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From the PDA Main Menu, click the Receiving module.
The Receiving module will open one of the screens below:
If the Receiving screen is shown, the PDA is configured and logged into PrismCore as the user named at the bottom of the screen. In the above example, the user “wpadmin” is logged into the PDA. Click the Receiving button to begin, or press the Configure button to change the settings or to login as a different user.
If the Login Configuration screen appears, fill in the information as needed:
Host - The PrismCore SQL Server IP address
Port - The port as defined in WPServer
User - A PrismCore user name login
Pass - The user’s PrismCore passwordRetain Password – If checked, the password will be saved in the PDA until otherwise changed. If the PDA has its own login, this checkbox should be checked. If each user of the PDA uses their own PrismCore password, then this box should be unchecked for security reasons.
Batch Mode – If checked, the PDA will not automatically transfer the scanned items and quantities directly to PrismCore. Instead, batch mode will store the items for future download when wireless access is available. This mode can be used if scanning in areas without wireless access, such as a storeroom or a warehouse.
Clear Data – If selected, it will give the user the option to permanently remove batched inventory amounts from the PDA.
NOTE: By selecting Set All after all pertinent information is entered, this will automatically fill in the same information for the other PrismCore PDA applications installed on the PDA.
After entering the data into the Login Configuration screen, click OK. The PDA should login using the Login Configuration. Press the Receiving button to enter the module.After the PDA connects to your PrismCore database and is in the Receiving module the Initial Receiving screen appears. To receive off a Purchase Order click on the Purchase Order button.
Scan in or manually enter the PO number exactly as it appears in PrismCore and click Enter. (The exact PO number can be scanned into this screen by printing the Receiving Document report found in PrismCore.) If the PO is found in PrismCore and it is still in an OPEN status you will get the following screen. If the PO number is not a valid PO number or is not in the OPEN status in PrismCore your screen will not change.
Clicking on the Details button will display the details of the Purchase Order as found in the header of the record in PrismCore, such as Vendor, PO Date, Comment, etc.
Clicking on the Close button will take you back to the Initial Receiving
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screen displayed in step 3.
NOTE: Depending on the speed of your wireless network, the processing time may vary. If the PDA is still processing or transmitting data, an “I” will show in the top, right corner of the PDA screen.
Scan the item to be received, backordered, canceled, or that needs to have a discrepancy entered against it. Either the XREF or SKU may be used. The PDA may process for a moment, then the correct item’s information should show at the bottom of the screen. If an invalid item is scanned or an item that does not actually appear on that purchase order in PrismCore, your screen will not change.
NOTE: You can verify that you scanned the correct item by clicking on the button on the bottom of the screen. This will show you the details about that particular item as displayed in the Item and Inventory Maintenance modules of
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PrismCore. This DOES NOT indicates the actual details of the item as it appears on the PO. This is especially important to remember for pricing information. Since
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there is not a method to update pricing information through the PDA, cost and retail changes need to be made on the PO or the items PRIOR to receiving on the PDA.
The received quantity will default to the total outstanding quantity. Adjust this as needed, keeping in mind that you should only received into PrismCore only what you physically received in the box.
If any canceled, backorder, or discrepancies need to be entered click on the CBD button and choose the appropriate reason for any backorder or discrepancies quantities. When finished, click OK to return to the receiving screen.
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After all the quantities are entered for this item clicking Update will make the indicated changed in real time to your purchase order in your PrismCore database. If you are unsure that these changes should be made clicking Clear will not affect anything on your purchase order in PrismCore.
Scan the next item you need to receive on the chosen purchase order (steps 5 – 7).
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Once all the items have been taken care of on the chosen purchase order, click the Close button to return to the Initial Receiving screen displayed in step 3. If all quantities on the purchase order have been either canceled or received the status
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of the PO in PrismCore will now be set to CLOSED.
