This video will provide instructions for creating an order using the Order Entry program. Click on the “Play” icon to start the video.

 

This video will provide instructions for looking up inventory using the Product Lookup program. Click on the “Play” icon to start the video.

 

This video will provide instructions for doing a physical inventory using the SMART Scan program. Click on the “Play” icon to start the video.

 

This video will provide an overview of how to use SMARTScan Tools. Click on the “Play” icon to start the video.

 

Purpose

This document will describe the steps to take to make SMARTScan Tools print labels.  This is primarily a security configuration document.

Making Price Lookup Print

This document assumes that the SMARTScan tools is already installed and working on the server that you want to be able to print the labels from.

The key to allowing the web app to print to a printer is permissions.

The following permissions must all be set for the same user, preferably a user with Administrator permissions since I’m no sure what permissions actually allow access to printers and the required security settings.

In this document I will use the FCSAdmin user since it is not the default Administrator account which will be disabled by security conscious admins but we typically get Administrator privileges assigned to it for our use.

First, make sure that the Application Pool for the SMARTScan Tools is running as the account you intend to use.

1. Open IIS (7 or higher)
2. Expand the node for the server
3. Click Application Pools
   1. Find the Application Pool for SMARTScan
      
   2. Click it once to highlight it
   3. Then select “Advanced Settings” from the right side
      1. In Advanced settings you will need to set the Identity under “Process Model” to the user (FCSAdmin) and give it a valid password to work with. This will be set to application pool identity by default.
      2. Click OK to save after setting the correct identity
   4. Click Stop on the right side of the screen to stop the SMARTScan application pool
   5. Wait about 20 seconds (to give the app pool time to stop) then click Start
4. Click Sites
   1. Select the SMARTScan site to highlight it
      1. Login to the Operating System as the user you intend to use for the permissions below.
      2. Click “Basic Settings” on the right side
         1. Click Connect as
            1. Set the user account to connect as to the user you want to run as (FCSAdmin) and give it the correct password.
            2. Click Ok
               
         2. Click Test Settings
            1. Make sure you get 2 green checkmarks
               
            2. Repeat steps 4.a.ii.1 and 4.a.ii.2 until you get green checkmarks here
5. Close the IIS management interface
6. Open the Devices and Printers interface
   1. Make sure it is the REAL Devices and Printers screen.
      1. Go to Control Panel (not settings) and click Devices and Printers
      2. Connect to the printer
         1. If the printer is local – Install it normally
            1. Make sure the user has FULL permissions to the printer and the Printer in the Print Server settings (add and check all the boxes that can be checked.) See details under #4 below for instructions if needed.
         2. If the printer is remote and on a domain
            1. Find it and install it normally
            2. Make sure the user has FULL permissions to the printer and the Printer in the Print Server settings (add and check all the boxes that can be checked.) See details under #4 below for instructions if needed.
         3. If the printer is an IP printer – install it normally
            1. Make sure the user has FULL permissions to the printer and the Printer in the Print Server settings (add and check all the boxes that can be checked.) See details under #4 below for instructions if needed.
         4. If the printer is remote and shared by a workstation that is NOT on a domain
            1. You must make sure that the user you are configuring everything for on the server has permissions on the PC that is hosting the shared printer
               1. Logon to the PC sharing the printer as the local administrator for that PC (whatever account that may be)
               2. Go to Control Panel (again not settings)
                  1. Go to Administrative Tools
                     1. Go to Computer Management
                        1. Go to the Local Users and Groups node
                        2. Create Credentials for the same USER with the same password you are using on the server. For Example: FCSAdmin / 302Mustang
                        3. Assign the new user to the Administrators group
                        4. Make sure the user’s password will not expire
                  2. Go back to the main control panel window
                  3. Open the Devices and Printers panel
                     1. Find the printer that is being shared
                     2. Right click it and select “Printer Properties”
                     3. Click the “Security” tab
                     4. Add the new user you just created to the list of users in the security panel.
                        1. Check every box (except the bottom one – you cannot check it)
                     5. Click Ok to accept the changes and close the printer’s security panel
                     6. Close the printer properties screen
                  4. Make sure that the printer is still selected and click “Printer Server Properties” along the top border of the area where the printers are shown.
                     1. Add the new user will full permissions to the printer server security properties.
            2. On the server – Install the remote printer
               1. Repeat steps 4.a.ii.2 through 4.a.ii.4 on the server
               2. Do a test print from the SMARTScan Tools -> Price Lookup program. Confirm that the label prints to the correct printer.
               3. Log out of your session on the server.
               4. Test printing from the SMARTScan Tools -> Price Lookup program on a mobile device while the server’s console is logged off.
               5. This worked for me on a 2008 R2 server and windows 10 PC not on a domain.

