scan

SMARTSystem Management Training

Training Session #14 – Physical Inventory

Purpose:  To capture physical inventory counts using laptops at multiple locations.

Keywords:  The following is a list of key terms used in the SMARTSystem that you should be familiar with and understand.

 

• SKU is an abbreviation for stock keeping unit that identifies a specific stock item in inventory. In the SMARTSystem, SKU can be your Product Code, the UPC or GTIN numbers.

Pre-requisites:

• Laptop or tablet
• Wired or wireless connection to the Server
• Bar Code Scanner connected to the laptop/tablet

 Overview:

The Physical Inventory process consists of 4steps:

1. Scanning the bar code of inventory items is the first step.  The bar code can be your product code, UPC or GTIN codes,
2. Stage inventory scans from one or more devices so that like products from different locations can be consolidated,
3. Close all Physical Inventory scanning programs to prevent changes during the posting process, and
4. Post inventory quantities.

 The Physical Inventory program is selected from the Inventory Menu:

    INVENTORY > Physical Inventory

which displays the following screen:

 

Scanning:

Using the bar code scanner, scan the bar code and the information from the bar code will be displayed in the SKU field in the top portion of the screen above.  If the code is found in the Inventory Table the product description will be displayed in the Description field and the cursor is positioned in the Quantity field.

Back tab to enter a repetitive Shelf Location / Note, then tab to the Quantity field and enter the item count.

This is repeated until all items are scanned and accounted for thereby completing your area.

 

Stage:

When scanning is completed, the items scanned are listed as illustrated on the screen below:

The next thing, after everyone has completed their scanning, is to select the Inventory Reconciliation program:

    INVENTORY > Inventory Reconciliation

Click the blue button under Item Filter, Manage Staged Physical Inventory.  The following Manage Staged SMARTScan Data will be display with all of the items scanned including the Workstation, Date and Time Scanned, Scanned Code (SKU) Shelf Location and Quantity.

At this point you can click the Exit button and close the scanned information without losing it. You can also make changes to the line items, including Quantities or deleting lines as shown below.

If you want to delete one or more lines, highlight the lines (holding the Shift key you can highlight multiple lines) and press the Delete Key on the keyboard.  This will remove the highlighted lines from the scanned items.

 

The second button can be used to export the items listed to Excel.

 

Normally, you select the items you want to Post.  You can select them individually or all of them by double clicking the *Selected heading. Once the items are checked that you want to Post to update inventory, click the first blue button Move Selected Items to Inventory Reconciliation.

You are now ready to Post your scanned inventory quantities.

Close:

Before posting, make sure all scanning is completed and the Physical Inventory program is closed.  Closing the Physical Inventory scanning programs will prevent changes during the posting process. 

Post:

The scanned records will populate the Quantity column on the Inventory Reconciliation screen and click SAVE to process.

Keep the checkbox marked that will Create Excel Spreadsheet on Save to provide an audit trail for each Post.

  Questions and Answers

If you have any questions or need support, please contact us at Support@Floralcomputer.com or call 727-483-5306 for assistance.

Problem:  When working with Inventory Reconciliation, you click on the “Get Data from SMARTScan” button.  Your program freezes and a Windows error message appears informing you the SMARTSystem program has closed.

The following error message will be logged in the SMARTSystem log files:

Message:Unable to load DLL ‘rapi.dll’: The specified module could not be found. (Exception from HRESULT: 0x8007007E)

 

Solution:  To use a scanner, the “rapi.dll” file will need to be installed.  A Microsoft program – Windows Mobile Device Center – will need to be installed on the computer that will be using the scanner before it will interface properly with the SMARTSystem.  The Windows Mobile Device Center program may be downloaded at the following link:  https://support.microsoft.com/en-us/kb/931937.

Before downloading and installing the Windows Mobile Device Center software program, verify which type of Windows operating system you are using – 32 bit or 64 bit.  This can be done by going into the Windows “Control Panel” and clicking on “System.”  Download the appropriate version for your operating system.

Once installed, you will see the icon on your Start menu for the software, as shown below:

Should you get the message “Device driver software was not successfully installed,” you may safely ignore it.  The software has installed the rapi.dll file needed to run the SMARTScan function.

