Final Posting on This Blog

This will be the final posting for this blog.

Why? This blog isn't working the way we intended because we've discovered that the vast majority of our users are not able to access ANY blogs from work. So, it's turned into a learning experience instead of the communication tool we had hoped it would become. The good news is that we're currently working on other options for delivering Blue Bear news and views - from us to you. We're not quite there yet, but we wanted you to know what is going on anyway.

While this blog location will no longer be updated, we recommend you check out all these other links where you can connect with us as well as other Tracks and SchoolBooks users.

• Support Portal that has discussion boards as well as the ability to submit support requests online - http://customerportal.activenetwork.com/
• Training Webinars are available free of charge covering new features and refresher training - http://www.bluebearsoft.com/training-webinars.htm
• WebStore Wizard Blog and eMarketing Center for great tips and resources for promoting your WebStore - http://emarketing.activenetwork.com/login.htm

Keep an eye out for emails coming soon with more information. We won't be here, but we'll be someplace. Bye for now!

New SchoolBooks WEB Update Available - Version 2.00.097

There is a new release available at Get Updates for SchoolBooks WEB! This also includes lots of fixes and new features! Be sure to check out the complete release notes that you shoulc have received via email or by going to "Release Notes" under the Help Menu in SchoolBooks WEB.

Release Version 2.00.097 Highlights:

• Added 1099 Functionality including District Management screen and the printing of 1099 forms. That's right! You don't need to buy the forms!
• Added a message box to warn if a duplicate Tax ID is entered in Vendor Maintenance.
• Enhanced Tabbing Orders in multiple screens.
• Fixed issue in Invoice Entry where unknown Purchase Order numbers were not being saved.
• Fixed issue where Print PO check box was not enabled in some circumstances.
• Fixed an issue with Beginning Balances not saving changes in some situations.
• Fixed issue where School ID did not accept a number as the first part of School Code.

New Tracks and SchoolBooks Update Available - Version 6.06.20.677

There is a new release available at Get Updates for SchoolBooks and Tracks Desktop! There are a lot of new features and fixes in the release - so you definitely will want to go get it soon! Here are some highlights included in the last release:

Tracks

• Added the ability for the Web Store to respect Must Items and Quality Limits in the same manner as the Tracks Work Screen.
• Added the following new Consolidated Textbook Reports: Consolidated Textbook Listing (in Summary and Detail), Textbook Lost Report by ISBN, Textbook Count Report by ISBN and Textbooks Missing ISBN Numbers.
• Added Global Textbook Lookup to view book information across schools.

SchoolBooks

• Fixed an issue with Account Analysis Detail Report not exporting to Excel correctly.
• Fixed an issue with Purchase Order back orders were being cleared incorrectly.
• Updated SchoolBooks WEB Menu for client-based SchoolBooks WEB customers.

But be sure to check out the release notes for MANY more!

Give me a Shortcut! Series Part 5 - Change data in Tracks the easy way!

One more Tracks Shortcut for everyone!

In Tracks, The Modify Bonus/GL/Category utility allows you to change bonus field data, GL Account, and/or category that was entered at the time of the original sale. You may also add new bonus field or category data to existing receipts.

To get to this screen, go to the Management Menu, Special Functions, and select Modify Bonus/GL/Category.



Why would you want to use this?

• Modify GL Account - Maybe you were taking a deposit and you selected the wrong GL Account on the Work Screen. You can change it here and then when you either do your Closeout the first time or re-export your Closeout Information to SchoolBooks, you won't need to fix it on the SchoolBooks side because you fixed it here first. That's convenient, huh?
• Modify Bonus - Maybe you were selling prom tickets and using the bonus field to enter the guest name. Well, when someone comes crying to you because they have a new date, no need to refund the transaction. Just come to this screen and make a change.
  
• Modify Category - Maybe you were taking a donation and you made a mistake and entered the wrong category. This utility gives you the opportunity to enter the correct category for the donation so that it comes over into SchoolBooks correctly because you fixed it here first.

Fix these things once - on an easy to use screen and that's it!

Here's hoping you all have a wonderful Thanksgiving!

Give me a Shortcut! Series Part 4 - Step away from the mouse!

