Adding a Digital Book to Item Maintenance

To add digital content item to Item Maintenance:

Access the Item Maintenance module.
Click the Textbook tab on the bottom left of the screen.
Click the Insert Record button or press <F4>.
The 'Search Databases for Adoption?' dialog opens. Click .
The 'Add Record' dialog box appears. Fill in the fields in the dialog box that are applicable to the book being added. Remember, you must add the digital book using the digital ISBN.

Author: Fill in the book's author(s) (45 characters max).

Title: Fill in the book's title (80 characters max). To distinguish this title from the regular printed titles, PrismCore Support suggests adding the word digital book to the end of the title.

ISBN: Enter the digital ISBN of the book.

NOTE: This ISBN can be located in web manager in the Digital Content section under Matched Adoptions using the steps listed in the "Obtaining Digital ISBN's for Digital content" section of this document.

Binding: Select the binding type (DC-Digital Content) from the combo box. This is required in order for web to display the book as digital.

Vendor: Enter the vendor code or select it from the Ellipsis button .

NOTES: If the ISBN entered matches an ISBN imprint entered in Vendor Maintenance, the Vendor will fill in automatically.

DCC and Used DCC: Select the Digital Content DCC's you created.

Imprint: Enter the Vendor imprint (10 characters max).

NOTE: If the ISBN prefix and imprint are entered in Vendor Maintenance, this field can automatically be filled in if set in the PrismCore Admin program to Auto Update Inventory Vendor in the System Parameters module.

Copyright: Enter the copyright year (e.g. 99 for 1999 or 06 for 2006).

Edition: Enter the edition number (2 characters max).

Status: Select the status of the book from the combo box.

Status Date: The date the status was last changed. It defaults to the current date. You can change it, if necessary.

Comment: This is a free form field (25 characters max) where you can enter comments about the item. You may wish to add a comment of digital book.
When finished, click the OK button to move to the next step.

The Copy/Add Inventory dialog opens:

Cost: The digital book's cost per unit. This is found in 'Matched Adoptions' under PrismWeb Manager > Textbooks > Digital Content. (NOTE: You may enter the retail and adjust the margin to 10.00% to calculate cost).
Margin: When adding Inventory Records in PrismCore, make sure the margin is set to 10.00%.

Retail: The digital book's retail selling price. This is found in 'Matched Adoptions' under PrismWeb Manager > Textbooks > Digital Content. (NOTE: The retail price must match the digital provider. By default, POS transactions and web orders will be rejected at the time of transaction if the retail price does not match the digital provider)
Tag Type: The default for this field is set by DCC in PrismCore Admin for consistency. If a tag type needs to be changed, select from the combo box the type of price tags you want to print for this item (e.g. Bin, Large, or Small labels with the option of printing the price with or without color). In order to edit this field, the checkbox for Tag Type may need to be checked in the bottom, left corner of the Copy/Add dialog.
Discount: Use the combo box to select the code for the ordering discount plan that should be applied to the item (e.g. TRADE, AGENCY). Discount plans must be set up in the item's vendor record in order for the discount information to appear on a purchase order.
No Returns: Check this title to prevent this book from being placed on returns.
Discontinue: Checking this check box makes an item eligible for purging. Check the Discontinue box only when you plan to no longer order or stock the item and want it to be purged. Items that are discontinued can still be sold or returned at POS, placed on purchase orders, and utilized in all other functions in PrismCore.
Buyback Title: Leave this unchecked, since Digital content is not eligible for buyback.
Want List Title: Leave this unchecked, since Digital content is not eligible for want listing.
Rent Only: Check this to only allow rental of this item, rather than purchase.
Also Use Values for New/Used: Depending on how the flags in PrismCore Admin are set up, this button will allow a change in retail for new textbooks to update the used textbook cost and retail or allow a change in used textbook retail to update the used textbook cost and new textbook retail.
Set Values to Selected Location: This button allows the user to display values for another location in the Copy/Add dialog. In order to update the displayed values, the location to be updated must be highlighted and click the Update button.
Note: If there are fields you do not wish to update; you may uncheck them in the 'Fields' frame. This will gray them out, making them uneditable. If you do not uncheck the fields you do not want to update, they will be overwritten with the defaults that appear in the Copy/Add dialog.
Note: Tax type and Tag Type default as unchecked when creating a new item. If left unchecked, the tax type and tag type will be what is set as default for that item's DCC. The default tag and tax types can be changed in PrismCore Admin.

Once you have filled in the appropriate information for the location you wish to update, you will need to highlight the location(s) you wish to add in the 'Inventory Records' frame.

NOTE: You may update more than one location at a time by using CTRL + Left Click, or left click on one item and drag the mouse in either direction to consecutively highlight your selections.

After you have selected the location(s), you wish to update, click the Update button .
Once the update is complete, the location(s) that have been updated will show in the 'Inventory Records' frame without the "New" designation and you can click the Close button to exit the dialog.
The new Item Maintenance record opens:

Note: If the Auto Generate Barcode and/or Auto Generate Inventory Vendor options are set in PrismCore Admin under the System Parameters module, a dialog box will state that the Inventory Update has completed. That means that all locations selected have the updated information and that the barcode, imprint, and vendor have been filled in according to the information provided to PrismCore.
Edit any fields that have been previously entered, and if necessary, fill in the information in the remaining fields:
Type: Enter the type of merchandise (10 characters max for textbooks, 15 characters max for GM items). This field is optional. Type can be used as a Quick Search method for GM items but not for textbooks.
Barcode: For digital content, barcodes MUST be entered in order to sell the item at POS. Thus, once you have added the digital ISBN to the ISBN field, the system can create a Bookland EAN for you. Click the Barcode button next to the Barcode field, or go to the Options (Hammer) button and select 'Generate Barcode' from the options menu, or you can press CTRL + B.
Discount Code: Use the combo box to select the code for the ordering discount plan that should be applied to the item (e.g. TRADE, AGENCY, etc.). Discount plans must be set up in the item's vendor record in order for the discount information to appear on a purchase order.
Image Name: This field should be left blank.
Weight: Enter the weight of the item. This weight of each item is used in Mail Order and PrismWeb for shipping purposes.
Discontinue: Checking this check box makes an item eligible for purging. Check the Discontinue box only when you plan to no longer order or stock the item and want it to be purged. Items that are discontinued can still be sold/returned at POS, placed on purchase orders, and utilized in all other functions in PrismCore.
SKU: SKU (Stock Keeping Unit) is a unique, eight-digit number that identifies the item. A SKU is automatically created by the system when a new item is added and cannot be edited.

Once the digital item is created, mark the used SKU record as discontinued.