Your Store for WordStock
Installation Dates [back
Once we receive signed
contracts from you, our Installation staff will contact you to arrange
installing your system.
If you're going to
have your inventory counted by an inventory service, such as RGIS or Western,
you'll need to set a date for the count, but please finalize your installation
dates with WordStock before setting a date for the inventory to be counted.
Try to give yourself
2-4 weeks between the installation/training dates and putting your inventory
on the system. This will give you time to familiarize yourself with WordStock's
programs and hardware before real information is loaded into the computer.
(This loading of the inventory is often referred to as "going on-line".)
Once your inventory
is in the system and on-line, everything you do with WordStock really
counts and will effect the accuracy of the information. Until then, you
can learn more about WordStock by practicing the exercises in the WordStock
Things to Do Before Installation & Training
[back to top]
WordStock's User Manual
consists of two volumes, Tutorials and Reference. Please read as much
of the manual as you can before your system is installed; it will make
your training more productive.
Feel free to make
up to 25 copies of the manual for use by your staff. You may find it most
helpful to photocopy specific chapters for staff members who have specialized
jobs, such as receiving.
We recommend starting
with the chapters Getting Started and Routinely Run Programs. In addition
to general help, such as how to turn on the computer, these chapters also
offer help with scheduling routine computer tasks, such as closing the
store. They also outline exercises you should practice before the system
is installed and goes on-line.
Once you're ready
to learn more, Getting Started will bring you as far as the main WordStock
menu. When you have the menu on the screen, you can follow the tutorials
for any of the programs. This is a good time to practice data entry:
Make an Inventory
Make a Product record;
Make a Section record;
Make a Publisher record.
Enter a question mark
[?] at any command prompt to see a help screen;if you're having
trouble, take notes and save questions for your training session.
Defining Products & Sections [back
You'll need to define Products and Sections because WordStock tracks each
item in inventory under one Product category (equivalent to Department),
such as trade paperbacks or posters, and at least one Section category
(Classification), such as History or Impressionism. It's not essential
to define these codes before the system is installed, because our Installer
can help you with it, but doing so will maximize the time available for
A WordStock Product
is tracked under both a Product code and a Product name. A Product code
is a number between 1 and 99. A Product name is a description
of the merchandise, such as Compact Disks or Hardcover Books or T-shirts.
The Product name can be up to 30 alphanumeric characters, so you
should be able to give everything a name that is a meaningful description
of the merchandise.
Like Products, Sections
have a numeric code and a name. There are up to 999 Sections available,
so Sections can be used to subdivide merchandise across Product lines.
For example, if you have a section called Gardening, all products that
relate to gardening, whether books, calendars, or posters, can be tracked
under the Gardening section.
If you define Sections
carefully, you'll be able to produce very specific and useful reports.
For example, you'll be able to determine how Gardening calendars sell
compared to Art calendars. Therefore, think carefully about how finely-tuned
you want your Sections to be, based on the range of merchandise you carry.
It's better to define
more Sections than you think you'll ultimately need, because it's easier
to merge them later than it is to subdivide existing Sections.
Some buyers use a
numbering system or pattern to make it easier to assign items to specific
Sections. For example, a store with a large selection of titles and merchandise
relating to travel might use a scheme like this:
- 200 General
- 210 USA
- 220 Mexico
and Central America
- 230 South
- 240 Europe
- 250 Africa
- 260 Asia
This way, as soon
as you see anything from a section numbered 200 and 300, you'll know instantly
that it's related to travel.
By leaving room between
Sections, you'll have the flexibility to add subdivisions later. For example,
books on the individual countries of Europe could be divided further as:
- 240 Europe
- 241 United
- 242 France
- 243 Germany
- 244 Italy
- 250 Africa
Vendor Records [back to top]
In addition to Product
and Section files, you need to have a file of publishers, or vendors.
Your system will be shipped with a Publisher File that contains records
for approximately 1300 publishers. You may want to add local or specialized
In addition to entering
your own account numbers and address information for your local sales
rep, you may need to edit addresses for orders and returns. You don't
have to delete any sales history shown, as it will will be removed automatically
when your real database is installed.
