Rental Textbooks and Buyback

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					Rental Textbooks and Buyback
Currently programming is not completed which will affect the PRISM buyback module
in relation to rental textbooks. This means store personnel will be responsible for asking
students if they rented or purchased any rent eligible titles and process accordingly.
Rental barcode tags should always be scanned at buyback if attached to the book, not the
regular barcode.
• As the serial/rental number is scanned if that particular serial/rental number is
    attached to a customer the message, “Cannot buy. Book is rented to CUSTOMER”
    displays. The customer must then be directed to a POS register to return the rental
• As the serial/rental number is scanned if that particular serial/rental number is NOT
    attached to a customer PRISM will link to the appropriate buy list and allow the book
    to be bought.

Any titles which were rented must be returned through POS returns in order to complete
and clear rental records for customers and avoid any further charges. Any titles purchased
rather than rented will be bought back in PRISM ICS Buybacks as usual.

It will be important this time to also have a plan in place to ensure that rent eligible titles
are double checked after buyback to ensure no rented titles were mistakenly processed
through ICS buyback instead of being returned through POS. We do not want to charge a
customer for a rental book which was returned to the store, but they did not get credit for
the return.

This will mean that until a final check of rental serial numbers is done, rental barcodes
should not be removed from books.

Remember that all new texts which were rented and returned through POS or ICS will be
returned to stock as used; however they will not have to be re-tagged as the rental
barcode which was on the new book, will now work for the used book (the rental number
no longer exists for a new book)
•   As NEW rental textbooks are returned (end of semester) the existing rental number that is
    attached to the NEW textbook is automatically transferred from the NEW textbook rental
    record to the USED textbook rental record.

NOTE: Reports are included at the end of this document in the Additional Information
section which will facilitate look up and tracking rentals by customer and by author/title.
   • RENTAL2: Outstanding Rental Titles (sorted by Customer)
   • RENTAL2: Outstanding Rental Titles (sorted by Author/Title)
   • BB-RENTAL: Rental Titles Bought at Buyback
   • BB-RENTAL2: Rental Titles Bought During Buyback (totals quantities)
At the Buyback Register or Workstation
1. Ask each student if any of their titles were rented this semester.
        a. If No, proceed with buyback as usual
        b. If Yes, separate any titles which were rented.
                i. Scan all purchased titles at buyback, be sure to scan the rental barcode
                    tag rather than the regular barcode if a rental tag is on a book,
                    complete the buyback transaction and give the customer their cash.
               ii. Process any rental books in POS as a return—this may be at a Smart
                    Choice Register used for both buybacks and POS, or may be a register
                    set up to process buyback cash, or at a register designated for rental
2. If the book carries a rental barcode, that barcode should always be scanned at
   • As the serial/rental number is scanned if that particular serial/rental number is attached
     to a customer the message, “Cannot buy. Book is rented to CUSTOMER” displays. The
     rented books must then be returned through the POS register.
   • As the serial/rental number is scanned if that particular serial/rental number is NOT
     attached to a customer PRISM will link to the appropriate buy list and allow the book to
     be bought.

3. If a student is unsure if they have a rented book, and the rental barcode tag is missing,
   you may check in PRISM at Jump 113, by entering the rental SKU and searching for
   the customer’s name. For reference run and keep “RENTAL2” report (see section:
   Additional Information) from PRISM report generator at each BB counter. Create the
   report by customer name and then again by author/title.

Processing Buybacks and Returns
1. Non-rent eligible titles, process as usual.
2. Rent eligible titles
      a. Leave all marketing and spine Rental stickers on books (unless you know the
          book is adopted and will not be a rental title the following semester).
      b. Do not remove rental barcodes from new or used books until shelves have
           been checked for non-returned rental titles (see # 2 Non-Returned Rental
      c. Print a used barcode or use the 999990 add-on to the regular purchase ISBN,
           and add a used spine sticker to make it easy to identify rental titles which are
           now used. Mark out the N on the rental serial barcode with a marker.
      d. Shelve or stack rental titles to be checked after buyback.
Rental Returns: at the End of the Semester
Jump 596 Rental Batch Process
•   A new “Rental Batch Process” module has been added under Utilities>Security or MJ-596.
    The rental chargeback credit card authorization process uses the same service that Mail
    Order does – Mail Order Serv/ICV Serv. Mail Order Serv/ICV Serv and Tender Retail must be
    running on the POS Admin for authorization to occur.
•   Three options are available from within the new “Rental Batch Process” module:
        o Print Report – this report prints a listing of all over-due rentals that will be charged if
             the process is run. Note that the Return Due Date attached to the individual
             serial/rental number must be older than the current day to get pulled to this report.
             The report includes: Serial/Rental Number, Customer ID, Customer Name, SKU, Sold
             Date, Due Date and Charge Due
        o Charge Cards – credit card set for any non-returned rental that has a Return Due
             Date older than the current date is charged the Replacement Cost and Penalty
             attached to the specific serial/rental number. Once this process completes a report
             is automatically generated that lists each chargeback and whether or not the
             authorization was successful. All cards that were charged are flagged as such so
             that they will not be charged again.
        o Purge Credit Cards – purges the rental credit cards that have been successfully
•   For tracking purposes the chargeback process does NOT remove the customer from the
    serial/rental number.
•   The chargeback process does make an entry to Sales Journal Maintenance. A tender entry is
    created for the Replacement Cost plus Penalty that was collected. A non-merch entry is also
    created to offset the tender. Corporate Retail has relayed that a “rental not returned”
    transaction should not be counted as a regular sale.
•   SOH for the not returned rental is reduced during the sales posting process whether
    autopost or manual
•   The stock ledger inventory reduction will display in the new “Rental Not Return” line of the
    spreadsheet (in the sales section but not lumped with the existing Sales figures). The
    revenue from the Replacement Cost and Penalty is included in the spreadsheets “Rental
    Revenue” line (this is a memo only line that is viewable using the ‘M’=More option at the
    Spreadsheet screen). Stock ledger reports are available for all of these new fields within
    Stock Ledger Reports.

