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  • There are various ways you can conduct the counting of inventory.
  • The most common is to use some type of handheld device but it is not the only option.

Counting with an EDA/PDA/ MobileToolkit on an iPhone:

  1. In the Inventory module on the EDA/PDA/Toolkit, enter the location (Store Number found in WPAdmin, Store Setup, Store Locations), batch, fixture, and area. Every space to be counted in the bookstore needs BOTH a fixture and an area, even if one of the fields is a placeholder (i.e. a store may set up their map so the fixture changes but the area is always '1'). All counting devices should be set to the same batch number (i.e. everything set to batch 1) for every fixture, area, and location.
  2. Scan the items to be counted. For each item, verify the correct item was scanned before updating the count. For books, verify whether it is a new, used, or trade.
  3. On a regular basis (i.e. at least every two hours of counting), have all handhelds stop counting. Open the PDT Data Maintenance module from PrismCore. If already open, close and reopen the module to show the latest data scanned on EDA/PDA.
  4. If the data looks correct, save a backup copy from PDT Data Maintenance using the hammer option of "Save PDT Data to File". Keep a log of the file name, where the file is saved, and what information is in the download. By doing this, if data is somehow lost, you will not have to rescan the data.
  5. In the Physical Inventory module, use the hammer option "Add Inventory from PDTs" to pull the data from PDT Data Maintenance into the Physical Inventory Module.
  6. After the data has been saved and added to the Physical Inventory module, counting with the EDA/PDA/Toolkit can continue.

    Note: If also using a PDT for counting or if counting at more than one location, all locations should stop counting at the same time. This ensures that incoming counts are not added while the data is being saved and/or imported from the PDT Data Maintenance module.

Counting with a PDT:

  1. (See the Inventory Manual for full PDT instructions)
    1. If a multi-store PrismCore system, verify the Store Location (matches WPAdmin, Store Setup, Store Locations) on the PDT (press S from the Main PDT "ABC" menu).
    2. Count inventory with the PDT, changing the fixture and area as needed. Every spot in the bookstore needs BOTH a fixture and an area, even if one of the fields is a placeholder (i.e. a store may set up their map so the fixture changes but the area is always '1').
    Support suggests that the PDTs should be downloaded on a regular basis (i.e. at least every 2 hours).
    3. Open WinPDT on the workstation that the PDT cradle is attached. If the WinPDT
    program does not say "Waiting for PDT login", call Support.
    4. Place the PDT to be downloaded into the cradle.
    5. On the PDT, press the B option from the main menu to Transmit to Host. All counting devices should be set to the same batch number (i.e. everything set to batch
    1) for every fixture, area, and location.
    6. After the download is complete, open the PDT Data Maintenance module from
    PrismCore. If already open, close and reopen the module to show the latest data.
    7. If the data looks correct, save a backup copy from PDT Data Maintenance using the hammer option of "Save PDT Data to File". Keep a log of the file name, where the file is saved, and what information is in the download. Once the download of the PDT is complete, press the ENTER key to return to the main menu.
    8. In the Physical Inventory module, use the hammer option "Add Inventory from PDTs"
    to pull the data from PDT Data Maintenance.
    9. After the backup copy is saved, the PDTs can be cleared. From the main menu on the PDT, choose C to Clear Data. After clearing the PDT, counting can continue.


    Note: If also using an EDA/PDA for counting or if counting at more than one location, all locations should stop counting at the same time. This ensures that incoming counts are not added while the data is being saved and imported from the PDT Data Maintenance module.


    Extra PDT Menu options from the Main Menu:
    <S> - display or change the store number
    <R> - display the last two items scanned
    <V> - display the PDT software version

Counting on Paper:


1. In the Physical Inventory module, create fixture/area records for the items to be counted. These fixture/area records can be created per DCC or course.
2. Double-click the blank line in the grid of the Physical Inventory module.
3. In the Item Find Search dialog box, search for the items to be counted. The search could be by textbook term/course, DCC, or any other Item Find Search criteria.
4. From the Item Find Search results, click on the first item in the list and drag down until the last item desired in this fixture/area is reached. After the items are highlighted, press Enter to select them.

5. The selected items will populate in the Physical Inventory module in the order they were listed in the search results. All items default to a quantity of zero.
Each instance of textbooks will show twice in the list, once for new and once for used. If textbooks are added using the Item Find search by term, a textbook used in more than one course will show in the list for each course for which it was adopted. When posting inventory, all counted values of a textbook will be combined into a total stock on hand amount for each SKU.
6. When counting the books on the shelves, the counted numbers can be recorded on
PrismCore reports. Suggested reports to count from include:

      • From the Course Requests module, the Course List report shows the books by department/course/section along with other course information.
      • From the Physical Inventory module, the Physical Inventory Fixture report printed for all fixtures and areas shows the books in the same order as the Physical Inventory screen.
        7. After counting, enter the inventory amounts into the Qty field in the Physical Inventory module. For textbooks, make sure to get new count on the new book and the used count on the used book.

        Counting with the Workstation Inventory Program (Stand-Alone)


        An application has been developed for interface with the PrismCore system called 'Nebraska Book Inventory'. It is an inventory application that can run on a laptop or desktop computer. The application was built as an alternative to the EDA and PDA Inventory Applications. This program is intended to be used on laptops, and can be run with network access in live mode or without a network connection in batch mode.
        To use this application, users must first download the software from the downloads page of our website (https://portal.nebook.com) to the computer(s) on which the application is to run.
        Once the Workstation Inventory program has been loaded onto a workstation, follow the directions for counting with an EDA/PDA (page 5).
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