AUTOPOWER WAREHOUSE MANAGEMENT SYSTEM BARCODE MODULE USER GUIDE

Transcription

1 AUTOPOWER WAREHOUSE MANAGEMENT SYSTEM BARCODE MODULE USER GUIDE

2 Copyright Notice AutoPower Corporation makes no warranty of any kind with regard to this material, including, but not limited to, the implied warranties of merchantability and fitness for a particular purpose. AutoPower Corporation shall not be liable for errors constrained herein or for incidental or consequential damages in connection with the furnishing, performance, or use of this material. The software described in this document is furnished under a license agreement or on disclosure agreement. The software may be used or copied only in accordance with the terms of the agreement. This document contains proprietary information, which is protected by copyright laws. All rights are reserved. No part of this document may be copied, reproduced, transmitted, or translated into another language in any form or by any means, electronic or mechanical, for any purpose, without the express written permission of AutoPower Corporation. The information contained in this document is subject to change without prior notice. Companies, names, and data used in examples herein are fictitious unless otherwise noted. Other product names mentioned herein may be trademarks or registered trademarks of the respective companies. MS is a trademark of Microsoft Copyright AutoPower Corporation. All rights reserved. Printed in the United States of America. 400 Technology Park Lake Mary, FL Ph Fax: P a g e

3 TABLE OF CONTENTS Hardware Needed... 5 Training Objectives... 6 System Overview... 7 RF Scanner Overview... 8 Maintaining the RF Scan Gun... 8 Scanning... 9 How can I turn down the beeping noise (volume) when I scan a part?... 9 How can I turn up the beeping noise (volume) when I scan a part?... 9 Stylus Loggin On Main Menu Stock Inquiry Po Receiving Receive a PO Post PO Receiver via the RF Scan Gun Printing Product Labels Assign BC to Part# # Assign BIN to Part # Create/Edit PO Add to a PO Physical/Cycle Counts Menu RF Scan Gun Cycle Counts Physical Inventory Recording your counts via the RF Scanner Gun Print Exception Take Sheets Print Physical Inventory Variance Report Reprint Take Sheets w/minimum Variance Post Counts to Inventory Stock Adjustments P a g e

4 Stock Relocation Edit/Review Batch Stock Relocation Put Away Stock Relocation - Post Bin Shortages P a g e

5 HARDWARE NEEDED Wireless Access Point (WAP) Motorola AP5131 Symbol MC9090-G Series 9000 Plus Charger/Cables Remote Power will be located in a small box along with the WAP. If the WAP is mounted on the ceiling you will need an extension to the floor so you would need to use this Remote Power Equipment. Network Layout: (IP ADDRESSES ARE EXAMPLES) you will need to use Internal IP addresses. Illustrations are just to designate that the Subnets must match etc. Switch/Controller Single Slot Cradle with Spare Charging 4 Slot Battery Charger 5 P a g e

6 TRAINING OBJECTIVES The purpose of this workbook is to help you master the basic elements of RF Barcode Scanning. It is designed as a self-help tool, consisting of step-by-step explanations and examples. Fill-inthe-blank and multiple-choice exercises will follow each topic. This will help emphasize the knowledge necessary for successful use of the Bar Code technology in your warehouse. You are encouraged to use this training book in combination with your AutoPower applications database, or by using the examples in this workbook. However, all the examples may not be hands-on. I will let you know what these hands-on examples are when we get to them. In combination with this workbook, you will use a PC RF Scanner to follow along with the exercises in this workbook. When you have completed the exercises in this Workbook you will be able to complete all the modules below accurately. You will be measured by completing short fill-in the blanks or multiple-choice questions at the end of each lesson. Tasks Understanding Manual/Automatic Modes on the RF Scan Gun Understanding Stock Inquiry Manual/Scan Input Receive PO using the RF Scanner Manual/Scan Input Printing Product Labels Assigning Bar Codes to Part Numbers Assigning Bin Location to Part Numbers Creating/Editing a Purchase Order from Scan Gun Performing a Physical Inventory/Cycle Count using Scan Gun 6 P a g e

7 SYSTEM OVERVIEW Before we get started there are only a few areas of the system that the Escape key, Backspace key, Space Bar and the Delete key can be used. When we get to these areas of the application they will be pointed out to you. These keys cause control characters in some of the data records and should not be used except where we tell you they can be used. Recording information manually is often one of the most time-consuming and inaccurate functions performed in the warehouse. While there are a number of traditional ways of capturing information, the problems with these methods are the time it takes to record the information, the cost it takes to translate the information and record it, and the risk of errors in manually counting and receiving. Radio frequency scanner software enables you to record the data into the system while still in the warehouse. By using its unique scanning feature, the risk of errors by manual entry is greatly reduced. 7 P a g e

8 RF SCANNER OVERVIEW How can the RF Scanner Gun read a Barcode? Actually, the scanner doesn t read the black bars on a barcode. The scanner has a laser which projects a beam; the beam is then moved across the barcode, usually through reflecting the laser with a multi-faced mirror which is rotated by a motor. The laser bounces off the white spaces between the bars on the barcode, and is picked up by a light receptor within the unit which converts the light to a digital signal that the computer can read. To Perform a Warm Boot on the Motorola MC Press and hold the red power button usually after five seconds until warm boot is displayed. To Perform a Cold Boot on the Motorola MC9090: Resets the OS settings, restores the network adapter, etc. (but clears all profiles) 1. Press the primary battery release on the RF Scanner to partially eject the battery 2. On an MC9090-G, while the battery is partially released, simultaneously press and release the trigger and the power button. 3. Push the battery to fully re-insert it into the RF Scanner. A click can be heard as the battery is fully inserted. 4. The RF Scanner will perform a cold boot and be initialized. MAINTAINING THE RF SCAN GUN Protect the Scan Gun from extreme temperatures. Do not leave it on the dashboard of a car on a hot day, and keep it away from heat sources. Do not store the Scan Gun in any location that is extremely dusty, damp or wet. Use a soft lens cloth to clean the Scan gun. If the surface of its screen becomes soiled, clean it with a soft cloth moistened with a diluted window-cleaning solution. Take care not to scratch the screen on the Scan Gun. When working with the Scan Gun, use the supplied stylus or plastic-tipped pens intended for use with a touch-sensitive screen. Never use an actual pen or pencil or other sharp object on the surface of the Scan Gun. The touch-sensitive screen of the Scan Gun contains glass. Take care not to drop the Scan Gun or subject it to strong impact. Periodically replace the rechargeable Li-ion battery to ensure maximum battery life and product performance. Battery life depends on individual usage patterns. 8 P a g e

