...
The header displays the description, new SKU, ISBN, rental agreement, binding, copyright, edition, prefix, imprint and comment (Item Maintenance comment). Three fields are editable: Description, Agreement, and Prefix.
Field | Information |
|---|---|
Description | This description defaults to Author/Title. While the description can be edited, it’s recommend that it not be changed. |
Agreement | This field shows the NMRP agreement that was attached to the rental record when it was created and should not be edited. |
Prefix | This field is not used with dynamic rentals (where the rental barcode is assigned when rented). |
Rental Record Detail Section
...
Below is a table containing information about each column with editable fields noted. To change a field, type the change in the field then click out of the field.
Column | Information | Editable |
|---|---|---|
Description | Description given to the rental period when it was opened. Both current and previous rental periods in which the book is or was available to rent display. | No |
Location | The location in which the rental period is was opened. | No |
Sys | Designation of new (NTX) and used (UTX) rental information for a period. | No |
Start | First day that students can rent textbooks for the rental period. | No |
Refund Exp | Last day students can receive a refund of the full rental price. | No |
End | Last day students can rent for the rental period. | No |
Due | Date that rentals are due back at the store from the students. | No |
Retail | Current retail selling price as seen at Item Maintenance. | No |
Cost | Current item cost as seen at Item Maintenance. | No |
Rental Price | Rental price as calculated using parameters for NMRP (lowest of NBC Retail or Store Retail minus rebate). This amount cannot be edited. | Yes |
Replace | Amount a student will be charged if the rental book isn’t returned by the due date. This is populated by NBC and cannot be changed. | Yes |
Fee | Amount added to the Replace amount when charging a student for rentals not returned to the store by the due date. This is populated by NBC and cannot be changed. | Yes |
Active | Controls whether or not new and/or used copies can be rented. This is controlled by NBC, if the title is available it will be checked active. If it is no longer available from NBC or it is no longer being used for the term, active will be unchecked. | Yes |
NMRP | Designation of whether or not a title is rented as part of NMRP. | No |
NBC | Designation of whether or not a title is an NBC Partnership title with the version. | No |
Rebate | Amount that NBC will pay for each copy (both new and used) rented. | No |
Rental Max | Maximum number of copies that can be rented for either new or used. If you entered Max Rental quantities in Rental Configuration, those quantities appear here. This can be different for different titles. Max Rental of 0 means unlimited rentals. | Yes |
Additional Info | Free form field that can be used to note additional information about a rental. If the information is applicable to both new and used, it must be entered on each line. Examples: “CD not required.” or “Solution card must be returned with text.” | Yes |
Manual Price | Indicates whether or not the rental price as calculated by the system has been manually changed. For NMRP, rental pricing cannot be manually edited | No |
NTX and UTX |
When a rental record is created and a rental period is attached to it, two lines are placed in the detail for the period, one line for new (NTX) and another for used (UTX).
Right Click Options on the Period Tab |
Two options appear if you <right-click> on the period tab: Add Item and Delete Item.
...
Below is a table containing information about the fields in the Detail tab with editable fields noted. To change a field, type the change in the field then click out of the field.
Column | Information | Editable |
|---|---|---|
Sys | NTX = new text UTX = used text When a book that was rented as a new copy is returned by the student, the Sys of the line will change from NTX to UTX. | No |
XREF | The rental barcode assigned one of two ways, either when a copy of the title is rented dynamically or when assigned before the rental transaction using the Auto Generate XREF option accessed by right-clicking on the line. | No |
Comment | Free-form editable comment field | Yes |
Prefix | Optional field, a prefix can be entered if you wish to create system generated numbers based on Dept/Course info or Bookkey when auto-generating rental barcodes for pre-stickered rentals. This field is not used when renting dynamically. | Yes |
Id | Optional field, ID will show the ID assigned when auto-generating rental barcodes for pre-stickered rentals. Not used when renting dynamically. | Yes |
Customer | Name of a customer who has an outstanding rental. The customer name is written to this field when a copy of the title is rented. The name is removed when the rental is refunded, returned or charged as a rental not returned. | No |
Receipt Number | The POS or Mail/Web order receipt number of the rental transaction. | No |
Tag Printed | Used only when book specific rental tags are printed. A check means that a rental barcode tag has been printed. Does not apply to books that will be dynamically rented. | No |
Right Click on the Detail Tab |
There are three options on the <right-click> menu in the detail grid on the Detail tab: Auto Generate XREF, Print Tags and Delete Item.
...
Below is a table containing information about the fields in the History tab with editable fields noted. To change a field, type the change in the field then click out of the field.
Column | Information | Editable |
|---|---|---|
Location | Location where the book was rented | No |
Rental Period | The period in which the book was rented | No |
Customer | The customer who rented the book | No |
Price | The rental price | No |
Comment | Free-form editable comment field | Yes |
Receipt Number | The receipt number of the rental transaction | No |
Rented Date | The date the rental copy was rented | No |
Refund Date | The rental refund expiration date | No |
Due Date | The date the rental copy is/was due back in the store | No |
Return Receipt | The receipt number of the POS or Buyback transaction when the book was checked in | No |
Return Date | The date the rental copy was returned or refunded | No |
Return Type | Blank = rental still outstanding Refund = returned before the rental expiration date Return = rental copy returned after the refund expiration date but before the due date Damaged/Lost = used to indicate the student either reported the stolen or the book was damaged and cannot be returned. Returned to Nebraska = used to indicate the student returned the book directly to NBC. | Yes, under specific circumstances |
Replacement Cost | Amount a student will be charged if the rental book isn’t returned by the due date. | No |
Replacement Fee | Amount added to the Replace amount when charging a student for rentals not returned to the store by the due date. | No |
NMRP | This column is used for NMRP rentals and should display as Y. | No |
NBC | This column will display ‘v1’ for titles rented as NBC Partnership 1 titles. This column will display ‘v2’ for titles rented as NBC Partnership 2 titles. | No |
Right Click on the History Tab |
The following options are on the <right-click> menu in the detail grid on the Detail tab.