Other options from the Initial Receiving screen:
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ASN Option: NOT IMPLIMENTED AT THIS TIME (Advance Shipment Notification)
This option when implemented will allow an order that was sent via Pubnet to be automatically received by scanning an ASN barcode (carton number) that will be printed directly on the box. This ASN option will tie the carton number to one or more POs and the items on it. The quantities on the ASN will mark those items on the PO in PrismCore as being received. This option will only be available with Pubnet vendors who are set up to use ASN and only on orders that are actually sent via Pubnet.
Status Option: NOT IMPLIMENTED AT THIS TIME
When this option is selected, the PDA will display the status of each pending ASN. This list will include all ASN packets returned by the server with their status such as Processing, Completed or Error.
Transmit Option:
When you entered into receiving in the Batch mode the Status option found on the Initial receiving screen is replaced by the Transmit option. After item are received off a PO while in the Batch mode a real time link is not established between the PDA and your PrismCore database. As purchase orders and items are scanned and received your PrismCore database will not be updated automatically. This Transmit option is used when you are ready to transmit the entered information into PrismCore.
Used the Batch mode option with caution. If incorrect information is entered at any point, such as a PO number that is not in an OPEN status or an item that is not on the chosen PO, after the Transmit option is selected the following error will be returned:
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If this error message is received no information in PrismCore will be updated. To clear this error the only option available is to clear all Batch information out of your PDAs memory. Doing so will erase everything that was scanned in Batch mode since the last successful transmit.
Receiving Modes for the PDA
Before using the PDA for receiving, you will want to familiarize yourself with the different receiving modes that are available to you. Those different modes are:
Normal/Full Mode - Non-Batch Receiving
Blind Mode - Non-Batch Receiving
Batch Receiving
The parameters that control whether or not you will use Normal or Blind mode are not set on the PDA and will need to be set for your ICS program by Systems Support. This is to prevent unauthorized store personnel from changing modes. Therefore, after familiarizing yourself with the options described in this document, you will need to make a decision as to how you want the PDA receiving application to function, in Normal or Blind Mode, and contact Support for the proper settings.
The parameter for Batch Receiving is user controlled by a checkbox named “Batch Mode” in the PDA receiving application and can be changed as often as you want.
Non-Batch Receiving
When not using batch mode, the receiving data that you enter on the PDA is continuously transmitted and validated with your ICS program. It is automatic and real time receiving.
Non-Batch receiving is controlled by Batch Mode on the Receiving Login Configuration screen. This setting is user-controlled. That means you can change the “Batch Mode” parameter based on whether you want to utilize the batch mode or not. When you want to receive in Non-batch Mode, make sure the box is left unchecked.
When receiving in Non-Batch Mode, the follow applies:
When a PO number is entered on the PDA, it is matched against the numbers in the purchase order file of your ICS program. Only open purchase order numbers will be accepted by the PDA. If you enter an invalid PO#, a proposed order number or a closed PO number, you will receive the message 501 No Data Found.
As each item on the PO is scanned for receiving, it is matched against the items on the purchase order in your ICS system. In non-batch mode, only items that exist on the PO in your ICS system can be received on the PO. If you scan an item that does not exist on the original PO in ICS, you will receive the message 501 No Data Found.
In non-batch mode, all receiving information is transmitted from the PDA to ICS as soon as the receiving transaction is completed.
You have two non-batch receiving options: Normal Mode and Blind Mode.
Normal in Non-Batch Mode
With Normal (or Full), you have complete access to all receiving functions, just as if you were receiving in PrismCore.
You can enter cancellations, backorders and discrepancies.
The original order quantity is displayed as the Requested PO qty.
An outstanding quantity is displayed.
The received quantity defaults to the current outstanding quantity.
Blind in Non-Batch Mode
Blind Mode limits the functions available on the PDA.
Cancellations, backorders and discrepancies cannot be entered in Blind Mode.
The original order (requested) quantity and outstanding quantity are not displayed.
The received quantity displays as blank, thus requiring you to manually enter a quantity.
