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The Inventory module on the PDA will allow the user to conduct a real-time physical inventory by scanning products and entering their quantities. The module allows the user to specify a location (store number), batch number, fixture, and area. After scanning or entering a barcode, the module will search the PrismCore database and display the product information. The user will then be able to enter a quantity for the item. After the quantity has been added, the user can accept the entered quantity and the information will automatically be transferred to the PrismCore system for further processing.

 Before starting an inventory with a PDA, it is best to make sure that the Pre-Inventory checklist has been reviewed and that the store has been separated into fixtures and areas.

 To use the Inventory module on the PDA:

  1.  From the PDA Main Menu, click the Inventory module.

  2. The Inventory module will open with one of the screens below:

    If the Inventory 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 Inventory 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 password

    Retain 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 Inventory button to enter the module.

  3. Before scanning any items, click the Edit Parameters button in the middle of the Inventory screen. Click Edit Parameters to change Location, Batch number, Fixture, or Area.

  4.  Inside the Edit Parameters screen, make sure that the correct location is selected. The location can be changed by clicking on the location shown and selecting the desired location. The Batch number, Fixture, and Area values can be entered or changed anytime in the Edit Parameters screen. Click OK when finished. The correct location, batch, fixture, and area should show at the top of the screen.

  5. Scan the first item to be counted. Either the XREF, SKU or ISBN may be entered. The PDA may process for a moment, then the correct item’s information should show at the bottom of the screen.

    Behavior will be different when scanning Textbooks as apposed to scanning GM items or Trade books.

  6. Scan the next item (Step 5).  If a new fixture or area is needed, click the Edit Parameters button to change them before entering new items.

  7. When finished scanning items, go to the PDT Data Maintenance module in PrismCore to save a backup copy.  Refer to the Inventory Manual for further explanation.

    NOTE: When doing a large inventory, it is best to periodically enter PrismCore PDT Data Maintenance to make a back up and transfer the items into the Physical Inventory Module. This will help prevent loss of data if a problem were to occur.

TEXTBOOKS

  • Scan or manually enter the XREF, SKU or ISBN number and click the  button.

  • The Select Item screen will appear where you will need to choose either the New or the Used record and then click on Select  (The actual New or Used EAN Barcode or SKU number that you scanned will be the default option.)

    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.

  • Enter the item quantity. This can be done using Graffiti or clicking the  button to get an on-screen keyboard.

    NOTE:  If the item scanned is a textbook, you still have the option to switch to the other New or Used SKU at this point. Click the New/Used Textbook field to change the New Textbook to Used Textbook when necessary.

  • When the quantity has been entered and everything looks correct, click the  button to transfer the information to PrismCore. If the item does not look correct or if update is not desired, click the  button to remove the item from the PDA screen without updating.

GENERAL MERCHANDISE AND TRADE BOOKS:

  • Scan or manually enter the XREF, SKU or ISBN number and click the  button.

    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

  • Enter the item quantity. This can be done using Graffiti or clicking the button kb to get an on-screen keyboard.

  • When the quantity has been entered and everything looks correct, click the Update button to transfer the information to PrismCore. If the item does not look correct or if update is not desired, click the Clear button to remove the item from the PDA screen without updating.

    NOTE:  Pressing Update does not automatically change the stock on hand in PrismCore. It transfers the information to the PrismCore PDT Data Maintenance module. Refer to the Inventory Manual for further explanation.

Physical Inventory – Items Not Found

 

If a scanned item is not recognized when scanned, a dialog box will appear. The Confirm Record Add dialog box asks the user, “XReference not found in DB.  Would you like to add?”

 

If “No” is selected, the item will not be sent to PrismCore as an item to be counted. If “Yes” is selected, the user can enter the quantity of the item and update the record.

Items that were not found in the database but counted will show as “Item Not Found” in Physical Inventory and must be cleaned up before the final posting of inventory can be done. Refer to the Inventory Manual for further explanation.


Physical Inventory – Item Lookup

 

After and item is scanned it is possible to use the  button to find out more information about the item.

 

 

 

 

 

 

By clicking on the  button this will display product information entered in PrismCore.

 

 

 

 

By clicking on the  button this will display inventory information entered in PrismCore.

 

  

When you are finished with this information you can click the  button to return to the Inventory Screen on your PDA and continue scanning.

 

 

 

NOTE:  The Lookup function in Inventory can be very helpful to see such things like the current SOH or the last inventory date for the item that you are counting. This is a shortcut to the other PDA module called Lookup. For further explanation on all the data displayed please refer to the PDA – Lookup Module section of this document.


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