How can you save a ton of time on the Tracks Work Screen? By not using your mouse... hide it from yourself and after a little practice, you'll be flying through your transactions exclusively using your keyboard!

Just use the following shortcut keys:

Function Keys (to use, simply press the function key on your keyboard)

• F3 - Item Lookup
• F4 - Clear the Work Screen
• F5 - Delete a detail line (an item)
• F6 - Edit a detail line (this replaces double clicking)
• F8 - Customer Lookup
• F11 - More options (see below)
  
• F12 - Fast Cash Sale (Print the receipt fast depending on your settings in Workstation Settings!)
• F9 - Print a standard receipt

More Shortcuts (some of these shortcuts are visible on the Work Screen and some are visible only when you click or press , either way, to use them - just type the letters in the Command Line on the Work Screen)

• CH - View the customer's history
• LC - Bring up the last customer
• R - Return item
• LI - Sell the Last Item again (Great for those lines of students buying dance tickets!)
• P - Take payments and pre-payments
• RP - Reprint the last receipt (Great for when it's crazy and you need to write yourself a note to fix something later!)
• AC - Add a new customer
• /C - Add a comment
• RO - Reprint Old Receipt
• CC - Create Credit
• RT - Reverse a transaction

Happy typing!

Give me a Shortcut! Series Part 3 - Tracks Settings for the Work Screen

Today, we're going to look at five different options on the School Settings: Work Screen Tab. You probably use the Work Screen at least once a day - so these quick options could make all that time easier!

1. Customer/Item History Display Options - You all probably know about the options to change a student to Price Level B if they buy a Student Body Card (or some other item that your school uses for giving discounts), but did you know you can set up two additional displays on the Work Screen to show if a customer has either bought or not bought an item?

Let's say you want to see right away who has not turned in their Parent Consent form when they come to your window, just set it up like you see in the picture below. Now, if the student in front of you has NOT BOUGHT (or in this case, turned in), it'll show CONST (or whatever you type there) right on the Work Screen.

Try it out - this doesn't affect anything in your history - and you can change it as often as you want!

While we are still on this tab, there are a few other small options that we will look at briefly as time savers...

2. Give Change: Check this box if you want to Tracks to display the amount of change due the customer at the time payment is tendered.

3. Close Item Screen After Each Item: When you click to do an Item Lookup on the Work Screen, you can choose whether you want the program to keep the lookup window open or close it after you’ve selected an item.

4. Enable Check Number/Name field: Check this box if you want to be prompted to enter the check number and name as you complete the sale. Now, to save time, you could clear this box - but then if a check bounces, it's going to take you much longer to track it down, so what's the real time saver?

5. Sound a Beep on Scan Errors: Check this box if you would like to hear a fun "beep-boop" sound when incorrect entries are made on the Work Screen. This means you scan a your water bottle instead of that student's ID card. Oops!

Questions? Comments? Let us know!

Give me a Shortcut! Series Part 2 - More SchoolBooks Settings

We're picking up where we left off from the last post! More SchoolBooks Tips from School Settings! For information about the series or SchoolBooks School Settings, scroll down to check out the previous post.

Accounting Tab

• "Don't Prompt to Print in PO Entry Screen" - Do you enter multiple Purchase Orders in one sitting? If so, you probably want this box checked. This means you'll be able to enter a PO and you won't be prompted to print when you click Accept. You'll be able to enter the 10 that you have and then go to "Print Purchase Orders" on the Entry menu instead. 10 PO's, you just saved yourself clicking "No" 10 times!
• "Use Auto-Complete" - Some of you love it, some of you hate it. Turn it on or off here. You'll usually be able to take advantage of this feature with fields like Purpose and Advisor.
• "Keep Import from Tracks Open" - Do you have more than one deposit to import from Tracks each day? If so, then this was added for you! Check this box to keep the Import from Tracks screen open after you import a Closeout into SchoolBooks. You will most likely check this box if you import more than one deposit at a time (for example, you have a deposit you take to the bank and a WebStore deposit each day).

Three check boxes that could save you time! That's what I like!

To see more "Give me a Shortcut" posts, click here.