...
This option closes the rental for the specific title and student. It is not used for NMRP Rentals.
All History Tab
The information and options available on the ‘All History’ tab are similar to the information and options available on the ‘History’ tab. However, ‘All History’ shows the complete rental history of a title, while the ‘History’ tab shows the rental history of a single copy (i.e., rental barcode.)
Below is a table with information on the column on the All History tab, editable fields are noted. To change a field, type the change in the field then click out of the field.
Column | Information | Editable |
|---|---|---|
Location | Location where the book was rented | No |
Rental Period | The period in which the book was rented | No |
Customer | The customer who rented the book | No |
Price | The rental price | No |
Comment | Free-form editable comment field | Yes |
Receipt Number | The receipt number of the rental transaction | No |
Rented Date | The date the rental copy was rented | No |
Refund Date | The rental refund expiration date | No |
Due Date | The date the rental copy is/was due back in the store | No |
Return Receipt | The receipt number of the POS or Buyback transaction when the book was checked in | No |
Return Date | The date the rental copy was returned or refunded | No |
Return Type | Blank = rental still outstanding Refund = returned before the rental expiration date Return = rental copy returned after the expiration date but before the due date Damaged/Lost = used to indicate the student either reported the stolen or the book was damaged and cannot be returned. Returned to Nebraska = used to indicate the student returned the book directly to NBC. | Yes, in specific instances |
Replacement Cost | Amount a student will be charged if the rental book isn’t returned by the due date. | No |
Replacement Fee | Amount added to the Replace amount when charging a student for rentals not returned to the store by the due date. | No |
NMRP | This column is used for NMRP rentals and should display as Y when renting as part of NMRP. | No |
NBC | This column will display ‘v2’ for titles rented as NBC Partnership 2 titles. If a book had previously been rented as part of Partnership 1, ‘v1’ will display. | No |
Hammer Options in Rental Number Maintenance
The Hammer options in Rental Number Maintenance are:
- Rental Configuration
- Print Dynamic Barcodes
- Reset Refund Expiration Date
- NMRP Setup Verification
- NMRP Add/Update Titles
- NMRP Reconciliation
- NBC Partnership Return Reconciliation
- Send Due Date Reminds
- Process Not Returned Billings
- Close Open Rentals
Print Dynamic Barcodes
This option generates rental barcode stickers that are used for dynamic renting. These tags contain sequentially numbered rental barcodes but no book information and are designed to be placed on any book.
Step-by-step instructions
- Access Rental Number Maintenance.
- Click the hammer.
- Select Print Dynamic Barcodes.
- Using the down arrow, select Rental Barcode Only or Rental Barcode with Due Date.
- Click the ellipsis to select the printer, if necessary.
- Type the quantity of barcodes to print.
- Click OK.
Reset Period Refund Expiration Date
The option under the hammer to reset the Period Refund Expiration date should be used carefully. Here are some things to be aware of:
- This option can be used only before the End Date of the rental period.
- This option changes the Refund Expiration Date for all rentals assigned to a single rental period and the date is used for any future rentals for the selected period.
- You must be logged into ICS with an account designated as a Super User to use this option.
- Before changing the refund expiration date using this option, you first must change it on the rental period in Rental Configuration. Running this process pulls the date as set in Rental Configuration.
- If you set the Refund Expiration Date to a past date (i.e., before the date you are making the change), outstanding rentals can no longer be refunded.
- If you set the refund expiration date to be the current day or in the future, any outstanding rental can be refunded until that date has passed.
Reset Period Refund Expiration Date for the Entire Rental Period
- Log into PrismCore ICS as a super user.
- Access Rental Number Maintenance.
- Click the hammer.
- Select Rental Configuration.
- Select the Rental Periods tab.
- Double-click the line for the period you wish to change.
- Edit the expiration date in the Refund Exp Date field.
- Click OK to accept the new date.
- Click OK to exit Rental Configuration
- Click the hammer.
- Select “Reset Period Refund Expiration Date”
- Select the rental period. A message stating the follow will appear: This will reset the Refund Expiration Date for all outstanding history records for the selected rental periods. Do you want to continue?”
- Click Yes to continue. A message will appear showing how many records were changed by the process.
NMRP Setup Verification
To validate the SAN for the locations:
- Go to Rental Number Maintenance and select NMRP Setup Verification from the Hammer option.
- The NMRP Setup Verification dialog displays:
- Click Check Communication and SAN’s button.
- The process of checking the SAN will occur. A status of Valid SAN needs to be returned. If the status shows anything other than Valid SAN, please contact PrismCore ICS Support.
NMRP Add/Update Titles
NMRP Rental records will be created automatically during the overnight process. If you want rental records to update immediately, you can use this hammer option to start the communication with NBC to check for rental availability and create/update the rental records.
NMRP Return Reconciliation
This is used to communicate the rentals which are being shipped to Nebraska at the end of the rental period. See NMRP Return Reconciliation
NBC Partnership Return Reconciliation, Send Due Date Reminders, Process Not Returned Billings, Close Open Rentals, RNR Register Assignments
These options are not used for NMRP Rentals.