Non-Returned Rental Titles
    1. Run the report for non-returned rental titles, Jump 596 Rental Batch Process, Print
    2. Check your shelves and overstock to ensure the book did not get returned to the
       store without being processed through POS returns.
           a. If a missing rental title is found there is an unresolved issue regarding
               whether the books was bought back and the customer was given cash
               instead of being returned; the book was stolen and sold back; or the store
               failed to process the POS rental refund correctly.
          b. Best advice is to contact the student and inform them the book was found
              in buyback and not properly returned. To avoid being charged for non-
              return of the rental title, they need to come to the store to resolve the issue.
          c. Use your best judgment in deciding what happened and how to resolve.
   3. Send emails to customers who have not returned rental titles
   4. After advertised returns deadline and return grace period, charge the customer’s
      credit card for the non-return, as per their rental agreement.

Processing Rental Titles for the Next Semester
   1. Identify rental titles for the following semester.
   2. Designate rental titles at Jump 113.
   3. Remove any currently designated rental records which will no longer be eligible
      for rental (Jump 113). NOTE: you cannot delete a rental record if a customer is
      tied to a rental records serial #.
   4. Check stock on rent designated titles to determine needs for generating or
      replacing rental numbers and barcodes.
          a. Generate rental serial numbers and tags for new and used titles as needed
          b. Replace new rental barcodes with used rental barcodes for all new books
              which were rental returns or bought back at buyback. These books should
              also have used spine stickers and regular used barcodes.
          c. Replace used rental barcodes for all used books with no used rental
              barcode or with a barcode that is not scannable.
          d. Rental numbers can be reused if the record still exists in PRISM; check
              Jump 113.
          e. Replace rental marketing tags and spine tags as needed
   5. Place rental shelf tags and shelf talkers for all rent eligible titles.


Rental *Returns* at POS: End of the Semester
• Rental *Returns* are processed at POS as a refund transaction with $0.00 as the
  refunded price.
• Last Day for *Returns* is the last day of finals

• New Rental Book *Return*: A true zero dollar book rental return (no price override
  at register) on a New book causes SOH to shift from New to Used and the New serial
  # is pushed to the Used rental record sku; customer & CC info is removed from that
  rental #

• Used Rental Book *Return*: A true zero dollar Used book rental return (no price
  override at register) does not cause SOH to shift, it keeps the Used book Used;
  customer & CC info is removed from that serial #
• A true zero dollar rental return also creates a *Rental* BB invoice so that the
  depreciated value of those textbooks is now correctly booked to the textbook’s
  accounting cost. NOTE: this process takes place behind the scenes, with no action
  needed from the bookstore staff.

Register Procedure:
   1. Begin transaction normally: Refund, Exchange or AR/Refund or Exchange
   2. Be sure to scan the Rental barcode sticker; this will match the return to the
       correct customer rental record.
   3. Rental price will be $0.00 (no money is owed to customer)
   4. Customer rental record will be cleared: book and credit card info are removed
   5. A return on a new textbook rental will move inventory from the New rental SKU
       to Used rental SKU


Post voids should NOT be done on Rental Transactions!
   Post voids do a partial return of sorts (BAD ) – it decreases the new SOH but
   doesn’t up the used stock on hand and it also causes an entry to get booked to the
   *Rental* BB invoice when it shouldn’t.
Additional Information
•   Rental titles that are bought during buyback can be identified using the following report
    generator from the Buyback Total file:

Note that if running the report by certain buyback dates is important a similar report from the
Buyback Receipt Detail file would work as well:
Reports to keep at BB terminal & register:


(Change the sort criteria from the report above to: by TX-AUTHOR, by TX-STITLE)


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