Making Inventory Records [back
Once you've established
Product and Section codes, you can begin to create records. To create
Product records, go to Maintain the Product File under the Working With
Data Files menu. Similarly, go to Maintain the Section File to create
If the sample database
that's shipped with your system has Product or Section records that you'd
like to keep for your own inventory, just leave them. You don't need to
delete any sales history that might be shown, because the data in each
record will be erased and calculated when your inventory is loaded into
the system. However, please be sure to check that the number, name, tax
status, discount, and markup fields are accurate, and to update them if
Some buyers prefer
to use Section codes as location codes, rather than as subject
identifiers. For example, the Section numbers might be used to identify
particular fixtures in the store. In this case, it's easiest to start
the numbering to the left of the main entrance and move sequentially around
the store, clockwise.
If you use this method,
try to leave room between assigned numbers so you can accommodate future
changes in your store's layout easily.
Installation & Training
[back to top]
When the WordStock
Installer arrives to install your system and to train you and your staff,
s/he will discuss with you which staff members need to know which programs
and tasks and draw up a training schedule.
Think about this in
advance and try to have the right staff members available for the training
period. Try to minimize interruptions by having other staff members cover
the floor and phones. Since training is limited, free up as much of your
own time as possible, too!
The WordStock Installer
will need to know where cables have been run, where you want each piece
of equipment, and your modem line number.
Between the time you're
trained and the time your actual inventory is installed on the computer
system, you can use the new cash registers. You won't be able to track
the sales of individual items (because the real database won't be installed
yet), but you can still sell items by Product codes. In other words, you'll
know how many units and dollars of paperbacks were sold, but not which
If you haven't done
so, this is the time to make Product and Section codes, as well as supplemental
vendor info, such as your rep's address. It's also a good time to develop
opening/closing procedures, daily/weekly schedules, and schedules for
ordering/returns. Three things you should plan to do every day are:
- Print individual
& summary cash sheets;
Clear the register logs;
Back up the system.
Inventory Count [back
Whether you count
your inventory yourself, or hire a service to do it for you, you need
to organize things in advance. Use returns and markdowns to eliminate
dead titles, to save the expense of including non-selling titles in your
However, try not to
make your inventory artificially low, or to reduce your selection of titles
in order to minimize the cost of the inventory, because you'll eventually
have to make records and purchase orders for the titles that weren't counted.
If you have a representative selection of titles in-stock when the inventory
is counted, you'll save time and money in the long run.
If you plan to hire
an inventory company, such as Washington Inventory Service or RGIS, make
sure you determine exactly what they expect from you, and what you can
expect from them. They should give you a written description of their
inventory process and how to prepare for it, as well as a written estimate
of how long the inventory will take, what it will cost, and the kind of
results you can expect.
After the Inventory Count
[back to top]
If you use RGIS to
count your inventory, they'll transmit the information to Ingram, who'll
match it against their database. Ingram will send the completed information
to WordStock, and we'll convert it to WordStock's format and send it to
you on diskettes to be loaded into your system.
If you use Washington
Inventory Service to count your inventory, they'll transmit the data directly
to WordStock, where we'll match the data, create diskettes, and send them
back to you.
It will take three
to five business days from the time your inventory is counted until you
receive your database on diskette.
During that time,
you'll need to write down the ISBN and quantity of every title you sell,
receive, or return.
Try to avoid having
a weekend fall in the middle of this time, as it will cause additional
Environment, Cabling, Phone Lines, and Electrical Service
to locate all equipment, especially the computer, in areas where foot
traffic and dust will be minimal.
The computer should be on a sturdy desk or table, away from direct sunlight,
radiators, heat vents, and open windows.
The preferred room temperature is between 60 and 80 degrees, Fahrenheit.
The ideal environment is 75 degrees Fahrenheit, at a relative humidity
Avoid placing the computer near large electrical
devices, such as an air conditioner or a refrigerator, because they create
magnetic fields that can interfere with the computer's operation.
Some theft-prevention devices can also interfere with operation at the
point of sale. If you use such a device, please have the make, model,
distances, and a vendor contact name available so that we may plan accordingly.
Try not to move the computer needlessly, because this can damage the heads
of the hard disk or cause a diskette alignment problem.
If you're uncertain of where components should go, WordStock's Installer
will help you to choose suitable locations.
System Cabling [back
the system is installed, you may need to have in-wall cabling installed
to connect the system server to the various workstations and pritners.
