Login Cashier for each transaction" checkbox is also checked, the "Save Password"
checkbox will be ignored.

Check Endorsement
In previous versions, printing a check endorsement could take up to 25 seconds. This has
been optimized, so the receipt now prints faster.

Discounts
With the "Allow Discounts" checkbox checked in WinPRISM > Inventory Management
tab > Item Maintenance > Rental Number Maintenance > hammer menu > Rental
Configuration > Configuration tab - Item, Transaction and A/R discounts can be applied
to rental items. If the "Allow Discounts" checkbox is unchecked, then no discount should
be given regardless if it's Item, Transaction or A/R.

Failsafe Registers and Credit Cards
In 1900+, a register is in failsafe stand alone mode cannot accept credit cards for the
rental (backup) tender. If a credit card is selected as a backup tender, the message
"Failsafe systems in stand-alone mode cannot accept credit cards for rentals. Please
select an A/R account" is given.

Failsafe Registers
Previously, the POS register flags were not being cleared from the pos_update table on
Failsafe registers, on occasion, which caused the records to never be processed. This has
been corrected.


                                             56
New WPCom
A new WPCom has been created to correct potential problems with single quotes in A/R
customer information with PRISM POS.

POS Code
The request was written as an enhancement to credit and debit card processing. The POS
Tender Code is now be sent in the authorization that is sent to the credit card or debit
processor when a mail order is processed through the Ship Mail Order module.

POS Credit Card Settlement Report
The POS Credit Card Settlement report was modified to include a Shift4 Invoice section,
if a user is using Shift4. Please see Shift4 documentation for more details.

Pre-Auth Dialog
In order to be certified by Shift4, a pre-auth dialog was needed when a call for auth
transaction was done. When a Shift4 credit card transaction is done that needs to have a
"Call for Auth" approval, an "Authorization Number" window is displayed with the
following. Please see Shift4 documentation for more details.
        Number: - This is the credit card number
        Exp Date: - This is the expiration date of the credit card
        Amount: - The amount that is getting applied to the credit card.
        Authorization Code: - The number that is given to the cashier from the bank.

Receipts
The SurePOS 4610-2CR printers were not printing the receipts correctly. The Tax,
Subtotal and Tender columns were not lining up correctly. This has been changed so that
fields all line up correctly with each other.

Receipt Templates
Two new options have been added to the Receipt Template module for receipt templates
of "Customer Sales" and "Merchant Sales". In the WPAdmin>POS>Parameters>Receipt
Template module, there should be two new items in the grid called "Total Tax Label" and
"Total Tax". These items only apply to receipt templates of type "Customer Sales" or
"Merchant Sales". When the "Include" checkbox is checked for "Total Tax", a new tax
total line should display above the grand total line. The "Tax Total Label" should work
the same as the other labels in the module.

Register Totals Report
The Register Totals report in WPAdmin > POS tab > Register > Closing Reports Setup >
Reports was displaying duplicate "Total Sales" lines. The duplicate lines have been
removed from the report. Also, previously, if the first DCC in a department had 0.00 for
calculated values on the Register Totals report, then the entire Department was being
suppressed. This has been corrected, so that other DCCs under that department now
show properly on the report. In addition, the enhancement was created to change the way
the Dollars Off column on this report displays the values. While the column on both the
POS Register Totals and the Mail Order Register Totals reports are still MEMO ONLY,



                                           57
the way these values are displayed has changed. The enhancement requested that the
values be displayed as negative numbers and keep a total of the dollars off taken
throughout a given time period rather than positive figures. Now, the numbers are
displayed as negative (with parentheses) and reflect most commonly the dollar amount
from price overrides. If the price override makes the retail price of the item increase, then
the number is displayed in the dollars off column as a positive figure. This is also the case
if it is a refund and pertains to POS as well as Mail Order.

Registry Entries
Previously, there were times where the "CharsPerLine" registry entry found at
"HKLM\SOFTWARE\Nebraska Book Company\WPPOSReg\Config" did not exist on a
register. The previous way of handling this was to add the registry entry. This is not a
viable option on all systems due to security constraints. Now, if the registry entry does
not exist, a default value is used.

Rental Customers
Rental customers with A/R as the rental tender were causing the jobs on the POS Server
to error on occasion. Additionally, the A/R balance records created were not always
transferring up to the main WinPRISM ICS Server. This is currently still the case but
*will retry next run* was added to the error message.

Rental Receipt
The request was made for the purpose of having some text present underneath the
signature line on a rental agreement, if no first name is entered during a rental sale. Now,
if the user enters the last name of the customer only, that last name prints underneath the
signature line. If both first and last names are entered, both are printed underneath the
signature line.

