Each set of scanned bar code labels that you load into the computer from your bar code scanner is stored in what is called a lot. A lot can be created from a single upload of information from your scanner. You may also upload several different sets of scanned bar codes into the same lot. The user is responsible for assigning a lot number to the list of items that he or she is working with. Lot numbers can be any 5 characters (letters or numbers). The most common way to create a lot number is to us the user’s initials, or a truck number, etc. Each lot, depending on its type, also may require some additional information such as the warehouse from which the items are coming. The six different types of lots are described below.
Project Transfer
The "Project Transfer" lot is used when you are taking items from inventory to a client’s site. The items are typically set up at the client’s location to determine the various pieces that the client wishes to purchase. The items being taken to the client’s location are scanned as they are loaded on the truck, and this lot is then uploaded to the computer. The computer will hold this lot for later billing. Merchandise that the client decides not to keep will be brought back, possibly at a later date. As the merchandise is unloaded for return to inventory it is once again scanned. The set of returned items is then uploaded into the computer using the same lot number. The computer will remove the returned items from the lot, leaving those items retained by the client for invoicing. Clicking the Update button on the right hand side of the Data Collection Items window will cause the computer to transfer the items in this lot to the specifications area of the appropriate project so they can be billed to the client.
Receiving
The "Receiving" lot is used when you receive merchandise that you have ordered. In most cases this merchandise will have been ordered for the showroom or to replenish stock inventory, although this feature may be used on project purchase orders as well. As noted in the section on printing labels, the computer can provide you with a set of bar code labels to be applied to merchandise as it is received. If you scan these labels as a receiving lot and upload it to the computer, the program will automatically record the items as being received in your inventory module or project specifications window when you click the Update button on the right side of the window.
Warehouse/Showroom Transfer
The "Warehouse/Showroom Transfer" lot is used to move merchandise between warehouses or showrooms. The merchandise is scanned as it is being loaded onto the truck, and the user uploads this lot into the computer. The user then indicates the destination of this lot, and the program will automatically remove the merchandise from the old location and record it in the new location when the Update button is pressed.
Delivery
The "Delivery" lot is used to record items as being shipped to the client site. A delivery is based on a delivery ticket. This function allows the shipper to scan each item being delivered. Use the update button to update the shipped quantities for each item being delivered.
Item List
The "Item List" lot is used simply to assemble a list of merchandise. Once this list is uploaded to the computer it can be printed on paper. The lot can later be transferred into a project by pressing the Update button on the right side of the window.
Physical Count
The "Physical Count" lot is used when taking physical inventory. To take a physical count, first create a lot and specify the warehouse or showroom that you are counting then click the get inventory button. This loads the entire inventory onto the list. Use the scanner to begin counting your inventory. It is not necessary for the entire inventory to be scanned at once before uploading to the computer. A single physical inventory lot may consist of several individual uploads, even over several days. The computer will combine these uploads into the lot for a single physical count. As items are upload to the computer you will notice that items that have a scanned quantity that matches the current on hand quantity will drop off of the list. As soon as an items is scanned that is not on the list it is instantly added.
When the count is completed you will be left with only those items with differences in the counted quantity and the item’s current on-hand quantity as recorded in the computer. Design Manager can print a report which will show these discrepancies between the scanned lot and the computer’s inventory records by clicking on the print button. After making any corrections in the scanned lot, you must check off all inventory items that you wish to have the computer correct in the main inventory file. When you press the Update button on the right side of the window the computer will automatically update your master inventory records with each checked item and will delete the count. Do not use the update button until your are sure that the count is complete and ready.
Handling Errors
Occasionally when uploading the scanner into the computer errors can occur. These errors include items that are not found in the inventory file, incorrect project codes, items that are over-committed, etc. When an error occurs, the type and cause of the error will be displayed on the item list in red. These errors can then be deleted or corrected using the edit button. There is also a button that lets the user delete all error reports. The computer will not let the lot be updated until all errors are either fixed or removed.