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 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.
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1
Equipment Setup and Break-Down

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.
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2
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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.
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. 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
MORE
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.
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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.
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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.
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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: [phone].
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.
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, 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.
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
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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