Understanding Bar Codes

Transcription

1 Understanding Bar Codes Contents Source of Document... 3 A Little History... 3 What is a Bar Code... 3 Some Technical Details... 3 How to Obtain a Bar Code... 4 Installing Bar Code Fonts... 4 Creating Bar Codes... 4 Why Use Bar Codes... 4 Hardware Requirements and Options... 5 Wand Scanner... 5 Laser Scanner... 5 Usage... 5 How can I keep track of tools with bar codes?... 6 What are some other creative ways to use bar codes?... 6 Where can we purchase bar code equipment?... 6 Other Tips... 6 Create bar code labels in MS Word... 7 Step Step Notes... 8 Using Bar Codes in Total Office Manager... 8 Special Note... 8 Introduction... 8 You Must Track Inventory... 8 If you track inventory, you must:... 8 Creating Bar Codes... 9 Scanning Bar Codes into Total Office Manager Mr. HVAC LLC. All Rights Reserved. ( * ) Page 1

2 Inventory Label Procedure Inventory Item Alias (alternative part numbers) Introduction Example Step by Step Tips Mr. HVAC LLC. All Rights Reserved. ( * ) Page 2

3 Source of Document This document came from We reserve all copyrights. Our phone number is Thank you for your interest. A Little History The most visible use of bar codes is in the supermarket industry, where it has been in use since They needed a faster and more accurate method of data entry. This was due, in part, to the fact that cashiers were highly skilled people; paid for their data entry speed and accuracy. Automating this process meant that the average person could achieve higher rates of speed and accuracy. Oh yes, and be paid a lot less too. What is a Bar Code A bar code is nothing more than a font or type style; like Arial, Times New Roman, Courier, etc. Bar code fonts are installed on your computer like any other font. If you have a bar code font installed on your computer, you should see it listed in your Fonts list (like from MS Word ). However, bar codes are not free and most computers don t have bar code fonts unless they have been specifically installed. When you install software programs like Flat Rate Plus and Total Office Manager, they add certain bar code fonts to your computer. In fact, you could open MS Word, highlight text and change the standard font to a bar code font. This is what we did in writing this article. Take a look at the two identical sentences below. One uses a 12pt Arial font (top) and the other a 12pt bar code font called Code 39. See The Fox Jump (this is Arial) See The Fox Jump (this is the same phrase in Code 39 bar code font) Some Technical Details As you can see, a Bar Code symbol consists of a series of parallel, adjacent bars and spaces. Predetermined width patterns are used to code the actual data into the symbol. In the case of Code 39, each character consists of 9 segments, five bars and four spaces. Bars and spaces have two sizes. The width of the bars and the number and position of the spaces determines the character. This is the letter a: a Bar codes include a stop and start character. The Code 39 bar codes uses an asterisk ( * ) to tell the scanner when the bar code starts and when it stops. There must also be sufficient blank space around the bar code. This is called the quiet zone. To read information contained in a Bar Code symbol, a scanning device, such as a light pen (or more commonly a wand), is moved across the symbol from one side to the other. As the scanning device is moved across the Mr. HVAC LLC. All Rights Reserved. ( * ) Page 3

4 symbol, the Bar Code width pattern of bars and spaces is analyzed by the Bar Code decoder and the original data is recovered. How to Obtain a Bar Code Bar codes are fonts and they are not usually installed on a computer unless they were part of a software installation that uses them. Bar code fonts may be purchased from and other companies. Installing Bar Code Fonts As mentioned earlier, bar code fonts are sometimes installed when you install software programs that make use of them. You may also buy them and install them yourself. Here is how you install bar code fonts on your computer. Click Start Control Panel Fonts. From the Fonts list click File Install New Font. From there, you navigate to the location of the font file that you purchased and click OK. Creating Bar Codes Bar codes should be printed using a high resolution printer and clean white paper. Most bar codes require no special inks or hardware. Virtually any modern laser printer can print bar codes. The example shown earlier was printed using a standard laser printer. To optimize readability, bar codes should be printed in black on white paper. A font size of 12 or greater is usually recommended. It is also recommended that no more than thirty characters be bar coded. As mentioned earlier, you can enter information into Ms Word and change the standard font to a bar code font. Software programs like Total Office Manager and Flat Rate Plus allow you to print parts lists and other reports with bar codes. Why Use Bar Codes Bar codes are used to speed up data entry and reduce input errors. Labels, forms and other paperwork can contain bar codes. Important fields such as model numbers, serial numbers, invoice numbers, item numbers, and account numbers would be good choices for a bar code font. These bar codes can then be scanned using a variety of bar code scanners Mr. HVAC LLC. All Rights Reserved. ( * ) Page 4

