News

Powerful WinPRISM Allows For Central Management of Bookstores

November 02, 2003

Take a Closer Look at the Power of WinPRISM ICS.
A number of advantages set WinPRISM-ICS apart from any other bookstore management system.

FULLY INTEGRATED SOLUTION TO TEXTBOOK, TRADE BOOK, AND GENERAL MERCHANDISE INVENTORY CONTROL.
WinPRISM, like its predecessor PRISM, fully integrates textbooks, trade book, and general merchandise in one comprehensive system while at the same time handling all the varying functions each merchandise type requires. This integration allows you to combine merchandise types on purchase order, invoices, returns, etc.

WinPRISM has been designed to handle sites with single or multiple store locations. The multi-store functionality allows you to perform all inventory functions for multiple store locations in one database. Items can be entered, ordered, received, invoiced, etc., all from one central location, or you can allow each location to be as independent as you wish. It all depends on your needs.

USER FRIENDLY TO ALL OPERATORS
Our Windows-based interface allows for familiar point-and-click operation. Our on-line help system and Windows "tree-like" navigation structure makes WinPRISM easy to learn and increases operator productivity. Modern graphical user interface, standard function keys, and a standard header and detail grid data format among screens make searching, adding, deleting, and editing easy for all users regardless of computer proficiency.

Our on-line help is a guide through the data entry process, providing a rapid-reference to detailed documentation for each module. Hyperlinks in the on-line help you to move easily from one help topic to other associated help topics and you can print any help topic, to refer back to later.

In addition, you can access the WinPRISM Support Web site directly from the help menu, allowing you easy access to release notes, FAQs, a WinPRISM user discussion group, as well as an easy-to-use form to e-mail customer support.

WinPRISM gives you a choice of navigation styles. You can use the standard Windows "tree-style" navigation or our unique "Jump" feature, which lets you move through the program quickly using keyboard shortcuts.

COMPLETE INFORMATION ACCESS AT THE TOUCH OF A KEY
With a single keystroke you can view extensive historical data for any given item – without having to go somewhere else in the system to find it.

This Quick Menu feature is an incredible time-saver which lets you review descriptive information, purchase orders, receiving history, course request, sales history and more—instantaneously––then return directly to your previous activity.

AUTOMATIC INVENTORY UPDATES
WinPRISM-ICS is part of WinPRISM, our rapidly developing turnkey solution for bookstore inventory management. When linked with the PRISM Point-Of-Sale system, price, sales, and inventory updates are made automatically. You can have an up-to-the-minute snapshot of the inventory and sales information for every item in your store at any time.

OPEN DATABASE AND FLEXIBILITY AND CONNECTIVITY
WinPRISM is written in the Visual C++ programming language and runs on a SQL Server database, making it easy to network client workstations running under a Windows operating system. WinPRISM also connects your store to the world of the Internet, allowing you to directly access Web sites and to e-mail vendors, professors, and anyone else!

If future expansion is needed, WinPRISM can accommodate any number of store locations and client workstations in a single or multiple store environment.

SYSTEM SECURITY
The WinPRISM security system allows bookstore management to set up individual users with access to information by module and function. Bookstore management defines security groups, which allow the same security permissions to be used for personnel with like security needs.

WINPRISM PROVIDES COMPREHENSIVE INVENTORY CONTROL
WinPRISM-ICS is divided into three basic groups of modules:

• Inventory Management
  
• Purchasing
  
• Shipping and Receiving

In each function area, WinPRISM handles textbooks, trade books, and general merchandise in an integrated manner. Integration is achieved while still providing the flexibility to handle the varying details each merchandise type requires.

INVENTORY MANAGEMENT
Each item in the store is defined by a department, class, and category when first entered and is assigned a unique system-generated SKU.

For sites with multiple store locations, inventory information for all locations can be easily accessed by users in each location.

TRADEBOOK AND TEXTBOOK
WinPRISM updates in-stock quantities as soon as the merchandise is received. When linked with PRISM-Point-Of-Sale, the system will adjust sales and inventory figures and provide perpetual inventory tracking. Sales and inventory values at the department, class and category level reflect the quantity sold as well as the cost and retail dollars.

TEXTBOOK ADOPTION MADE SIMPLE
Nebraska Book Company’s Buyer’s Guide contains complete information on approximately 40,000 of the most popular textbook titles. Backed by NBC’s 170,000-title database, the electronic buyer’s guide is preloaded on WinPRISM and updated nine times a year. You have the flexibility to choose whether or not to update prices or item fields. With each update you can print reports that provide you with important information such as pending new edition dates, out-of-print notifications, latest list/net prices, and price changes for textbooks in any of your inventory locations.

