Scanning Requirements & Bar Code Options

1. Scanning Requirements & Bar Code Options

2. Overview: • Bar codes can be scanned at sales order entry, purchase order entry, the inventory cost & quantity inquiries, and in the inventory store vendor window. - Bar codes can be used to help speed up the physical inventory process, the creation of sales orders and purchase orders, and updating bin locations. - Bar code labels can be printed from the inventory store file or from a batch of open purchase orders. The system can also print your inventory item number as a bar code. - The bar code labels can be used as bin labels, price labels, or shelf labels, as the user determines what and how much information prints.

3. Scanning Requirements: Attaching a bar code to your inventory item: a) Select: Inventory Menu # 2 File Maintenance # 21 Inventory Store ‘V’ for Vendor Window b) Enter a valid vendor # for each bar code being entered. (this is mandatory)

4. c) At ‘Bar Code Number’, enter or scan bar code up to a 16 char. maximum. d) At ‘Bar Code Type’ select one of the following: ‘0’ - None – No bar code ‘1’ - UPC Type A – Bar code must be a 12 digit numeric industry standard UPC (this is most commonly used) ‘2’ - Code 3 of 9 – Bar code can be a random length alphanumeric (only use if bar code is not the typical 12 digit UPC)

5. Note: If a new bar code is entered, it is immediately written to the Vendor Cross Reference file, it can be scanned at point of sale without running any rebuilds. (Please note that the Inventory Cross Reference file is not immediately updated, therefore you will not be able to search for the item using the alpha search function until you run #24 Rebuild Inventory Cross Reference). If an existing bar code is edited, the new bar code is immediately written to the Vendor Cross Reference file and can be scanned at point of sale without running any rebuilds, BUT, the old bar code is not deleted from the Vendor Cross Reference file until you run the following inventory rebuilds. (If you require the old bar code to remain in the file for old stock, you can either enter it in the secondary vendor’s section using the same vendor #, or do not run the following rebuilds.)

6. Select: Inventory Menu # 3 Miscellaneous Maintenance # 24 Rebuild Inventory Cross Reference (This allows you to use the full or partial bar code when searching for the item) # 25 Rebuild Vendor Cross Reference (This allows you to scan the item at point of sale) If a bar code is deleted, it will not actually disappear from the Vendor Cross Reference file until the rebuilds above are run.

7. Operation: 1)Scanning bar codes at Sales Order Entry: a) Select: Sales Order Menu # 1 Daily Work # 20 Enter/Edit/Verify Sales Orders b) From within the ‘lines’ section of the sales order, scan the bar code.

8. The system goes through the following search process: • Checks to see if there is an exact match in the vendor cross reference file. If so, and the SSI option parameter is not turned on to “Search for Duplicates”, it will stop searching and bring up the item. If it finds a match, and the SSI option parameter is turned on to “Search for Duplicates”, it will continue to search the vendor cross reference file for other matches. If it doesn’t find any other matches it will bring up the original item. If it does find other matches, it will display them all in the search window and allow the clerk to select the correct item. To find out if this SSI option parameter is turned on: Select: Sales Order Menu - type .SSIP - select Table #4 - check if ‘Search for duplicate xrefs at S/O & Qte Entry’ is set to ‘1’

9. c) Once the item is automatically brought up by the system or the clerk selects it from the search window, they can return through the remaining fields of the line as normal.

10. AutoScanning: If this SSI option parameter is turned on, it allows the clerk to enter the quantity of an item being sold at the beginning of the sales order line (if qty of 1, no qty has to be entered), then scan the bar code, the system will default the price, etc. across the line automatically. The cursor will then position itself at the beginning of the next line to allow scanning of another bar code. The entire auto scanning process is much like your grocery stores where the clerk is merely scanning and the system is doing the rest. Of course, this would only be efficient if your bar codes and prices are correct in your system. To turn this SSI option parameter on: Select: Sales Order Menu - type .SSIP - select Table #2 - set ‘Auto Scanning at Sales Order Entry’ to “1”

11. 2) Scanning bar codes at Purchase Order entry: a) Select: Purchase Order Menu # 1 Daily Work # 20 Purchase Order Entry/Edit b) From within the ‘Lines’ section of the purchase order, scan the bar code at ‘item number’. c) The system will automatically bring up the corresponding item number. You may then return through remaining fields as normal.