5 Hardware Requirements and Options Wand Scanner Sometimes referred to as a Wand Scanner, Bar Code Wands used to be very popular but are not used much anymore. They resemble a pen and require you to make contact with the bar code. Wands are manually moved across Bar Codes to perform the reading function, hence their classification as "contact" scanners. Laser Scanner Bar Code Laser Scanners are faster and easier to use than Wand or CCD Scanners. The user simply holds the Laser Scanner above the Bar Code, and pulls the trigger button. Laser scanners typically read Bar Codes from near contact to about a 12 inch distance. There are some so called long range scanners that can read up to four feet. That s why they re called "noncontact" scanners. Bar Code Laser Scanners are best suited for reading Bar Codes from a distance, reading poorly printed labels, reading a wide range of label sizes, and reading labels on irregular surfaces. Usage To read information contained in a Bar Code symbol, a scanning device, such as a light pen (or more commonly a wand), is moved across the symbol from one side to the other. As a scanning device is moved across the symbol, the Bar Code width pattern of bars and spaces is analyzed by the Bar Code decoder and the original data is recovered. For example: Place your cursor in a field that accepts characters from a standard keyboard (like a part number field). Next, scan a bar code using a bar code reader. The part number is then entered into the field where the cursor is as if you typed it yourself. The bar code reader does not contain any type of inventory or other information. It is simply an input device no different than your keyboard. Your software must have information about what was scanned. For example, if you are scanning an item number, the software program must have this item number and other details about this item already entered into it. In the contracting industry, there are many simple and productive uses for bar codes. Here are some quick examples: You might print bar codes for all of your inventory items using reusable stickers. When an item is sold, these stickers can be transferred from the item to the back of the invoice or other paperwork. Your office can then scan these bar codes for faster invoicing and job costing. Most items include UPC labels. Universal Product Codes can be programmed into Total Office Manager as Item Aliases. When receiving items into inventory, you could simply scan these bar codes rather than entering each and every item by hand Mr. HVAC LLC. All Rights Reserved. ( * ) Page 5

6 Print bar codes for all of your company assets such as computers, printers, phones, tools, and equipment. At the end of each year you can scan these bar codes for inventory purposes. How can I keep track of tools with bar codes? Bar codes, by themselves, are not the entire answer. You must first have in place a sound policy on tool usage and check out. Here is how you may consider doing it. Identify every tool or other asset that you wish to check out. Using an engraving tool, label every asset and assign it a number. This number can be any number of your choice. We will call it an "Asset Number". Dedicate a secure room that is large enough to hold all of your tools and equipment that techs may wish to check out. Some companies simply wall or fence off an area in their warehouse. Install shelving and other containers as needed. Load this room with your tools and equipment. Place a solid secure door with high quality dead bolt locks. Inside the door, hang a clipboard with a place for technicians to write down the asset number, description, date, and time for the checkout. When a tech wishes to check out an item, they will contact the appropriate person. We will call this person(s) the Asset Manager. They will meet the tech and watch them check out the items. The Asset Manager will be sure that the check out form is completed properly. What are some other creative ways to use bar codes? Create a sheet of paper that contains common things that you enter into your computer and convert that page to bar codes. Examples could include common repairs, parts, slogans, codes, prices, discounts, descriptions, etc. You could even have certain documents printed with bar codes designed to speed data entry. This may include invoices with the invoice number as a bar code. Payment vouches could have bar coded customer or invoice numbers. Where can we purchase bar code equipment? Here are a few helpful links that will take you to some of our favorite places to purchase bar code equipment. Please note that we will not take any responsibility for experience with these companies. Global Computer is a great place to acquire bar codes and hardware. ID Automation is a bit advanced but is a nice place to get a lot of detailed information and highly specialized fonts. Other Tips You may wish to label these assets using a bar code label. You could include a scanner and only use the pad and paper as a backup. For most companies, this is not really needed. The pad and paper will be fine Mr. HVAC LLC. All Rights Reserved. ( * ) Page 6