9 SCANNING To scan a barcode point the scan window at the label and press the trigger on the RF Scan Gun. The scan window must have a clear view of the barcode for it to be read successfully. Hold the RF scanner so that the red scan beam crosses the entire barcode horizontally. The Scan LED light changes from red to green when the RF scanner beeps, indicating a successful read. To ensure optimum scanning ability, avoid touching the scan window and keep barcode labels free from smudges and stray marks. How can I turn down the beeping noise (volume) when I scan a part? Hold the blue button and press the letter M on the scan gun. This will turn down the volume of the beeping on the scan gun. How can I turn up the beeping noise (volume) when I scan a part? Hold the blue button and press the letter H on the scan gun. This will turn up the volume of the beeping on the scan gun. How can I Enable or Disable the character key repeat on the RF Gun Keyboard for model Motorola Mc9190 RF Gun? From the Bar Code Menu on the RF Gun, type in the letter T to drop to TCL An Options Button is shown on the top left corner of the screen Tap the Options button> My Device Icon> Control Panel Icon > Keyboard Icon The Keyboard Icon will display a window with the Repeat Tab Tap the Repeat tab > Tap the checkbox to Enable or Disable the Character Repeat 9 P a g e

10 STYLUS To remove the stylus, pull the stylus cord down and outward to remove the stylus. Use the stylus for selecting items and entering information. The stylus functions as a mouse. Tap. Touch the screen once with the stylus to press option buttons and open menu items. Tap and Hold: Tap and hold the stylus on an item to see a list of actions available for that item. On the pop-up menu that appears, tap the option to perform. Drag: Hold the stylus on the screen and drag across the screen to select text and images. Drag in a list to select multiple items. Command Bar on the display screen. 10 P a g e

11 LED Indicators on Scanner The large yellow button will scan the barcode. It performs the same action as pulling the trigger on the scanner. 11 P a g e

12 LOGGIN ON Use the user name and password assigned for the RFGUN to logon to the AutoPower System. If you do not know the user name and password for the RFGUN please see the System Administrator so that he can inform you of the login. Using the RFGUN will require a user s license in Universe be available. Normally, if your location is a one branch location, the user name is rfgun and the password is rfgun. If you are a multi-branch location the user name would be rfgun1 and the password of rfgun1. If the account name that is displaying is correct press ENTER. You may not see the Account name on your screen if your user profile is setup to default to the account that you are logging into. The following user login screen will display. Type in your Operator Number and press Enter. You are greeted either by Good Morning or Good Afternoon followed by the operator s name. 12 P a g e

13 MAIN MENU The Main Menu for the RF Scanner Program is illustrated below. To select a menu option, use the numeric keys to move around the menu. 1. Stock Inquiry: This option leads to the Stock Inquiry Program. When scanning part numbers the Stock Inquiry program shows the Description, QOH, QOO, AVL, and BIN Location for the part number. 13 P a g e

14 2. PO Receiving: This option leads to the PO Receiving Menu. 3. Physical Counts: This option leads to the Physical Inventory and Cycle Counts Menu. 14 P a g e

15 4. Stock Relocations: This option leads to the Stock Relocation Menu. The Stock Relocation menu contains the Stock Pull, Stock Transfers and Stock Post/Update options. 5. Print Labels: This option leads to the printing Part numbers and Bin Labels Menu. 15 P a g e

16 STOCK INQUIRY The Stock Inquiry allows you to view parts information that from the inventory file. To select Stock Inquiry from the Main Menu,type in the menu option number. It is not necessary to press Enter. Stock Inquiry Screen Field Descriptions: PNO - Part number: At the part number field scan the bar code label on the part number this screen will show inventory data pertaining to the part number. You can manually key in the part number in this field. Part Number field Scan or manually enter in the part number. Part Number Field DSC - Description: After scanning or manually entering the part number the description field will be populated if the part number exists in the inventory master. 16 P a g e

17 QOH - Quantity on Hand: If a quantity on hand exists, this field will be populated with the quantity amount on hand. If there is no QOH then a zero will display in this field. AVL - Availability: The available quantity will populate this field when scanning the barcode. QOO - Quantity on Order: The Quantity on Order field will show the quantity of this part number that is currently on open Purchase orders. AVG - The average sales for the part number based on the sales over the past 12 months will display in this field. BIN - Bin Location: The Bin Location will display the bin location. If the word more displays to the right of the number, this is an indication that this part is located in multiple bins. To view the quantities in the other bins, use the B option (see below). Pricing and Alternate Part Numbers will also display on this screen. Options: Enter/Scan Part #/L/B Enter- Type in the Part number Scan Scan the Part number with the RF Scan gun. L Option to Print Barcode Labels. You will be prompted to enter the number of labels to print. B Option to view the multiple bin locations. 17 P a g e

18 The default number of labels to print will be the present QOH. The next prompt will be to enter in L for large labels or S for the small label sizes. 18 P a g e

19 B Option to view the multiple bin locations for the part number being displayed. The +more option is indicating multiple bin locations. Typing in B will allow you to view multiple bins that are associated with this part number. Part number TVH is located in 3 bin locations followed by the QOH in each bin. 19 P a g e

20 Let s stop here and do a review. Quiz #1 Questions? 1. Stock Inquiry will allow you to view parts information in the. 2. Stock Inquiry will contain the description, QOH, QOO, AVL, BIN location for the part number entered manually or scanned. True/False 3. In the part number field in Stock Inquiry you can manually type in the barcode number or part number. True/False Match the Term on the left with the statement on the right that best describes what the abbreviated term means. AVG BIN Option to Print Barcode Labels. You will be prompted to enter the number of labels to print. Option to view the multiple bin locations. QOO AVL L B Availability: The available quantity will populate this field when scanning the barcode. Quantity on Order: The Quantity on Order field will show the quantity of the part number that is currently on open Purchase orders. The average sales for the part number that is being scanned will display in this field. Bin Location: The Bin Location will display the bin number for the part number being scanned. If the word more displays to the right of the number, this is an indication that this part is located in multiple bins. To view the quantities in the other bins, use the B option (see below). 20 P a g e

