Benutzeranleitung / Produktwartung Inventory Control v5 Std Stock Control Software des Produzenten Wasp
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User Guide.
Copyright © 2007 Wasp Barcode Technologies 1400 10 th St. Plano, TX 75074 All Rights Reserved First Printing October 2007 Written by Shari deBlonk STATE MENTS IN THIS DOCUMENT REGARDING THIRD PARTY PRODUCTS OR SERVI CES ARE BASED ON INFOR MATI ON MADE AVAI LABLE BY THIRD PARTIE S.
i Table of Contents Chapter 1: W here Do I Start? ............................................................................... 1 Using this Document........................................................................................ 1 Follow Our Examples.
ii Auditing Best Practices .................................................................................. 52 How to Audit in InventoryContr ol ................................................................... 55 Common Audit Questions ..........
1 Chapter 1: Where Do I S tart? Using this Document This manual contains information that will aid you in setting up and using the InventoryContro l software. W hen you are reviewing the material in this manual, keep in mind that Chapter 1: Where Do I Start? takes you through the concepts and ideas behind Inventory Control.
2 Follow Our Examples Throughout this docu ment we will suggest solutions and example s for three hypothetica l companies. Thes e companies represent gener ic business models tha t encom pas s scena ri os for how mo st busi nes ses co mmonl y use this p rod uct .
3 Sebastian Distributing has been in business for m any years and has previous ly used a different inventory softw are. They have a great deal of inventory in multiple warehous es they need to manage with Inventory Control. Each warehouse will be a site with multiple location s.
4 Mid-sized Resell er - Standard Version of InventoryControl Basic Needs : • One Site, Multiple Locations • One PC running InventoryControl • No mobile devices but a barcode scanner is used at t.
5 Before starting this process, set aside a day or two when you can stop using the old system and transition over to InventoryControl. The audit, or inventory counting, s tep must be done when you are not receiving or shipping goods. Plan to perform the audit on a weekend or after hours, for exampl e.
6 123 be com es W hse1 bec ome s: Assigning a permanent barco de to each site, location, item supplier and customer creates an environment where a mobile device can be used to easily keep track of inventory movements and alleviate s the problem of data-entry errors.
7 keep plenty of extra label stock and printer ribbons to make sure you never run out. To determine how to best provide good quality labels for daily use consider the kind of printer you are using. Organizatio ns that have sever al hundred new inventory items a week, will need to have a dedicate d barcode label printer at each site.
8 The first step for designing your labels is to decide what to print the barcode on. A variety of barcode label stock exists that can withstand any environm ent. There are two kinds of barcode label printers . Thermal transfer printers that work like an ink jet or laser printer by transferring ink from a ribbon to the label paper (stock).
9 Before you label your locations you need to come up with a numbering scheme for each location and item. In InventoryContro l there are two fields that describe where the item is: Site and Location. What is a Site? The term site is used to descri be any grouping of location s where you plan to store and track inventory.
10 Barcodes Best Practice In InventoryControl, when you are asked for a number to identify sites, customers, items, locations etc., we s uggest you always use a short sequential set of numbers or numbers and characters. Put the full text description of the site or location in the description fi eld, not the numb er field.
11 128 which supports both upper and lower case character s, al l number s and many of the special characters . How Should I Label My Items? Just as every location should have a barcode, each individu al piece of inventory needs a barcode.
12 Identifying Additional Tracking Needs Sometime s it is important to be able to associate an exact item or range of items with an exact customer, serial number, date code or shipmen t date. This can be important for s upport and maintenance purposes or for recall s.
13 make sure that you print a label for each track by field you have selected to use and attach them to each item. If the labels are not physical ly attached to each item, it will be very difficult for you to keep track of which ite ms should be trac ked by a specific field.
14 devices. Throug hout the day several people log in to each device and do several different kinds of transacti ons. By the end of the day each device is going to have a different count of inventory at certain locations. The PC is unaware of these changes.
15 Sometimes this is the preferre d way for companies if their items are all tracked by serial number or some other trackin g field that must be correct.
16 Chapter 2: Ge tting Starte d After you have installed Inventory Control, you need to enter your inventory information. There are various way s you can enter information in InventoryContro l; however, to help you setup your system quickly and minimiz e mistakes, we have compiled a list of steps you should follow.
17 Figure 9 user name and password, rather than sharing a single user profile , as this allows you to keep track of who does what i n the system. InventoryControl keeps a detailed transact ion history of every action performed in the system. Each time an item is adde d, removed, moved, etc.