Parameters for Normal and Blind Modes
The parameters that control Normal or Blind Mode are not set within the PDA Receiving application. This is to prevent an unauthorized receiver from changing the receiving mode. These parameters are set in WPServer. Before using the PDA for receiving, contact Systems Support to have the parameters set to your desired mode.
Batch Receiving
Batch receiving is controlled by Batch Mode on the Receiving Login Configuration screen. This setting is user-controlled. That means you can change the “Batch Mode” parameter based on whether you want to utilize the batch mode or not. When you want to use batch receiving, check the Batch Mode box. If the box is left unchecked, you will receive in Non-Batch Mode.
When using Batch Mode, items are scanned and received into the PDA but no data is transmitted to ICS until you touch “Transmit”. The receiving data is held as a batch in the PDA until you send it to ICS.
When in batch mode, you cannot enter cancellations, backorders or discrepancies. Batch receiving is basically blind receiving that doesn’t go to ICS until you touch the transmit button.
Receiving Non-Batch Mode
The following sections of the documentation will assist you with receiving in Full and Blind Modes.
How to Receive in Non-Batch Normal/Full Mode Touch the Application icon if you are in another application.
Touch the Receiving icon .
Touch Configure to configure your login. For detailed information on how to configure your login, refer to the “Logging into an Application” section of this document.
For non-batch receiving, make sure that Batch Mode is left unchecked. Once you have configured your login, touch Receiving.
After you touch Receiving, you will see three selections: Purchase Orders, ASN and Status.
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If you are not ready to access one of the options and want to return to the previous screen, touch Home in the upper right corner.
See below for information on the three options.
Purchase Orders - Use the Purchase Order option to receive items on open purchase orders by entering the PO number.
ASN - The ASN (Advanced Shipping Notices) option is currently not available with PrismCore. Documentation will become available as the ASN interface develops.
Status - The Status option works with the ASN option and is not applicable to PrismCore at this time.
If you are ready to receive in non-batch mode, touch Purchase Orders. You will be prompted for the PO Number.
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Enter a valid PO number. The purchase order must be in OPEN status. The PO number may be entered by using the keyboard or with Graffiti.
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If you enter an incorrect PO number and you wish to return to the main receiving selection screen, touch Cancel. If you have entered the correct PO number, touch Enter. The PDA will communicate with PrismCore to verify the number.
When the number is verified, it will display and you will be prompted for an XREF of an item on the PO.
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On the right side of the screen there are two buttons, Details and Close. If you wish to close access to the displayed PO and not receive it, touch Close.
If you wish to see information about the selected purchase order, touch Details. Information displayed under Details includes: PO Number, Vendor, PO Date, Total Qty, Total Received, Total Outstanding, PO Comment (40 characters) and Receiving Mode
(Normal or Blind.) To close the details screen and return to the XREF field, touch OK.
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To receive an item, enter or scan the ID of the item on the selected PO. Use either the keyboard or Graffiti. If you enter a non-valid XREF/SKU, the message501 No Data Found will be displayed.
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When a valid XREF/SKU of an item on the PO has been entered, the screen will display item and receiving information.
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The XREF, SKU, catalog #/ISBN and location (and term for Text PO’s) will display in both Normal and Blind Mode. In Normal Mode (as shown in the screen picture), the item’s requested (i.e., order) and outstanding quantities will display.
The received field, which is the only field that you can edit, will default to the item’s current outstanding quantity. If you are ready to receive the quantity displayed with no changes, touch Update. However, if you need to enter a partial shipment or cancellation/backorder/discrepancy information, you will want to enter that information before touching Update.
Receiving Partial Shipments in Non-Batch Normal Mode
In Normal Mode, note that whatever quantity is entered in the Received field is added to the amount already displayed, rather than overwriting the quantity. For example, if the received quantity defaults to 20 and you enter 7, because 7 is what you actually have received, the system will interpret the received quantity as 27.
Therefore, to receive partial shipments in normal mode, enter a negative quantity. In the situation mentioned above, where the default received quantity is 20 and seven is the number actually received, enter a –13 (negative thirteen). A negative quantity will decrease the default received quantity by the negative amount.