21 PO RECEIVING The PO Receiving option will allow you to receive parts into the inventory master file. The RF scanner operates in two modes for the receiving and bin activities: automatic and manual. In most cases it is recommended you use the automatic scanning feature of the RF scanner since it is generally faster and more accurate than manually entering data using the key pad. In any bin activity, when you use the automatic mode, each scan counts one part. The system automatically accepts the count without confirmation. In manual mode, however, you must key in the quantity. You can determine the scanner s current mode by looking in the top right corner of the screen: A indicates automatic mode, while M indicates manual mode. Enter 2 to choose the PO Receiving Menu Select Receive PO option. 21 P a g e

22 RECEIVE A PO This option will allow you to receive the parts into inventory on an issued purchased order. RF Scan Gun processes will be in the manual mode and not automated scan mode when you see the letter M. Field Descriptions: PO # - Type in the PO # that you are receiving parts on. After PO # has been entered the Supplier s name and issued date of the PO will display. If you enter in an invalid PO #, the message PO DOES NOT EXIST will display on the screen. If the PO has not been issued, you will see the PO NOT BEEN ISSUED display. You will need to issue the PO from a PC/Terminal station before you can receive against the PO. If the PO has been fully received, the message PO FULLY RECVD will display. If the PO is a multi-branch PO you can t receive it in via the RF Scan gun, the message PO IS MULTI-BRANCH PO number will display on the RF Scan gun. 22 P a g e

23 RCV DATE: The receive date will default to the today s date it can be changed. You can type over this date with the date the PO is being received. Press Enter. SHIPPER #: Type in your shipper number. Press Enter. 23 P a g e

24 PNO Enter the part number or Scan the barcode of the part number. If the part number is not on the PO or if there is no barcode related to the part number, you will be taken to the Barcode screen to update the part number with a valid barcode. If you are in manual mode and you would like to switch to Auto mode type in an A in the PNO field. This will allow you to scan the bar code of the part to be received on this PO. Scan the part number or enter the barcode of the part number. If the Part number is not on the PO that you are currently receiving then you will be prompted to Press ENTER-key and Assign a Barcode or type in the letter A to add the part to the PO without creating a barcode for it. 24 P a g e

25 Options: Part # - Scan in each part that is being received in Auto Mode. Type in the part number being received if in manual mode. A Auto Mode M- Manual Mode O List parts on the Purchase Order P Print Receiving Journal X Exit the Receiving PO screen Type in Y to assign a barcode to the part number that you are receiving into stock or type N to not assign a barcode. 25 P a g e

26 Situations may arise when the scanner does not recognize a barcode. There are a few reasons why this may occur; the part may be a recent addition to inventory that does have a barcode assigned, the supplier may have changed the barcode for the part, or the supplier may be using more than one barcode for the part. When a barcode that has not been updated into the system is scanned or manually entered, the RF scanner beeps briefly displaying OK to Add? Y/N? After answering Y you will be prompted to enter in the Part Number associated with the Barcode. If you answer N the cursor will return to the BCD field. You will be prompted to rescan the BarCode or type in the letter C to Create the barcode. 26 P a g e

27 To create a new barcode in the system, type in the letter C and press Enter. If the Barcode exist for a part number, you will be prompted to delete the barcode. Deleting the barcode will allow you to delete the incorrect barcode and scan in the correct barcode related to the part number. L) Print a Label for the barcode. 27 P a g e

28 If you are authorized to add a part number to a PO that was not on the original purchase order and a barcode is scanned and the part number is not on the PO # that is being received, you will be prompted to ADD IT Y/N?. DSC: - the description of the part number will display after the part number has been scanned or manually entered. If in manual mode, type in the part number. 28 P a g e

29 ORD: The purchase order quantity will display for the part number that is being scanned or manually entered. RCV: Type in the quantity being received. If the quantity being received is larger than the quantity that is on the purchase order, a prompt will display and overshipment? If this an overshipment answer Y for yes, if not an overshipment answer N for NO and then enter the correct quantity. In the example below, I typed in 5 as the quantity being received but on the PO the quantity ordered was 1. Prompted for an Overshipment, Y/N? Typing in Y will allow you to receive in the overshipment. Typing in N will allow you to go back to the RCV field and enter in the correct quantity that is actually being received. 29 P a g e

30 Superceded Parts being received via RF Scan Gun If the part has been superceded by another part #, type in S and press Enter. You will be prompted to enter the new superceded part number and press Enter. 30 P a g e

31 After you have finished receiving all parts, press enter on the part number field, to proceed to printing the purchase journal. Typing in N will take you back to the PO Receiving screen. You can enter in the PO # again and continue receiving. Type Y to print the Receiving Journal and then type your Operator number. 31 P a g e

32 The Receiving Journal must be printed prior to posting. You will then be prompted to start receiving in parts for your next PO. 32 P a g e

33 POST PO RECEIVER VIA THE RF SCAN GUN If the option to Post a Receiver from the RF Scanner has been activated on your system you can Post the receiver from the RF Gun, otherwise, you will need to go back to a PC/Terminal station and post the receiver. Example of Posting the Receiving from the RF Scan Gun is shown below. Type in P to post the receiver or type in H to place the receiver on hold so that it can post at a later time. In this example, the PO was placed on Hold to be posted at a later time. In this example, the PO Receiver was posted. 33 P a g e

34 PRINTING PRODUCT LABELS When a PO is received into stock, the parts may need a product label printed. This program will print labels for products that have been received. The prompts will be print either a large (4x1) label or a small (1.5x.75) label. Select Rcv d PO Labels option from the Receiving Menu The name of the printer where the labels will print will display. Answer Y and you will be prompted to enter in the size of the labels. If you enter N you will be instructed to go to the AutoPower Printer Maintenance and designate the correct printer. Type in L for the large labels that measures 4 X 1 or type in S to select the small labels that measures 1.5 x.75. Both of these label sizes may not be available on your system. A product label will print for each part that has been received. 34 P a g e

