Wasp Inventory Control v5 Std Stock Control Software Betriebsanweisung

User Guide

6123 becomesWhse1 becomes:Assigning a permanent barcode to each site, location, item supplier andcustomer creates an environment where a mobile device

96NNegative Inventory - Allowing on theMobile Devices, 14Non-Inventory Items, 69OOptional Track By Fields, 12Order Units, 65PPayment Methods, 85Creati

7keep plenty of extra label stock and printer ribbons to make sure you never runout. To determine how to best provide good quality labels for daily us

8The first step for designing your labels is to decide whatto print the barcode on. A variety of barcode label stockexists that can withstand any envi

9Before you label your locations you need to come up with a numbering schemefor each location and item. In InventoryControl there are two fields that

10Barcodes Best PracticeIn InventoryControl, when you are asked for a number to identify sites,customers, items, locations etc., we s uggest you alway

11128 which supports both upper and lower case characters, all numbers andmany of the special characters.How Should I Label My Items?Just as every loc

12Identifying Additional Tracking NeedsSometimes it is important to be able to associate an exact item or range of itemswith an exact customer, serial

13make sure that you print a label for each track by field you have selected to useand attach them to each item. If the labels are not physically atta

14devices. Throughout the day several people log in to each device and do severaldifferent kinds of transactions. By the end of the day each device is

15Sometimes this is the preferred way for companies if their items are all trackedby serial number or some other tracking field that must be correct.

Copyright © 2007Wasp Barcode Technologies1400 10thSt.Plano, TX 75074All Rights ReservedFirst Printing October 2007Written by Shari deBlonkSTATEMENTS I

16Chapter 2: Getting StartedAfter you have installed InventoryControl, you need to enter your inventoryinformation. There are various ways you can ent

17Figure 9user name and password, rather than sharing a single user profile, as this allowsyou to keep track of who does what i n the system. Inventor

18Figure 11will be the primary user of the InventoryControl software and will keep track ofinventory movements by running reports. Pat will also serve

19Step 2: Enter Your Company Information and all Shipping/ReceivingAddressesNext you should enter your company's information on the Company Infor

20sites. Now when purchase orders are created, she can select to have the ordershipped to any of the three addresses.Business Type: Fleet and Reseller

21keep your naming simple so that you and your employees c an readily identify thesite or location they need.How to Add Sites and LocationsYou have tw

22Business ExamplesBusiness Type: Distributing – M u ltiple Sites/Multiple LocationsSebastian’s Distributing has two warehouses. Each warehousecontain

23Site Configuration screen to make each mobile device specific to a vehicle. TheSite Configuration screen on the mobile devices allows him to designa

24Figure 13Step 4: Create Location Labels for ScanningIf you have setup more than one location and you will be using a mobile devicewith an integrated

25Windows Find (or Search) c ommand to locate the folder containing the fileInventoryControl.exe, then save your .LAB files in the Labels folder benea

iTable of ContentsChapter 1: Where Do I Start?... 1Using this Document...

26many Suppliers, you will want to consider importing them. If, however,you are only adding a few, or if you need to add additional Suppliersafter imp

27Business Type: Reseller – One Supplier for Some ItemsBrady’s Bargains has a list of suppliers from which they regularlyreceive certain items that th

28• Import Items into the Database - If you already have item informationcontained in another database, you may want to use InventoryControl'sImp

29need ideas on how to label your items, refer to Chapter 1 – Where Do I StartBasics.They will also be tracking some items so he makes sure he imports

30Labels List will appear. Simply highlight the label you want to create, then clickthe OK button. W asp Labeler will automatically open allowing you

31How to Add Inventory to Your Database• Add Inventory via the PC or a Mobile Device –You can manually addinventory to items using the Add inventory s

32correct. If you do import, you should perform an audit of your inventoryimmediately after importing (before any transactions are performed onthe dat

33Also available in the InventoryControl Help…For More Information On… Type this in the Index Tab…Using the Add Inventory Screen Manually Adding Inven

34Chapter 3: Importing Data into InventoryControlInventoryControl allows you to bring data into the program from external sourcesin .csv or .txt forma

35”Adams”, “Jane”, “46”, “female”, “New York””Doe”, “John”, “32”, “male”, “California”Not all software programs will export into .csv or .txt format.

iiAuditing Best Practices... 52How to Audit in InventoryControl ...

36How to Import into InventoryControlInventoryControl contains an easy-to-use Import Wizard. This wizard will takeyou step by step through the import

37Mapping Your DataTo tell InventoryControl which field in the software corresponds with each pieceof data in your import file, you can Map the data.

