Scholastic EasyScan Manuel utilisateur

Quick Start

Guide

www.scholastic.com/bookfairs/easyscan

Table of Contents

Equipment Setup and Break-Down 1-2

Processing a Sale 3

Payment Types 3

Tax Change 3

Scanning Items 4

Price Checks 4

Voids 4

Returns 4

Reprints 4

Gift Certiﬁcates 5

One for Books®5

Scholastic Dollars™6

Teacher Discounts 6

Frequently Asked Questions 7-8

Troubleshooting 7-8

Sales Summary & Merchandise Reports 9-10

Setting Up Scholastic EasyScan®

1. Set up all terminals prior to your Fair. Terminals require a

power outlet, but data connections aren’t needed. Each

terminal should be plugged into its own power source.

2. Connect the power cord to the 3-prong port on the back,

far right of the terminal.

3. Connect the scanner to the port identified as SCANNER on

the back of the terminal. This must be connected before

turning the terminal on or it may not function properly.

4. Connect the cash drawer to the terminal by plugging the

end of the cord from the cash drawer into the only port

located under the ledge near the power supply port.

Note: This plug faces down.

5. Set the terminal on the cash drawer. Plug the power cord

into the power outlet.

6. Turn the terminal on by pressing the On/Off button on the

left-hand side of the terminal.

7. The terminal will take approximately 30 seconds to power

up. The Scholastic EasyScan screen will display and is

ready to use. If printer diagnostic displays, touch HIDE.

8. Customers should use the stylus to sign their name on the

Scholastic EasyScan display screen. Caution: Turning the

terminal around so that the screen faces the customer

can disengage cords and cause a loss of data. Please

keep the terminal screen facing you at all times.

Although customer signatures will display upside-down

on the printed receipt, the transaction will still be valid.

9. Credit card slide is located to the right of the display

screen. Cards are swiped from top to bottom with magnetic

strip in slot and facing right. Caution: The slot located

under the key pad is not for credit card use.

10. Place included barcode scan sheet alongside terminal on

cash drawer. Also place the included double-sided Quick

Start Reference Sheet at each terminal.

Equipment Setup and Break-Down

Loading Receipt Paper

1. To add paper, push the button down on the left side of

terminal to open cover. If on, terminal beeps.

2. With lid open, push internal lever to the right and

place paper into the holder. Be sure paper feeds from

underneath.

3. Have paper extend a small amount past perforated edge

and close lid.

Powering Down Scholastic EasyScan®

• At the end of each day, turn the power button on the

terminal to the OFF position. The system automatically

saves all sales data.

• Simply turn the terminal back on for the next day of your

Book Fair.

Returning Scholastic EasyScan

1. Power down the terminal by pressing the On/Off button on

the side of the terminal. The terminal must be turned off

before uplugging.

2. Disconnect all cords and place all items back into the

shipping container: terminal, scanner, all cords, scan

sheets, Quick Start Guides, extra paper rolls, and credit

card slip pouch.

3. Repack the terminal and accessories into the shipping

container in which they were sent.

4. Pack the shipping container on top of the bookcases.

Processing a Sale • Payment Types • Tax Change

Processing a Sale

1. Determine sale type:

a. Touch TAXABLE SALE for taxable sale OR

b. Touch TAX EXEMPT SALE for non-taxable sale.

2. Scan all items. Use barcode scan sheet as needed.

3. Touch PAY.

4. Total due box displays, touch YES to accept amount due.

If a customer is not ready to pay or to adjust purchase,

touch NO. This allows you to return back to the sale to

make any changes.

5. Form of Payment? displays, touch button for appropriate

payment type.

Locate the payment type below and follow steps to complete

the sale.

Payment Types

• Enter amount received on keypad without a decimal and

add 00 for whole dollars. For example: $5.00 is entered

as 500.

• A $1,000 threshold exists for all sales. Anything entered

over this amount will prompt cashier Transaction Over

Dollar Threshold (amount) Accept Last Item? (item

number & amount) to ensure that purchases or payments

are correctly entered. Touch NO to correct or YES to

accept amount and continue transaction.

• If incorrect payment type is selected, touch GO BACK to

view payment buttons and select the correct type.

Cash

1. Touch CASH.

2. If exact amount is given, touch TOTAL OR enter amount

received on keypad and touch ENTER.

a. Change Due displays, if applicable.

3. Cash drawer opens.

Checks

1. Touch CHECK.

2. If exact amount is given, touch TOTAL OR if change is

required, enter amount given on keypad.