18 Figure 11 will be the primary user of the InventoryC ontrol software and will keep track of inventory movemen ts by running reports. Pat will also serve as the system administrator and will take care of maintaining user profiles, creating backups and other administrat ive tasks.
19 Step 2: Enter Your Company Information and all Shippin g/Receiving Addresses Nex t you should enter your company's information on the Compa ny Info rmat ion screen. On this screen you will enter your compa ny's name and any addresse s needed for receiving, shipping, corporate corresp ondence, etc.
20 sites. Now when purchase orders are created, she can select to have the order shipped to any of the three addresses. Business Type: Fleet and Reseller Both enter their business address once with the Attn field set to Acc ounting for billing corresponde nce and again Attn: Dock for shipping and receivin g.
21 keep your naming simple so that you and your employees c an readily identify the site or location they need. How to Add Sites and Locati ons You have two options for adding Sites and Locatio ns to .
22 Business Examples Business Type: Distributing – M u ltiple Sites/Multip le Locations Sebastian’s Distr ibuting has two warehous es. Eac h warehou se contain s various bin s, shelv es, etc that will physically contain the inventory.
23 Site Configuration sc ree n to ma ke each mo bile devi ce sp ecific t o a veh icl e. Th e Site Configuration screen on the mobile device s allows him to designate one site as the From (Remove, Mov e, Pick,) site and one as the To (Add, Move, Receive) site.
24 Figure 13 Step 4: Create Location Labels for Scanning If you have setup more than one location and you will be using a mobile device with an integrated barcode s canner, it is a good idea to create Location labels for each location you have entere d in the system.
25 Windows Find (or Search ) c ommand to locate the folder containing the file InventoryContro l.exe, then save your .LAB files in the Labels folder beneath it.
26 many Suppliers, you will want to consider importin g them. If, however, you are only adding a few, or if you need to add additional Suppli ers aft er impo rti ng, thi s i s the quick es t m eth od.
27 Business Type: Reseller – One Supplier for Some Items Bra dy’ s Barg ains ha s a li st of sup pli ers f rom whi ch the y regula rl y receive certain items that they have been maintain ing by hand. They will manually input these suppliers on the Create New Supplier screen before they add the items.
28 • Import Items int o the Database - If you already have item information containe d in another databa se, you may want to use Invent oryControl's Import function rather than manual ly entering in this information.
29 need ideas on how to label yo ur items, refer to Chapter 1 – Where Do I Start Basics . They will also be tracking some items so he makes sure he import s this information correctly. Refer to C h a p t e r3– I m p o r t i n gi n t ot h eD a t a b a s e fo r details on importing tracking information .
30 Labels List will appear. Simply highlight the label you want to create, then click the OK button. W asp Labeler will automatical ly open allowing you to print the selected label s. To create a custo m label, highl ight the Create New Label option on the L abe ls Lis t .
31 How to Add Inventory to Your Database • Add Inv entor y v ia the PC or a Mobile Dev ice –You can manually add inventory to items using the Add inventory screen ( Main Window>Inventory >Add ). This is the recommended method for adding inventory to your system.
32 correct. If you do import, you should perform an audit of your inventory im med iate ly aft er impo rt ing (be fo re any tra nsa cti ons a re perfo rm ed on the data). See Chapter 5 for more information on auditing your inventory. If you choose to import your inventory, you MUST run a backup of your system BEFORE you import the inventory data.
33 Also avail able in the Invent or yControl Help… For More I nform ation On… Type thi s in t he Index T ab… Using t he Add Inv entory S creen Manuall y Addin g Inve ntory Adding I nventor y on .
34 Chapter 3: Importing Data into Inventor yControl InventoryContro l allow s you to bring data into the program from external sources in .csv or .tx t format. This allows you to quickly add information to your database rather than having to manually add it w h e ny o ua r ei n i t i a l l ys e t t i n gu py o u r softwa re.
35 ” Adams”, “Jane” , “46”, “female”, “New York” ”Doe”, “John”, “32”, “male” , “California” Not all software programs will export into .
36 How to Import into InventoryControl InventoryContro l contains an easy-to- use Import W izard. This wizard will take you step by step throug h the import process.
37 Mapping Your Data To tell InventoryControl which field in the software corresponds with each piece of data in your import file, you can Map the data.
38 Importing Tracked By Information InventoryContro l allow s you to track yo ur inventory by Serial Number, Lot, Pallet or Date Code. These fields are True/False fields and can be imported with your Item data. If you are manually entering your data, there are checkbox es you can select to activate the track by fields.