The Windows Mobile Device Center still needs to be configured.  Launch the program and accept the License Terms.

If you do not have the scanner attached to the computer, you will see the following screen:

With your mouse, hover over the menu item “Mobile Device Settings.” Click on the “Connections settings” menu item and configure as you see in the screen below:

The scanner will now work within SMARTSystem.

 

 

 

Introduction to SMARTScan

SMARTScan is physical inventory software that was developed for the Motorola MC3190 mobile computing platform. The software was developed to fill the industries need to maintain accurate physical inventory counts and minimize labor costs.

SMARTScan allows the user of the MC3190 to scan the barcode on a product, enter its shelf location, the Quantity, then save the item and move on to the next product.

SMARTScan interfaces directly with the SMARTSystem line of PC Software applications for hand’s free inventory reconciliation.

The layout of the data that is collected by the mobile device is at the end of this document for easy integration with your existing inventory software.

SMARTScan™ V1.2 Operating Instructions

To start SMARTScan:

Turn on the unit
Press the Red button on the lower right corner of the unit

With your Finger or the Stylus:
Tap the “Start Button”
Then Tap the SMARTScan icon.

** If your Mobile Device is equipped with the Motorola App Center you can simply tap the SMARTScan icon to start the program.

 

SMARTScan Operation

After the SMARTScan software is started the following instructions can be followed for to enter Physical Inventory Counts and Locations.

Refer to the figures in the SMARTScan™ Device Screen Reference for visual aids.

Entering Inventory Counts:

The following instructions describe how to enter physical inventory items:

• Enter the product Shelf location
• Repeat until done with Shelf
  1. Scan the barcode
  2. Use the numeric Keypad to enter quantity
  3. Press ENTER on the keypad or tap save button

 

Starting a new Shelf:

These instructions describe how to complete the current shelf and start working with a new shelf:

• Tap New Shelf button
• Enter the product Shelf location
• Repeat until done with Shelf
  1. Scan the barcode
  2. Use the numeric Keypad to enter quantity
  3. Press ENTER on the keypad or tap save button

 

Editing Detail Records / Making Corrections

Follow these instructions to make changes to data stored in the mobile device:

• Locate the item in the Data Grid in lower portion of the screen
• Tap the item you wish to modify with Finger or Stylus
• Edit the desired information by tapping into the field containing the incorrect information
• Press enter in Quantity field or tap Save to complete the correction

CLEAR ALL SCANNED ITEMS

WARNING! Performing this action will PERMANENTLY delete all of the physical inventory records stored in the device.

To PERMANENTLY DELETE all physical inventory data stored in the mobile device follow these instructions:

• Double tap the Data Grid with your finger or Stylus
• You will be prompted twice to confirm
  • See Figure 2 and Figure 3 in the Device Screen Reference
• Confirm both times and data will be cleared
  • See Figure 2 and Figure 3 in the Device Screen Reference

 

SMARTScan™ Device Screen Reference

Overview

This section contains screen shots of the SMARTScan™ device screens for user reference.

Reference Screen Shots

Figure 1:

Main SMARTScan Inventory Screen:

Figure 2:

If a data line is double-tapped the following screen appears to confirm that the user wants to delete all of the data in the device:

Figure 3:

If the user confirms that they want to delete all of the data in the device they are prompted a second time to be absolutely sure that they know all data will be permanently deleted:

 

 

 

SMARTScan™ Programmer Data Schema Reference

How the Data is Stored

The data collected by the SMARTScan software is stored as XML files in the root folder of the device. This is generally denoted as “\” when looking at the device.

All edits and modifications are stored in InventoryQuantities.xml

XML Record Layout (Schema):

The fields contained in each XML record of InventoryQuantities.xml are:

GUID:

Globally Unique Identification Value for the record

 

ScannedCode:

UPC value scanned by barcode reader (note these do not always contain  the check digit from the scanned barcode)

 

Shelf Location:

            The shelf location entered by the user

 

Quantity

The quantity entered by the user

 

DateTimeStamp:

The Date and Time according to the Mobile Device at the time the record was written.