35 After selecting the size of the label you will be prompted to Print the Case Labels, Y/N. Print Case Labels Only? If "Y", then will be printing 1 label per case received into stock will display. This will be determined if the SPK for the part# is greater than 1. If it is, then the order quantity will be divided by the SPK to get the number of case labels to be printed. If you answer Y to print case labels only, the next prompt will be Printing 1 label per case received into stock? Y If you answer N to print case labels only, the next prompt will be Print labels for all parts received into stock? 35 P a g e

36 Has this PO been received? Y/N Has this PO been received already?" if "Y", then the PO information will be gathered from history, if N then the PO information will be gathered from the unposted PO. This option will let you print and apply the labels onto the product before it's received into stock. This prompt just directs what file should be referenced by the system for the label information. Select Print Part Labels from the PO/STOCK receiving menu. The name of the printer where the labels will print will display. Answer Y and you will be prompted to enter in the size of the labels. If you enter N you will be instructed to go to the AutoPower Printer Maintenance and designate the correct printer. 36 P a g e

37 37 P a g e

38 Let s stop here and do a review. Quiz #2 Questions? 1. You can receive Multi-Branch PO s via the RF Scanner. True/False 2. A PO must be in an issued status before you can receive in parts against it. True/False 3. A PO cannot be issued from the RF Scanner menu. You must manually issue the PO from a PC/Terminal. True/False 4. When receiving in a PO on the RF Scanner the options on the bottom of the screen are: A Manual Mode M Print Receiving Journal O Auto Mode P List parts on the Purchase Order X Exit the Receiving PO Screen 5. The RF Scanner may not recognize a barcode that is being scanned because the part may be a recent addition to Inventory and a barcode may not have been assigned to the part. True/False 6. If the part has been superceded that is being received in you can type in the letter S in the RCV field and you will be prompted to enter in the superceded part number. True/False 38 P a g e

39 7. Printing Part labels is an option from the RF Scanner Menu. True/False 8. A Barcode Label Printer must be setup on your system in AutoPower. True/False 9. The two types of labels that are available on the RF Scanner are Parts Label and Case Label. True/False 10. The RF Scanner operates in two modes which are automatic and manual input. True/False 11. Typing in an M in the part number field in PO Receiving program will switch the RF Scanner to Manual mode. True/False 12. The RF Scanner will reflect its current mode in the upper corner of the screen on the gun. 39 P a g e

40 ASSIGN BC TO PART# The Assign BC to Part # option will allow you to create a barcode for a part number. If the barcode already exist for the part number you will be prompted to delete the barcode or print a label. If the barcode does not exist for the part number you will be prompted to create the barcode or print the label. This is the same process that was used in Receive a PO when the barcode needed to be added to the part number. Select Assign BC to Part # from the PO/Stock Receiving Menu. You will be prompted to scan the BarCode. 40 P a g e

41 If the UPC Barcode exists for a part number, you will be prompted to delete the barcode. Deleting the barcode will allow you to delete the incorrect barcode and scan in the correct barcode related to the part number. To print a Label for the barcode, enter L. To create a new barcode in the system, type in the letter C and press Enter. DSC: - the description of the part number will display after the part number has been scanned or manually entered. 41 P a g e

42 ASSIGN BIN TO PART # This option is used to assign a Bin location to a part number using the scan gun or manual input. Select option Assign Bin to Part #. Enter in the Bin # or Scan in the Bin number. 42 P a g e

43 Type or scan in the Part number. The part number and bin location will display on the screen. After the BIN # has been assigned to the Part number you can print out a Label by typing in the letter L. 43 P a g e

44 CREATE/EDIT PO This option is used to Create or Edit a PO using the RF Scan Gun. This feature is not totally automated from the RF Scan Gun. There are some steps that must be performed from a terminal/pc. Overview: Create a PO on the RF Scan Gun & Print Receiving Journal Add to a PO on the RF Scan Gun if necessary & Print Receiving Journal From a PC/Terminal Issue the PO Receive PO on RF Scan Gun & Print Receiving Journal From a PC/Terminal Post the Receiving (Automatic Posting is an optional feature) Select option Create/Edit PO to manually create a purchase order or to edit an existing purchase order. Select option #1, Create a PO. 44 P a g e

45 Type in the Supplier # that will be used when creating the PO. Type in the letter L to select from a list of Suppliers if the supplier s number is unknown. A listing of the suppliers will display in alphabetical order. Type in the line # for the supplier that you wish to select. Press ENTER to go to the next page of on the list. Type in X to exit the list of suppliers. 45 P a g e

46 After selecting the supplier for the PO, the prompt OK? Y/N will display A PO # will be assigned to the purchase order that is being created. Type in the first part number that will be ordered on this purchase order. 46 P a g e

47 When the part number is entered the description, Quantity on Hand and the Quantity on Order will display. You will be prompted to enter in the quantity that will be ordered. Type in the quantity that is being ordered and press Enter. 47 P a g e

48 After typing in the Qty to be ordered, the words Part Added/Updated will flash on the screen quickly. The PNO prompt will display again for the next part number to be ordered. If no other part numbers are to be entered, press Enter. This will return you to the Create or Add to a PO menu. You must issue the PO from a terminal/pc at this point. 48 P a g e

49 ADD TO A PO This option will allow you to add a part number to an existing PO. The end-user must be authorized to add parts to a PO. Select option Add to a PO and press Enter. Type in the PO # where the part will be added and press Enter. If the PO # that is entered is not a valid PO #, not in a HOLD status, is a Multi-Branch PO or PO has been fully received, it cannot be edited from this screen. 49 P a g e

50 The Supplier for the PO that was entered will display. Answer Y/N to acknowledge the correct Supplier. Type in the part number OR Scan the bar code label for the part number that will be added to the existing purchase order and press Enter. The part number, description, QOH and QOO will display. 50 P a g e

51 If the part number exists already on the PO, you will be prompted to change the quantity. Type in the actual Quantity to be ordered. In this example, I typed in the quantity to be ordered of 3 and the QOO changed from 1 on order to 3. After the change has been made press Enter to return to add or edit another part number. 51 P a g e