39 Item Number, Site, Locat ion or Supplier Code will no t be creat ed usi ng the new value. Instead, the Invent ory record being imp orted will be reject ed . This is why you must imp ort your data in the order specified earlier in this chapter. Negative value s for Quantit y can also cause an Inventory record to be rejected .
40 It is not uncommon to get errors when duplicates occur in you r source data. Duplicat e errors can usually be ignored and the Import can be considered to have completed succ essfully. For other error types, locate the error referenced in the Error report and correct it in the file.
41 feature on the Options screen. To do this, from the Mai n W ind ow click Tools > Options .O n t h e Op tions screen, click on Edit Field Names , then select the Ye s checkbox . W hen you return to the Edit screen (Edit Item, for example), you will need to click on the custom field header to open the Custom Field Edit screen.
42 labels, used in the previous software do not match those use d in InventoryContro l. She knows that she has tw o options to match up (map) the data: 1. she can edit her import files using the import template s (foun d on the ins tal lati on cd) as a guide , or, 2.
43 he knows InventoryContr ol will simply ignore the data that is not mapped to a header. Now he checks the other column headers, such as Item Number , Item Descripti on, etc. against the import template file found on the installati on cd to make sure the header names match those in InventoryControl.
44 Chapter 4: Working w ith Mobile Devices If your business consist s of various warehous es, storage rooms, vehic les, or any site/locati on where a great deal of inventory is kept and tran sactions are performed, a handheld mobile device is an indispensa ble aid.
45 All of these steps are automated through the Mobile Device s Wi zard in InventoryContro l. It is also a good idea to create a backup of your database on the PC before sending it to the mobile device. Step 1: Send the InventoryControl Program to the Device First, make sure your device is connected to the comp uter.
46 Step 2: Create a Mobile Version of the Database Next you will create a mobile version of your InventoryContro l database. This is a snapshot of the database as it appears on the PC at the time you create it. Creating Databases using Filters Keep in mind that you can filter the informati on you includ e in your mobile databases.
47 result in slow performance if you have a lot of information in your database. Filtering allows you to tailor the information that appears on the device to just those location s, items, suppliers, etc.
48 how many transaction s are made on the database. Usually it is a good idea to send a new database to the mobile devices at the start of each workday. Creating and sending an updated databa se to the mo bil e devi ces is im po rta nt, an d a lso ve ry easy to do.
49 Click Finish on the Wizard sc ree n and the Pending Uploads screen appears. This screen lists all transactio ns that were transferred from the device and notes tho se th at a re du plica te tra nsac ti ons or tra nsac tio ns wit h e rror s that n eed to be resolved.
50 Common Mobile Devices Questions By what cr iter ia can t he Inven toryCont rol dat abase be filt ered to pr oduce the database t hat’s downloaded to a mobi le devic e? Source and Destination Site s (T o/From Sites), a range of Location values and a range of Item Number values can be specified in the Create Database screen’s Filter secti on.
51 a cust ome r, the us er will use th e mobi le devic e to acc ess the Remov e screen, scan the barcode to bring up that piece of inventory and mark it as removed in the system. At the end of the day, the user returns the mobile device to the supervisor who sends the data back to the PC and processes the transaction s.
52 Chapter 5: Auditing Your Inventory What is an Audit? Sometime s referred to as “taking inventory ”, Au diti ng is the pro ces s u sed t o physically count the inventory you have in your warehouse, store, vehicl e, etc. and comparing those counts to what you have recorded in InventoryControl.
53 • Plan Your Audit - Plan your audit date and time well in advance. This is especially important if you have m ultiple sites, warehouse s that contain invento ry, for example , that will be involved in the audit.
54 procedures should be. • Backup Your Database – Create a pre-audit backup of your database on the day of your audit, just before putting the system into Audit Mode .
55 • Review Reports –T h e Discrepancies report and No t Count ed Items report should be reviewed now. The Discrepancies report lists any items, by location, for which the count did not match the quantity in the database. The Not Counted Items Report lists any items for which counts were not received.
56 simultaneo usly with the PC to perform an audit by downloading the database in audit mode to each device. Audit Mode fe atur es a s imp le Aud it screen that allows you to enter your counts for inventory in each locati on and compares these to the counts already in the system.
57 For more information on using the mobile device s to audit, please refer to the online help. 4. Review the Not Counted Items Report . 5. Reconcile your counts entered in the Audit screen against the counts that were in the system using the Comple te Audit screen.
