Scholastic EasyScan User manual

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/Returns 4
Reprints 4
Gift Certificates 5
All 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 on the terminal by pressing the On/Off button on the
left-hand side of the terminal.
7. The Scholastic EasyScan main screen will appear when
the terminal is ready. If printer diagnostic display shows,
touch HIDE.
8. Customers should use the stylus to sign their name on the
Scholastic EasyScan display screen.
9. Credit card slide is located to the right of the display
screen. Cards are swiped from top to bottom with magnetic
strip in the slot, facing right. Note: The slot located under
the keypad is not for credit card use.
10. Place the barcode scan sheet and the Quick Start
Reference Sheet at each terminal.
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1
Equipment Setup and Break-Down

Equipment Setup and Break-Down
Loading Receipt Paper
1. To add paper, push down the button on the left side of
terminal to open cover. Terminal will beep if it is on.
2. With lid open, push internal lever to the right and place
paper roll 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.
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2
3
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 unplugging.
2. Disconnect all cords and place all items back into the
carrying case: terminal, scanner, all cords, scan sheets,
Quick Start Guides, extra paper rolls, and credit card slip
envelope.
2

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. When Total Due box displays, touch YES to accept amount
due. If a customer is not ready to pay, or to adjust a
purchase, touch NO. This allows you to return to the sale
to make any changes.
5. When Form of Payment? displays, touch button to select
appropriate payment type.
Locate the payment type below and follow steps to complete
the sale.
Payment Types
• Enter the amount received using the keypad, without
decimals. Add 00 for whole dollar amounts. For example:
Enter 500 for $5.00.
• A $1,000 threshold exists for all sales. Scholastic
EasyScan will alert the cashier to ensure purchases or
payments have been entered correctly by displaying the
message: Transaction Over Dollar Threshold [amount]
Accept Last Item? [item number & amount]. 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 will display, if applicable.
3. Cash drawer will open.
Checks or Money Order
1. Touch CHECK.
2. If exact amount is given, touch TOTAL OR if change is
required, enter amount received on keypad.
3. Enter the check or money order number and touch ENTER.
4. If exact amount entered, place check or money order in
slot. If not, Change Due will display and cash drawer will
open. Note that change due cannot exceed $20. If it is
over $20, Excessive Amount message will appear. Touch
OK to continue and enter new amount.
Checks for Book Fair purchases should be made payable
to the school.
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), and touch ENTER.
4. Customers must use the stylus to sign their name on the
Scholastic EasyScan display screen.
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.
Prepaid Credit Cards
• Prepaid credit cards require authorization. You will need
to have a phone available. Instructions are given on the
display screen.
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 again to
hide it from the screen and continue sale.)
4. First receipt is customer’s. Tear off, then touch OK to print
second receipt.
5. Fill out school information on second receipt. Place second
receipt in the cash drawer.
This second receipt is for your records. Do not return it
to Scholastic.
Two or More Payment Types
1. Choose first payment method.
2. Follow the instructions for that payment method.
3. The remaining balance will display under receipt box on
display screen.
4. Select next payment method.
5. Follow the instructions for that payment method.
6. 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 ALL FOR BOOKS™
PURCHASE ORDER SCHOLASTIC
DOLLARS
TAXABLE SALE
PRICE CHECK
TAX EXEMPT
SALE STAFF
CHANGE
PARAMETERS
ENTER
PAY
BACKSPACE
QUANTITY VOID ITEM
CLEAR KEYBOARD
MORE
NOTE: Our Fairs sometimes include books containing strong language and mature subject matter that might be inappropriate for younger children. We recommend that
you review these titles before making them available at your Fair. To help prevent younger students from inadvertently purchasing mature titles and to alert parents to
such material, we’ve added a Mature Content Indicator on sales receipts. Books containing mature content will be noted with an asterisk before the title name, and the
following caution will appear at the bottom of the receipt: “Item Contains Mature Content.” 3

