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
Set up1. all terminals prior to your Fair. Terminals require a
power outlet, but data connections aren’t needed.
Connect the power cord to the 3-prong port on the back,2.
far right of the terminal.
Connect the scanner to the port identified as SCANNER on3.
the back of the terminal. This must be connected before
turning the terminal on or it may not function properly.
Connect the cash drawer to the terminal by plugging the4.
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.
Set the terminal on the cash drawer. Plug the power cord5.
into the power outlet.
Turn the terminal on by pressing the On/Off button on the6.
left hand side of the terminal.
The terminal will take approximately 30 seconds to power7.
up. The EasyScan screen will display and is ready to use. If
printer diagnostic displays, touch HIDE.
Customers should use the stylus to sign their name on the8.
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.
Credit card slide is located to the right of the display9.
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.
Place included barcode scan sheet alongside terminal on10.
cash drawer. Also place the included 4-page Quick Start
Guide (with green bars) at each terminal.
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1
Equipment Setup and Break-Down

Equipment Setup and Break-Down
Loading Receipt Paper
To add paper, push the button down on the left side of1.
terminal to open cover. If on, terminal beeps.
With lid open, push internal lever to the right and2.
place paper into the holder. Be sure paper feeds from
underneath.
Have paper extend a small amount past perforated edge3.
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.
1
2
3
Returning Scholastic EasyScan
Power down the terminal by pressing the On/Off button on1.
the side of the terminal.
Disconnect all cords and place all items back into the2.
shipping container: terminal, scanner, all cords, scan
sheets, Quick Start Guides, extra paper rolls, and credit
card slip pouch.
Repack the terminal and accessories into the shipping3.
container in which they were sent.
Pack the shipping container on top of the bookcases.4.
2

Processing a Sale • Payment Types •Tax Change
Processing a Sale
Determine sale type:1.
Toucha. TAXABLE SALE for taxable sale OR
Touchb. TAX EXEMPT SALE for non-taxable sale.
Scan all items. Use barcode scan sheet as needed.2.
Touch3. PAY.
Total due box displays, touch4. 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.
Form of Payment?5. displays, touch button for appropriate
payment type.
Locate the payment type below and follow steps to complete
the sale.
Payment Types
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.
When entering amount received, enter without a decimal•
and for whole dollars enter 00. For example: $5.00 is
entered as 500.
If incorrect payment type is selected, touch• GO BACK to
view payment buttons and select the correct type.
CASH
Touch1. CASH.
Select next step:2.
If correct change given, toucha. TOTAL OR
If change is required, enter amount received on keypad.b.
Enter using no decimal and add zeros for whole dollars
(Ex: $5 enter 500) then touch ENTER.
Change Due3. displays if exact amount is not entered.
Cash drawer opens.4.
CHECKS
Touch1. CHECK.
Select next step:2.
If correct change is given, toucha. TOTAL OR
If change is required, enter amount received on keypad.b.
Enter using no decimal and 00 for whole dollars
(Ex: $5 enter 500) then touch ENTER.
Enter the check number and touch3. ENTER.
If exact amount entered, place check in slot. If not,4. Change
Due displays and cash drawer opens. Note that change
due cannot exceed $20. Excessive Amount displays. Touch
OK to continue and re-enter amount.
Payment Types (cont.)
CREDIT CARDS
Touch1. CREDIT CARD.
Touch2. TOTAL for exact amount.
Run Credit Card:3.
Swipe credit card (magnetic strip facing right) and goa.
to step #4 OR
Using keypad manually enter card number, touchb.
ENTER, enter expiration date (MMYY), touch ENTER.
Customers should use the stylus to sign their name on the4.
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.
Touch5. ACCEPT then tear off the first receipt and give to the
customer.
Touch6. OK to print second receipt. Place this signed receipt
in the cash drawer.
PURCHASE ORDERS
Touch1. PURCHASE ORDER.