52 Type in the quantity to be ordered and press Enter. The words Parts Added/Updated will flash on the screen. You will be prompted to add the next part number to be added to the PO. If no other parts are to be added Press Enter to go back to the menu. The PO must be issued before the parts can be received into inventory. You cannot issue a PO from an RF scan gun; you must do this from your terminal or PC. PO s cannot be issued from a RF Scan Gun because there are many different ways a PO can be sent to a supplier for example via FTP, EDI or sent via fax. 52 P a g e

53 Let s stop here and do a review. Quiz #3 Questions? 1. Barcodes can be created for part number in the inventory master via the RF Scanner. True/False 2. You can delete existing barcodes by scanning the barcode on the part and then typing in the letter D in the Assign MFR BC to part number menu option. True/False 3. A bin location can be assigned to a part number using the RF Scanner. True/False 4. A Purchase Order can be created from a menu option on the RF Scanner. True/False 5. You can add or delete a part number from a purchase order via the RF Scanner. True/False 6. You can issue a Purchase order from the RF Scanner. True/False 7. When creating a Purchase Order via the RF Scanner you can view a list of the Suppliers by typing in the letter L in the Supplier # field. True/False 53 P a g e

54 8. You can create the Purchase Order number instead of allowing the system to create it in the Create a PO screen on the RF Scanner. True/False 9. A PO that is not in a Hold Status or that has not been fully received can be edited. True/False 54 P a g e

55 PHYSICAL/CYCLE COUNTS MENU RF SCAN GUN The RF Scanner is designed to facilitate Physical Inventory and Cycle Counting. It is recommended that you use it to increase accuracy and speed during inventory counting. Select the Physical Counts option from the RF Barcode Menu. CYCLE COUNTS Summary of steps: 1. Requires creating save-list on your terminal/pc and then afterwards you can record your counts using the RF Gun. 2. From the Physical Inventory Menu, Select the Cycle Count Menu, Select Parts to Cycle Count. This option will create your save-list that will be requested on the RF Scan Gun. 3. From the Cycle Count Menu on your PC, Print your Take-Sheets. 4. From the RF Scan Gun, Enter your Save-List that you created from the Menu on your PC. EX. CC.EUC 5. Scan your parts in the bin. *Parts being scanned must match the part being requested on the scan gun. 6. If you are in Manual Mode (look at upper right corner of the screen on the RF Scan Gun and you will see an M for manual mode), you can manually key in the quantity counted. 7. Print your Variance Report from the Cycle Count menu on your PC. 8. After all parts in the bin have been counted and verified, you will then update the QOH to Inventory. This is located on the Cycle Count Menu. 55 P a g e

56 Before you can start scanning the parts on the RF scanner, the parts must be selected and savelist created on a Terminal or PC. Then the Take Sheets should be printed for Cycle Counting. From a Terminal/PC: Option #1 will select the parts to be Cycle counted and save them in a list. Option #2 will print take sheets for the saved lists of part numbers. The take sheets will be used when counting commences so that the quantity on hand can be recorded. Then from the RF Scanner: 56 P a g e

57 Select the Cycle Counts option from the CYCLE/PHYSICAL Menu. Type in the name of the save-list that was created from your Cycle Count Menu on your PC or terminal. The save-lists are not created on the RF Scanner. 57 P a g e

58 I had previously created a save-list from my workstation and saved 34 parts to be counted. The save-list name that was created on my terminal/pc was CYC39. Type in the Save-list of parts to be counted and press Enter. You will be prompted for the part # entry options. Type in 1 to be prompted for the next part number in the save-list. 58 P a g e

59 The next part number in the save-list will display. You will be prompted to type in the count quantity. As you enter the counted quantity for the part numbers, the on screen display will show you how many parts are left to be counted in the list, example 2 Rem (Remaining). Select option #2 to be prompted to scan your next part number in the save-list. 59 P a g e

60 Scan in your next part number to be counted and then type in the qty that was counted. After the parts counts have been entered, you must return to your workstation and print a variance report and update the counted quantities. 60 P a g e

61 Update the new counts to the QOH in Inventory. 61 P a g e

62 PHYSICAL INVENTORY Performing a physical inventory count with the RF Scanner Gun allows for a more accurate, quicker and efficient count. The count can be immediately updated to the inventory file. No more standing at a PC or terminal to load in the counts. rtrt NOTE: Items to consider prior to a physical inventory count. If you have multiple branch locations and only your branch is conducting a Physical Inventory this will not prevent your other locations from continuing with business in a normal manner. Sales- Open Orders This section refers to the customers billing and covers both open orders. There are three different types of orders that affect physical inventory that must be carefully considered. a) Open orders that have been shipped but order has not been invoiced in the system. b) Open orders that have been picked but have not been shipped or invoiced in the system. c) All other orders that have not been picked or shipped in the system. Open orders that have been shipped but the order has not been invoiced in the system. These orders MUST BE INVOICED in order for the system to properly update the quantity on hand for these parts. Open orders that have been picked but have not been shipped or invoiced in the system. These orders MUST BE COUNTED in the physical inventory since the customer has not received them and the system has not reduced them from inventory. Return the parts to their proper location in the warehouse in order to be counted and re-pick them after inventory. All other orders that have not been picked or shipped in the system. Nothing has to be done to these orders. In order to facilitate your analysis for open orders the Display Orders on Hold report is recommended. Branch Transfers All branch transfers that have been received must be updated in the system. 62 P a g e

