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WordStock Label Configuration

Basics

To create or change label formats, go to the Configuration menu and choose "program to Configure label formats." The middle of the screen will contain the label formats that are currently on your system. At the top are the available commands: Modify, Rename, Copy, Delete, New & Quit.

  • Modify allows you to choose an existing label format and make changes to it.

  • Rename allows you to choose an existing label format and change its name.

  • Copy allows you to choose an existing label format and make a duplicate of it, at which point you will also name it.

  • Delete allows you to choose an existing label format and get rid of it.

  • New allows you to create a new label format from scratch, using the standard non-barcode label format as a template.

  • Quit allows you to exit the program and return to the Configuration menu.

The basic label formats provided by WordStock are barcode, butterfly, non-barcode, small and tiny (if you have a Zebra brand label printer, you will also have a format called zebra).

Modify an existing label format

When you choose a label format to modify, you will see in the middle of the screen a diagram of how this label will appear when printed. The fields are filled in with generic examples, and except for any constant text that may be on a given format, what appears shouldn't be taken literally.

For example, $Price1 is depicted as $12.34 in the diagram, and $Price2 is $43.21. This doesn't mean that the price on all of your labels will print as "$12.34", or that Price 2 is greater than Price 1 - this is just to make it easier to see at a glance that two different prices are being printed. Above the diagram are the dimensions of the label:

  • Height is the number of rows per label.

  • Width is the number of characters.

  • Labels Per Line is the number of labels in a row.

  • Spaces are the number of characters before the first label in each row prints, followed by the number of characters between each label in a row.

  • Lines is the number of line feeds before the first row of labels prints, followed by the number of line feeds between each row of labels.

At the very top are the available commands in this screen: Modify, Reserve, Price Change, Dimensions, Save and Cancel.

  • Modify allows you to make changes to the main label format.

  • Reserve allows you to make changes to the special labels that print when one or more of the books in a Receiving Batch has a special order associated with it.

  • Price Change allows you to make changes to the text that precedes the labels that print for the copies of a book that were already on hand at the time you received a copy at a new price. This can also be used to disable the printing of price change labels entirely.

  • Dimensions allows you to change the dimensions for different kinds of labels.

  • Save and Cancel bring you back to the first screen of the label manager, either saving or abandoning any changes you have made.

When you are modifying a label format, the arrow keys allow you to move your cursor from one field to the next. A line appears underneath the label and displays all of the available commands. In the bottom left corner of the screen you will now see a description of the field that the cursor is on and the length of that field in characters.

When the cursor is on a field you can use the + key to grow it, and the - key to shrink it. Some fields have a minimum length that they cannot be shrunk below. Using the number pad, you can drag the field that the cursor is on to another part of the label. With the num lock on, 4 and 6 move the field to the left and right, while 2 and 8 move it up and down. If the num lock is not on, those keys will function as arrows and will move the cursor, leaving the field where it is. Pressing the Delete key while the cursor is on a field will remove that field from the label. Pressing the Insert key while on a blank field will allow you to add one of the available fields.

The F4 key does two different things, depending on where the cursor is when you press it: if there is already a field there, you will be prompted to replace it with another field; if it is a blank field you can type in whatever text you wish to appear. When you choose to add a new field, or change an existing one, you will then see the list of available label fields. Move through the list using the arrow keys and press when the cursor is on the one that you want to add to your label. Note that there more fields than can fit on the screen - if you don't see what you're looking for, press Page Down and see if it is on the next screen.

 

Label Configuration field definitions

Field descriptions for those fields that may not be entirely intuitive:

  • Raw ISBN/SKU - the ISBN, x-ISBN or SKU without any hyphenation

  • Hyphenated ISBN - the hyphenated ISBN or the raw SKU if it is not an ISBN

  • Barcode - the barcode that translates into the ISBN or SKU when scanned. It may be an EAN or UPC barcode.

  • Barcode and Price - the barcode with an extension that translates into the price. This field has a minimum length of 26 characters, and will not fit on a standard WordStock label.

  • Barcode and Text Price (Zebra) - the barcode and the price on the same line to the right. This field is only for use with Zebra label printers.

  • 'Book' or 'Item' text - if the SKU is an ISBN the word "Book"; otherwise the word "Item".

  • ISBN-N-ISBN or Raw SKU - if the SKU is an ISBN the string "ISB-N-", followed by the hyphenated ISBN; - otherwise the raw SKU is printed.

  • Newtitle + Title - the character in the NT field, if there is one, followed by the title. #+Title, if NT indicator - if the NT field has any character in it, a # followed by the title.

  • Newtitle Indicator - the character in the NT field.

  • #, if NT indicator - a # if there is anything in the NT field

  • Price1 - Price 1 $Price1 - the currency indicator followed by Price 1 Pr1 if > Pr2 - Price 1, only if it is greater than Price 2

  • Pr1 if < Pr2 - Price 1 only if it is greater than Price 2 $Pr2 or Imprint - Price 2 if it is greater than Price 1; otherwise the Imprint

  • PriceSell - Price 1, less any discounts that apply to the section or product

  • PriceSell+Tax - Price 1, less any discounts that apply to the section or product, plus sales tax PriceSell, if different - the text

  • "Our Price:" followed by Price 1 less discounts, only if there are any discounts; otherwise this field is blank.

  • Our Price:, if diff - the text "Our Price:" only if there are any discounts; otherwise this field is blank.

  • PriceSell only, if diff - Price 1 less discounts, only if there are discounts; otherwise this field is blank.