Rental Transaction
When a rental transaction was done using AR as the rental (backup) tender, the Customer
Accounts screen was defaulting to the "First Name" field rather than the "Email" field
when a customer was entered. This has been changed to default to the "Email" field
rather than the "First" name field. However, if a customer has not been defined, the
default will be to the "Customer ID" field.

Rental Customers
A new feature was added to the WinPOS register when running rental transactions with a
credit card as the rental (backup or chargeback) tender. When adding a new customer at
the register, the cashier can now type "NEW" or "ADD" at the "Enter customer ID for
rental" prompt, and the customer will be automatically assigned a "Customer ID" that
consists of the customer's last name and last 4 digits of the credit card that was swiped via
the MSR as the rental tender. The credit card must be swiped in order for this information
to be auto-pulled as the customer ID, and the card type must be set up properly in MSR
Card Types. The "First" and "Last" name fields on the "Customer Address" screen are
also filled in from the swipe of the credit card through the MSR. This only works with a
credit card as the rental tender.



                                             58
       NOTE: If A/R is used and "NEW" or "ADD" is typed, the "Customer Address"
       screen will appear blank, defaulting the user to the "Customer ID" field, but at
       least one key stroke is bypassed, saving some time for the cashier.

Rental Price Overrides
Previously, price overrides were not allowed on rental sales, rental returns or rental
refunds. This has been changed so that an override (ED at the register) can be done at the
register to override an existing rental price. However, Rental Number Maintenance will
always display the rental price, regardless of if the price was overwritten. Manual Sales
will show the override price.

Rentals and POS Reports
With the new dynamic rentals, the POS Register Totals reports needed to separate rental
sales from regular merchandise sales. The Register Totals Report has been modified to
include "Rentals" and "Rentals Not Returned", as well as a total section for each. If there
are rentals that have not been returned, a section called "Rentals Not Returned" will be
displayed on the report listing the rentals that have not been returned by the due date.
        NOTE: If there are no rentals not returned, this section will not be displayed on
        the report. Currently the "Rentals" and "Rentals Not Returned" sections will only
        show on the report when the report is ran consolidated.

Rentals on POS – Dynamic vs. Non-Dynamic
Dynamic rentals have been added which allow the cashier to add an XREF to a rental at
the register rather than have the XREF generated on WinPRISM. In WinPRISM >
Inventory Management tab > Item Maintenance > Serial/Rental Number Maintenance >
Hammer Menu > Rental Configuration tab, a "Dynamic Rentals" checkbox has been
added. When checked, the rental XREFs are assigned on the POS register. When
unchecked, the XREF will be assigned in Rental Number Maintenance.
        When using Dynamic rentals, the rental transaction flow at the register is as
        follows:
            1. Start the transaction (sale, return, etc)
            2. Enter the SKU.
            3. Add an optional XREF
            4. Add any other items, if desired
            5. Total the transaction
            6. Enter Rental Tender (must be credit card or A/R)
            7. Enter a rental customer
            8. Tender the transaction
        For Non-Dynamic rentals
            1. Start the transaction (sale, return, etc)
            2. Enter an XREF that was generated in Rental Number Maintenance
            3. Add any other items, if desired
            4. Total the transaction
            5. Enter Rental Tender (must be credit card or A/R)
            6. Enter a rental customer
            7. Tender the transaction



                                            59
Searching
The ability to search for Rental Numbers in Transaction Inquiry has been added. This
will only work with a Rental Number/ID and should not be confused with rental XREF.
A separate search method for Serial Number has been added and will only work with
Serial Numbers. These two search options are separate from each other.
Searching by Credit Card
Due to PCI Compliance requirements, users will no longer be able to search for a receipt
number by credit card. This option has been removed from the search list at the register.

Split Tender Issues
When a debit card and credit card were used in a split tendered transaction and the credit
card failed to authorize, the debit card tender was being prompted again even though it
had already been authorized. This has been fixed so that if a credit card auth fails after the
debit card had already been tendered then only the credit card would need to be re-
entered. If you attempt to cancel the transaction after the credit card fails, the message
"Cannot cancel. Amounts have already been tendered" is given.

Tender Totals Report
Previously, the Tender Totals in the Cashier Report (CR) didn't match the Cashier Report
in WPAdmin > POS tab > Register > Closing Reports Setup. This has been corrected.

Update Jobs
When the POS Distributed update job was disabled, the indicator on the register was
staying green instead of changing to red. This has been corrected.

Also, previously, the "POS AR Distrib update" and "POS Distrib update" jobs on the
distributed database would fail when dealing with Mail Order transactions where a Serial
Number item had been purchased. Because the job failed these records would
accumulate over time from never being deleted. Additionally, the jobs would sometimes
fail when syncing new customers that were added at the register. These issues have been
resolved.




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