Used Books Consignment Software

UBCS (for the consignment and resale of used books) is an adaptation of the full version of Best Consignment Shop Software Diamond Edition.

UBCS Features

Like Diamond, UBCS supports sheet labels (using standard laser-style printers and paper-size sheets of labels), thermal tags (using the Zebra 2844 printer), employee and buyer records/management, layaways, wish lists, networking, bar codes, cash drawer and receipt printer (printing 3"-wide receipts on roll paper).

Quick Start

The information on this page is an in-depth explanation of what Used Books Consignment Software is and how it is used. If you are already familiar with the reselling of used books, just follow these steps:

1. Click on File in UBCS then click on Program Setup. Click each tab and enter information. (This is a good time to set up Discount Schedules on the Inventory tab so they can be selected when adding Genres in step 3).

   • If UBCS is being used on the same PC or network as BCSS, each will have its own database by default. If they are to share the same database (so both programs will show all inventory - including books), in UBCS Program Setup, click on the Networks tab. Check 'Find database at this location' and set the database path to C:\Program Files\BCSS:

     

2. Click on Inventory (on the Main Menu) then User-Defined Groups and set up Groups with Members. (An easy way to add a list of Members is to prepare the list (in alpha order, comma-separated, no spaces - like King,Poe,Shakespeare) in a word processing program (like Notepad) then paste it into the Members box in BCSS.)
3. Click on Inventory (on the Main Menu) then Genres and set up Genres.
4. Associate Groups with Genres.
5. Press F2 and add Consignors (or import them from a spreadsheet).
6. Press F3 (or use batch enter) to add books (or import them from a spreadsheet).
7. See Sales for how to sell books.
8. See Settlements for processing Consignor Splits.
9. See Disbursements for paying Consignors.

Book Categories - Genres (pronounced /'Jon rahs/)

Where Best Consignment Software utilizes Categories to organize consignments, Books Consignment Software utilizes 'Genres' to categorize literature (books). The major literature genres of poetry, drama and prose can be divided into subgenres. Poetry could be subdivided into epic, lyric and dramatic. Drama includes comedy and tragedy while comedy itself has subgenres of farce, comedy of manners, burlesque, satire and so on. In common practice any term classifying literature can be a 'genre', therefore, Genres in UBCS can be very broad or very narrow in scope.

When a book is added to UBCS inventory, it is categorized, in part, by Genre. (Further down this page is a discussion of 'User-Defined Groups' and how they are used to categorize books in greater detail.)

Creating Genres in UBCS

Select Genres from the Inventory Menu:

To add a New Genre, enter the name of the Genre in the box at the bottom:

and press 'Create New Genre'.

Repeat for other Genres and  click 'Save Changes':

Enter Multiple Genres at Once

Type or copy/paste a list of Genres (in alphabetical order, separated by commas - no spaces - example: drama,poetry,prose). Press Create New Genre to enter all Genres at once.

Click 'Save Changes':

The Default Discount Schedule (set in Program Setup, Inventory) will apply to each genre entered. If this is undesirable, set up a Different Schedule or multiple Discount Schedules and select the appropriate schedule for each Genre.

Items in the Genre will be taxable unless the 'Tax-Free' box is checked. (Sales Taxes are set in Program Setup, Sales.)

A dollar amount may be entered in the 'Tax Above' column. Any item sold below that amount would not be subject to sales tax. This rule applies to each item, not the total of the invoice. (The Tax-Free box must remain unchecked.)

Edit a Genre Name

To change the name of a Genre, select the Genre by clicking on it. Its name will appear in the Name Box.

Make desired changes to the name and select Save Edited Genre.

When finished editing or adding Genres, select Saves Changes and Exit.

User-Defined Groups

There are 4 'User-Defined Groups' in UBCS. ('User-defined' means that the software user can name (define) each Group and decide on Group Members.)

Each Group can have a number of 'Members' (like Austen,King,Rowling,Shakespeare. The default settings in UBCS for Groups are Author, Condition, Edition and Publisher. They may be changed to any name to suit.)

In UBCS one or more Groups can be associated with Genres, then, when a book is added to inventory or its record is edited, a Genre is selected and Members from Associated Groups can be selected from drop-down menus to describe (categorize) the book in greater detail.

Example: Genre: Poetry; Author: Poe; Condition: Mint; Edition: First; Publisher: Prentiss

Creating User-Defined Groups in UBCS

Select User-Defined Groups from the Inventory Menu. (not shown)

Click on the first Group, Authors.

To change the name of this Group, replace Authors with the desired name and click Save Edited Group Name. (Please note that a Group must have at least one Member before the Group Name can be changed.)

In the next box, enter a series of Group Members like Austen,King,Rowling,Shakespeare. (The character limit is 500.)

Click Create New Members then click then click Save Changes Locally.

Repeat these steps with Groups 2-4, if necessary, then click Save Changes Globally and click Exit.

Groups Associated with Genres

One or more Groups can be associated with each Genre. Then, when a book is added to inventory (or when it's record is edited), a Member from each Group can be selected to describe/categorize the book in greater detail.

Example: Genre: Poetry; Author: Poe; Condition: Mint; Edition: First; Publisher: Prentiss

To Associate Groups with Genres:

1. Click on Inventory on the Main Menu and Select Genres.
2. Select a Genre.
3. Check one or more User-Defined Groups to assign a Group or Groups to the Genre.
4. Click Save Changes when finished.

Data Entry/Edit and User-Defined Groups

• When adding a book to inventory, or when editing a book's inventory record, select a Genre.
• If the Genre is associated with a Group or Groups, the Group Names will appear.
• Use the drop-down menus to select a Member from one or more Groups.
• When entries are finished, click OK to save changes.

Inventory Reports and User-Defined Groups

• Click on Reports on the Main Menu and select Inventory.
• From the drop-down menus, make selections for Genre and any/all User-Defined Groups.
• Make any other settings to define which books are to be included in the report.
• Select Print Detailed List or Print Brief List to print-preview and/or print the report.
• Click View the Report to see the list of books in the UBCS Main Table.

Peruse the rest of the BCSS manual for information about Consignors, Agreements, Buyers, Inventory, Labels, Sales, Settlements, Disbursements (Check Writing) and Reports.

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