Bookware 3000

Bookware3000 Overview

Bookstore management solution

The Bookware3000 Bookstore Management Solution is a complete inventory management, point of sale, and e-commerce solution specifically designed for Canadian university and college retail.

Bookware3000's complete integration between all aspects of the system enables you to manage campus retail more efficiently, increasing productivity and profitability.

Bookware3000 provides you with a solution that increases cost effectiveness and improves customer service.

Students

Features

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Easy-to-use graphical interface

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Campus focused

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Canadian tax codes

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Multi-currency

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Multi-store/warehouse

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Available as a hosted/cloud application

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Full suite of reports, exportable to PDF and Excel

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Accounting interfaces with PeopleSoft, Datatel, Banner, and Others

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Fully integrated with system-wide real time updates

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Inventory

Bookware allows you to easily create items and specify item-specific attributes, such as item-specific return policies or multiple quantity ordering. At every level Bookware supports both general merchandise and textbook items, including integrated support of new, used, and digital copies of textbooks.

Once an item has been created, it is available for use throughout the system. Each item is tracked as it moves through the purchasing process, and the item history is easily accessible.

Inventory counts are performed using scanners and barcoded count sheets. Detailed inventory reports can be printed for count discrepancies as well as sell-through analysis and profit reports.

Features

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Customizable reports

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Perpetual inventory

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Access code & e-book support

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Image support

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Multiple departments and warehouses

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Audit trail of stock movement

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Sales analysis

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Scanable inventory counts

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Item data export

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Course Planning

The Course Planning program enables you to easily create an organized course structure to which you can assign textbooks, facilitating textbook ordering for each term. Bookware calculates what percentage of enrolled students have purchased the item for a course in the past and displays this sell-through analysis when each item is assigned to a course to help your course planners make their buying decisions.

When the courses and textbooks have been entered, Bookware generates requisitions for the books according to course, department, term or campus. 

Course Planning is integrated with Booksaurus, a used book buy-back program, so that any used books which are required for courses can be bought back by your cashiers through BookwarePOS.

Course Planning Screen

Course Planning Features

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Multi-level course structure

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Supports e-books and access codes

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Shelf lists

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Integrated with the Requisitioning program

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Historical sell-through analysis

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Email the instructor from Course Planning

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Shelf labels

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Requisitioning

The Requisitioning program allows you to create, edit, and approve requisitions for inventory items. Bookware automatically generates requisitions from Point of Sale (when an item's minimum inventory level is reached), Course Planning (to purchase books for an upcoming term), Receiving (when an item is re-ordered because of a short shipment), and the Customer Orders program (when an ordered item is not in stock). Requisitions can also be generated manually.

When requisitions are generated they are sorted by vendor and appear in an easy-to-read summary for each vendor. When the requisitions have been approved they are converted into purchase orders and appear in the Purchasing program.

Requisitions Screen

Requisitioning Features

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Automatically or manually generated

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Consolidated by vendor

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Require management approval

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Integrated with the Course Planning and Purchasing programs

Purchasing

The Purchasing program provides an overview of all vendors and their purchase orders. A summary of all outstanding purchase orders, either not-yet-sent or not-yet-received, is displayed for each vendor. Purchase orders which have already been received are archived and easily viewable, when desired.

Purchase orders can be created, viewed, and edited from the Purchasing program. If the purchase order is edited after it has been sent, Bookware will alert you to the changes, so that you can send an updated purchase order to the vendor.

Purchase orders can be printed, or sent directly from the Purchasing program by EDI, by fax, or by email as a PDF. When all items have been fully received, the purchase order is automatically closed by Bookware.

Purchasing Screen

Purchasing Features

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Consolidated by vendor

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Send POs by EDI, or direct fax or email

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Supports both textbooks and general merchandise

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PO closes when fully received

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Integrated with Requisitioning and Receiving programs

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Closed POs are easily viewable

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Receiving

The Receiving program completes the purchasing process by moving the items from the purchase order to inventory. When a shipment is received, it is matched to its purchase order and all shipment and invoice information is recorded for the received items.

When the items are received, Bookware updates the inventory throughout the system, including automatic price changes at POS. Barcoded labels are easy to print for all items which require them.