12. d) You can also have the system prompt for a bar code at Purchase Order Receiving. If the bar code is not already attached to that item in the Vendor Information window and/or the Common UPC code file, the system will automatically attach it for you. (This will only work for UPC Type A bar codes) • From within the Purchase Order Menu: • type .SSIP • - select Table # 9 • - set ‘Prompt For Bar Code at PO Receiving (0=N,1=VI,2=VI/Alias)’ to “1” VI (populates bar code, vendor & U/M in the Vendor Information window) or “2” VI/Alias (populates bar code, vendor & U/M in the Vendor Information window, and once it’s full, populates the bar code in the “Alias” file. (Common UPC Code file)

13. Select: Purchase Order Menu # 1 Daily Work # 23 Purchase Order Receiving Receive line as normal, enter or scan bar code at following prompt. NOTE: This prompt will only appear when receiving lines individually.

14. Common UPC Code (Alias) File Common UPC Code Maintenance allows the user to attach as many cross references to an item as necessary. This is commonly used for products that have unique item numbers and UPC codes, but are actually the same product, with identical costs and selling prices. (ex. Beanie Babies – instead of having an inventory master and store record setup for each individual Beanie Baby, you could simply enter each UPC code into this file under one item number). This file may contain other alphanumeric cross references, not only bar codes. (ex. your in-house coding system, or a completely different item number that a staff member uses to reference your computer item number). Once a cross reference is entered into this file, it is immediately written to the vendor cross reference file, therefore, it can be scanned or entered at point of sale without running any rebuilds. However, if a cross reference is deleted, it will remain in the vendor cross reference file until the following rebuild is run. Select: Inventory Menu # 3 Miscellaneous Maintenance # 25 Rebuild Vendor Cross Reference

15. To manually enter a cross reference into the Common UPC Code file: Select: Inventory Menu # 3 Miscellaneous Maintenance # 33 Common UPC Code Mtce You may have up to 99 sequences per item with 15 cross references per sequence. Therefore, this maintenance screen allows for 1485 cross references per item.

16. Scanning bar codes at Inventory Inquiries: • Select: Inventory Quantity Inquiry • or • Inventory Cost Inquiry • Scan bar code at “Item #” field, the system will automatically bring up the corresponding item number. Return through the remaining fields as normal.

17. You can use data collectors or palm pilots to assist and speed up the physical inventory process. By using these devices, you can eliminate the physical inventory step of manually entering your counts into the computer. You simply scan the item and enter the count using the data collector or palm pilot, the information is then uploaded into your system. • If using these devices, you can also: • Update Bin Locations - data collector = max 9 digits, numeric only - palm pilot = max 10 digits, alphanumeric • Update UPC Codes - palm pilot only • Create Sales Orders - data collector = 1 sales order for 1 customer • - palm pilot = multiple sales orders for multiple customers • Create Purchase Orders - data collector & palm pilot = multiple purchase orders for multiple vendors • For further information regarding these options, please contact software support.

18. Printing Bar Code Labels: Your item must be flagged correctly in order for bar codes to print. To check this flag: Select: Inventory Menu # 2 File Maintenance # 20 Inventory Master Bring up your item, at the selection line enter ‘M’ for Miscellaneous Flags. Make sure the Bar Code flag is set to ‘2’. If all your items require this flag to be reset, call software support to have them all changed at once, rather than editing each one manually.

19. The types of bar code printers we currently support are: - Epson TM-L60 & TM-L90 - Del·Sol DD42 - Blaster BT42 If you have an Epson printer: Select: Sales Order Menu - type .USER at selection line - enter the USER #(s) you will be printing from and set ‘Bar Code Type’ to ‘4’

20. If you have a Del·Sol or Blaster printer: Select: Sales Order Menu - type .SSIP - select Table #8 - set ‘BLASTER(1), DEL*SOL(2) for Bar Code/Bin Labels’ accordingly. ‘1’ = Blaster ‘2’ = Del·Sol

21. 1) Print labels from the inventory store file: Select: Inventory Menu # 4 Listings # 26 Inventory Bar Code Labels Select: ‘1’Print Labels from Inventory Store You have the option to print labels for the ‘S’tore (prices and/or bin locations can be printed) or for the ‘W’arehouse (no prices or bin locations will print and font is larger).

