Rental Number Maintenance <Ctrl+J 1012> is where rental records are maintained. In this module, you can view outstanding rentals, review historical information, and print rental reports.

NBC Partnership 1 rental records are not created in Rental Number Maintenance. They are created in the Order Decision Maintenance module. Once created, NBC Partnership 1 rental records can be viewed and maintained in Rental Number Maintenance.

Rental Records

A rental record has two main sections: the header and the detail. In the detail section, there are four tabs that are used to store rental information, both current and historical.

When a rental record is created, the rental record is attached to the corresponding textbook record. Only one rental record is created per title / ISBN. Rental information is then stored on the rental record for new and/or used.

A rental record is comprised of header information and a detail section. The header shows the book information. The detail section is divided by four tabs and contains information such as rental period(s), current rental customers, and rental history.

Rental Record Header

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 agreement that was attached to the rental record when it was created. If you need to change the agreement attached to the record, click the ellipsis. A rental record must have an agreement.

Prefix

This field is not used with dynamic rentals (where the rental barcode is assigned when rented).

If you are pre-stickering rentals, this is an optional field, this field can be used to generate unique numbers for each rental copy. It is not necessary to do so, as the rental barcode serves the same purposed. See Auto Generate XREF for information.

Rental Record Detail Section

The rental detail contains information used to track rental records. This includes the rental periods that the book was rented for, customer information and more. This information is organized via four tabs: Period, Detail, History and All History.

Period Tab

The Period tab shows which rental periods the book has been rented for, dates for each rental period, pricing information, whether or not the book rented as part of the NBC Partnership and more.

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 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. Set on the Rental Period tab in Rental Configuration.	No
Refund Exp	Last day students can receive a refund of the full rental price. Set on the Rental Period tab of Rental Configuration.	No
End	Last day students can rent for the rental period. Set on the Rental Period tab in Rental Configuration.	No
Due	Date that rentals are due back at the store from the students. Set on the Rental Period tab in Rental Configuration.	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 set on the Configuration tab in Rental Configuration. If changed, the updated rental price applies only to future rentals for the rental period and not to copies already rented.	Yes
Replace	Amount a student will be charged if the rental book isn’t returned by the due date. Calculated by parameters set on the Configuration tab in Rental Configuration. If changed, the updated replacement charge applies only to future rentals for the rental period and not to copies already rented.	Yes
Fee	Amount added to the Replace amount when charging a student for rentals not returned to the store by the due date. Calculated by parameters set on the Configuration tab in Rental Configuration. If changed, the updated fee applies only to future rentals for the rental period and not to copies already rented.	Yes
Active	Controls whether or not new and/or used copies can be rented. To rent new copies, ‘Active’ must be checked for the NTX line. To rent used copies, ‘Active’ must be checked for the UTX line. If you plan to rent only new, uncheck the UTX line. If you plan to rent only used, uncheck the NTX line.	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. ‘v1’ displays if a title is a NBC Partnership 1 rental.	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. This box will be unchecked if the calculated rental price has not been manually edited. If the rental price has been manually edited, this box will automatically be checked. This setting identifies which manually edited prices may or may not be changed automatically, (depending upon settings in Rental Configuration)	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).

When the rental record is created, the Active column is checked for NTX and/or UTX according to the Adoption parameters in Rental Configuration. You can check or uncheck as needed.

If you want to rent New only, inactivate the Used line. Do not delete the Used line.
If you want to rent Used only, inactive the New line. Do not delete the New line.

Right Click Options on the Period Tab

Two options appear if you <right-click> on the period tab: Add Item and Delete Item.

Add Item

The option to add an item can be used to add a rental period to a rental record. This option is used when creating Store Managed rental records in Rental Number Maintenance. You cannot add lines for NBC Partnership rentals here as rental periods are attached when the rental record is created in Order Decision Maintenance.

Delete Item

If a title hasn’t yet been rented for a period, you can delete the rental period from the record to change a Store Managed title into an NBC Partnership 1 title, or vice versa. You cannot delete a line item once it’s been rented for the rental period.

Detail Tab

The detail tab has the names of customers with outstanding rentals as well as the rental barcodes assigned to the rental title. Rental barcodes that have been rented previously but are not currently rented will not show a customer name.

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	Rental barcode. The rental barcode is 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 under <right-click>.	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. 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. Does not apply to books that will be dynamically rented. A check means that a rental barcode tag has been printed.	Yes

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.

Auto Generate XREF

If you are renting all books dynamically, you will not use this option.

If you are pre-stickering rentals, this is optional. If used, this option assigns rental barcodes to rental records. Additionally, you can also assign a prefix plus a sequential number.