SHELF TAGS AND COURSE LISTS
Shelf tags can be printed in a single title or multiple title format. They can also be customized to fit your stores needs.

Course lists provide students a handy reference for all classes offered for a term and can be printed using a variety of parameters such as:

• Stock on Hand
  
• Retail Price
  
• Quantity to Provide
  
• Section Comments

PURCHASING

ORDERING MADE SIMPLE
Purchasing on the WinPRISM system can separate textbooks orders from trade books and general merchandise or all types of merchandise can be put on the same purchase order. Trade book and general merchandise orders can be determined manually, or the WinPRISM Min/Max feature lets you maintain desired inventory levels by setting minimum and maximum requirements for each item.

WinPRISM’s multi-store capability also allows you to order items for more than one location on a single purchase order. You gain better control over the ordering process for multi-store locations.

Textbook Ordering is facilitated by the WinPRISM order decision process which helps you develop orders, by considering factors such as class size, buyback amounts, stock on hand, and on order quantities, etc. Order quantities are calculated from the amount desired, less the stock on hand, stock allocated for the term, order short, buyback quantities, and an "auto order tolerance." Order decision information for previous terms is displayed as well with detailed order decision and course request history available using the quick menu option.

WinPRISM also includes certified communication links that provide you with the ability to electronically transmit want lists, purchase orders, and general communications to vendors, publishers, wholesalers, and other stores.

Purchase Orders can be set up, reviewed, and edited on screen, then printed out or transmitted electronically to vendors.

BUYBACK WITHOUT THE HASSLES
WinPRISM buyback capability provides flexibility, accountability, and speed to handle on-line, year-round buyback, as well as end-of-term buyback. The NBC Buyer’s Guide is an excellent reference to determine both the price paid to the student and the wholesale price that will be paid by textbook buyers from Nebraska Book Company, Inc.

WinPRISM buyback is easy to use. Here’s an overview of how the system operates.

Books are purchased for the bookstore first and then the wholesalers. The price the bookstore pays is a percentage of the new or used price and is defined by the bookstore. WinPRISM automatically keeps track of pre-determined buy limits and changes the buyback price to wholesale after the system has reached that purchase limit. Notification appears on screen when a quantity limit has been reached.

During the buyback process, optimum speed and accuracy is attained with electronic bar code scanners which can read the Bookland EAN bar code on the book itself, a Bookland EAN label generated by the store, or a WinPRISM system generated label. Complete buyback reporting capabilities include daily activity and cumulative summary reports.

Security features to prevent cashier fraud are similar to those exercised for regular merchandise transactions. They include restricted access, purchased quantities are tracked by buyers, and limitation of alternate amounts offered for a book. Plus, all buyback transactions are logged. Title flags alert buyers to stolen books.

RECEIVING AND SHIPPING
Shipping and receiving functions allow you to receive goods, enter vendor invoice information, generate return authorizations, and track credit requests. Purchase orders are tracked throughout the system by the purchase order number. The Unified Receiving module allows you to access the purchase order by the vendor, the store’s purchase order number, via an item on the order, or a number of other search options. WinPRISM prints a receiving document that enables the receiving department to quickly and efficiently receive, price, and stock incoming merchandise.

Merchandise can be automatically priced based on margins established by the store manager, with the flexibility to manually adjust any selling prices.

Additional functions track damaged goods, store transfers, credit memos, outgoing shipments and returns.

MAIL ORDER AND WEBSITE SOLUTIONS
WinPRISM’s mail order functions allow you to process mail/phone orders and to interface with your store’s WebPRISM Web site, allowing you to reach customers beyond the "brick and mortar."

Mail order is designed to allow you to create catalogs for trade books and general merchandise items that you want to send to WebPRISM or for your catalog sales. Plus, you can maintain your customer database for mail and Web order all in one convenient place.

ADMINISTRATION
The WinPRISM Administration module supports the operation of the system parameters and software.

WinPRISM-ICS Administration features:

• Maintain Employee Security
  
• Establish and Update System Parameters.
  
• Buyer’s Guide Updates
  
• Tax Types
  
• Ship-Via Codes
  
• And Much More….

REPORTING
The WinPRISM reporting system creates textbook want lists, generates publisher orders, edits records for order decisions, and much more.

• Outstanding Purchase Orders
  
• Outstanding Credit Requests
  
• Daily Sales at Department and Item Levels
  
• Stock Adjustments
  
• Inventory Valuation
  
• Order Review Report
  
• Received Not Invoiced
  
• Invoiced Items By Date Range
  

Our user list function can be used to supply information for basic reports that fit your needs.

To find out more about WinPRISM, contact NBC's system sales department at 1-800-869-0366 or e-mail at ssales@nebook.com.

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