63 All shipped branch transfers from the location performing a physical inventory must be received by the ship to location whether the ship to location has or has not physically received the transferred parts. Purchase Order Receiving All purchase order part receiving must be updated. If the receiving shipper has not yet been entered into the receiving module, it must be processed. If a receiving shipper has been entered but not fully updated, it must be completed. Returning Items to Suppliers (Overstock Return) All overstock returns that have been entered in the system and the goods have been returned to the supplier must be updated to inventory in the Overstock Menu. If the parts have not been returned to the supplier and are still on the warehouse floor, then the overstock return must be cancelled in the Overstock Menu, the part must be counted in the physical inventory and the overstock return must be re-issued after the physical inventory is completed. Warranty/Defective Returns All warranty/defective returns that have been entered in the system and the goods have been returned to the supplier must be updated to the defective inventory in the Defect Return Menu. If the parts have not been returned to the supplier and are still on the warehouse floor marked Do Not Inventory, then the defective return must be cancelled in the Defect Return Menu, the parts must be counted in the physical inventory as a defective item and the defective return must be re-issued after the physical inventory process is completed. Returning Dirty Core Items (Vendor Core Returns) All core returns that have been entered in the system and the goods have been returned to the supplier must be updated to the dirty core inventory in the Core Bank Menu. If the parts have not been returned to the supplier and are still on the warehouse floor marked Do Not Inventory, then the core return must be cancelled in the Core Bank Menu, the parts must be counted in the physical inventory as a dirty core item and the core return must be re-issued after the physical inventory process is completed. 63 P a g e

64 After all the preparation to perform a Physical Inventory Count has been completed and you are ready to start counting, you must do the following from a PC or Terminal: Print the Physical Inventory Take Sheets Zero and Lock Inventory Quantity on Hand (QOH) prior to the actual count. The RF Scanner will not allow you to enter in counts until you have performed the above two steps. Step 1: From a terminal or PC (not RF Scan Gun) print the takesheets from the menu. The Print Physical Inventory Take Sheets Program will allow you to print Take Sheets for all inventory for the purpose of recording counts for the physical inventory process. The quantity values written on this sheet will be used to enter the physical count into the system at a later time. A Take Sheet will print for each Vendor sorted by Part Number. If you print the Take Sheets sorted by Bin then a Take Sheet will print for each Bin location and sorted by Bin, Vendor and then Part Number. If you use Multi-Bin locations and would like for the Take Sheets to include the Multi-Bin locations, please contact AutoPower. A setting in the Global Setup will need to be flagged that you are using Multi-Bin locations. This flag is not necessary if you use only one bin location for a part number. If you have a part number that is located in multiple bins and you wish for this part number to print on the Take Sheets in the multiple bin locations so that they may be counted per bin then this flag must be set. 64 P a g e

65 The Physical Inventory Take Sheets will print in the same order as the Physical Inventory Count Entry screen that will display. If you print the Physical Inventory Take Sheets from this option and then you Zero and Lock the Inventory QOH Prior to count, you cannot print the Physical Inventory Take Sheets from this option again. You must use the Reprint Physical Inventory Take Sheets option. Field Descriptions: Location: Enter the warehouse location where the Inventory is being counted. Ex: W1, W2, W3, etc. You can also type in a? to see a display of your warehouse locations with descriptions Sort by (B)in or (P)art? Enter in B to print the Take Sheets sorted by Bin location, Vendor and then the part number. Enter in P to print the Take Sheets sorted by Vendor, Part Number. If you do not use Bin locations then select P to print the Take Sheets by Vendor and then sorted by Part Number. Print Double Spaced? (Y/N) 65 P a g e

66 Y N Enter in Y to print the Take Sheets double-spaced or Enter in N to print the Take Sheets singlespaced. Printing double-space will use a lot more paper. There will be a blank line between each part number on the page when using double-spacing. Print QOH on the Take Sheets? (Y/N) Enter in Y to print the Current QOH prior to the count on the Take Sheets. Enter in N to not print the QOH on the Take Sheets. This prompt has no effect on whether the QOH is displayed on the Physical Count Entry screen. If you do not wish for the Before Count QOH to display on the Physical Count Entry Screen, contact AutoPower Support so that this can be set in the Global File Maintenance screen. Accept? Valid entries for this prompt are: Yes- All prompts are answered correctly and the Take Sheets will print. No Answers entered are not correct. Entering N will bring the cursor back to the Location prompt so that you can enter the correct information. E Exit Abort the process entirely. The cursor will return to Physical Inventory Menu. 66 P a g e

67 Step 2: From a terminal or PC (not RF Gun) Zero and Lock Inventory Quantity on Hand. This step will Zero and lock the QOH for the ENTIRE Inventory. The inventory will be LOCKED so that changes cannot be made. If you must do a count by vendor line code use the Cycle Count Menu options. The purpose of zeroing the Inventory is to start with a clean slate. The Zero and Lock Inventory QOH Prior to count program is used to remove the current quantities on hand from all of the parts in the entire inventory and copy them to a file called IN-PCC on the system. If you should look in Inventory Inquiry at this point you will see that the Before Count for all part numbers still exist. This option CAN ONLY BE initiated once. The system will tell you if you attempt to initiate it again without completing all Physical Inventory steps. You will see a message that the Location has been locked for a Physical Inventory Count if you try to initiate this option more than once. 67 P a g e

68 RECORDING YOUR COUNTS VIA THE RF SCANNER GUN Select option #3, Physical Counts Select option #2, Enter Physical Counts. 68 P a g e

69 If Step #2 above was skipped, the message RESET inventory first! will display. Scan the part that is being counted or type in the part number. Proceed by typing in the quantity. If you would like to exit the process, Type in X to exit. If the part has been previously counted, the message Part Counted (A/R/X) will display. R Refresh to correct quantity that was entered. A Add to current quantity that has been counted. Example: 100 was counted and you need to add 3 more pieces for a total of 103. X Exit 69 P a g e

70 When X is selected, a prompt OK to Exit? will display. You will completely exit the program. All entries will be saved. The inventory will remain locked until all counts have been entered and then finally posted. You will now run your Physical Exception Program to see if there were any part numbers that were not counted and list them. 70 P a g e

71 PRINT EXCEPTION COUNT SHEETS The Physical Count Exception Take Sheets will print parts that had no New QOH entered during the physical inventory entry for the counts. This will be helpful in verifying the accuracy of the counts that were entered or for the part numbers that might have been inadvertently overlooked during the count and no count was entered. In the example below 5662 part numbers were counted and 4916 were uncounted. Overall average of 53% of the Physical Inventory process has been completed. Type in Y to Accept and the Exception Take Sheets will print with the part numbers that did not have a count entered for them in the Parts Entry screen. These part numbers can be verified and then a count can be entered in Physical Inventory Count Entry screen. The examples of the original Take Sheets for the Exceptions below were sorted by Part. Therefore, the Exception Takes Sheets will be sorted by BIN. Also there may be a part number listed on the original Take Sheets that had Multi-Bins, therefore, it prints on the Exception Take Sheet with more than one BIN location 71 P a g e