Step-by-step instructions

Access Rental Number Maintenance.
Search for the appropriate rental record.
Click the Detail tab. If no rental barcodes have been assigned or generated for the title, the detail will be blank. If rental barcodes have already been assigned, they will be listed.
<Right-click> in the detail.
Select Auto Generate XREF.
Select the desired Rental Period from the dialog.
The Autogenerate Rental XREF dialog appears.
Select the subsystem: NTX for new; UTX for used textbooks. (If you need stickers for both new and used copies, you will do this twice: once for new and once for used.)
Enter the prefix, if desired. This is optional. The dialog displays the prefix, if used, and shows the next autogenerated number. The prefix is printed on the rental tag. The prefix can be related to the course the text is used for, as shown, or the book itself. A sequential number, the ID, is assigned to the prefix to identify each copy of the book.
Enter the number of rental numbers to generate.
Check the print tag box if you want to print rental tags now.

Print Tags

This option is used to print title-specific tags that are to be put on specific rental copies. This is not the option used to print dynamic rental barcodes. Tags printed using this option include author, title, rental number, rental XREF, and DCC. The rental price will either print or not print as determined by the Type parameter setting in Rental Configuration.

Step-by-step instructions

Access Rental Number Maintenance.
Search for the appropriate title.
Click the Detail tab
<Right-click> on a the line item to print. If you want to print for several, select them using <click & drag> or <click+control>, then <right-click>.
Select ‘Print Tags.’
Follow the prompts in the printing dialog that appears.

Delete Item

The ‘Delete Item’ option will allow you to delete rental barcodes if they haven’t been used in a rental transaction. If the rental barcode is attached to an outstanding rental or has history on the History tab, it cannot be deleted. Only rental barcodes that haven’t been used can be deleted.

History Tab

The History tab displays the history of an individual rental barcode. To view the history, select the rental barcode on the Detail tab, then click the History tab.

If you have used the same rental barcode for more than one rental period, you will see more than one line of history information. If you do not re-use rental barcodes, there will be only one line of history per barcode.

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 expiration date but before the due date Billed = student charged for rental not returned	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 N when renting as part of NBC Partnership 1.	No
NBC	This column will display ‘v1’ for titles rented as NBC Partnership 1 titles. If a book had previously been rented as part of Partnership 2, ‘v2’ will display.	No

Right Click on the History Tab

The following options are on the <right-click> menu in the detail grid on the Detail tab

View Tender Information
Change Billing Information
Replace XREF
Edit Refund Expiration Date
Send Email Reminder
Process Replacement Charge
Close Rental

Depending upon whether or not the selected title is an NBC Partnership 1 title or a Store Managed rental, what you can do with some of these options is limited.

View Tender Information

Super users as well as any user in a group where View CC Numbers is enabled for PrismCore Rental Number Maintenance in PrismCore Admin Group Security will be able to view the information, information cannot be edited in this option.

Change Billing Information

This option opens the ‘Edit Rental History Information’ dialog. If necessary, you can change the Return Type and the Tender Type for the line item. You must have super user status or be a member of a group with View CC Numbers in Rental Number Maintenance to use this option.

The option to change Return Type is useful if the incorrect book has been checked in as returned from the student due to a mix up of rental barcodes or the clerk selecting the incorrect student from a list of outstanding rentals.

The option to change Tender Type can be used if when charging rentals not returned a card is declined and the student provides you with an alternative credit card or AR account.

Return Type	Options are Return, Refund and Outstanding Changing the Return Type to Outstanding blanks the columns for Return Type, Return Date and Receipt. Changing the Return Type to Refund from Return or to Return from Refund changes only the value in the Return Type column. Change the value to Refund from Return does not process a refund for the customer.
Tender Type	Available tenders
Credit Card	Unavailable until a valid card type is selected in Tender Type
AR Account	Unavailable until a valid card type is selected in Tender Type
Exp Date	Unavailable until a valid card type is selected in Tender Type

Important

Changing the billing information for a NBC Partnership 1 rental should be used with caution.

Replace XREF

This option can be to replace the rental barcode, number on a rental copy with a different rental barcode. Doing this will remove the line of history from the previous rental XREF and will place it under History and History All for the newly assigned XREF. If the newly assigned XREF has never been used before, a new entry will appear on the Detail tab and you must select that new line to view the history of the XREF.

On the History tab, make sure you are on the correct line then <right-click>. Select ‘Replace XREF.’ Enter the new rental XREF in the New Rental XREF field then click ‘OK.’

Edit Refund Expiration Date

The Edit Refund Expiration Date option can be used only if the End Date of the rental period has not yet been reached.

This option can be used to change the refund date for a specific rental record for a specific student. This is the option to use if a student missed the refund expiration date and you want to make an exception and grant a full refund of the rental price paid. (In contrast, the option under the hammer, ‘Reset Period Refund Date, changes the refund expiration date for all rentals for a selected period.)