The proposal that we develop for you will include the cables and adapters
needed to connect the in-wall cable runs to the workstations and printers.
in-wall cable runs should be 8-wire Category 5
cables, terminated to RJ-45 female wall
plates, using IEEE standard T568B.
sure to use a licensed electrician who complies with all local building,
electrical, and fire codes.
Support purposes, it's essential that WordStock is able to dial into your
system through your modem line. It's also essential to keep line interference
to a minimum when ordering electronically.
you should install a dedicated phone line for your system, in order to
assure clear modem communications for electronic ordering.
phone systems and phone systems with multiple extensions are not as good
as dedicated lines, as they tend to cause interference.
WordStock's Electronic Credit Card Authorization/Funds Transfer package
requires its own dedicated phone line.
electrical service is essential: the ideal electrical service is a dedicated
3-wire-to-cold-water-ground circuit, with its own circuit breaker.
the very least, the computer must be on its own circuit, and it must be
verified that all outlets being used by any component go to a common ground.
Don't assume that this is true because, if the grounding is not correct,
voltage may appear on the ground line, or cause an electrical event known
as a "ground loop", either of which can destroy the computer's
your electrician verify that all electrical outlets are connected correctly
(the hot lead should be connected to the small hole in the outlet plug)
and that the ground line is at zero voltage.
sure that you have enough electrical outlets to support your entire system.
If you can, plan ahead for possible future expansion of the system.
cords should not be used for any device, under any circumstances.
suggest using a special color, such as red or orange, for the electrical
outlets used for the computer system. Mark the outlets Computer System
Only to avoid having anything that could cause problems, such as an
air conditioner, being plugged into the computer system's circuit.
computer and other system devices can be damaged or destroyed by electrical
line "surges", which can be cause by many things, including
protect your system against surges, make sure that every device
in the system is plugged into a 3-stage surge protector. The original
system will have the correct number of surge protectors, but you may need
more if you expand the system. Again: never use extension cords.
electricity can cause problems with the computer's memory and other functions,
and can cause printers to malfunction. If your office environment is prone
to static discharge, consider using antistatic sprays and floor mats.
We'll help you to locate these items, if you need them.
should run parallel to the electrical service line to the target device,
to minimize the possibility of an electrical ground loop. Try to keep
cables at least one foot away from any possible source of electrical interference,
such as air conditioners or refrigerators. If possible, submitting a floor
plan of your store to WordStock in advance of installation can save time
and reduce cabling errors.
you need a cable run longer than 500 feet, e.g., if you have a POS that's
very far from the main computer, we may need to add devices to amplify
the signals. These devices are not typically included in the system selling
price, so they could be an additional expense. Please let your Installer
know as soon as possible if you'll need to have a cable longer than 500
[back to top]
Designate the computer
area as a non-drinking and non-eating area, to minimize the chances of
accidents, such as spilling liquids on the keyboard.
Keep the area around the computer clean and free of dust and smoke, which
can cause problems with the drives.
Try to control dust and debris, such as paper and ribbon residue, around
printers, as they can interfere with proper functioning. Dust covers and
small vacuums can be used to control this problem; vacuum the printer
Clean the read-write heads on your diskette drive and tape backup unit
once a week. Appropriate cleaning kits may be purchased from WordStock.
Once you turn on devices, leave them on for the day: turning them on and
off causes thermal expansion/contraction, which can damage their circuitry.
Turn down the brightness of any screen that's not being used to minimize
the chances of "etching" a stationary image onto the screen.
Keep a written log of problems you have with your system; it'll help us
to diagnose and solve problems, and to prevent them in the future.
System Supplies [back
Like all computer
systems, WordStock uses "consumable" items, such as paper and
printer ribbons. You can buy these supplies from WordStock but, regardless
of the source, buy quality supplies, especially diskettes and printer
ribbons. You should stock up on basic system supplies:
- Printer ribbons,
including receipt printers;
Receipt paper, with/without journal copy;
Report paper 132-column pinfeed;
Diskettes: ask if you're not sure of the size;
Receiving labels, if you're going to label.
to our Supplies page
Be Prepared for Emergencies
[back to top]
computer system experiences hardware and/or software malfunctions. Your
system's uninter-ruptible power supply [UPS] is a battery back-up that
will protect the system against power failure or "blackouts".