3. Enter the check number and touch ENTER.

4. If exact amount entered, place check in slot. If not,

Change Due displays and cash drawer opens. Note

that change due cannot exceed $20. If it is over $20,

Excessive Amount displays, touch OK to continue and

re-enter amount.

Payment Types (cont.)

Credit Cards

1. Touch CREDIT CARD.

2. Touch TOTAL for exact amount.

3. Swipe credit card (magnetic strip facing right) and go to

step #4 OR manually enter card number on keypad, touch

ENTER, enter expiration date (MMYY), touch ENTER.

4. Customers should use the stylus to sign their name on the

Scholastic EasyScan display screen. CAUTION: Turning the

terminal around so that the screen faces the customer can

disengage cords and cause a loss of data. Please keep the

terminal screen facing you at all times. Customers will sign

upside-down.

5. Touch ACCEPT then tear off the first receipt and give to the

customer.

6. Touch OK to print second receipt. Place this signed receipt

in the cash drawer.

Return all signed credit card receipts to Scholastic.

Purchase Orders

1. Touch PURCHASE ORDER.

2. Touch TOTAL to enter exact amount due.

3. Enter PO number, then touch ENTER. To enter letters, touch

KEYBOARD then touch letters. (Touch KEYBOARD to hide it

from screen and continue sale.)

4. First receipt is customer’s, tear off, then touch OK to print

second receipt.

5. Complete second receipt and place it in the cash drawer.

This receipt is for your records. Do not return to Scholastic.

Two or More Payment Types

1. Choose first payment method.

2. Enter amount due, touch ENTER.

3. Amount Due displays, touch OK.

4. Select next payment method. The remaining amount due

displays under receipt box on display screen.

5. Continue processing transaction until total amount is

tendered.

Tax Change

If you selected the incorrect sale type, you can change it at the

end of the sale. The tax change must be done after all items

have been scanned because this function requires you to choose

payment type which closes out the sale. To change sale type:

1. Touch MORE.

2. Touch TAX CHANGE.

a. If original sale is Tax Exempt:

— Touch TAX. Total with tax is displayed.

— Touch YES to continue to payment type.

b. If original sale is Taxable:

— Touch NO TAX, touch YES. Total with no tax is displayed.

— Touch YES to continue to payment type.

CASH

GIFT CERTIFICATE

CHECK

CREDIT CARD ONE4 BOOKS

PURCHASE ORDER SCHOLASTIC

DOLLARS

TAXABLE SALE

PRICE CHECK

TAX EXEMPT

SALE STAFF

CHANGE

PARAMETERS

ENTER

PAY

BACKSPACE

QUANTITY VOID ITEM

CLEAR KEYBOARD

NOTE: Some of our Fairs include titles containing mature content. These titles have been chosen for their literary merit and could contain strong messages about the

negative consequences of engaging in certain types of behavior. We understand the potential concern about younger students purchasing mature content titles at your

Fair, so we have added a Mature Content Indicator on the receipt. When a mature title is purchased, it will be notated with a * before the title name. “*Item contains

Mature Content” will also appear at the bottom of the receipt.

Scanning Items • Price Checks • Voids • Returns • Reprints

Scanning Items

How do I know an item has scanned?

When the terminal beeps the item is scanned. It also appears

in the receipt box on the display screen. Items not scanned do

not show in the receipt box and Scan Bar Code prompt still

displays.

When the scanner has not been programmed or programmed

incorrectly, the following error message will appear: Scanner

is programmed incorrectly and will not capture item. Please

contact the Scholastic EasyScan Hotline.

How do I scan items without a barcode or non-book items?

Common items without barcodes are listed on the barcode

scan sheet.

1. Move scanner close to barcode on scan sheet for

appropriate item.

2. Press the trigger, terminal beeps and item appears in

receipt box on the display screen.

How do I process a Miscellaneous Item without the barcode

scan sheet?

1. Manually enter 999994 on keypad at the Scan Bar Code

prompt, touch ENTER.

2. Enter item amount using keypad, touch ENTER.

How do I enter multiple quantities of the same item?

1. On the keypad, enter the quantity of items being

purchased (example: 3 pens, enter 3).

2. Touch QUANTITY then scan one of the like items.

How do I process a scanned item when I see a message

displayed Not Found?

1. Touch YES to accept item at Not Found prompt.

2. Enter item amount using keypad, touch ENTER.

How do I correct the price of an item that is scanned

incorrectly?

1. Touch VOID ITEM.

2. Touch SKU # from list that you wish to delete then touch

ENTER.

3. Scan Miscellaneous ??? from barcode scan sheet, then

touch ENTER.