Please note: As of the end of July, 2004, negative received amounts are not transmitted to PrismCore ICS. This problem has been reported to programming and will be corrected. Until it is corrected, however, be aware that negative received quantities entered on the PDA are not transmitted and therefore have no impact on PrismCore ICS received quantities.
Cancellations/Backorders/Discrepancies in Non-Batch Normal Mode
In normal mode, a “CBD” icon, CBD, will display next to the “Received” field. This option will allow you to enter cancellations, backorders and discrepancies.
Touch CBD to access BackOrder/Discrepancy screen.
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The item ID will appear at the top of the BackOrder/Discrepancy screen. Three Qty fields, one each for Cancel, BackOrder and Discrepancy will be displayed. In addition, there will be two Reason fields, one for backorders and one for discrepancies will be on the screen.
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To enter a cancellation:
Enter the cancellation quantity. (Note that the cancel qty is the first field on the screen.) If there is no other information to be entered, touch OK to exit the BackOrder/Discrepancy screen.
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To enter a backorder:
Enter the backorder quantity in the backorder field. (The backorder field is the second field on the screen.) Touch the Reason field after the quantity has been entered. Select a backorder reason from the drop down box. The reason selected on the PDA will transmit to the backorder comment to the PRISM/PrismCore ICS receiving module.
Once the cancellation quantity and reason have been selected, if there is no other data to be entered, touch OK to exit the BackOrder/Discrepancy screen.
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Note: The PDA reason drop down box will contain all the store specific backorder reasons entered in PrismCore ICS. Any backorder comment that already exists in the back order comment field on PrismCore will be displayed on the PDA screen as it was entered in PrismCore ICS.
To enter a discrepancy:
Enter the discrepancy quantity in the discrepancy field, the third field on the PDA “BackOrder/Discrepancy” screen.
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Touch the Reason field to select a reason for the discrepancy. (Note that there may be more reasons listed than can display at one time. Use the arrows in the drop-down box to scroll, if necessary.)
Touch OK when the appropriate cancellation, backorder and/or discrepancy information has been entered to immediately transmit the CBD information to PrismCore ICS. The PDA screen will then return to the Purchase Orders screen. If you do not want to send the CBD information as entered, touch Cancel. The PDA will not transmit the information and the screen will return to Purchase Orders.
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Note: Any discrepancy enter in PrismCore ICS will show on the PDA as it was entered in PrismCore ICS.
When an item has been entered at the Purchase Orders screen, three buttons will display: Details, Clear and Update.
When you are ready to transmit the received quantity to PrismCore ICS, touch Update. The information on the screen will be transmitted and you will be returned to the XREF/SKU field so that you can enter the next item.
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If you wish to clear the item information from the Purchase Order screen, touch Clear. Touching “Clear” at this time will not clear the purchase order number. Only the item information is cleared and you can enter another SKU/XREF for the same PO. If you touch “Clear”, any quantity entered in the “received” field will not be transmitted to PRISM/PrismCore ICS.
To view item information, touch Details. This displays the same information that you would see using the Lookup application.
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After you touch Details you will can touch P or I to view product or inventory information. (See Item Lookup for more information on these views.) When finished viewing item information, touch OK to return to the Purchase Order screen where the item is displayed.
How to Receive in Non-Batch Blind Mode
A store may choose to use Blind Mode so that the receiver has to physically count the received items, rather than simply accepting the default quantity. With Blind Mode, a receiver cannot enter cancellations, backorders and discrepancies via the PDA.
Touch the Application icon if you are in another application.
Touch the Receiving icon.
Touch Configure to configure your login. For detailed information on how to configure your login, refer to the “Logging into an Application” section of this document.
For non-batch receiving, make sure that Batch Mode is left unchecked. Once you have configured your login, touch Receiving.
After you touch Receiving, you will see three selections: Purchase Orders, ASN and Status.
If you are not ready to access one of the options and want to return to the previous screen, touch Home in the upper right corner.
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See below for information on the three options.