7 Your Asset Manager may wish to assign keys to others in your office. Here is how to secure this process. Each tech will have a key to one of the locks (the same lock). The Asset Manager's assistant will have a key to the other lock. Both the assistant and the tech must be present to gain entrance into this room. If you have a large company, you may wish to install a buzzer that the tech will ring when they need someone to meet them at the "tool room". Create bar code labels in MS Word This is a bit of an advanced topic. We wanted to include it because QB is such a popular program. Even if you don t use QB, this exercise will still offer a lot of practical information as many programs will be very similar. Step 1 Create a data file (MS Word refers to this as a Data Source) from your accounting or other software program. This will vary from program to program. You may even get a file from your favorite supplier like Hodesco. We have included a sample file called BarCodeSample.txt that contains 30 inventory items. You can use this data file in the following exercise. You may download it here. The rest of this example will assume you are using our BarCodeSample.txt file. You may also skip this entire process and just look at the finished document in Word. Download the bar code labels by clicking here. Step 2 1. Start MS Word. 2. Create the main document in MS Word 3. Click New Blank Document on the Standard toolbar. 4. In Word 2002 and higher, click Tools Mail Merge Wizard Letters and Mailings. In earlier versions, click Tools menu and click Mail Merge. 5. Click Labels and Next (found on left side pane of main document). 6. Click Label Options. In the Product Number selection box, select Avery 5160 and click OK. All the other options should be fine the way they are. 7. Click Next (Select Recipients). 8. Select the Use an existing list option. 9. Click Browse. 10. Select SampleBarCodeData.txt and click OK. 11. In the Confirm Data Source box, select Text Files and click OK. 12. When the Mail Merge Recipients form opens, click OK. 13. Click Next (arrange your labels). 14. Click More Items. 15. Highlight Part and click Insert. 16. Highlight Description and click Insert. 17. Highlight Retail and click Insert. 18. Click OK to close the form. 19. Place your cursor after the Part Number field and press the Enter key on the keyboard. 20. Place your cursor after the Description field and press the Enter key on the keyboard Mr. HVAC LLC. All Rights Reserved. ( * ) Page 7

8 21. Highlight the Part field (part number) and click Format and Fonts. In the Font List, select 39 Tall Text. It should be listed at or close to the top. 22. Click Update all Labels 23. Click Next (Preview your labels). 24. Print your labels (if desired) and check them out! Notes The 39 Tall Text bar code font should have been installed automatically when you opened this document in Word. See tips on inserting merge fields in MS Word help. The Help system has extensive details on how to do everything listed here. We have created a PDF file that looks like your document should if you complete the exercise correctly. By the way, we made it a PDF file because a Word document would require you to have the font on your computer. You may download the document by clicking here. Do not use spaces when creating bar codes. In other words, your part numbers must not include spaces. Be sure to use a dash or underscore if you wish to separate text or numbers within the same string. Using Bar Codes in Total Office Manager Special Note This supplemental section references Total Office Manager software. It was added not only for those who own Total Office Manager but those who own software that might be similar or for those who wish to see the advantage of using software of this type. Introduction Total Office Manager was designed to make the use of bar codes easy. For this instruction guide we will assume that you want to print item labels that include bar codes. The bar codes will be used to speed up the process of data entry such as creating invoices or reordering. You Must Track Inventory You must be using Total Office Manager inventory control. In other words, you need to be using Total Office Manager s Purchase Order and Enter Bill features to order inventory parts that you stock and sell. Your vendor s item numbers will be used when you enter these parts. You must also then select the appropriate part number when creating an invoice. If you track inventory, you must: 1. Select specific item numbers when using Purchase Orders, entering Vendor Bills, and Receiving Items. You can t use catch all items such as Installation Materials Mr. HVAC LLC. All Rights Reserved. ( * ) Page 8