SMARTSystem Management Training Series

Training Session #7A – SMARTSystem Inventory Reconciliation

Purpose:   How to use Inventory Reconciliation.

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

Inventory Reconciliation – A process of updating the computer with physical inventory counts.

Data Grid – Is a type of display screen used with Inventory Reconciliation.

On-Hand Inventory – Inventory in the computer that represents what is in the cooler/warehouse. On-Hand includes the On-Hold quantity.

On-Hold – An inventory quantity set aside in the computer and removed from the Available Inventory for sale by the sales staff.

Available Inventory – On-Hand Inventory less On-Hold Inventory is the Available Inventory for sale.

Sales Orders – A Sales Order contains product scheduled for delivery to the customer.  All products on a sales order have been removed from the On-hand inventory in the computer and ready for delivery/shipping.

Pre-book Orders – A Pre-book represents product scheduled for future delivery and these products have not been removed from the On-Hand inventory in the computer.

Invoiced Orders – Sales Orders invoiced for delivery to the customer.

Pre-packs – Products in the cooler that have been packed and staged for delivery/Shipment. This needs to be counted if using the “Subtract Open Orders from Quantity” option in Inventory Reconciliation.

Cooler Count – Quantity of product in the cooler that is not invoiced and would not include Pre-packs.

Open Orders – Products on Sales Orders (not invoiced) that have been removed from the On-Hand Inventory Balance.

Quantity – Cooler count quantity used on the Inventory Reconciliation Screen which is uploaded from an Excel spreadsheet or scanning device or entered by hand.

Net Avail – Net Avail (Available) is the Cooler Count, less Open Orders. This is will be the new On-hand Inventory quantity after reconciliation.

Auto-Hold – This is a special Growers process usually run by the Sales Manager to reserve products for fulfillment of Pre-book orders. This is reserved by putting the products On-hold through the date selected in the program. Wholesalers use Pre-Book Allocations to obtain this result.

SMARTScan – Is a specially written series of programs that run on the Motorola MC-3190 hand-held barcode scanner below.  These programs directly integrate with the SMARTSystem and can operate in a wireless environment.

Overview:

The purpose of this document is to detail how to create multiple Excel worksheets that can be used for physical inventory cycle count without causing conflicts during the reconciliation process.

Note: This process is designed to work with a handheld scanner and this procedure defines how to use it manually without the scanner.

Select Inventory Reconciliation by using the following Menus:

                   INVENTORY > INVENTORY RECONCILIATION

Creating Worksheets for Inventory Counts:

To create a worksheet of inventory records, open the Inventory Reconciliation program and click the Manual Reconciliation check box:

After the Manual Reconciliation box is checked ALL of your inventory products are automatically selected and displayed or you can identify specific products from the options provided (Category, Item, etc.):

Confirm selection for specific products then click the Find button to populate the data grid.

 

After you have clicked the Find button, click the Create Excel Worksheet button to create the spreadsheet that will be used for entering your physical inventory counts.

When you click the “Create Excel Worksheet” button the following screen will appear:

NOTE: The “Export to Excel” button will only appear if your computer has Microsoft Excel installed.

Click the “Export to Excel” button to save the Excel Worksheet to your hard drive. 

The Excel file is created as an Excel file in XML format.  Older versions of Microsoft Excel may not be able to read this format.

You are now ready to enter your inventory into your new spreadsheet.

Capture you inventory count for this cycle and when complete go to the next step.

