Process Non-ePay eFollett Orders

When an eFollett order is tendered with a non-ePay form of payment, you MUST:

• Verify that funds are available before completing the transaction.
• Use the POS to ring non-ePay SODA sales and refund transactions.

To complete the sale, you MUST either scan or enter the SODA order number.

Note: Canadian gift cards are configured as a non-ePay tender.

The procedure you use depends on whether the order is fulfilled by the originating store or is routed to another store for fulfillment.

Tender Non-ePay Order at POS

Use the Order Details report to tender a Non-ePay order in the POS before performing pick confirm in SODA.

If the account number and tender type NE are listed, it is a non-ePay order:

• If the fulfilling store is the originating store, complete the order using current non-ePay procedures.
• If the fulfilling store is not the originating store, then a message is printed at the top of the Order Details report.
• Additional notes display at the top of the report depending on the shipping method and whether the store is the originating or fulfilling store.
  

In-Store Pickup for Order Fulfilled at the Originating Store

Use this procedure when the originating store is also the fulfilling store and the customer will pick up the order at the store.

• Customer places an order on eFollett. The order is sent to SODA where it is assigned a SODA order number.
• Order is released in SODA.
• Team member prints the Pick List and Order Detail report.
• Team member verifies funds are available at the POS for the transaction.
  To verify the funds and complete the sale, you must either scan or enter the SODA order number.
  
• If funds are available, team member Picks Items for the Order.
  If funds are not available, team member partners with store manager to confirm tender with the customer.

• In SODA, compare the POS transaction with the SODA transaction using the packing slip to confirm the order.

• Adjust line items, if needed.
• Confirm the Picks for the Order in SODA.

• Complete the sale at POS.

In CORE POS:

Use the SODA Sale function in the Sell Item screen to access the screen where the cashier scans or enters the SODA order number.
Once the SODA order number is entered, the Sell Item screen displays the SODA order number and the transaction number.

Note: If you or the customer cannot access the SODA order information, complete a Return without a Receipt.

To ring the non-ePay SODA sales transaction.

1. Select More.
   
   Additional buttons display.
2. Select SODA Sale.
   
   The Scan/Enter SODA Order Number screen displays.
3. Scan or enter the SODA order number, located on the Order Detail report.
   
4. Select Enter.
   Note: If an invalid SODA order number is entered, an error message displays.
5. Scan the items on the Sell Item screen.
6. Tender and complete the transaction.
   Important: DO NOT select the Email or Print/Email receipt option to prevent duplication of email receipts, one from eFollett and one from CORE POS. However, you can enter the email address for an Email or Print/Email receipt for a return, so that the customer has confirmation of their return transaction.

In-Store Pickup for Orders Fulfilled at the Originating Store with a Discount

Use this procedure when the originating store is also the fulfilling store and the customer will pick up the order at the store. The customer also uses a promotion code for a discount on the sale.

• Customer places an order on eFollett and enters the promo code during the transaction
• Discount is applied during checkout on eFollett
  The order is sent to SODA where it is assigned a SODA order number.
• Order is released in SODA

• Team member prints the Order Detail report
  The promo code is printed at the top of the Order Detail report.

• Team member verifies funds are available at the POS for the transaction
  To verify the funds and complete the sale, you must either scan or enter the SODA order number.
• If funds are available, team member Picks Items for the Order
• If funds are not available, team member partners with the store manager to confirm tender with the customer

• If needed, POS receipt is compared with the SODA transaction in SODA using the order in the Pick Confirm Queue to adjust the line items

• Adjust line items, if needed.
• Confirm the Picks for the Order in SODA.
• Complete the sale at POS.

In CORE POS:

Use the SODA Sale function in the Sell Item screen to access the screen where the cashier scans or enters the SODA order number.
Once the SODA order number is entered, the Sell Item screen displays the SODA order number and the transaction number.

To ring the non-ePay SODA sales transaction.

1. Select More u SODA Sale.
   The Scan/Enter SODA Order Number screen displays.
2. Scan or enter the SODA order number, located on the Order Detail report.
3. Select Enter.
   Note: If an invalid SODA order number is entered, an error message displays.
4. Scan the items on the Sell Item screen.
5. Select Pricing, then Discount.
6. Select an option.
   • To perform a percentage discount on the transaction, select %Trans, then enter the discount percent, select a reason code, and select Next/Enter.
   • To perform an amount discount, select AMT Trans, then enter the discount amount, select a reason code, and select Next/Enter.
7. Tender and complete the transaction.
   Important: DO NOT select the Email or Print/Email receipt option to prevent duplication of email receipts, one from eFollett and one from CORE POS. However, you can enter the email address for an Email or Print/Email receipt for a return, so that the customer has confirmation of their return transaction.

When the fulfilling store is NOT the originating store

If the fulfilling store is NOT the originating store:

1. The fulfilling store performs the standard pick confirmation (no POS register transaction).
   Note: This puts the order into web exceptions for the originating store and alerts the originating store to ring the order on the POS register.
2. Then, when the originating store sees the confirmed pick in web exceptions they first complete the sale by ringing the order on the POS register, and then the store reprocesses the web exception.
   
   Note: This results in an order update email to the customer from eFollett.com.

Non-ePay Order Exceptions

Use this procedure to process order exceptions for an order tendered with a non-ePay tender. This occurs when items on the order are routed to a different store than the originating store for fulfillment. When the fulfilling store processes the order, SODA sends a Web Order Exception to the originating store to verify funds.

