Launching a Bookstore – Bookselling and IT

We’re not thinking about ebooks here (ebook sales have plateaued and have been on decline for many months), but information technology as it powers bookstore operations.

Our bookstore management system is on the manager's laptop in our dining room while we set up and learn the many ways it drives store operations.

Our bookstore management system is on the manager’s laptop in our dining room while we set up and learn the many ways it drives store operations.

Our dining room is transformed into our central area for setting up and learning how to effectively use our computerized bookstore management system. We’ve always said it is good to give yourself time. Now, it has become even more real.

Until now, I really never thought of the “To Do List” just for the setting up the system. It’s actually quite lengthy…

  • Set up store information for customer receipts
  • Enter departments, sections, and media (formats) to organize your inventory and determine how you want to analyze sales and inventory turns
  • Go to Edelweiss, where the publisher catalogs are managed online, to establish category mapping so you can import title information and have each book be automatically assigned to its proper category
  • Learn how to import book data from Edelweiss and your wholesalers
  • Develop customer loyalty programs so your system tracks customer purchases and helps you automate perks (no punch cards in today’s bookstore!)
  • Enter vendor account information (after you’ve opened your accounts!)
  • Lean to create purchase orders
  • Test electronic ordering (which is the best practices of our industry)
  • Learn to receive inventory so on-hand quantities are updated when you press the magic button
  • Understand how to research books using book industry databases (not amazon.com), find books customers want to buy from you, and put those on an order
  • Develop discount categories, add your staff discount and apply them only to the appropriate product departments
  • Establish security levels for various staff positions
  • Learn how to ring up a sale
  • Understand how to run a Z tape to close out sales for the day, then reconcile that for your bank deposit
  • Set up proper back-up procedures

And I haven’t even gotten to the accounting interface! The meeting with our CPA is Monday.

A computerized bookstore management system is essential to connecting to the book industry’s massive title databases and inventory detail, and this is where our systems go so far beyond Square or the generic POS systems. We are data-driven because each week we have thousands of new books released and our inventory is always fluid.

After a busy month of learning and testing our system, it’s clear that this effort requires planning, a keen attention to detail, and time before you go “live”.

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