9 2. Use the supplier s part numbers or re label all items with your own numbers. Also see the Total Office Manager help topic called Item Alias. 3. Have all employees write down part numbers on invoices. This must be complete and accurate for tracking purposes. 4. You must enter all items that you do not currently have in your computer system. 5. You must select all item numbers and serialized inventory parts (if applicable) when invoicing. 6. You should look up all items and create a system for employees to check out inventory. 7. You must carefully check in all unused inventory. These are items which are checked out to perform a job, but are not used when the job is completed. 8. All vehicles and warehouses must be checked and counted for inventory parts at least once per year. However, it is recommended that you perform a check four (4) times per year. 9. Purchase Orders should be utilized to track and confirm all purchases. Technicians are then required to contact the appropriate office personnel for purchase approval and to receive a Purchase Order number. This number should be used to reference any purchases made. 10. If part numbers are incomplete or illegible, employees must be contacted for clarification. 11. If tracking multiple warehouses (recommended), you must also receive, sell and transfer inventory by warehouses. (i.e., trucks, stores, warehouses, etc.) 12. You will need to use item transfer slips (or similar documents) to keep track of an employee(s) borrowing inventory parts from different trucks and/or warehouses. Creating Bar Codes After you have set up your inventory parts in Total Office Manager, your next step in bar coding is printing the actual bar code labels. All of the various labels are available from the main menu as shown below Mr. HVAC LLC. All Rights Reserved. ( * ) Page 9

10 Here is an example of what the item label might look like when printed. You have several options such as suppressing the retail price, depending on the label type. Total Office Manager was designed to print to a 30 label sheet (3 labels across and 10 labels down) such as the one shown here. We recommend that you use Avery labels such as item number Avery also offers weather resistant labels (5520). We highly recommend that you consider their Reusable labels. These allow your technicians to peel the labels from the part and apply them to the back of the service invoice. The office can then reapply the labels when the parts are reordered. See Mr. HVAC LLC. All Rights Reserved. ( * ) Page 10

11 Scanning Bar Codes into Total Office Manager All of the major forms that allow the input of inventory part numbers include a Lookup option at the top of the item list. When you click the selection arrow (circled in red) the drop down item list will be displayed. From there, you will see the <Lookup> option. Clicking <Lookup> opens the Lookup form shown below. This form was designed to make the bulk selection or bar code scanning of items easier than working from the regular item list. With this form opened, scan each bar code label using your bar code scanner. Each time an item is scanned; the item will be selected and added to the list on the right hand side. When you are finished scanning your labels, simply click the OK button to close the form and add the scanned items to the invoice or other form Mr. HVAC LLC. All Rights Reserved. ( * ) Page 11