Touch2. TOTAL to enter exact amount due.
Enter PO number, then touch3. ENTER. To enter letters, touch
KEYBOARD then touch letters. (Touch KEYBOARD to hide it
from screen and continue sale.)
First receipt is customer’s, tear off, then touch4. OK to print
second receipt.
Complete second receipt and place it in the cash drawer.5.
TWO OR MORE PAYMENT TYPES
Choose first payment method.1.
Enter amount due, touch2. ENTER.
Amount Due3. displays, touch OK.
Select next payment method. The remaining amount due4.
displays under receipt box on display screen.
Continue processing transaction until total amount is5.
tendered.
Tax Change
If you selected the incorrect sale type, you can continue and
complete a tax change at the end of the sale. However, you
must change tax after all items have been scanned because
the tax change function requires you to choose payment type
which closes out the sale. To change sale type:
Touch1. MORE, touch TAX CHANGE.
Touch2. YES.
Select one:3.
Choose if original sale is Tax Exempta.
- Touch TAX which is set up specifically for your Fair. Total
with tax is displayed.
- Touch YES to continue to payment type.
Choose if original sale is Taxableb.
- 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
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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.
How do I scan items without a barcode or non-book items?
Common items without barcodes are listed on the barcode
scan sheet.
Move scanner close to barcode on scan sheet for1.
appropriate item.
Press the trigger, terminal beeps and item appears in2.
receipt box on the display screen.
How do I process a Miscellaneous Item without the barcode
scan sheet?
Manually enter1. 999994 on keypad at the Scan Bar Code
prompt, touch ENTER.
Enter item amount using keypad, touch2. ENTER.
Continue the transaction.3.
How do I enter multiple quantities of the same item?
On the keypad, enter the quantity of items being1.
purchased (example: 3 pens, enter 3).
Touch2. QUANTITY then scan one of the like items.
Continue the transaction.3.
How do I process a scanned item when I see a message
displayed Not Found?
Touch1. YES to accept item at Not Found prompt.
Enter item amount using keypad, touch2. ENTER then
continue the transaction.
How do I correct the price of an item that is incorrectly
scanned?
Touch1. VOID ITEM.
Touch2. SKU # from list that you wish to delete then touch
ENTER.
Scan3. Miscellaneous ??? from barcode scan sheet, then
touch ENTER.
Enter item amount using keypad, touch4. ENTER then
continue the transaction.
Price Checks
How do I perform a Price Check without a sale?
Touch1. PRICE CHECK.
Scan item. A new screen displays with item’s description,2.
price, and item number.
Touch3. OK to scan next item for price check if needed.
Touch4. EXIT MODE to return to main menu and begin the
next sale when price check’s complete.
How do I perform a price check during a sale?
Touch1. MORE.
Touch2. PRICE CHECK.
Scan item. A new screen displays with item Information.3.
Touch4. YES to buy or NO to not buy.
If buying, continue with next item. If not buying, touch5.
EXIT MODE to continue with next item.
Voids/Cancels/Returns
What is the difference between using the Cancel or Void
Sale buttons?
Voiding a sale can be used up until the form of payment is
selected. Cancel can be used throughout the entire transaction,
until the receipt is printed.
How do I void an item?
Touch1. VOID ITEM.
Touch2. SKU # from list and touch ENTER then continue the
transaction.
How do I void a sale before it is completed?
Touch the1. CANCEL button located on the keypad.
ARE YOU SURE YOU WANT TO VOID THIS TRANSACTION?2.
displays in prompt window
Touch3. 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. Note that returns
are not allowed at BOGO Fairs.
How do I process a return?
Note that check returns are handled the same as cash returns.
For Cash or Credit Card sales that are returns, complete the
following:
Touch1. STAFF.
Touch return type (TAXABLE or TAX EXEMPT).2.
Scan item or barcode scan sheet for item(s) being3.
returned.
Touch4. PAY.
The Total Due box will display, touch5. YES.