58 6. Review the remainder of the Aud it R epo rts . 7. End the Audit Mode. Common Audit Questions Can I use Inventory Control to perform c y cle counts? InventoryContro l can be used for cycle counting, but the process is different from performing a full physical inventory .
59 Cycle counts are like “mini-audits” and it is a good idea to perform them several times throughout the year , esp ecially on fast-moving mercha ndise.
60 How often should I audit m y inventory ? This depends on your business needs, but at a minimum you should perform a ful l, phys ica l a udi t at l eas t o nce a ye ar .
61 Business Type – Fleet Rusty’s Cable Serv ice has 20 vehicles setup as sites in InventoryContro l a nd one storage room setup as a site. Each driver is assigned a handheld device that he or she uses throughout the workday to perform various function s.
62 number counted matches the number in the system. Thi s create s a paper trail for the audit. • The Discrepancie s and Item s Not Counted reports are run and spot- checking and reco unts are performed. • Aft er rec ou nti ng the y a re re ady t o rec onc ile an d comp let e the aud it.
63 Chapter 6: Using Cost Tracking and A verage Cost How is Average Cost and Item Value Calculated? Cost handling in InventoryC ontrol is designed to show you the average cost and current value of your inventory.
64 What is the Cost for my Item? When you input cost for an item into the New or Ed it It em screen the cost is your cost for purchasing one of the stocking units. If one Barcode Laser Scanner costs $300 you would enter 300 into the cost box. If you remove fractional quantities of an item, the cost should still be for one whole stocking unit.
65 If your cost for this add is differ ent from the cost on the item record, you can change this cost on the Add screen to represent the actual cost. For example, if you purchased these 20 scanners for a discount, change the Cost on the Add window before you add the items.
66 If I order my Barcode Laser Scanner s in box es of 20 but my stocking unit is each, I need to specify the cost of a box of 20 when I create the Order Unit Settings on the Crea te New or Edit Item scre en, Suppliers tab, as sho wn in the gr aph ic.
67 50 Scanners * $300 = $15,000 (from the 1 st ) 50 Scanners * $320 = $16,000 (from the 8 th ) 1 Scanner was found and added to inventory at $ 0 50 Scanners * $315 = $15,750 (from the 15 th ) --------- $46,750 / 150 = $311.6 7 aver age cost The average cost is not $309.
68 Keep in mind that there is no way to change the price after the handheld transaction s are processed on the PC. If you have the Enterprise or Pro version, and the inventory is receiv ed against a PO on the handheld, the item cost will be calculated from the cost on the PO.
69 Chapter 7: Working w ith Purchase Orders Overview Purchase orders can be created in InventoryCon trol when you need to order additional inv entory from suppliers. These orders can be emaile d to the supplier and/or printed upon creation and can be easily referenced and searched in the system.
70 Purchase Order Work Flow The graphic below illustrates the workflow of a purchase order from creation to close. Create Automatically Generated Purchase Order Numbe rs Each purchase order you create will be assigned a unique identifier.
71 Figure 44 We suggest you set up your numbers to contain a date field, follow ed by a serialized (cou nt field) , at the very least. Automatic Emailing of the Purchase Order At the bottom of the Cr ea te New P ur chas e Orde r scre en is a ch eck bo x la be led E m a i lo nS a v e .
72 Figure 45 Figure 46 In order for the email featur e to work correctly, you must set your SMTP Server , Us e r Na me and Password (if authentication is required for outgoing mail) and the SMTP Port on the Opt ions screen. If these are not set, an error message will appear .
73 Figure 47 By enabling the Automatic Notificatio n of Low Order Item on the Opt ions screen, InventoryContro l will display the Item Stock Level List when you first log into the system. This screen contains items that have a Quantity valu e equa l t o or l ess than the Mi n i mu m St o c k Le ve l value, broken down by locatio n.
74 Defining Custom Shipping and Payment Methods When you are creating your purchase orders, you will notice that the Shipping and Payment Method fields contain standard methods from which you can choose.
75 Figure 50 Receiving Inventory from a Purchase Order When you begin to receive inv entory from the purchase order, you will enter the quantity received for each item on the Re ceive screen. Inven tory for an item can be marked as received on the PC's Receive screen or on the mobile devices.
76 Purchase orders that have some items marked as received, but others that have not yet been received have a status of In P roce ss . If t he order be com es overdue, it will have a status of In Process - Overdue .
