Bookstore Manager Software
Technical Support: Procedures Manual Vs. 5.xx

INITIAL RECOMMENDED SET-UP PROCEDURE

FORMS YOU WILL NEED FOR BOOKSTORE MANAGER PROGRAMS

CLEAR TRAINING ENTRIES

After training your employees, and before you start using the system, you will need to clear out the information entered while training.

1. Clearing of Sales from the Sales Journal

2. Clearing of Accounts Receivable Entries

3. Clearing of Gift Certificates / Layaways

4. Clear Inventory Items Entered

5. Clear Special Orders Entered

6. Clear Accounts Payable Entries

7. Clear General Ledger Entries

DAILY CLOSE OUT PROCEDURES

ACCOUNTS RECEIVABLE MONTHLY CLOSE OUT

GENERAL LEDGER MONTHLY CLOSE OUT

GENERAL LEDGER END OF YEAR

PERIODIC PROGRAMS TO RUN

EVERY WEEK

EVERY MONTH

ONCE A YEAR

RUN AT YOUR CHOICE

DATE & TIME CHANGE ON COMPUTER

ACCOUNTS RECEIVABLE

Accounts Receivable Flowchart

I. Accounts Receivable Maintenance - ARM & ARHD

A. Company Profile Setup

B. Add Accounts

C. Change Accounts

D. Delete Accounts

II. Accounts Receivable Activity

A. Point of Sale

B. ARE - Accounts Receivable Entry

C. SLAR - Posting Accounts Receivable from Point of Sale

D. ARI - ARHI - Accounts Receivable Inquiry

III. End of Month Procedure

A. SLAR - Posting Accounts Receivable from Point of Sale

B. ARA - Accounts Receivable Aging

C. ARIP - Accounts Receivable Invoice Print

D. ARS - Printing Statements

E. ARHE - Accounts Receivable History Extract

F. ARSM - Accounts Receivable Set Month

IV. Accounts Receivable Reports

A. ARP - Masterfile Print

B. ARL - Label Print

C. AR60 - Past Due 60+ Days

D. ARD - Delinquent Letters

E. ARC - Credit Card Report

V. Accounts Receivable History Deletion - ARHU

A. Age History Balances

B. Delete History

C. Delete Duplicate History

INVENTORY

I. Add/Change/Delete Vendors

IVVM - Add/Change/Delete Vendors

II. Adding Items to Your Inventory

A. IVM - Add/Change/Delete, Option 3 - Massive Additions

B. IVM - Add/Change/Delete, Option 1- Add

C. IVM - Add/Change/Delete, Option 4 - Massive Changes

III. Inventory Inquiry

A. IVI - To check an item that is on your inventory

B. IVT - To check on inventory totals

C. IVDI - To check on items in the data base

IV. Orders

A. IVWO - Work Order Report

B. IVO - Making an Order

C. COMM - Communications program to electronically send orders

V. Receiving/Merging

A. IVPR - Receiving orders

VI. Printing Price/Barcode Labels - IVL

VII. Returns

IVR - Inventory return report

VIII. Price Update

A. IVUP - Inventory price update

B. DOS Price update installation instructions:

C. UNIX Price update installation instructions: (may vary)

IX. Inventory Masterfile Print

A. IVP - Masterfile Print

B. RPT - Create a Custom Report

X. Special Orders

IVSO - Make a Special Order

XI. Inventory Sales

A. SLIV - Post Sales from Point of Sale

B. IVE - Manual Inventory entry

XII. Other Inventory Reports

A. IVST - Sort Masterfile by Sales

B. IVOS - Print flagged Sale Items

C. IVHR - History Roll

XIII. Miscellaneous Inventory Utilities

IVUL - Miscellaneous Inventory Utilities

XIV. Standing Orders / Curriculum

A. Putting Standing Order Items on Inventory

B. Standing Order Options

C. POS Entry for Standing Orders

ACCOUNTS PAYABLE

Accounts Payable Flowchart

I. Accounts Payable Vendor Maintenance

A. APM - Adding/Changing/Deleting Accts. Payable Vendors

B. APRM -Accounts Payable Recurring Maintenance

C. APP - APRP - Accounts Payable Vendor Lists

II. Accounts Payable Entry

A. APE - Accounts Payable Entry

B. APRE -Accounts Payable Recurring Entry

C. API -Accounts Payable Vendor Inquiry

III. Checks

A. APR - Accounts Payable Required Amounts Due

B. APDD - Accounts Payable Pay by Due Date

C. APBI - Accounts Payable Pay by Invoice

D. APCP - Accounts Payable Check Print

E. APUL - Accounts Payable Utilities

F. APCR - Accounts Payable Check Register

IV. Accounts Payable Utilities

A. APA - Accounts Payable Aging

B. APDP - Accounts Payable Discount Print

C. APHU - Accounts Payable Update

D. APVE - Accounts Payable Vendor Edit

V. Accounts Payable to General Ledger

A. Invoices to General Ledger

B. Credit Memos to General Ledger

C. Computer Checks to General Ledger

D. Office Checks to General Ledger

E. Accounts Payable Holding File - GLAP

SALES

I. Set Up of Point of Sale Departments and General Ledger Distribution:

II. Key Determinations at Point of Sale

III. Using Point of Sale - POS

POS Limitations

1. POS - Bring up Point of Sale

2. Telephone - Mailing List

3. Employee Number

4. Quantity Sold

5. Item ?_____________

6. Price

7. Sub-Total Routine

8. Options at Bottom of Point of Sale Screens

9. Video Rental, Return, and Void

10. Transactions Saved

11. Void a Completed Sale

12. Delete an item from a Sale

13. Layaway Sale, Layaway Payment, and Layaway Void