4. Enter item amount using keypad, touch ENTER.

Price Checks

How do I perform a Price Check without a sale?

1. Touch PRICE CHECK.

2. Scan item. A new screen displays with item’s description,

price, and item number.

3. Touch OK to scan next item for price check if needed.

4. Touch EXIT MODE to return to main menu and begin the

next sale.

How do I perform a price check during a sale?

1. Touch MORE.

2. Touch PRICE CHECK.

3. Scan item. A new screen displays with item Information.

4. Touch YES to buy or NO to not buy.

5. If buying, continue with next item. If not buying, touch

EXIT MODE to continue with next item.

Voids/Returns

How do I void an item?

1. Touch VOID ITEM.

2. Touch SKU #(s) from list, OR scan item(s), touch FINISH,

and continue.

Voiding a sale can be used up until the form of payment

amount is entered.

How do I void a sale before it is completed?

1. Touch the CANCEL button located on the keypad.

2. ARE YOU SURE YOU WANT TO VOID THIS TRANSACTION?

displays in prompt window.

3. Touch YES. The entire sale is cancelled and a void receipt

prints. Place void receipt in cash drawer.

How do I void an entire sale after it has been completed?

Process these voids as you would a return.

How do I process a return?

Note that returns on items paid for by check, gift certiﬁcate, or

One for Books® are handled the same as cash returns. Follow the

steps below for Cash or Credit Card returns:

1. Touch STAFF.

2. Touch return type (TAXABLE or TAX EXEMPT).

3. Scan item or barcode scan sheet for item(s) being returned.

4. Touch PAY.

5. The Total Due box will display, touch YES.

6. Touch CASH or CREDIT CARD:

— For CASH

• Touch TOTAL. Refund amount from cash drawer to customer

and place receipt in cash drawer.

— For CREDIT CARD

• Touch TOTAL.

• Swipe credit card (To manually enter, use keypad to enter

number then touch ENTER, enter expiration date (MMYY),

touch ENTER.)

• Customer signs screen using stylus.

• Touch ACCEPT.

• Tear off the ﬁrst receipt and give receipt to customer.

• Touch OK and second receipt prints and is placed in cash

drawer.

Reprinting Receipts

1. Touch STAFF.

2. Touch REPRINT.

Only a receipt from the last transaction (taxable sale, tax

exempt sale, taxable return, and tax exempt return) can be

reprinted. All other staff functions are not eligible for reprint

e.g. Financial Summary Reports, etc.

Special Transactions – Gift Certiﬁcates • One for Books

Gift Certiﬁcates

The use of Gift Certiﬁcates is not ofﬁcially sanctioned

by Scholastic Book Fairs. However, if you choose to use

Gift Certiﬁcates, please process them using the following

information:

• All Gift Certiﬁcates must be processed using the Gift

Certiﬁcate barcode on the barcode scan sheet.

• Unused Gift Certiﬁcates are the responsibility of the

school. We recommend that you buy books off of the Fair

with any unused Gift Certiﬁcates.

• Gift Certiﬁcates are only valid for the current Book Fair.

• Gift Certiﬁcates can be used for split payments.

• Gift Certiﬁcates are purchased as tax exempt items.

• Non-taxable totals are visible on receipt.

• Gift Certiﬁcates must be numbered and all Gift Certiﬁcates

must be tracked.

Purchasing Gift Certiﬁcates

Gift Certiﬁcate Purchase Only

1. Touch TAX EXEMPT SALE.

2. Scan Gift Certificate barcode on barcode scan sheet.

3. Enter Gift Certificate amount using keypad, touch ENTER.

4. Enter Gift Certificate number using keypad, touch ENTER.

5. Continue the transaction.

6. Track all Gift Certificates purchased.

Purchasing Gift Certiﬁcates with Other Items

1. Scan Gift Certificate barcode on barcode scan sheet.

2. Enter Gift Certificate amount using keypad, touch ENTER.

3. Enter Gift Certificate number using keypad, touch ENTER.

4. Continue the transaction.

5. Track all Gift Certificates purchased.

Redeeming Gift Certiﬁcates

When a Gift Certiﬁcate is presented for purchase, it

must be for less than or equal to the total amount of

purchase. Change is not provided on Gift Certiﬁcates.

1. Touch GIFT CERTIFICATE.

2. Enter Gift Certificate amount, touch ENTER.

3. Enter Gift Certificate number using keypad, touch ENTER.

4. Is a balance due?

• If no balance is due, the receipt will print.

• If a balance is still due, Amount Due displays. Touch OK

then choose an additional form of payment to complete

transaction.