A voltage drop activates the UPS to draw electricity from its batteries
to power the system.
The UPS is not intended
as a substitute for electrical service, since it can only carry the system
for about 10 minutes. What the UPS offers is time to shut down the system
until power is restored.
The UPS will also
protect your system against the voltage drops, or "brownouts",
that some areas experience. In most cases, you won't have to shut down
the system. Any time you hear the UPS beeping, you know it's doing its
Of course, even if
your electrical service is excellent, you'll still have other problems.
It's important to prepare for them in advance by establishing emergency
procedures for keeping your store functioning if your system goes down,
or if you lose power.
Warranties [back to top]
require you to send the damaged device to the manufacturer for repair.
Naturally, you won't be able to use the device until it's repaired and
returned to you.
Therefore, while we'll
pass on to you all applicable manufacturer's warranties, we want you to
understand that they are of limited value to you, and aren't a substitute
for an on-site hardware maintenance plan.
Installer Travel Policy [back
Hours and Fees:
standard hours for on-site installations, system upgrades,
training, etc., are:
An 8-hour work day;
• Between 8:00 AM -8:00 PM, local time.
standard labor fee for work scheduled two weeks in advance
is $75/hour, with a minimum of 4 hours, or $600/day. The
labor rate for unscheduled emergency work is $95/hour.
Work scheduled outside the hours of 8:00 AM - 8:00 PM,
local time, is charged at $160/hour, with a maximum work
day of 12 hours.
Travel to the site will begin no earlier than 8:00 AM
(local time zone) and that travel time will be included
in the first 8-hour day. If you request that the Installer
fly in the day before, to ensure an early start, we'll
charge an additional $250, plus expenses;
If a return flight to Boston cannot be made that gets
the Installer back to Boston by 11:00 PM, EST, the return
flight will be scheduled for the next morning; if that
day is a Saturday, we'll assess a $250 surcharge;
We'll accommodate requests for weekend oe overnight work,
schedule permitting, at a rate of $160/hour, with an 8-hour
minimum. You won't be charged for costs or time incurred
to remedy a problem caused by new hardware or new software.
However, you will be charged for time, costs, and materials
that are incurred due to inadequate site preparation or
for work or configuration not included in the original
WordStock will make
every effort to minimize the travel costs of the installer wherever possible.
Round trip flights from Boston are usually flexible and not overly expensive
if a Saturday night stay occurs within the dates of the round trip ticket.
There is nothing WordStock can do about this--it's a standard in pricing
in the airline industry. Accommodations can sometimes be made to include
a Saturday night stay, but this is at the discretion of the installer.
You will be billed for the accommodations of the installer, plus a $100/day
travel surcharge, but will not be billed for any time unless work is performed
(billing for weekend work is at the weekend rate).
If your location is
within driving range of our offices (200 miles) we'll investigate the
option of driving to your location. This usually involves renting a vehicle.
If we are driving to your location and it is possible to bring any purchased
hardware with us we will do so to save on shipping costs. Time spent driving
to your location is part of the first 8 hour day.A site may request that
we rent a vehicle the day before an install so that we may ensure an early
start. You will be billed for the extra day of renting the vehicle. We
also request that your personnel be available to unload equipment, as
well as provide a location very near to the site for unloading equipment.
will be arranged with you by the installer. Rental cars or taxis are recommended
unless there is suitable public transportation available. The installer
will make every effort to minimize these expenses. If you wish to offer
local transportation to the installer, please feel free as long as it
fits in with the installer's schedule. Please note that local travel to
food is billable.
The installer will
consult with you on suitable accommodations in your area. We will also
consult with our travel agents for you local special offers. Accommodations
must be clean, safe, and convenient to local food. If an installer has
any misgivings in this area they will seek other accommodations. WordStock
policy prevents an installer from staying at your home.
You will be invoiced
for all food and drink expenses incurred by the installer from the time
they leave Boston until they return to Boston. This could include local
transportation if restaurants are not easily accessible by other means.
You may also be invoiced
for all incidental travel related costs, which may include but are not
· Taxis fares to and
from the airport in Boston
· Parking fees
· Ticket penalties for late changes to flights made in writing at your
· Any penalties or cancellation fees incurred due to changes or cancellation
at your written request.
· WordStock cannot be responsible for fees incurred due to flights being
cancelled or changed by the airlines.