Purchase Orders - Use the Purchase Order option to receive items on open purchase orders by entering the PO number.
ASN - The ASN (Advanced Shipping Notices) option is currently not available with PrismCore. Documentation will become available as the ASN interface develops.
Status - The Status option works with the ASN option and is non- applicable to PrismCore.
Touch Purchase Orders if you are ready to receive in non-batch mode.
You will be prompted for the PO Number.
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Enter a valid PO number. The purchase order must be in OPEN status. The PO number may be entered by using the keyboard or with Graffiti.
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If you enter an incorrect PO number and you wish to return to the main receiving selection screen, touch Cancel.
If you have entered the correct PO number, touch Enter. The PDA will communicate with PrismCore to verify the number. When the number is verified, it will be displayed and you will be prompted for an XREF of an item on the PO.
On the right side of the screen there are two buttons, Details and Close. If you wish to close access to the displayed PO and not receive it, touch Close.
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If you wish to view detailed information about the purchase order, touch Details. Information displayed under details includes: PO Number, Vendor, PO Date, Total Qty, Total Received, Total Outstanding, PO Comment (40 characters) and Receiving Mode
(Normal or Blind.) When finished viewing the details, touch OK to return to the XRef field.
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Enter the XREF/SKU of an item on the selected PO. Use either the keyboard or Graffiti. If you enter a non-valid XREF/SKU, the message 501 No Data Found will be displayed.
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When a valid XREF/SKU of an item on the PO has been entered, item information will display.
The XREF, SKU, catalog #/ISBN and location (and term for Text PO’s) will display in both Normal and Blind Mode.
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In Blind Mode (as shown in the sample screen), the item’s requested (i.e., order) and outstanding quantities will not display. CBD button is not displayed as the Cancellation/BackOrder/Discrepany screen is not accessible in Blind Mode.
In Blind Mode, only two buttons will display at the bottom of the Purchase Order screen: “Clear” and “Update”. The “Details” button is not displayed.
The received field, which is the only field that you can edit, will be blank.
Enter the quantity received and touch Update. If you receive a partial shipment and are in Blind Mode, enter the actual number received, not a negative number.
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Touch Clear if you do not want to transmit the displayed item. This does not clear the purchase order number. Only the item information is cleared and you can enter another SKU/XREF for the same PO. If you touch “Clear”, the quantity entered in the “received” field will not be transmitted to PrismCore ICS.
ASN Receiving Non-Batch
The ASN button on the main PDA Receiving screen is for receiving via Advanced Shipping Notices. This option is currently not available with PrismCore.
Batch Receiving Mode
Batch receiving is active when the Batch Mode is checked at the Receiving configuration screen. When Batch Mode is checked, only blind receiving is allowed. Because there is no immediate communication with ICS in batch mode, you cannot enter cancellations, backorders and discrepancies. In Batch Mode, nothing is transmitted to ICS until you touch the “Transmit” button.
If the “Batch Mode” box is checked on the PDA Receiving configuration screen, the following parameters will apply:
There is no immediate and on-going communication between the PDA and PrismCore ICS. Receiving data is not sent to PrismCore ICS until you touch the “Transmit” button on the PDA’s Receiving PDA. At that time, receiving data entered in batch mode is sent to PrismCore ICS.
When a PO number is entered, there is no immediate verification of the number. An invalid, proposed or closed number will be accepted by the PDA in batch mode. However, if you transmit data with an invalid PO number (i.e., incorrect, proposed or open), it will be lost.
As item XREF/SKUs are entered, they are not verified. In batch mode, the PDA will accept incorrect and invalid XREF/SKUs. When the data is transmitted to PrismCore ICS, invalid XREF/SKUs will not be transmitted and will be lost during transmission.
How to Receive in Batch Mode
Touch the Application icon if you are in another application.
Touch the Receiving icon.
Touch Configure to configure your login. For detailed information on how to configure your login, refer to the “Logging into an Application” section of this document.
For batch receiving, make sure that Batch Mode is checked.