  • Section2 - Section 2, only if there is a Section 2; otherwise this field is blank

  • Section Divider - a /, only if there is a Section 2; otherwise this field is blank

  • Section1 Name - the name of Section 1

  • Section2 Name - the name of Section 2, only if there is a Section 2; otherwise this field is blank

  • Section1 Comments - the Comments field from Section 1

  • Section2 Comments - the Comments field from Section 2; otherwise this field is blank

  • Product Name - the name of the Product Product Comments - the Comments field from the Product

  • Store Name - the store's name. This can be defined using the program to Change label storename, which is in the Configuration menu.

  • Store Number - if the store is part of a multistore system, its store number; otherwise this field is blank.

  • Rcvd Partial Date - if the label was printed from a Receiving Batch, the RcvDate (usually the date the RB is put OnHand); otherwise the Rec Date from the inventory record. In either case the date is displayed MM/YY.

  • RB Rcvd Partial Date - if the label was printed from an RB, the RcvDate as MM/YY; if the label was printed by ISBN or from a sort, this field is blank.

  • Inv1 Rcvd Partial Date - the first of the Rec Dates from the inventory record as MM/YY

  • Inv2 Rcvd Partial Date - the second of the Rec Dates from the inventory record as MM/YY

  • Rcvd Full Date - if the label was printed from a Receiving Batch, the RcvDate (usually the date the RB is put OnHand); otherwise the Rec Date from the inventory record. In either case the date is displayed MM/DD/YY (or DD/MM/YY for Canadian or UK sites).

  • RB Rcvd Partial Date - if the label was printed from an RB, the RcvDate as MM/DD/YY; if the label was printed by ISBN or from a sort, this field is blank.

  • Inv1 Rcvd Partial Date - the first of the Rec Dates from the inventory record as MM/DD/YY

  • Inv2 Rcvd Partial Date - the second of the Rec Dates from the inventory record as MM/DD/YY

  • Rcv Invoice# - if the label was printed from a RB, the invoice number in the header; otherwise the invoice number in the inventory record.

  • RB Rcv Invoice# - the invoice number from the RB header; if the label was printed by ISBN or from a sort, this field is blank.

  • Inv1 Rcv Invoice# - the first invoice number from the inventory record

  • Inv2 Rcv Invoice# - the second invoice number from the inventory record

  • RB Claims Qty - the number of copies which were specified in the original PO as being for a special order.

  • Rcvd Vendor# - if the label was printed from a RB, the vendor number in the header; otherwise the vendor number in the inventory record.

  • RB Vendor# - the vendor number from the RB header; if the label was printed by ISBN or from a sort this field is blank.

  • Inv Vendor# - the vendor number from the inventory record Rcvd Vendor Name - if the label was printed from a RB, the vendor name in the header; otherwise the vendor name in the inventory record.

  • RB Vendor Name - the vendor name from the RB header; if the label was printed by ISBN or from a sort this field is blank.

  • Inv Vendor Name - the vendor name from the inventory record

  • Class#, Class Name, Subclass#, Subclass Name - these fields are only for use at Chapters stores

  • Current Date - the current date as MM/DD/YY

  • Current Time - the current time as HH:MM am/pm

 

Special Label Types

Reserve labels

Reserve labels are labels that print in addition to the standard label for an item on an RB that was added to the original PO from a special order. Butterfly, small and tiny labels do not have Reserve Labels, although you could create one for any of them if you wished. The standard Reserve label prints the words "Reserve Book" or "Reserve Item" (depending on whether or not the SKU is an ISBN), the ISBN and the title with the NT indicator.

 

Price Change labels

If an item is received at a new price, the inventory record is updated with this price change. After printing standard labels, you will be prompted to print price change labels (or if you prefer your system can be configured to automatically print price change labels with no prompting). If you choose yes, the Price Change label will print, followed by a new label for every copy that was already on hand of the items that were received at the new price.

The standard Price Change label prints the text, "Following labels for price change", but can be changed to anything you would prefer. If you do not ever want to print price change labels, delete all of the fields in the Price Change label. Butterfly, small and tiny labels do not have Price Change labels, although you could create one for any of them if you wished.

 

Dimensions

When you change the Dimensions of a label, you can change the height and width of each label; the number of labels printed in each row; the number of lines before the first row prints; the number of spaces before the first label in a row; the number of lines between each row of labels; and the number of spaces between each label in a row. You can enter multiple numbers separated by commas for the spaces and lines between, if you need to vary them.

For example if you enter 2,3,2 in "Spaces Between", it will put 2 spaces between the first and second label, 3 spaces between the second and third label, and 2 spaces between the third and fourth label. If there are more labels per line than you have entered numbers for it will loop back to the beginning. So in the previous example, there would be 2 spaces between the fourth and fifth label, and 3 spaces between the fifth and sixth label.

The last two fields "Init Sequence" and "End Sequence" deal with barcode printing. Do not modify them unless you are instructed to do so by WordStock Support; doing so may prevent your printer from printing barcodes properly, or at all.

 

An Important Note about Barcodes

All of the lines in a label format correspond to one line on the actual printed label, with the one important exception of the barcode. A printed barcode takes up two lines on a printed label, but it is represented in the label format by a single line. It is important to take this into account when designing or modifying your label formats.

For example, say you have a format that does not print a barcode and you decide to replace one of the other lines with a barcode: even though your dimensions still show a height of 5 lines, the actual label will now be printing 6 lines, and you will need to compensate by reducing the number of lines between each row of labels by 1.

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