72 72 P a g e

73 PRINT PHYSICAL INVENTORY VARIANCE REPORT The Physical Inventory Variance Report will compare the counted quantity on hand values with the original quantities on hand that were saved when the Inventory Lock and Reset was done computing the unit and dollar variance of each inventory item. This procedure should be printed following the physical inventory count. If you notice a large variance in a particular vendor line then try re-printing the report with a specific vendor line with detail. All part numbers in that line that have a variance larger than the minimum variance amount allowed will print. Field Descriptions: Enter Location: Enter the location for the variance report; i.e. W1, W2 Enter Vendor or ALL: The default will be ALL Vendors but you can enter a particular vendor line code. Minimum Variance Amount: Enter the Minimum Variance Amount. The larger the dollar amount entered will allow for fewer part numbers to print on the report. Only part numbers with the exact dollar amount or larger will print on this report. Sort by Descending Variance? (Y, N): 73 P a g e

74 Enter Y if you would like to sort this report from the highest to the lowest variance. The following information will be included on the report: Field Descriptions: BIN: If the part number has a BIN location is will print, if not the word NONE will print. VND: The Vendor code will print. Part Number: The part number will print but will not include the vendor code. Description: The parts description from the Inventory Master file will print. Q-O-H Before: The quantity on hand prior to the part being counted. QOH After: 74 P a g e

75 This is the quantity on hand after the part has been counted. Unit Var: The unit variance is the difference between the Before and After QOH. If the New QOH is higher than the Before QOH, this will be a positive number. If the New QOH is less than this number, then the number will be negative. If both numbers are the same and there is no variance, a zero will print. Std Pack: The parts standard packing size will print in this field. It will represent how many are in a pack. This information is retrieved from the Inventory Master file. POP: This field represents the factory pop code for this part. The information is retrieved from the Inventory Master file. Unit Meas: The part numbers unit of measure will display. This information is retrieved from the Inventory Master file. Unit Cost: The parts unit cost will print in this field. This information is retrieved from the Inventory Master File. Ext-Cost Variance: The Ext-Cost Variance is the total cost of the difference between snap shot quantity and the shelf count quantity. The unit cost is multiplied by the unit variance to determine the extended variance price for this part. Core Cost: If there is a core associated with the part, the cost of the core will display in this column. Ext Core Var: The Extended Core Variance for the Before and After QOH count for the part with the core will display. This would be a dollar figure that is compiled of the variance for the Before and After QOH multiplied by the Core Cost. A Physical Inventory Variance Summary Report will print after the Detailed Report. 75 P a g e

76 RF BARCODE SCANNING INDEX Field Descriptions VND: Vendor code Parts Counted: The Parts Counted column is the total shelf count for all parts combined in this particular Vendor Line. (i.e: if you counted 14 different parts, the shelf count for each part was 9, the total that will print in the Parts Count column is 126. Part Numbers with a Variance: The Part Number with a Variance field will list the total for the part numbers that have a variance. Actual Variance: The Actual Variance quantity represents the difference between Parts Counted and the Part Numbers with a Variance. These are actual Part numbers counted and not the QOH for the part numbers. Increased Var: The Increased Variance column will reflect a dollar amount if the Parts Counted is greater than the Part Numbers with a Variance. 76 P a g e

77 RF BARCODE SCANNING INDEX Decreased Var: The Decreased Variance column will reflect a dollar amount if the Parts Counted is less than the Part Numbers with a Variance. Overall Variance: The Overall Variance will list the total dollar figure of the variance between the Decreased and Increased Variance Columns. Unit Value Before Count: The Unit Value Before Count column reflects the cost in dollars, for the parts included in the Total Parts figure before the shelf counts were entered. Unit Value After Count: The Unit Value After Count column will reflect the dollar cost of the parts included in the Parts Counted Value after the shelf count was entered.. Percent Variance: The Percent Variance column will reflect percent difference between the Total Parts and the Parts Counted. Core Value Before Count: The Core Value Before Count column will reflect the Core Cost Value before the Physical Inventory Count. Core Value After Count: The Core Value After Count column will reflect the Core Cost Value after the Physical Inventory Count. 77 P a g e

78 RF BARCODE SCANNING INDEX REPRINT COUNT SHEETS W/MINIMUM VARIANCE The Reprint Take Sheets w/minimum Variance process will allow you to print Take Sheets for only the part numbers that meet or exceed the Variance dollar amount that you entered. The higher the Variance Dollar amount entered the fewer part numbers will print on the Take Sheets. Example of a Physical Inventory Variance Take Sheet 78 P a g e

79 RF BARCODE SCANNING INDEX POST COUNTS TO INVENTORY This process will post the Physical Inventory counts entered to the Quantity on Hand and generate a batch posting to the General Ledger. All parts in the work file for the location entered will be posted. A Detailed Inventory Value Report will be automatically run and held in the spooler. Select the Post Counts and Unlock Inventory option from the menu at a Terminal/PC. 79 P a g e

80 RF BARCODE SCANNING INDEX The system will not allow you to run this option if exceptions still exist. All parts must have a quantity entered in the NewQOH field in Enter Physical Counts option. Exceptions found cannot post <Enter>. Field Descriptions Location: Enter the location for which the inventory will be updated. Accept? (Y, N, E): Enter Y if you are ready to update the quantities on hand with the quantities that were counted. If an N has been entered, the cursor will go back to the Physical Inventory menu. Once you enter Y, the screen will display that the report is in progress and then display a message that advises you to write down the spooler job number so the Inventory Value Report can be printed. The Inventory Value Report will be in a Paused state in your spooler. You can then go to your print spooler and select the job # and print the Physical Inventory Value report. Click on Start Settings Printers and Faxes Click on the printer that has been assigned to you Right Click on the Job # that you wrote down Click Restart and the report will print. This Inventory Value Report will have a heading of Physical Inventory Value report. If you use option #9 Inventory Value Report it will print a heading of Inventory Value Report. Enter E to completely Exit from this screen. 80 P a g e