Note: In Fairs that have multiple terminals, if you redeem a Gift

Certiﬁcate on a previously unused terminal, there may initially

be a negative amount on your Financial Summary.

One for Books®

One for Books is successful when students and parents know

what will be done with contributions. Determine who will beneﬁt

from the contributions and get the word out early. Please

process them using the following information:

• Collect money before and during the Book Fair then

redeem these contributions at your Book Fair.

• All redeemed One for Books contributions must be

reported in total sales. Unredeemed contributions should

not be reported.

• All One for Books contributions are tax exempt items.

• Non-taxable totals are visible on receipt.

One for Books Contributions

One for Books Contribution Only

1. Touch TAX EXEMPT SALE.

2. Scan One for Books Contribution on barcode scan sheet.

3. Enter One for Books Contribution amount using keypad,

touch ENTER.

4. Continue the transaction.

Note: You must follow this process for container collection

as well. Be sure all container contributions are processed

through Scholastic EasyScan prior to redemption.

One for Books Contribution with Other Items

1. Scan the One for Books Contribution barcode on the

barcode scan sheet.

2. Enter One for Books Contribution amount using keypad,

touch ENTER.

3. Continue the transaction.

Redeeming One for Books

1. Add up all contributions not processed through

EasyScan(s) and the total contribution amount listed on

the Sales Summary Report(s). This is the total One for

Books contribution amount.

2. Select appropriate sale type (TAXABLE or TAX EXEMPT).

3. Scan all items being purchased using One for Books

contributions.

4. Touch PAY, total displays. If correct, touch YES.

5. Touch ONE FOR BOOKS, touch TOTAL for exact amount.

6. Tear off first receipt and give to customer.

7. Touch OK to print second receipt. Customer completes

information on receipt and receipt is placed in cash

drawer.

Please make sure you report all One for Books contributions

that you have redeemed.

Special Transactions – Scholastic Dollars • Teacher Discounts

Scholastic Dollars™

Using Scholastic Dollars is simple with Scholastic EasyScan.

Process your Scholastic Dollars by doing the following:

• Identify the total amount of Scholastic Dollars you have to

spend. (See your monthly statement or call a representative

at 1-888-412-9124.)

• Select all items you wish to purchase from your Book Fair.

• Redeem your Scholastic Dollars at the conclusion of your

Fair as a single transaction.

REMEMBER: A $1,000 threshold exists for all sales.

• Anything entered over $1,000 will prompt you with

Transaction Over Dollar Threshold (amount) Accept Last

Item? to ensure that purchases or payments are correctly

entered.

• Touch NO to correct or touch YES to accept amount and

continue the transaction.

• If you are going to exceed the $1,000 threshold by a

considerable amount, please split your redemption into two

or more transactions.

• Scholastic Dollars can only be processed as a Tax

Exempt transaction. (EXCEPT IN CA AND WA)

Redeeming Scholastic Dollars

1. Scan all items being purchased.

2. Touch PAY and total displays. If correct, touch YES.

3. Touch SCHOLASTIC DOLLARS, then touch TOTAL for exact

amount.

4. Tear off first receipt and keep for your records.

5. Touch OK and second receipt prints. Book Fair Chairperson

completes information on the second receipt and receipt is

placed in cash drawer. This receipt is also for your records.

Do not return to Scholastic.

Report Scholastic Dollars Redemption in Two Ways

1. Record Scholastic Dollars total on financial form under

“Product Taken From Fair” OR

2. Call the Financial Form Hotline to report the amount of

Scholastic Dollars which you have redeemed at your Fair.

• If you elect to use Scholastic Dollars during the Fair, process

as a discount and that amount will be included in your

Scholastic Dollars redemption at the Fair’s conclusion. This

amount needs to be reported on the ﬁnancial form.

Teacher Discounts

Teacher or student discounts are at the discretion of the Book

Fair chairperson. Scholastic Book Fairs does not fund Teacher

Discounts. Teacher Discounts are funded from the school’s Book

Fair proﬁts.

If you choose to use Teacher Discounts, please do the following:

• The total discounted dollars are identiﬁed in the “Discount

Detail” portion of the Sales Summary Report.

• Add up the total amount discounted from all Scholastic

EasyScan terminals and your manual sales.

• Report your discounts. Your online Toolkit does not have

the ability to record your discounts. Therefore, at the close

of your Book Fair, please report your discounts total to the

Financial Form Hotline: 1-888-412-9124.

Processing Teacher Discount

1. Select appropriate sale type (TAXABLE or TAX EXEMPT).

2. Scan all items.

3. Scan barcode from scan sheet labeled: BFC APPROVED

DISCOUNT ???