77 Note that while the partial received amounts can be marked as received on the mobile device s, the actu al backorder s will need to be create d on the PC.
78 What is the differenc e betwe en the Reorder Quantity field found on the Create New Item or Edit Item screen, General Tab and the Reorder Quantity field found on the Create New Item or Edit Item screen, Location Tab? The Reorder Quantity field on the General tab is the reorder quantity for the item throughout all sites and locatio ns.
79 Each day, when a new mobile database is transmitte d to the mobile device s, the current outstandi ng purchase orders are also sent. W hen the items arrive at the site, the warehouse employee s match the orders to the print ed receiv ers, then begin unpackin g and scannin g the items as receiv ed.
80 Also Avail able in Inventor yContr ol Hel p… For More I nform ation On… Type this i n the I ndex tab… Purchas e Order /Rec eive Overview Purchas e Order /Rec eiving Overview Steps t o cr eate.
81 Chapter 8: Working w i th Pick Orders Overview Pick Orders are orders that you create when inventory is requested by a customer and needs to be taken (picked) from your warehou se, store, storage facility, etc.
82 Creating Automatically Generated Pick Order Numbers Each pick order you create will be assigned a unique identifi er. You can either enter this number manually each time you create a new pick order, or you can create a template that the softw are will use to automatically generate a number for you.
83 Automatic Emailing of the Pick Order and/or the Packing Slip At the bottom of the Create New Pick Order sc reen is a c heck b ox l ab eled Email on Save .
84 In order for the email featur e to work correctly, you must set your SMTP Server , User Name and Password (if authentication is required for out goi ng mai l) and the SMTP Port on the Optio ns screen. If these are not set, an error messa ge will appear.
85 Defining Custom Shipping and Payment Methods When you are creating your pick orders, you will notice that the Shipping and Payment Method fiel ds contain standard methods from which you can choose.
86 Picking Inventory from a Pick Order When the order is actu ally being picked, meaning the inventory is being readied for shipping to the customer , the picked quant ities for each item on the order are entered in the Pickin g Order scr een ( Receive/Ship men u > Pick ).
87 Common Pick Order Questions Can I create a backorder for items listed on a pick order that are out of stock? Backorders cannot be created in InventoryC ontrol for pick ord ers. You can leave those pick orders for which additional inventory is needed open and make a note in the Notes section.
88 Also Avail able in Inventor yContr ol Hel p… For More I nform ation On… Type this i n the I ndex tab… Pick Ord er/Pick Ove rview Pick Order Overvi ew Steps t o cr eate a Pi ck Order Creating .
89 Glossary Add – The InventoryControl function that allows you to manually add quantity to items already entered into your database. Inventory is the amount or quantity of ap a r t i c u l a ri t e m . Adj us t - This term refers to adjusting the quantity of inventory at a specifie d location.
90 Batch Processing – A method of processing mobile device data in which uploads and download s of data are performed only when the device is connected and ”synced” to the PC. Transacti ons performed on the devices are stored until the transfer takes place .
91 01 02 05 (for Row #, Shelf #, Bin # ) Another example would be to create Site labeled W arehous e 1 containing a Locations labe led Bin1 and Bin 2. Looping – This fun ction allows repeated scan ning into a field on the W DT2200.
92 in boxes containing 10 jars. When creating purchase orders, you would want to specify the Order Unit as box rather then jar (or you could end up with 100 boxes of jars rather than 100 jars). Packing Slip –A ni t e m i z e d p r i n t o u to fe v e r y t h i n gi n c l u d e di na s h i p m e n t .
93 Receive – A function in InventoryControl that allows you to increase the quantity of an item. Receive is similar to the Add function, but is used when the items being added to inventory are part of a Purchase Order. This function is only available in the Professional and Enterprise versions.
94 Transaction Code (TransCo de) - Transacti on Codes can be any code your business assign s to certain types of Adjust ment transactions. Assigning these codes can help you with reporting as each type of adjustmen t (breakage, return, etc.) can be given it's own code.
95 Index A Audit - How To, 55 Auditing, 52 Wh y Aud it, 52 Auditing Best Practices, 52 Average Cost, 63, 66 B Backor ders, 76 Barcode Symbologies, 6 Barcodes - B est Practic es, 10 Batch Proc essin g .
96 N Negative Inventory - Allowing on the Mob ile Device s, 14 Non-Inventory Items , 69 O Optional Track B y Fields, 12 Order Units, 65 P Payment Methods, 85 Creating, 74 Pick Order List, 85 Pick Orde.
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