14. Gift Certificate Sale / Redeem / Refund

15. Item Discount is Arrow Down key

16. Sub Total Discount

17. Entire Cash Register Department on Sale

18. Entire Category on Sale

19. Items with Sale Price on Certain Dates

21. Payment of Returned Check

22. Customer Deposits

23. Charge/Credit to A/R Account and Payment to A/R Account

24. Tax Exempt or Change Tax Rate Single Item is <F4> Key

25. Make a Special Order & Special Order Inquiry

26. Undo Sale

27. Sales on Consignment / Standing Orders

IV. Total Cash Registers- SLTL

A. Total Routine

B. Display Subtotals No Print

C. Subtotal All Registers

D. Subtotal (1) Register

E. Total (1) Register

V. Print Receipt Tape - SLTP

VI. Sales Journal Analysis - SLA

Five Year Comparison

VII. Exempt Sales Tax Information

Break out of Exempt Sales Tax Information

VIII. Stock Check

IX. Sales on Consignment - SLOC

A. Add/Change/Delete Consignee

B. Add/Change/Delete Items on Consignment

C. Print/Display Consignee Information

X. Gift Certificate/Layaway Maintenance - SLGL

A. Add/Change/Delete Gift Certificate

B. Add/Change/Delete Layaway

XI. Gift Certificate/Layaway Print - SLGP

A. Print Outstanding Layaway Balances

B. Print Outstanding Gift Certificates

XII. Special Orders

A. IVSO - Make Special Order

B. IVSI - Special Order Inquiry

C. IVSP - Special Order Masterfile

D. IVSD - Delete Received Special Orders

XIII. Sales Journal

A. SLE - Add/Change/Delete Daily Sales

B. SLT - Total Sales Journal

C. SLP - Sales: Journal Print

D. SLD - Delete Sales Journal

XIV. Order Entry

MAILING LIST

I. Mailing List Maintenance - MLM

A. Area Zip Codes

B. Add Mailing List Names

C. Change Mailing List Names

II. Mailing List Labels, Masterfile, & ASCII File - MLP

A. Regular Labels, Reports, & ASCII File

B. Tracking Labels, Reports, & ASCII File

C. Duplicate addresses on Mailing List

III. Mailing Utilities - MLUL

A. Combine two mailing list (Multi-Store only)

B. Change an area code

C. History Roll

D. Purge Tracking Detail

E. Combine Tracking (Multi Store Only)
Will combine the tracking records of multi stores. Will be the same as in A = Combine two mailing lists except you will copy the file TRAKCOMB.002, etc.

IV. Mailing List Deletion - MLD

Delete names from mailing list by date

V. Mailing List - POS

A. Link Mailing List with Point of Sale

B. Mailing List at Point of Sale

VI. Mailing List Maintenance Customer Tracking Items:

To view Tracking Items Purchased by Customer

To Purge Tracking Detail

To Change Amount Toward Next Coupon

Coupons have to be set up in SYStem Config, #5, Line #505.

VIDEO RENTAL

I. Enter Video Departments and Terms - SYS

A. Set up Video Departments

B. Set up Video Terms

II. Video Maintenance - VIM

A. Add Videos to rent.

B. Change Video information.

C. Delete Video from list.

D. Change Video number.

E. Make Labels for Rental Videos

III. Video Rental and Return at POS

A. Video Date Due

B. Video Rental

C. Return of Video

D. Void Rental of Video

IV. Video Masterfile & Labels - VIP

A. Video Masterfile

B. Video Delinquent List

C. Video Labels

V. Video History Roll - BVH

Clear Current Rental

GENERAL LEDGER

Run GLC and print out a General Ledger Chart of Accounts

I. Set Your Company Header - GLM

II. Clear GLAP File of Entries Included in the Beginning Balances

A. Check the Entries in GLAP

B. Send in Entries by Date

C. Clear General Ledger of Entries

III. Edit General Ledger Account Numbers - GLM

A. Add New Account

B. Change Name of Account

C. Delete an Account

D. Change Account Number

E. If you are Multi-Store

F. Make sure the General Ledger Account Numbers are correct

IV. Make Your Entries - GLE

V. G/L Recurring Entries - GLRM, GLRE, GLRP

VI. General Ledger Inquiry - GLI, GLHI

VII. End of Month Close Out

A. GLAP - Entry of Accounts Payable to General Ledger

B. SLP - Transfer Sales to General Ledger

D. GLE - Reconciliation of Bank Statement

E. GLTB -Trial Balance

F. GLIS - Income Statement

G. GLBS - Balance Sheet

H. GLPJ - General Journal

I. GLP - General Ledger

J. GLS - Set up for new month

VIII. Close of Year

A. GLCR - Close to Retained Earnings

B. GLTB - Trial Balance

C. GLS - Set-Up for New Month

D. GLHU - History Update

MISCELLANEOUS

I. System Configuration - SYS

A. Bad Checks & Licenses

B. Feature No Longer Used

C. Novelty Price List

D. 30 / 60 / 90 Day Letters

E. Config File

F. Environment

G. Phone #’s

II. Daily Planner Program - PLAN

III. Edit any Text File - EDIT

IV. Convert Database Pub # - PUBS

V. File Export Utility - XPRT

VI. Time Clock - TIME

VII. Create a Report - RPT

VIII. Inter Company Transfers - TRAN

IX. Sales Journal Merge on Multi-Store - SLUL

X. Accounts Receivable Merge Multi-Store - ARUL

XI. File Diagnostics - DIAG

XII. Communications - COMM

XIII. Menu Change - MENU