With ‘Edit Refund Expiration Date,’ you can change the refund expiration date to the current day’s date or a future date. You cannot set it to a date before the current day. If you attempt to enter a date that occurred before the current day’s date, you will see the message “The refund expiration date must be on or after today’s date.”

Once the refund date is changed, the item can be refunded through the refund date.

Using this option changes the refund expiration date only for the specific title and customer selected. It doesn’t affect the refund dates for any other rentals.

Note: If you need to change the refund expiration date for an individual rental record and the chosen date is more than three weeks past the refund expiration date for the period, you may first need to change the refund expiration date for the entire rental period. It’s recommended that you contact PrismCore ICS Support if this is the situation.

Edit Refund Expiration Date for a Single Rental

Access Rental Number Maintenance.
Search for the rental record.
Click the Detail tab.
Click once on the line of the rental record you want to change the date for. (use the XREF column and/or the Customer column to make sure you’re one the correct rental copy.)
Click the History tab.
<Right-click> on the correct line item.
Select ‘Edit Refund Expiration Date.’ The current date will appear in the Edit Refund Expiration Date dialog.
Click OK to accept the current date or set the date to a future date and click OK.

Send Email Reminder

This option is used to send an email a single customer. The template used for the email is the Reminder template.

Step-by-step instructions

In Rental Number Maintenance, search for and display the outstanding rental book.
Click the “Detail” tab.
Click once on the customer line to select it.
Click the “History” tab or “All History” tab.
Right-click on the line item for the customer.
Select “Send Email Reminder.” ‘Do you want to send a reminder email to the customer(s) who have not returned the selected rental items(s)’ appears.
Click ‘Yes.’
Click OK to acknowledge when the process has finished.

Process Replacement Charges

This <right-click> option bills the replacement charge and fees (if applicable) for the specific title and student. It doesn’t bill for any other rentals or to any other students. This option can be used if you want to charge a student for a specific rental not returned without billing anything else.

When this process is done for one title, the actions for that title are the same as if it’s included in the ‘Process Not Returned Billings’ option under the hammer. The following happens:

In the History and All History tabs:
- Displays ‘Billed’ in the Return Type column
- Display the date the rental was billed n the Return Date column
- Shows the RNR transaction number in the Return Receipt column
Reduces inventory but the quantity not returned
Flags the rental barcode so it cannot be used again
Flags the customer as ‘Can’t Rent’ if ‘Mark RNR’s as Can’t Rent’ is checked in Rental Configuration
Adjusts the Billed quantity on the NBC Partnership Rental Reconciliation (if an NBC Partnership 1 title)
Charges the customer replacement and penalties fees, if applicable

Step-by-step instructions

In Rental Number Maintenance, search for and display the outstanding rental book.
Click the “Detail” tab.
Click once on the customer line to select it.
Click the “History” tab or “All History” tab.
Right-click on the line item for the customer.
Select “process Replacement Charges.’ The prompt ‘Do you want to charge the customer(s) who have not returned the selected rental item(s)?’ will appear.
Click ‘Yes.’
Click OK to acknowledge when the process has finished.

Close Rental

This <right-click> option closes the rental for the specific title and student. It doesn’t close any other rentals. This option can be used if you want to close an individual rental for an indivdiaul student without closing or charging for any other rentals not returned.

When this process is done for one title, the actions for that title are the same as if it’s included in the ‘Close Open Rentals’ option under the hammer. The following happens:

On the History and All History tabs:
- Displays ‘Closed’ in the Return Type column
- Displays the date the rental was closed in the Return Date column.
Reduces inventory but the quantity not returned
Flags the rental barcode so it cannot be used again
Flags the customer as ‘Can’t Rent’ if ‘Mark RNR’s as Can’t Rent’ is checked in Rental Configuration
Adjusts the Closed quantity on the NBC Partnership Rental Reconciliation (if an NBC Partnership 1 title)
Does not charge the customer

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 Billed = student charged for rental not returned	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 N when renting as part of NBC Partnership 1.	No
NBC	This column will display ‘v2’ for titles rented as NBC Partnership 1 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
RNR Register Assignments

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 PrismCore Admin.
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.

NBC Partnership Return Reconciliation, Send Due Date Reminders, Process Not Returned Billings, Close Open Rentals

The NBC Partnership Return Reconciliation, Send Due Date Reminders, Process Not Returned Billings, and Close Open Rentals options will be discussed in End of Rental Period section.

RNR Register Assignments

This hammer option is used when processes Rental Not Returned Transaction to set a specific register (terminal id) for all rentals done on that POS System. If no register is assigned to a specific POS, the RNR will be sent to the register at which the original rental was done. If you would like all RNR transactions to use a specific register, you would set that register using this hammer option. This is for rentals originally done through WinPOS and does not affect Mail or Web Order transactions.

In a multi-location environment, the terminal assignment is specific only to the location assigned to the POS System, not the register, and cannot cross locations.