Safely Recording Inventory Data:

This section will describe how to safely import the Inventory Records using Inventory Reconciliation and the Excel spreadsheet created using the procedures defined in “Creating Worksheet Records” above.

Before executing this procedure, please confirm that there is no inventory receiving activity being run on any other workstation.

To safely reconcile the inventory data follow these steps:

Make sure that the Excel Spreadsheet containing the data you intend to bring into Inventory Reconciliation is copied onto the computer that is going to run the Inventory Reconciliation before you start this procedure.

Open the Inventory Reconciliation program and click the Manual Reconciliation check box:

After the Manual Reconciliation box is checked select the inventory being processed from the options below, as done in the create worksheet section above:

Confirm selection for specific products then click the Find button to populate the data grid.

Click the “Get Data From Excel” button to select the Excel or Excel XML file that contains the inventory data to be reconciled.

The file selection dialog will allow you to navigate to the file containing your inventory records.  If you are importing from an Excel XML file you will need to change the file type to “Excel XML all version” in the file type selection drop down in the file selection window.

Select the file you want to reconcile and click Open:

After you click Open, the following screen will be displayed indicating how many records were found in the file you selected.

If there is a product code in the import file that is inactive or invalid in the SMARTSystem inventory table the following message will be displayed:

All products that are inactive or invalid in the SMARTSystem will be added to the exception report that is displayed after the file is completely loaded.

After the file is completely processed an exception report will be displayed along with a dialog box indicating how many records were processed. The number of records processed includes records on the exception report and records that were successfully matched to the active inventory.

 

The exception report shows all of the products found in the file that could not be found in the SMARTSystem database. These products will need to be corrected (modified) in order for them to be reconciled.

After the import process is complete you can easily check the quantities that were imported by sorting the inventory data grid by the Quantity column in descending order.  To do this, click the Quantity Column Header twice to bring all of the numbers to the top of the list.

Once you are satisfied with the inventory quantities, and you are 100% sure that no one is running Inventory Receiving or Reconciliation. Click Save to reconcile the values in the list.  Blank Quantities are ignored.

Once the Excel Spreadsheet has been imported into the Inventory Reconciliation program you must click SAVE to update the inventory quantities. If you do not click save, no adjustments will be made to your inventory.

When SAVE is selected a copy of the data before processing will be saved on an excel spreadsheet.  The spreadsheet will be saved automatically in C:\WFSDATA\Excel with a file name

Inventory Reconciliation – MM-DD-YYYY_HH-MM.xlsx

Note: Excel is installed on the PC you are using

Subtract Open Orders from Quantity:

This feature was added to provide a way to compensate for product that is in the cooler and being counted, but already sold on sales orders.  The reason this was done is that when a Sales Order is created in the SMARTSystem the product is immediately removed from inventory; however, some of our users do not pick the order the same day it is entered.  This creates a condition where some of the inventory in the cooler is not shown in the SMARTSystem.

To handle this condition the “Open Orders” column was added to show the quantity of each product that is currently on Sales Orders that have not yet been invoiced.  The “Subtract Open Order From Quantity” feature was added to subtract the quantity of product on sales orders that have not been invoiced from the physical count entered into the Inventory Reconciliation program.

This feature is selected by checking the “Subtract Open Orders From Quantity” box:

When this box is checked a new column is displayed to show the New Available quantity that inventory will be set to after subtracting out the Open Orders. This will become the new “On Hand” quantity when the Save button is clicked and the inventory is reconciled.

Explanation of this example:

There are currently 10 on hand and 16 on open orders.  This means that there 10 units available for sale before the reconciliation and 16 items that have been sold but are not yet invoiced.  When the “Subtract Open Orders From Quantity” box is checked the value of 16 will be subtracted from the quantity entered into the Quantity box to yield the correct New Quantity Available to sale (26 – 16 = 10).

Add Quantities to Available Balance:

This feature was added to allow the Inventory Reconciliation program to be used for bulk inventory receiving.

Effective June 13, 2013 you are allowed to enter a negative quantity, for example “-25”

To use this feature check the “Add Quantities to Available Balance” box:

When this is checked all quantities entered will create new receiving lots for the product.  After checking the box simply enter the quantity of each product that needs to be added to inventory and click SAVE.  This will increase the available quantity by the amount entered into the quantity box.