4. Using keypad enter percent (Ex: 10 is 10%), touch ENTER.

Discounts are reflected on final subtotals.

5. Touch PAY to view discount deducted from the pre-tax

subtotal (as applicable).

• If correct, touch YES and continue with the transaction.

• If incorrect, touch NO. From barcode scan sheet scan

CLEAR DISCOUNT(S) barcode. Repeat steps 3-4 above to

add the correct discount.

6. Continue the transaction using the correct payment type.

Frequently Asked Questions • Troubleshooting

How do I open the cash drawer?

1. The cash drawer will not open when in training mode.

2. The cash drawer will not open if the drawer is locked.

a. The drawer is locked when the key is in the horizontal

position.

3. The drawer must be properly connected – the port is up

under the ledge.

4. If the cash drawer still won’t open, there is a release.

a. If your drawer has a silver button on the front, this is

the release; just press the button to the left.

b. If your drawer does not have a silver button on the front,

the release is underneath the machine, all the way in

the back middle. There is a hole that contains a lever;

place your ﬁnger in and push to release the drawer.

Can I practice using Scholastic

EasyScan?

Training Mode allows you to practice transactions prior to

the Book Fair. Transactions processed in this mode ARE NOT

recorded in your data. Be sure Training Mode is OFF when

processing the Book Fair’s sales. To enter or exit training mode:

1. Touch STAFF.

2. Touch TRAINING.

3. Touch TURN ON or TURN OFF.

How do I know if I am in training

or sales mode?

• Display screen lettering turns red and displays Training.

• Letter “T” is at the end of each line item.

• Receipt displays TRAINING at the top.

A warning message will appear when the form of payment

is selected in training mode. Touch OK to continue, or touch

the red CANCEL button to cancel.

Did I turn off the terminal?

• It is likely the terminal is just in sleep mode. Tap the

screen to “wake” it up.

The little keyboard on the display

screen is visible, how do I hide it?

• Touch keyboard to move on display screen until you

can see the KEYBOARD button on lower right. Touch

KEYBOARD button to hide the keyboard.

How do I change the receipt paper?

1. Push the button on left side of terminal down to open cover.

2. With lid open, push internal lever to right and place paper

into holder, making sure paper feeds from underneath.

3. Have paper extend a small amount past perforated edge

and close lid.

I accidentally touched the CHANGE

PARAMETERS button, what do I do?

1. Touch CANCEL button on the keypad twice.

2. Touch CANCEL in Parameter Editor box.

The terminal is asking for a password.

1. Touch CANCEL in Parameter Editor box.

I closed the software by mistake, how

do I get back in?

• If you accidentally try to close the software while in a sale,

a prompt will ask, Are You Sure? Be sure to touch NO. If

you mistakenly touch YES, the sale is voided and software

closes. To return to the software and reprocess the sale, go

to the next step.

• Double “tap” the MOBILeTE icon on the display screen

and the software becomes available again.

The terminal froze, how do I reset it?

1. Turn OFF the terminal, wait about 10 seconds, turn it back

ON.

2. If still unresponsive, touch Xin the top right hand corner.

3. A message, Do You Want To Exit? will display, touch YES.

4. Another message, Current Transaction Will Be Lost.

Continue? displays, touch YES. A void receipt prints.

5. Double “tap” the MOBILeTE icon on the display screen

and the software becomes available again.

6. If terminal is still not functioning, call the Scholastic

EasyScan Hotline.

Frequently Asked Questions

More FAQs on the

back of this page.

Frequently Asked Questions • Troubleshooting

Scholastic EasyScan Best Practices

Scan everything!

• If an item isn’t scanning, use the ‘Miscellaneous ???’ barcode.

Report all sales.

Balance drawers nightly to make ﬁnalizing your Fair even easier!

Scholastic EasyScan Hotline

Support and Assistance

866-413-2475

Scholastic EasyScan Hotline for technical issues

and/or help with processing sales.

Error message What does it mean? Action

Scanning not allowed at this time The scanner is being used

during an entry action.

Enter the required information

(amount, check number, etc.).

Terminal set to all zeros The terminal lost power. Contact the Scholastic

EasyScan hotline to order a new

terminal.

Error 7: Amount outside limits Skipped a step when processing

a credit card (ex.: did not hit

‘Total’ before swiping).

Hit ‘OK’ to close message box

and resume processing.

Min/max error No credit card information

processed.

Make sure the credit card is

being swiped with the magnetic

strip facing right. Enter card

info manually if it still doesn’t

process.

On occasion, the terminal may display an error message.

Here are some common error messages:

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