Scanning Items • Price Checks • Voids/Returns • Reprints
Scanning Items
How do I know if an item has scanned?
The terminal will beep when an item is scanned. Scanned items
also appear in the receipt box on the display screen. Items that
have not been scanned do not show in the receipt box and
Scan Bar Code prompt will still display.
When the scanner has not been programmed or is
programmed incorrectly, the following error message will
appear: Scanner is programmed incorrectly and will not
capture item. Please contact the Scholastic EasyScan
Hotline at 866-413-2475.
How do I scan items without a barcode or non-book items?
Common items without barcodes are listed on the barcode
scan sheet.
1. Locate the appropriate item on the scan sheet.
2. Point your scanner close to the barcode and press the
trigger. The terminal will beep and the item will appear in
the receipt box on the display screen when the item has
scanned correctly.
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’s price 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. For example, for three, enter 3.
2. Touch QUANTITY and scan one of the like items.
How do I process a scanned item when I see a message Not
Found displayed?
1. Touch YES to accept item at Not Found prompt.
2. Enter item’s price 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’s price 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 will appear with item’s
description, price, and item number.
3. Touch OK to scan next item for price check, if needed.
4. Touch EXIT to return to the 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 will appear with item information.
4. Touch YES to buy or NO to exit.
5. If buying, continue with next item. If not buying, touch
EXIT 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.
Sales may be voided until the form of payment 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? will
display on the prompt window.
3. Touch YES. The entire sale will be cancelled and a void
receipt will print. Place void receipt in cash drawer.
How do I void an entire sale after it has been completed?
Process these voids as you would process a return.
How do I process a return?
Note that returns on items paid for by check, gift certificate, or
All for Books™donations 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),
and touch ENTER.
• Ask customer to sign the screen using the stylus.
• Touch ACCEPT.
• Tear off the first receipt and give it to the customer.
• Touch OK and a second receipt will print. Place this copy 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.
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Special Transactions – Gift Certificates • All 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 will be displayed on receipts.
• 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. Do not provide change 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 will display. Touch OK
then choose an additional form of payment to complete
transaction.
Note for Fairs with multiple Scholastic EasyScan terminals:
If you redeem a Gift Certificate on a previously unused
terminal, you may initially see a negative amount on your
Financial Summary.
All for Books™
All for Books is successful when students and parents know
what will be done with donations. Determine who will benefit
from the donations and get the word out early. Please process
donations using the following information:
• Collect money before and during the Book Fair, then
redeem these donations for books at your Book Fair.
• All redeemed All for Books donations must be reported in
total sales. Unredeemed donations should not be reported.
• All for Books donations are tax-exempt items.
• Non-taxable totals will be displayed on receipts.
All for Books Donations
All for Books Donation Only
1. Touch TAX EXEMPT SALE.
2. Scan All for Books Donation on barcode scan sheet.
3. Enter All for Books Donation amount using keypad, touch
ENTER.
4. Touch PAY.
5. Select payment method to process payment.
Note: You must follow this process for container collection
as well. Be sure all container donations are processed
through Scholastic EasyScan prior to redemption.
All for Books Donation with Other Items
1. Scan the All for Books Donation barcode on the barcode
scan sheet.
2. Enter All for Books Donation amount using keypad, touch
ENTER.
3. Continue the transaction.
Redeeming All for Books
1. Add up all total donation amounts listed on the Scholastic
EasyScan(s) Sales Summary Report(s). This is the total All
for Books donation amount. It should include all container
collections.
2. Select appropriate sale type (TAXABLE or TAX EXEMPT).
3. Scan all items being purchased using All for Books
donations.
4. Touch PAY, total displays. If correct, touch YES.
5. Touch All FOR BOOKS, then touch TOTAL for exact amount.
6. Tear off first receipt and maintain for your records.
7. Touch OK to print second receipt. Complete information on
receipt and place in cash drawer.
Please make sure you report All for Books donations that you
have redeemed.
*Please reference the All for Books Processing and
Reporting instructions for more specific information.
5

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 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 WASHINGTON STATE)
Redeeming Scholastic Dollars
1. Scan all items being purchased.
2. Touch PAY and total will display. If correct, touch YES.
3. Touch SCHOLASTIC DOLLARS, then touch TOTAL for exact
amount.
4. Receipt will print. (Note: Scholastic EasyScan is programmed
to print one receipt. If you need multiple receipt copies, call
the Scholastic EasyScan Hotline at 866-413-2475.)
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: [phone].
Processing Teacher Discount
Processing a % 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.
Processing a $ 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 dollar amount (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.
6

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, use the 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 middle of the back. There is a hole that contains a
lever; push your finger inside 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 Book Fair 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
Mode?
• Display screen lettering will be red and say Training.
• Letter “T” will appear at the end of each line item.
• Receipt will print with 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.”
How do I process prepaid credit cards?
• Prepaid credit cards require authorization from the
Scholastic EasyScan Hotline. You will need to have a
phone available.
• When a prepaid credit card is swiped, a message will
display on the screen to call 888-509-2002 and provide
the Fair ID, credit card number, expiration date, and
amount of sale.
• This information must be available and the call must be
made while near the Scholastic EasyScan.
• If this is not possible, there is an option to cancel the
sale and ask for another form of payment.
How do I change the receipt paper?
1. Push down the button on left side of the terminal to open
the cover.
2. With the lid open, push the internal lever to the right and
place paper roll into the holder, making sure paper feeds
from underneath.
3. Extend the paper a small amount past the perforated edge
and close the lid.
The little keyboard on the display
screen is visible. How do I hide it?
• Touch the keyboard to move on display screen until you
can see the KEYBOARD button on lower right. Touch
KEYBOARD button to hide the keyboard.
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 the
middle of a sale, a prompt will ask, Are You Sure? Be sure
to touch NO. If you mistakenly touch YES, the sale will be
voided and software will close. To return to the software
and reprocess the sale, go to the next step.
• Double “tap” the MOBILeTE icon on the display screen to
make the software available again.
The terminal froze. How do I reset it?
1. Turn OFF the terminal, wait approximately 10 seconds and
turn it back ON.
2. If it’s 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 will print.
5. Double “tap” the MOBILeTE icon on the display screen
and the software will become available again.
6. If the terminal is still not functioning, call the Scholastic
EasyScan Hotline at 866-413-2475.
Frequently Asked Questions
More FAQs on the back of this page. 7

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
M–F 8:00 am – 11:00 pm EST
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 ID: 000-000-000 The terminal lost power. Contact the Scholastic
EasyScan Hotline to order a new
terminal.
Error 7: Amount outside limits A step was skipped when
processing a credit card (e.g.:
did not hit Total before swiping).
Hit OK to close the message box
and resume processing.
Min/max error No credit card information has
been 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.
Scanner is programmed
incorrectly The scanner is not programmed correctly. Contact the Scholastic EasyScan Hotline for assistance.
On occasion, the terminal may display an error message.
Here are some common error messages.
NOTE: Our Fairs sometimes include books containing strong language and mature subject matter that might be inappropriate for
younger children. We recommend that you review these titles before making them available at your Fair. To help prevent younger students
from inadvertently purchasing mature titles and to alert parents to such material, we’ve added a Mature Content Indicator on sales
receipts. Books containing mature content will be noted with an asterisk before the title name, and the following caution will appear at
the bottom of the receipt: “Item Contains Mature Content.”
8