The Inventory application allows you to enter inventory quantities to upload to your inventory control program. If Batch Mode is not checked during configuration, the barcodes and inventory quantities entered via the iPhone are received by PrismCore and held in PDT Data Maintenance. Periodically during inventory, you must access the Physical Inventory module in PrismCore to move the iPhone data from PDT Data Maintenance into the Physical Inventory Module.

The iPhone information is sent to PDT Data Maintenance rather than directly to the Physical Inventory Module to safeguard your data. In the event that there is a problem with the transmission of data, your physical inventory files will not be corrupted.

In the iPhone Inventory application, you will need to enter location, batch number, fixture and area information. Therefore, before starting, it is best to make sure that you have reviewed your pre-inventory checklist and that your store has been separated into fixtures and areas.

After scanning or entering a barcode on the iPhone, the application will search your PrismCore ICS database and, if the item is found, displays product information. You can then enter the inventory quantity for the item and the information will automatically be transferred to PrismCore PDT Data Maintenance. If the item is not found in your database, you will need to add the item to Item Maintenance and Inventory Maintenance before you can enter an inventory quantity for it.

How to Use Inventory

Touch the Inventory icon. 

The parameter for Batch Mode is user controlled by the “On / Off” switch named “Batch Mode” in the Inventory application’s configuration screen and can be changed as needed.  Batch Mode is useful when you are out of range.  Then the batch can be transmitted when you return within range.  When NOT using batch mode, the inventory data that you enter on the iPhone is continuously transmitted to PrismCore PDT Data Maintenance and validated with your ICS program. It is automatic and real time inventory.

Open

The inventory screen will display the location, batch, fixture and area fields.   Edit the parameters as needed to set the location, batch, fixture or area. If you are working with multiple store locations, it is important to make sure that the location is correct before scanning.

Open

To change the location, touch the location displayed.

A dialog will display available locations. Select the correct location by touching it.

To change the batch number, fixture or area, use the keyboard.  The batch number must be numeric, and is selected from a pull-down. The fixture and area each have a maximum of five characters and can be alpha or numeric.

When all fields are set as you want them, touch Start Inventory.

The correct location, batch, fixture and area should then display at the top of the inventory screen. Note that whenever necessary during your physical inventory, you cantouch Back to go back and change the batch number, fixture or area.

You are now ready to scan or enter the XREX/SKU of an item using the keyboard. If the item is a book, you can also enter the ISBN.  Enter the item ID by scanning it or manually enter it.

 The iPhone may process for a moment as it searches ICS for a match. When the item is found in your ICS database, the item information will show on the iPhone screen.

NOTE: The system parameter for “Mark 13-digit 978 barcodes as Not Found” (WPAdmin 121 General System Parameters) will control that screen.  If the parameter is checked, the N/U/T options will appear when a 978 13- digit barcode is scanned.  If it is unchecked, the item will be located as new.

 If the item is not found, the message XReference not found in DB. Would you like to add? will display. Tapping Yes will add the item to PDT Data Maintenance, and you can then add the item to Item Maintenance later.

Scanning General Merchandise

The Inventory screen will appear with GM item information. 

The Qty field defaults to 1. If this is correct, touch Update. Otherwise, enter the correct inventory quantity and then touch Update to transmit the information to ICS.

Reminder:  Touching Update does not automatically change the stock-on-hand of the item in your Inventory Control System. Update transmits the information to PDT Data Maintenance in the physical inventory module. Refer to your Physical Inventory manual for information on how to move the iPhone data from PDT Data Maintenance to the physical inventory file.

After you touch Update, the screen clears and returns to the XREF/SKU field. Scan the next item, enter the inventory quantity and Update.

NOTE: If you need to change the batch, fixture or area, touch Back to make changes before scanning the next item.

Scanning a Textbook/Tradebook

 The Inventory screen will appear with Text item information.

NOTE: The system parameter for “Mark 13-digit 978 barcodes as Not Found” (WPAdmin 121 General System Parameters) will control that screen.  If the parameter is checked, the N/U/T options will appear when a 978 13- digit barcode is scanned.  If it is unchecked, the item will be located as new.

 What will post to inventory is what you scan; the bottom of the screen is merely item lookup.

 The Qty field will default to 1. If this is correct, touch Update. Otherwise, enter the correct inventory quantity and then touch Update to transmit the information to ICS.

 Reminder:  Touching Update does not automatically change the stock-on-hand of the item in your Inventory Control System. Update transmits the information to the temporary file in the physical inventory module.  Refer to your Physical Inventory manual for information on how to move the iPhone data from PDT Data Maintenance to Physical Inventory.

After you touch Update, the screen returns to the XREF/SKU field, but also shows the last items you entered at the bottom. You can proceed with the next item. If you need to change the batch, fixture or area, touch Back to make changes before scanning the next item.

When finished with the scanning session on the phone, go to the PDT Data Maintenance of PrismCore. Save a backup copy and then add the iPhone information to the physical inventory file.

Reminder:      When doing a large inventory, it is recommended that you access the physical inventory module of PrismCore and periodically backup and add the iPhone information to the physical inventory files. This will help prevent loss of data in the event that a problem with transmitting data occurs.

Inventory – XREF Not Found

If a scanned item is not recognized, i.e., a match is not found for it in ICS, a dialog box will appear on the iPhone screen. The message XREF not found in Database. Would you like to add? will be displayed.

If you touch NO, information will not be sent to PrismCore. If you touch Yes you can proceed with entering an inventory quantity and Update the record.

 The item will then show as an “Item Not Found” in The ICS Physical Inventory module and must be cleaned up before you post inventory. For more information on how to clean up items not found, refer to your Physical Inventory manual.

Inventory – Lookup

When an item is scanned for inventory and the item information is displayed on the iPhone screen, a Details button is available on the bottom right side of the screen. You can touch this button to see detailed information about the item, if desired.

In Details view, touch the Item or Inventory buttons to choose which detail to view. With both types of information, use the scroll bar on the right side of the screen to view more information. When finished reviewing the information, touch to return to the Inventory Screen.

Note: The Details function at the Physical Inventory screen is a shortcut to the Lookup application. During physical inventory, for example, it may be helpful to see current SOH or the last inventory date of an item. For more information on the Lookup module, refer to the Lookup section of this document.