Once you have configured your login, touch Receiving. Note that the words “Batch Mode” appear at the bottom of the screen instead of your login.
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After you touch Receiving, you will see three selections: Purchase Orders, ASN and Transmit.
If you are not ready to access one of the options and want to return to the previous screen, touch Home in the upper right corner.
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See below for information on the three options.
Purchase Orders - Use the Purchase Order option to receive items on open purchase orders by entering the PO number.
ASN - The ASN option is not currently available for PrismCore.
Transmit - Transmit is displayed only when Batch Mode is checked at the Login Configuration screen. After you have entered receiving information, you will use “Transmit” to send the information to PrismCore ICS. Once the information has been
transmitted, it cannot be cancelled. Corrections to receiving amounts would need to be entered and then transmitted.
“# records” will display below the selections.. This shows you how many records are waiting for transmission to ICS. The records will be transmitted when you touch “Transmit”.
To return to the previous screen touch Home.
Touch Purchase Orders if you are ready to receive in batch mode. Enter a valid open PO number in the PO field using the keyboard or Graffiti. Remember, in Batch Mode, there is no immediate verification of the PO number. Therefore an invalid, proposed or closed PO number will be accepted with no error messages.
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Touch Enter to accept the PO number for transmission or touch Cancel to not accept the PO number.
After you touch Enter, the screen will change. The current number of receiving records waiting for transmission to PrismCore ICS will appear below the PO Number and you will be prompted for the XREF/SKU.
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There will also be a Close button. When you are ready to close access to the current PO and return to the Purchase Order/ASN/Transmit screen, touch Close. Note that doing so will retain any receiving quantities that you have saved for transmission.
Enter a valid XREF/SKU. (Remember with Batch Receiving on the PDA, there is no immediate verification of the XREF/SKU so an invalid number will be accepted.) Use the keyboard or Graffiti.
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Touch Enter to accept the XREF/SKU or touch Close to return to the Purchase Order/ASN/Transmit screen. Remember, touching Close at this time will retain any receiving quantities that you have already saved for transmission.
When you touch Enter to accept a XREF/SKU, the top and middle portions of the screen will remain basically the same. However, near the bottom of the screen, you will see the “Received” field.
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Enter the received quantity in the “Received” field and touch Update to save the quantity for transmission to PrismCore ICS. Touch Clear at the bottom of the screen to clear the XREF/SKU without saving the received quantity.
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When you touch Update, you will be returned to a blank XREF/SKU field for the same purchase order. Proceed with the next item on the order or touch Close to return to the Purchase order/ASN/Transmit screen. When Close is touched, all receiving data saved for transmission is retained. When you are ready to transmit the receiving data collected in batch mode to ICS, you will need to touch Home or Close to return to the screen where you can select the Transmit options.
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The number of records waiting for transmission will be displayed below the Transmit option. In the sample screen, one record is available for transmission. When ready to send the receiving data held in the PDA to PrismCore ICS, touch Transmit.
Information will quickly transmit to your ICS program. During the transmission, you may notice the radio beacon symbol in the upper right hand corner. This indicates communications between the PDA and your ICS program.
When all records have been transmitted, the number of records waiting for transmission will be listed as 0 (zero).
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Note : If the message Batch Transmission error. Some records may have been transmitted. appears during transmission, this means that an invalid PO number or item ID exists within the batch. An invalid PO number includes any Proposed, closed or mistyped PO number. An invalid item includes any mistyped XREF/SKU or any XREF/SKU that is valid but does not exist on the PO number entered. All items entered into the batch prior to the data causing the error will be correctly transmitted. However, data entered into the batch after the incorrect information will not be transmitted. The only solution at the time of this writing is to clear all remaining data and re-receive the cleared data. Unfortunately, the PDA does not tell you which item caused the error. You will have to spot check items in PrismCore to find out when the transmission stopped. This problem has been documented by the programming staff and will be fixed.
ASN Receiving Batch Mode
The ASN option is not currently available with PrismCore.