• At the originating store, select Web Order Exceptions on the SODA main menu.
  

• Select the Web Exception Report button at the top of the screen.
  
• Take the printed Web Exception report to the POS and check the customer's account to verify that there are enough funds to cover the order total.
• If the funds are not available, cancel the order. Do not contact the customer to request new tender information.
  -or-
  If funds are available, return to the SODA Order Exceptions screen and select each order from the Web Exception report that qualifies and click Re-Process.
  
  The order is now sent to the fulfilling location. When the fulfilling location pick confirms the order (confirms the shipment), the order goes to the SODA Order Exceptions screen at the originating store with one of the following messages, depending on the scenario. 

Use this procedure to process order exceptions for an order tendered with a non-ePay tender. This occurs when items on the order are routed to a different store than the originating store for fulfillment. When the fulfilling store processes the order, SODA sends a Web Order Exception to the originating store to verify funds.

If the fulfilling location is shipping the order directly to the customer:

If the fulfilling location is shipping the order directly to the customer, the originating store sees this message on the Error Description fields on the SODA Order Exceptions screen: Non-ePay Ship to Customer Order fulfilled by another location. Ring at the POS.

1. The originating store is to select the order in SODA and click the Order Detail Report button.
2. Go to the POS and use the Order Details report to tender the order.

   The originating store verifies funds are available at the POS for the transaction.If funds are available, the originating store charges the customer's account.If funds are not available, the originating store confirms tender with the customer.

3. Return to the SODA Order Exceptions screen, select the order and click Re-Process.

If the fulfilling location is shipping the order to the originating store for pickup:

If the fulfilling location is shipping the order to the originating store for pickup, this message appears on the SODA Order Exceptions screen at the Originating Store: Non ePay Pickup Order fulfilled from another location, after arriving, ring on POS.

1. Wait for the order to arrive, then access the SODA Order Exceptions screen again, SODA main menu u Web Exceptions.
2. Select the order, click Order Detail Report and use the report to ring the order on POS.
   • Follow the steps above for the Originating Store based on whether a discount is applied or not.
3. Go back to the SODA Order Exceptions screen, select the order and click Re-Process.
4. The order is complete and the customer receives an email stating the order is ready for pickup.

Digital Non-ePay Confirmation

When a customer uses a non-ePay tender to purchase a digital textbook on eFollett.com, process the digital textbook as part of the order in SODA according to current procedures.

When fulfilling non-ePay digital textbook orders, specify whether a signature is required before the pick confirm can be completed. The credentials are automatically emailed to the customer when pick confirm is finished.

At the Signature Required? pop-up window:

• Select Yes if your store or institution requires the customer's signature for the type of non-ePay financial aid payment. Note: The customer must come into the store and sign for their digital textbook credentials, which print on the packing slip document.
• Select No if your store or institution does not require the customer's signature for the type of non-ePay financial aid payment.
  

When a customer uses a non-ePay tender to purchase a digital textbook on eFollett.com, process the digital textbook as part of the order in SODA according to current procedures.

Non-ePay that Require a Signature

Non-ePay digital textbook orders that require a signature have the credentials printed on the packing slip.

Non-ePay orders that require a signature always have a shipping method of store pickup. The customer must come to the store to sign for the credentials.

Digital textbook orders and orders shipped to the store.

Order Details Report for Digital Non-ePay

Two types of barcodes display on the Order Details report for a non-ePay digital textbook order:

• SODA number barcode: After starting on the correct screen as explained above, scan this barcode at the POS to begin the non-ePay transaction.
• Digital textbook SKU number barcode: Scan each digital textbook SKU number when ringing the order at the POS. These barcodes only display on a non-ePay digital textbook Order Details report that is printed from the SODA web order exceptions screen.

Note: The SODA order number barcode prints for all items on the non-ePay Order Details reports that are printed from the SODA Web Order Exceptions screen.

SODA Return

Follow the steps below to process a SODA Return at the POS for the following:

• Non-ePay transactions
  Note: After completing a non-ePay refund for a digital product at POS, you mustrevoke the digital credentials in SODA.
• A new book changed to a used book condition
• Rental return failure

Process a no receipt return if you cannot locate the sales transaction.

In CORE POS:

With a receipt, packing slip, or SODA order number.

Use the SODA Return function in the Return Options screen to process a refund for a non-ePay sales transaction or exception that cannot be processed in SODA.

Note: If you or the customer cannot access the SODA order information, complete a Return without a Receipt.

1. Select Return.
2. Select SODA Return.
3. Scan or enter the SODA sales receipt or order number information.
4. Select Next/Enter. The transaction details display on the screen. The transaction number and order number is also displayed as a reference. If no transaction details display, Scan/Enter the SKU for the item(s) to be returned.
5. Select the items to be returned and select Next/Enter.
6. Enter the item return information and select Next/Enter.
7. Select Tender and complete the return. If the return cannot be credited to the original tender, e.g., campus card failure or closed A/R account, follow your store policy regarding refund tenders.
8. Select Email or Print/Email receipt options to send a refund confirmation to the customer via email.

Note: Ensure that the Refunds Allowed flag is checked and the Refunds End Date is set up correctly in CARP for each A/R account.

See the Create a Major Account topic in the Accounts Receivable section for complete details.