Touch6. 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 inside
cash drawer.
Reprinting Receipts
Touch1. STAFF.
Touch2. REPRINT.
Only a receipt from the last transaction (taxable sale, non-
taxable sale, taxable return, and non-taxable return) can be
reprinted. All other staff functions are not eligible for reprint
i.e. Sale 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 should be processed using the barcode•
for Gift Certificates 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 non-taxable items.•
Non-taxable totals are visible on receipt.•
Gift Certificates must be tracked. Book Fair chairperson will•
provide method for all volunteers.
PURCHASING GIFT CERTIFICATES:
Purchasing Gift Certificates with Other Items
Gift Certificates are non-barcode items. Use the barcode1.
scan sheet to scan Purchasing Gift Certificate.
Enter Gift Certificate amount using keypad, touch2. ENTER.
Enter Gift Certificate number using keypad, touch3. ENTER
then continue with transaction.
Track all Gift Certificates purchased.4.
Gift Certificate Purchase Only
Touch1. TAX EXEMPT SALE.
Scan Gift Certificate from barcode scan sheet.2.
Enter Gift Certificate amount using keypad, touch3. ENTER.
Enter Gift Certificate number using keypad, touch4. ENTER.
Continue the transaction5.
Track all Gift Certificates purchased.6.
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.
Select appropriate sale type (TAXABLE or TAX EXEMPT).1.
Touch2. PAY.
Touch3. GIFT CERTIFICATE.
Enter Gift Certificate amount or exact amount of purchase4.
if total is under Gift Certificate amount using keypad, touch
ENTER.
Enter Gift Certificate number using keypad, touch5. ENTER.
Is a balance due?6.
If no balance is due, the receipt will print and transaction•
is complete.
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 use the Gift
Certificate redemption on a previously unused terminal, there
may initially be a negative amount on your Sale 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.
Chairperson will report all One for Books contributions in•
the total sales.
All One for Books• contributions are non-taxable items.
Non-taxable totals are visible on receipt.•
Any• unredeemed One for Books money should not be
reported to Scholastic Book Fairs.
ONE FOR BOOKS CONTRIBUTIONS
One for Books Contribution with Other Items
One for Books donations are non-barcode items. Use1.
the barcode scan sheet to scan the One for Books
Contribution.
Enter One for Books Contribution amount using keypad,2.
touch ENTER then continue with transaction.
Item is listed on receipt as non-taxable.3.
One for Books Contribution Only
Touch1. TAX EXEMPT SALE
Scan2. One for Books Contribution on barcode scan sheet.
Enter One for Books Contribution amount using keypad,3.
touch ENTER.
Continue the transaction.4.
Item is listed on receipt as non-taxable.5.
Note: You must follow this process for jug/box collection
as well. Be sure all jug/box contributions are processed
through EasyScan prior to redemption.
REDEEMING ONE FOR BOOKS
Identify the total contribution amount by adding up1.
One for Books detail on the Sales Summary Report(s)
and contributions not processed through Easy Scan
terminal(s).
Select appropriate sale type (TAXABLE or TAX EXEMPT).2.
Scan all items being purchased using One for Books3.
contributions.
Touch4. PAY, total displays. If correct, touch YES.
Touch5. ONE FOR BOOKS, touch TOTAL for exact amount.
Tear off first receipt and give to customer.6.
Touch7. 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.8.
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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.)
Facilitate your Scholastic Dollars redemption at the•
conclusion of your Fair as an individual transaction.
Determine all items you wish to purchase from your•
Book Fair.
Scholastic Dollars can only be processed as a Tax•
Exempt transaction.
Scan all items being purchased.•
Touch• PAY and total displays. If correct, touch YES.
Touch• SCHOLASTIC DOLLARS, then touch TOTAL for exact
amount of transaction.
Tear off first receipt and keep for your records.•
Touch• OK and second receipt prints. Book Fair chairperson
completes information on the second receipt and receipt
is placed in cash drawer.