12 Inventory Label Procedure The following is a suggestion on how you might manage the task of ordering, labeling, entering and reordering inventory items using Total Office Manager. 1. A service truck stock list needs to be created. These lists will vary depending on the tech s capabilities and what type of work they do. Tip: Any repair part that you sell four times or more per year should be on this list. Total Office Manager includes a report called Inventory Sales Activity. Once you have been using Total Office Manager s inventory functions, this report will allow you to see what items are being sold (by truck if you wish) and how often. 2. Each truck should be cleaned out and stocked according to this list. Each part is labeled using a reusable bar code sticker. Small items can be placed in re sealable plastic bags and the bag can be labeled. You may include extra labels in the bag. 3. When a technician uses a part, they remove the sticker from the item package and place that sticker on the back of the invoice they plan to turn over to the office. 4. When invoices are entered into Total Office Manager, the bar code stickers are read using a scanner and product data automatically populates the Lookup form as noted above. 5. Stickers are removed from the invoice and placed on an order sheet. These sheets are faxed to your favorite suppliers for reorder and delivery. The best time to reorder is usually Friday. 6. Parts should be delivered on Monday. Stickers are moved from the reorder sheets back to the parts you just received. This is also an efficient way of checking items received against what was ordered. 7. We recommend that you conduct service meetings every Tuesday morning. So on Tuesday morning, as part of your regular meeting, you will hand out the parts that were delivered by your supplier. 8. The entire process starts over again. Inventory Item Alias (alternative part numbers) Introduction Please Note: This feature must be turned on in order for you to see the features mentioned below. To turn this feature on, Click Edit Preferences. Check the Item Alias check box. The item alias feature is used to create multiple item numbers for a single item. You may create alternative part numbers for your customers or vendors. Each part number may have an alternative for each customer and each vendor. The item alias form in Total Office Manager allows you to enter the actual part number that each of your vendors uses. You may also enter part numbers for your customers. Some companies may not wish to reveal the actual part number of what was sold to the customer. The customer could use this information to perform Internet searches for the same part. This could create unfair price objections. The same is true when you create Mr. HVAC LLC. All Rights Reserved. ( * ) Page 12

13 a sales proposal in Total Office Manager. Using item aliases allows you to reduce the likelihood of price comparisons. This feature is also handy when you want to create your own part numbers and also use the vendor's part number when ordering. Example You sell a two pole 30 amp ITE style breaker. You normally buy this breaker from several different vendors; each vendor has their own part number. You can enter a default part number using the part number from the most likely vendor or you may create your own logical part number. A logical part number might be BKRITE302. Here is how the part number breaks out (this is the nomenclature). BKR = Breaker ITE = ITE Style 30 = 30 amps 2 = 2 poles Here are two other examples of logical part numbers: MRT050115D ELS90630 The first item number is for a 1/2HP 115 volt direct drive motor. The second is a 6" 90 degree 30 gauge sheet metal elbow. I bet you can see the logic behind each character in the part number. When you print your invoices, purchase order, estimates and certain other documents, you will have the opportunity to select whether you display the item alias or the default part number. Step by Step 1. Before you get started, be sure that the item alias feature is activated in the Preferences form (click Edit Preferences Other Defaults). 2. From the part list (click Customers Invoice Item List), locate the part that you wish to add aliases to and open the form. 3. Click the Item Alias button (you may need permission to do this) to open the Item Alias form. 4. You should see a list of vendors and customers. You will also see a field to enter an alternative part number. 5. Enter item numbers for each customer or each vendor as needed. If you wish to use the same item number for all customers, use the Apply to Selected feature (see tips below) Mr. HVAC LLC. All Rights Reserved. ( * ) Page 13

14 Tips 1. The Apply to Selected feature allows you to enter a single item number, highlight one or more customers or vendors, and, with a click of a button, apply that item number to all of the selected records. 2. Not all item types will include the item alias feature (Example: Sales Tax Items or Sales Tax Item Groups). 3. You can use the Advanced Find feature (click Edit Advanced Find) to search for item aliases. 4. Use item aliases to allow for easy ordering of the same part from different vendors. 5. Use the item alias feature to prevent customers from obtaining the part number and ordering parts without you. 6. When creating a sale, invoice, purchase order, estimate, etc., and you wish to lookup a part number by its alias, use the Lookup feature found at the top of the Item List selection (the drop down list of items in the item grid area). 7. Note: You must have a customer: job selected before the lookup form will display aliases Mr. HVAC LLC. All Rights Reserved. ( * ) Page 14