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Point of Sale (POS) Store Management Physical Inventory
The physical inventory module facilitates the verification of on-hand quantities of inventory by means of portable data collectors as well as hand-counts. In order to utilize this screen with hand-count information, a list of UPCs is required either in a text file format. Though not recommended, this process can be accomplished by selecting the keyboard wedge option and manually entering each UPC via the keyboard or POS scanner; it is highly recommended that physical inventory be performed with the aid of portable data collectors.
The purpose of physical inventory is to manually count each item in the store and create a record of all items encountered by UPC. When finished, the system downloads the data from the portable data collector and compares that data to what is listed in the system as being on-hand.
Physical Inventory Screen
Screen Areas and Definitions of Function:
Filename: This field contains the file name for the inventory data import. Alternatively, if the inventory data exists as a text file and does not need to be downloaded from a PDC – enter the path and filename of that file here.
Use/Upload: Select Use items already loaded to import data from an existing text file. Select Upload items if the data needs to be imported from a portable data collector.
Skip Summary: If a previous file import has been performed on the same data, this enables skipping the data summary, which saves time with large databases.
Use MDB: For use with Palm 1800 portable data collectors only.
Import Data Format
This area tells the program how to interpret the data that will be imported from the data collector.
Data Collector 3 Fields: Used mostly for symbol scanners when the data file is in a format using 3 pieces of data on the same line, typically Location, UPC, and Qty.
2 Fields Comma Separated: Percon scanners use this mode, wherein the data file is UPC, Qty.
2 Rows CR/LF Separated: Line feed separation between items with UPC preceding quantity.
Keyboard Wedge: Uses the keyboard wedge – POS scanner or manual typing.
Serial Connection: Used when the data collector is in a cradle unit attached to a COM port.
Compare Scanned: When enabled, inventory is compared only against the items that were scanned. UPCs not scanned at all are not adjusted to zero quantity.
Vendor List: Enabling this checkbox brings up a vendor list selection window. Add groups to it as needed. Inventory data will be compared only against items belonging to the listed vendors.
Group List: Similar to the Vendor List, enabling this checkbox opens a group list window where you can add all needed groups to the list. Items scanned are only compared against inventory belonging to the groups listed here. Items not scanned that belong to this group are adjusted to zero on hand.
Entire Store: Scanned inventory data is compared against the entire store’s inventory.
Vendor: Compares scanned items only against a particular vendor specifically in the field to the right.
Group: Compares scanned items only against a specific group indicated in the field to the right.
Sub Group: Compares scanned data against items belonging only to the indicated Sub Group.
Sub Sub Group: Compares the scanned data against inventory items that are considered part of the indicated Sub Sub Group.
Store: Selects the store that the scanned data is compared against.
Computer File: When a specific set of items is to be compared against and that set of items has been entered into a separate database, this option sets the module to compare the scanned data only against the contents of that database. Inventory items not scanned that are not part of the indicated database are not adjusted in the main database. This is used when a selection of items is to be inventoried, and the selection does not share a common group or vendor categorization. This file is specified here, and the inventory is scanned and compared to it. Naturally, items not belonging to those vendors will not be scanned during the inventory process – and normally the system would assume those items did not exist in the store. However, using this option tells the system to compare against only what is in the indicated database file. Items not scanned at all that do not exist in that database are not removed from on-hand inventory.
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