Bookware notifies you if any items are received for a customer order, and a picking list for the order is automatically printed. Short-shipped and damaged item reports are also generated from the Receiving program, when necessary.

Receiving Screen

Receiving Features

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Immediate system-wide inventory updates

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Barcoded labels

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Short-shipped and damaged item reports

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Picking list for customer orders

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Profit margin protection

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Integrated with Purchasing and Returns programs

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Past receiving memos are easily viewable

Customer Orders

The Customer Orders program is used to create and process customer orders: picking lists, packing lists and invoices are all generated for each customer order. Requisitions are automatically created for customer order items which are not in stock. When an item is received for a customer order, the receiver is notified that an allocated item is included in the shipment, and a picking list is printed from Receiving in order to fill the customer order. 

The Customer Orders program is integrated with the eSolution e-commerce software such that any orders which are placed on your website appear automatically in the Customer Orders program. When ready to ship, the web order is processed through POS which contacts the online payment gateway for completion of the transaction payment. Once the transaction is completed, a shipping notification is sent from POS to the customer.

Customer Orders Screen

Customer Order Features

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Automatic requisitions for order items

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Automatic allocation of order items

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Barcoded picking lists

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Packing slips and invoices

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Integrated web orders

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PCI compliant web order payment through an online payment gateway

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Return Processing

The Returns program manages the return of items to each vendor. Returns can be created manually or through the returns worksheet. The returns worksheet accesses the vendor's return policy and compares the invoice date for each item from the vendor to the length of time the item has been in stock. All items which are listed on the returns worksheet can be selected and automatically added to a return memo for the vendor.

A summary of all outstanding return memos is displayed for each vendor, and the progress of each return memo (eg. items have been shipped, but no credit received) is tracked by Bookware. Return memos for which you have already received credit are archived and easily viewable, when desired.

Returns Screen

Return Processing Features

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Comprehensive returns worksheet

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Integrated vendor return policies

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Minimum return levels

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Permission, extension and expedite letters

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Picking and packing lists

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Damaged goods follow-up

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Optional item-specific return policies

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Digital Books

Access codes, e‑books, and digital resources are fully supported by Bookware. Digital textbooks can be adopted by an instructor for a course. In Course Planning, the digital textbook is flagged as an alternative to the physical textbook.

Bookware provides access cards which can be printed for selling e‑book access codes in store. When an e‑book is purchased, BookwarePOS contacts the digital content provider in real time to retrieve an access code. The PIN code and access instructions are printed on the customer's receipt.

On your eSolution website, digital textbooks appear in the course search results along with the physical textbooks assigned to the course. If the customer attempts to purchase both the digital and physical book, the eSolution will warn them that they are purchashing duplicate texts. Upon completion of transaction payment, the access code and instructions are immediately emailed to the customer.

Digital Book Features

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CampuseBookstore (CEI) and Texidium

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Automatic retrieval of PIN code through POS

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Access cards for in-store purchases

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PIN code refund support

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Automatic email of PIN code for online sales

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All e-book sales are recoded and reportable

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Events

Bookware's Events Management program allows you to create and manage multiple events across multiple venues. Events can be booking-type events, such as career fairs with reserved booths, or ticket-type events such as concerts or book readings. For each event, you can set complex capacities and pricing, such as multiple booking/ticket types (such as large booth/small booth or member/non-member or adult/student/child).


Event admission (bookings/tickets) can be purchased in person at POS or online through your website. When purchased in person, a physical ticket can be generated and printed for the customer from a designated ticket printer. When purchased online, the ticket is automatically emailed to the customer after payment has been completed. The ticket displays the event details, your logo, and unique admission barcode.


At the event, the unique ticket barcode is scanned to validate the ticket. Ticket validation is via a web based app and can be performed with the standard POS, with Mobile POS, or with a mobile device and a Bluetooth scanner.

 

Events Features

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Complex capacities and pricing

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Multiple ticket types, such as member/non-member, adult/student/child

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Merchandise or services can also be associated with the event

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Ticket redemption with BookwarePOS or Mobile POS

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Scan a printed ticket or digital ticket on a mobile device

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Unique barcode on each ticket

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Student Credit Management

The Sponsored Students program enables you to create student and sponsor accounts. For each sponsored student account, you can specify the credit limit and any purchase restrictions on the account.