“Subtract Open Orders from Quantity” feature is disable when “Add Quantities to Available Balance” is checked.

Manage Staged SMARTScan data:

This feature was added to provide a way for SMARTScan users to preview and modify the data collected by the SMARTScan software before reconciling it into the live inventory.

This feature is now a mandatory step between retrieving the data from the SMARTScan devices and reconciliation. 

The SMARTScan procedure has been changed as follows:

1. Cradle the SMARTScan device.
2. Click the “Get Data from SMARTScan” button
3. Respond to this prompt

   

   1. Clicking “No” will cancel the operation
   2. Clicking “Yes” will cause the SMARTSystem to communicate with the SMARTScan device and retrieve its Inventory Data.
   3. This step can be repeated for each SMARTScan device and all of the data from the SMARTScan devices will be stored in the Staged SMARTScan Data table to be managed when you are ready
4. After the SMARTScan data is collected from the device it is then stored in a Staging area to be reviewed and edited before being reconciled.

   

   1. This data can be edited, saved and recalled at a later time.
   2. All fields on this screen can be modified by the user.
   3. Rows can be deleted by selecting the row and pressing the delete key.
   4. ONLY the rows that are marked as “Selected” will be brought into Inventory Reconciliation.
   5. After making changes the user can choose from the following buttons:
      1. “Save Changes” to save the work they have done
      2. “Exit” to exit the program without saving changes
      3. “Export to Excel” to create an Excel Spreadsheet from the Staged SMARTScan Data in its current form.
      4. “Move Selected Items to Inventory Reconciliation” to import all “Selected” records into the Inventory Reconciliation program to be reconciled when the user clicks the “Save” button in the Inventory Reconciliation program.
         1. Note – this process purges the Staged data at when it is clicked clearing the system to be ready for the next Inventory Reconciliation Cycle
         2. The user is presented with a final opportunity to modify the data in the Inventory Reconciliation program before clicking “Save” to reconcile the inventory from the SMARTScan devices.

Questions and Answers

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

Purpose

The Purpose of this document is to provide clear instructions about how to configure the Zebra TC25 Android Barcode Scanner for use with our SMARTScan Tools.

Instructions

This section will provide instructions for each configuration item that has to be addressed in the TC25 so that it will work properly with the SMARTScan Tools

 

Changing the Display Size Setting:

The first item that has to be addressed is the screen resolution. The default configuration for the device is to use a 320 pixel wide screen.  The Display settings need to be changed from large to small in order for the SMARTScan Tools to fit properly on the device’s screen:

You will need to swipe up on the “carat” character between the desktop icons and the lower row of icons to go to the all apps screen.

You will need to scroll through the list to find the settings icon:

Scroll down in the Settings until you see the “Display” settings option:

Scroll in the display options and select “Display Size”. This will initially report “Large” under Display size:

Change the display size setting from Large (Default) to Small by moving the slider from right to left:

• This completes the display size setting section of this document.

 

Correct the UPC Scanning Properties

By default the Zebra TC25 barcode scanner does not return leading 0’s and the trailing check-digit for UPC formatted bar codes.

The following procedure will need to be done for all UPC barcode formats. The specific items that need to be modified will be defined in this document below:

You will need to swipe up on the “carat” character between the desktop icons and the lower row of icons to go to the all apps screen.

Tap the “Datawedge” icon on the first screen of icons in the all apps list:

In the Datawedge app.  Tap Profile 0 (default)

Scroll down and tap “Decoder Params”

The following procedure will need to be done for the following barcode formats:

1. UPCA
2. UPCE0
3. UPCE1

Please locate each one of these barcodes in the list and apply this procedure to each one of them.

Tap the barcode type to set the parameters:

Confirm that “Report Check Digit” is Checked:

Set Preamble to Preamble Sys Char

Repeat this procedure for UPCA, UPCE0 and UPCE1.

 

The Zebra TC25 is now fully configured to work with SMARTScan tools.

 

You can return to the device’s home screen.

 

• Connecting the device to your WI/FI is not covered by this document.

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.