22. Print Prices On Labels (for ‘S’tore labels only) – ‘Y’es or ‘N’o, if you select ‘Y’es, you have the option to manually enter the price to be printed on the label, or have the system pull the price from the inventory store file, as per the price level you specify.

23. Print Bin Locations (for ‘S’tore labels only) - ‘0’ = No Bin Locations - ‘1’ = Bin Location 1 only - ‘2’ = Bin Location 2 only - ‘3’ = Both Bin Locations

24. NOTE: If you select 1, 2 or 3 and no bar code actually exists in the vendor information window, the system will automatically print your item number as the bar code. Select which bar code you want the system to print: - ‘1’ = Primary Vendor Bar Code - ‘2’ = Secondary Vendor Bar Code - ‘3’ = Third Vendor Bar Code - ‘4’ = Computer Item Number (your item number will be printed as the bar code)

25. Print on last line - ‘0’ = Item’s second description - ‘1’ = Vendor’s item number (dependant upon vendor selected at previous prompt) NOTE: If you select to print bar codes from your computer item numbers, the item’s second description will automatically print.

26. Print Labels for - ‘1’ = Range of Item Numbers - ‘2’ = Range of Product Categories - ‘3’ = Selective Item Numbers (manually enter each item #)

27. Quantity of Labels: - ‘1’ = Maximum Quantity (equal to ‘maximum’ entered in inventory store file) - ‘2’ = On Hand Quantity - ‘3’ = On Hand Quantity + 1 - ‘4’ = On Order Quantity - ‘5’ = Enter Quantity (manually enter quantity per item)

28. If you have selected to manually enter item numbers, quantities and/or prices, the following screen will appear. Enter information accordingly.

29. 2) Print labels from open purchase orders: Select: Inventory Menu # 4 Listings # 26 Inventory Bar Code Labels Select: ‘2’Print Labels from Open Purchase Orders

30. You still control what and how much information prints on the label, as when printing from the inventory store, i.e. prices and/or bin locations, item’s second description or vendor’s item number and whether the bar code is pulled from the vendor information window or created from your computer item number.

31. Range on Order Numbers: Enter a specific range of order numbers you wish to print labels for, or <return> for ALL.

32. Separate Labels By Order Number: If you select ‘Y’es, the system will print the purchase order # on a separate label just before each batch of item labels, pertaining to that purchase order. If you select ‘N’o, the labels will still be printed in batch by purchase order #, but there will be no separator to determine which purchase order they belong to.

33. Quantity of Labels: • - ‘1’ = Expected Quantity • - ‘2’ = Received to Date Quantity • ‘3’ = Quantity Received Since Last Label Print – if this option is selected, a • second prompt will appear, ‘Are You Re-Starting?’, answer ‘Y’es if you want to re-print the batch of labels just printed, or ‘N’o if you want the system to print labels for items that have been received since the last label print.

34. Depending upon the option selected at the previous prompt, the system will prompt for a range of ‘Expected’ or ‘Receipt’ dates. Enter a range or <return> for ALL.

35. Sample Bar Code Labels: Bar code selections include: - ‘S’tore type bar code - manually entered price - both bin locations - primary vendor’s bar code - item’s second description NOTE: Label size W x L = 56mm x 25mm (2.2 inch x 1 inch)

36. Bar code selections include: - ‘S’tore type bar code - price level 8 - both bin locations - primary vendor’s bar code - vendor’s item number

37. Bar code selections include: - ‘S’tore type bar code - price level 8 - no bin locations - computer item number as bar code - item’s second description

38. Bar code selections include: - ‘W’arehouse type bar code - primary vendor’s bar code - vendor’s item number

39. Bar code selections include: - ‘W’arehouse type bar code - computer item number as bar code