81 RF BARCODE SCANNING INDEX NOTE: The reset on the inventory must be performed before you can post counts. The shelf counts for the part numbers listed on the Exceptions Report must be entered before you can post counts to Inventory. You will see the error message as displayed below if there are Exceptions found prior to posting. 81 P a g e

82 RF BARCODE SCANNING INDEX STOCK ADJUSTMENTS From the RF Scan Gun: Select option Physical Counts Select option Stock Adjustment 82 P a g e

83 RF BARCODE SCANNING INDEX Scan the part bar code or type in the part number, followed by the new quantity on hand. Field Descriptions: PNO: Part Number DSC: Part description QOH: Quantity on hand CBO: Committed by order New QOH: New Quantity on hand after stock adjustment Bin Loc: Bin Location 83 P a g e

84 RF BARCODE SCANNING INDEX The Stock Adjustment will post to inventory immediately. No extra posting steps are necessary. The Stock Adjustment will also display in F6-Activity in Inventory Inquiry with a description of ByRF: 99 INV Discrepancy. 84 P a g e

85 RF BARCODE SCANNING INDEX STOCK RELOCATION The Stock Relocation programs will allow you to transfer a part from one bin to another in just a few steps. The Stock Relocation program automatically updates part quantities for each bin as part numbers are entered in manually or scanned. When the inventory is removed from one bin location, the quantity removed is held in a move bin file in the system. The system will temporarily keep track of the quantity until it is put back into a physical bin. The Stock Relocation programs works in batches. You must Pull, Put and Post the quantities being transferred. Select the Stock Relocation option from the RF Barcode Menu. Select Stock Reloc-Pull option from the Stock Relocation Menu. 85 P a g e

86 RF BARCODE SCANNING INDEX In the left-hand corner of the screen a number will be assigned to the current batch. To the right of the screen will display how many items are currently in the batch. Scan in the barcode for the part number or manually type in the part number in the PNO field. The part number will display along with the QOH for all BINS and then the primary BIN location. Type in the BIN location where the part is being pulled from and press ENTER. Type in the quantity that will be transferred to another BIN location and press ENTER. 86 P a g e

87 RF BARCODE SCANNING INDEX If the quantity that is entered is larger than the quantity available to be moved, you will see the message, QTY > THAN BIN QTY. In this example, there is a QOH of 2 and we requested 1 to be moved. To discover why the message QTY > THAN BIN QTY was displayed, type in B in the FROM BIN field. 87 P a g e

88 RF BARCODE SCANNING INDEX To view the Customer Backorders, type in BO in the FROM BIN field. The Customer Backorders will display with a total quantity available of P a g e

89 RF BARCODE SCANNING INDEX Type in one of the BIN locations that does have an available quantity to be transferred and press ENTER. Then type in the quantity to be transferred. You are now prompted to scan in the next part number or manually type in the next part number. 0 Items in batch changes to P a g e

90 RF BARCODE SCANNING INDEX EDIT/REVIEW BATCH Type in the letter R to review the part numbers that are in the current batch to be transferred. A list of the part numbers along with the Bin location where the part is being transferred from and the quantity being transferred will display. Press Enter to exit this screen or type in the line # for the part number that you would like to view or edit. 90 P a g e

91 RF BARCODE SCANNING INDEX I typed in line item #1 and press ENTER. I am now prompted to type in E to edit or D to Delete this part number from the transfer. You will be prompted to enter in the New Bin location and new quantity. 91 P a g e

92 RF BARCODE SCANNING INDEX After editing has been completed you will be prompted to enter in the next part number to be edited in the batch. Type in T to access the PUT AWAY program which transfers the part to its new BIN location. You can also access this option from the menu called Stock Reloc - PUT. 92 P a g e

93 RF BARCODE SCANNING INDEX STOCK RELOCATION PUT AWAY Select Option PUT. This option will allow you to put away in the new Bin location that you pulled. Scan/Enter in a part number to be edited. Type in the letter R to review the batch contents. Type in T to transfer the stock to its new bin location and post the batch. This can also be done from the menu. 93 P a g e

94 RF BARCODE SCANNING INDEX STOCK RELOCATION - POST This option will allow you to review the stock relocations for your batch before printing the final audit report and posting the inventory changes. Select Stock Reloc Post option. This option will allow you to Post the batch of bin transfers. Select option #1 to print an Exceptions Report. This report will print items with an invalid part number, or a difference between the pulled quantity and the put quantity. 94 P a g e

95 RF BARCODE SCANNING INDEX If there are no Exceptions to print, you will see this message on the screen. Select option#2 to print an Audit report for the batch contents and post the batch. Exit This option will allow you to exit the Post Bin Transfer screen without posting the batch of transactions. 95 P a g e

96 RF BARCODE SCANNING INDEX BIN SHORTAGES This program will lead the stock relocation employee to those parts that have open picking tickets but the primary bin lacks a sufficient quantity to fill the orders. The Stock Pull program is accessible inside this program. This program will determine if there are any primary BIN shortages based on the orders that are either Ready-To-Pick or Now Picking status. It will also check to see if any Put Stock Relocations are waiting to be posted. Select the Bin Shortages option to print a report of the primary Bins that lack the quantity to fill open orders. The message there are no shortages press ENTER key when there are no BIN shortages. 96 P a g e

97 RF BARCODE SCANNING INDEX Let s stop here and do a review. Quiz #4 Questions? 1. A Physical and Cycle Count Inventory can be facilitated from the RF Scanner. True/False 2. Before beginning a Cycle Count using a RF Scanner a save-list of the parts to be counted must be created from a Terminal/PC. True/False 3. Takesheets must be printed from a Terminal/PC prior to starting a Cycle Count using the RF Scanner. True/False 4. Variance Reports must be printed from a Terminal/PC. There is no menu option from the RF Scanner to print these reports. True/False 5. The two types of Cycle Count Parts entry options using the RF Scanner which are AUTO.NEXT and SCAN.NEXT. True/False 6. The Auto.Next option will automatically display the next part number in the save-list to be counted in the Cycle Count Program. True/False 7. The Scan.Next option will allow you to scan the next part to be counted in the save-list and then type in the quantity in the Cycle Count Entry program. True/False 97 P a g e