Report Scholastic Dollars Redemption in two ways:•
Record Scholastic Dollars total on financial form under1.
"Product Taken From Fair."
Call to advise the Financial Form Hotline representative2.
of the amount of Scholastic Dollars which you have
redeemed at your Book Fair.
REMEMBER:• A $1,000 threshold exists for all sales. This
could easily be exceeded when using your Scholastic
Dollars to purchase multiple copies of books from your
Book Fair.
Anything entered over $1,000 will prompt you with•
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 touch YES to accept amount and
continue the transaction.
If you are going to exceed the $1,000 threshold by a•
considerable amount, please tender your initial Scholastic
Dollars redemption and begin a second Scholastic Dollars
redemption transaction.
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
Select appropriate sale type (TAXABLE or TAX EXEMPT).1.
Scan all items.2.
Scan barcode from barcode scan sheet:3.
BFC APPROVED DISCOUNT???
Using keypad enter percent (Ex: 10 is 10%), touch4. ENTER.
Discounts are reflected on final subtotals.
Touch5. 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.
Continue the transaction using the correct payment type.6.
6

Frequently Asked Questions • Troubleshooting
How do I change the receipt paper?
Changing the receipt paper is easy. Do the following:
To change receipt paper, push the button down on left side1.
of terminal to open cover.
With lid open, push internal lever to right and place paper2.
into holder, making sure paper feeds from underneath.
Have paper extend a small amount past perforated edge3.
and close lid.
Can I practice using 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:
Touch1. STAFF.
Touch2. TRAINING.
Touch3. TURN ON or TURN OFF.
How do I know if I am in training
or sales mode?
You will know you are in training mode if the following is
showing:
Display screen lettering turns red and displays• Training.
Letter “T” is at the end of each line item.•
Receipt displays TRAINING at the top.•
How do I correct anything I enter
incorrectly using the keypad?
Using the• CLEAR button on the keypad will remove one
character at a time from display prompt.
Using the• CLEAR button on the display screen will remove
all characters recently entered from display prompt.
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.
What should I know about
BOGO (Buy One, Get One Free) Fair sales?
Returns are not accepted.1.
Items are sorted highest price to lowest price and every2.
other item displays at zero.
BOGO discount is not calculated until the3. PAY button is
touched for a sale.
To find out the BOGO price, touch• PAY.
To buy, continue with the pay process.•
If not buying, press• NO and either add more items, void
items, or cancel the sale using the regular processes on
this guide.
I closed the software by mistake,
how do I get back in?
If you accidently 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.
Frequently Asked Questions
More FAQs on
back of this page.
7

Frequently Asked Questions • Troubleshooting
The terminal is not responding,
how do I reset it?
In the event that the software on the terminal freezes or
becomes inaccessible, do the following:
First try turning the terminal off, wait about 10 seconds,1.
then turn it back on. If terminal is still not functioning
properly, go to step 2.
Reset the software:2.
Exit out of the application by touching the−X in the top
right hand corner of the program
A message,−Do You Want To Exit? will display, touch YES.
Another message, Current Transaction Will Be Lost.−
Continue? displays, touch YES .
A void receipt prints.−
Double “tap” the MOBILeTE icon on the display screen−
and the software becomes available again.
If terminal is still not functioning, call the Customer3.
Support Hotline at the number below.
I accidently touched the CHANGE
PARAMETERS button, what do I do?
To exit• CHANGE PARAMETERS and return to the main
menu do the following:
Touch1. CANCEL button on the keypad twice.
Touch2. CANCEL in Parameter Editor box.
What if EasyScan is applying the
incorrect tax?
If terminal applies the wrong tax code to your sales, please•
call the Customer Support Hotline at the number below for
assistance on resetting the tax code.
Hotline Support and Assistance
866-413-2475
Customer Support Hotline for technical issues
and/or help with processing sales.
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