At POS, the cashier can access the sponsor account using the student's campus ID card. BookwarePOS will automatically enforce the credit limit and any purchase restrictions. When the purchase is completed, the credit limit for the account is automatically updated and an itemized invoice is automatically generated in Bookware for the transaction.

Sponsored Students Screen

Student Credit Features

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Easy set up of students and sponsors

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Account access at POS using student ID or barcoded account cards

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Credit limit and purchase restrictions enforced at POS

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Itemized sponsor invoices

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Student allowance report

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Customer report by business class

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Accounting

The Accounting program processes all changes in inventory and produces up-to-date and accurate account profiles. Accounts Receivable, Accounts Payable, and General Ledger are all included in Bookware3000 Accounting, enabling you to: reconcile your cash daily, edit the exchange rate, reconcile bank statements, run a trial balance, prepare your GST and PST returns for the government, and reconcile vendor return credits, invoices and payments.

Bookware also supports accounting integration with several third-party accounting systems including PeopleSoft, Banner, Datatel, and Great Plains.

Accounting Features

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Multi-currency support

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Canadian taxes

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Daily cash reconciliation

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Multiple account trial balance

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Adjustable year-end

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Multiple store support

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Optional GL data export

Fax & Email Document Server

The Bookware3000 Fax and Email Document Server is a product designed to increase staff productivity and efficiency. The Fax and Email Server allows users to fax or email Bookware documents directly from Bookware: no printing of documents required.

Using the Document Server users can easily send the most frequently printed documents: Purchase Orders, Purchase Order Expedite letters, Returns Memos, Returns Permission letters, Returns Expedite letters, and Returns Extension letters.

The user can decide by what method each document is sent, fax or email, and can create and add customized messages to the cover page. The transmission log allows you to monitor the status of your faxes and emails.

Because faxes can be set to send at a default time, queuing until then, the Document Server can save your store money by reserving the faxes until non-peak times. If your store only has one fax line, the setting of a non-peak default send time ensures that your fax line is open to receive faxes during peak operation hours.

Document Server Features

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Fax or Email option

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Direct transmission of documents from Bookware

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Documents transmission log

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Automatic creation of cover letters

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Automatic queuing

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Optional once-a-day scheduled fax send time

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EDI

EDI, Electronic Data Interchange, allows you to send purchase orders as electronic data directly over the Internet. Incorporated into Bookware, EDI can be used to send POs directly from the Purchasing program. The vendor receiving the EDI order will respond in kind by returning an EDI PO acknowledgement to your store. The acknowledgement will confirm the items which are on order as well as indicate which items are on backorder or are out of stock indefinitely.

For each EDI order, Bookware tracks if it was sent successfully and, if it was not, it logs the error which prevented the communication. All information about EDI communications is easily accessible through Bookware. 

EDI Features

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Fully integrated with Bookware3000

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Direct transmission of purchase orders from Purchasing

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Fast and easy-to-use

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Communications are tracked and logged

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Allows vendor confirmation of the order

Kitting

The Kitting program enables your store to easily assemble inventory packages, making it an ideal tool for creating course packs, selling computers assembled in-store or including a bonus product with purchase.

The Kitting program manages the ordering and inventory for all the component pieces for that kit. When a kit needs to be built, Kitting will produce a picking list for all the component pieces which the final product requires.

With the Kitting program inventory replenishment can be controlled by setting minimum inventory levels for components, final products are tracked by the Inventory program, and projection reports can be created to determine how many kits will be needed and therefore how many component pieces need to be ordered.

The kitting process is completely reversible: a final product can be "unbuilt" and all the component pieces returned to inventory for individual sale, for use in other kits, or for return to a supplier. Kit reversal is also a useful feature when pre-stocked displays are received in store. The display can be defined as a kit of component parts and then "unbuilt" into those parts for better inventory tracking.

Kitting Screen

Kitting Features

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Builds packages with multiple components

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Automatically produces a picking list

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Updates inventory for each component

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Includes customizable kit templates

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Kits are completely reversible

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Fully integrated with Requisitioning, Purchasing, Inventory, and e‑Commerce

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