38Importing Tracked By InformationInventoryControl allows you to track your inventory by Serial Number, Lot, Palletor Date Code. These fields are True

39Item Number, Site, Location or Supplier Code will not be created using thenew value. Instead, the Inventory record being imported will be rejected.T

40It is not uncommon to get errors when duplicates occur in your sourcedata. Duplicate errors canusually be ignored and theImport can be considered to

41feature on the Options screen. To do this, from the Main Window click Tools >Options.OntheOptions screen, click on Edit Field Names, then select

42labels, used in the previous software do not match those used inInventoryControl. She knows that she has two options to match up (map) thedata:1. sh

43he knows InventoryControl will simply ignore the data that is not mapped to aheader. Now he checks the other column headers, such as Item Number, It

44Chapter 4: Working with Mobile DevicesIf your business consists of various warehouses, storage rooms, vehicles, or anysite/location where a great de

45All of these steps are automated through the Mobile Devices Wi zard inInventoryControl. It is also a good idea to create a backup of your database o

1Chapter 1: Where Do I Start?Using this DocumentThis manual contains information that will aid you in setting up and using theInventoryControl softwar

46Step 2: Create a Mobile Version of the DatabaseNext you will create a mobile version of your InventoryControl database. This isa snapshot of the dat

47result in slow performance if you have a lot of information in your database.Filtering allows you to tailor the information that appears on the devi

48how many transactions are made on the database. Usually it is a good idea tosend a new database to the mobile devices atthe start of each workday.Cr

49Click Finish on the Wizard screen and the Pending Uploads screen appears.This screen lists all transactions that were transferred from the device an

50Common Mobile Devices QuestionsBy what criteria can the InventoryControl database be filtered to produce thedatabase that’s downloaded to a mobile d

51a customer, the user will use the mobile device to access the Remove screen,scan the barcode to bring up that piece of inventory and mark it as remo

52Chapter 5: Auditing Your InventoryWhat is an Audit?Sometimes referred to as “taking inventory”, Auditing is the process used tophysically count the

53• Plan Your Audit - Plan your audit date and time well in advance.This is especially important if you have m ultiple sites, warehousesthat contain i

54procedures should be.• Backup Your Database – Create a pre-audit backup of yourdatabase on the day of your audit, just before putting the systeminto

55• Review Reports –TheDiscrepancies report and Not CountedItems report should be reviewed now. The Discrepancies reportlists any items, by location,

2Follow Our ExamplesThroughout this document we will suggest solutions and examples for threehypothetical companies. These companies represent generic

56simultaneously with the PC to perform an audit by downloading the database inaudit mode to each device. Audit Mode features a simple Audit screen th

57For more information on using the mobile devices to audit, please referto the online help.4. Review the Not Counted Items Report.5. Reconcile your c

586. Review the remainder of the Audit Reports.7. End the Audit Mode.Common Audit QuestionsCan I use InventoryControl to perform cycle counts?Inventor

59Cycle counts are like “mini-audits” and it is a good idea to perform them severaltimes throughout the year, especially on fast-moving merchandise. W

60How often should I audit my inventory?This depends on your business needs, but at a minimum you should perform afull, physical audit at least once a

61Business Type – FleetRusty’s Cable Service has 20 vehicles setup as sites inInventoryControl a nd one storage room setup as a site. Each driveris as

62number counted matches the number in the system. This creates a papertrail for the audit.• The Discrepancies and Items Not Counted reports are run a

63Chapter 6: Using Cost Tracking and Average CostHow is Average Cost and Item Value Calculated?Cost handling in InventoryControl is designed to show y

64What is the Cost for my Item?When you input cost for an item into the New or Edit Item screen the cost is yourcost for purchasing one of the stockin

65If your cost for this add is different from the cost on the item record, you canchange this cost on the Add screen to represent the actual cost.For

3Sebastian Distributing has been in business for m any years and has previouslyused a different inventory software. They have a great deal of inventor

66If I order my Barcode Laser Scanners in boxes of 20 but my stocking unit is each,I need to specify the cost of a box of 20 when I create the Order U

6750 Scanners * $300 = $15,000 (from the 1st)50 Scanners * $320 = $16,000 (from the 8th)1 Scanner was found and added to inventory at $ 050 Scanners *

68Keep in mind that there is no way to change the price after the handheldtransactions are processed on the PC.If you have the Enterprise or Pro versi

69Chapter 7: Working w ith Purchase OrdersOverviewPurchase orders can be created in InventoryControl when you need to orderadditional inventory from s

70Purchase Order Work FlowThe graphic below illustrates the workflow of a purchase order from creation toclose.Create Automatically Generated Purchase

71Figure 44We suggest you set up your numbers to contain a date field, followed by aserialized (count field), at the very least.Automatic Emailing of

72Figure 45Figure 46In order for the email feature to work correctly, youmust set your SMTP Server, User Name andPassword (if authentication is requir

73Figure 47By enabling the Automatic Notification of Low Order Item on the Options screen,InventoryControl will display the Item Stock Level List when

74Defining Custom Shipping and Payment MethodsWhen you are creating your purchase orders, you will notice that the Shippingand Payment Method fields c

75Figure 50Receiving Inventory from a Purchase OrderWhen you begin to receive inventory from the purchase order, you will enter thequantity received f

4Mid-sized Reseller - Standard Version of InventoryControlBasic Needs:• One Site, Multiple Locations• One PC running InventoryControl• No mobile devic

76Purchase orders that have some items marked as received, but others that havenot yet been received have a status of In Process. If the order becomes

77Note that while the partial received amounts can be marked as received on themobile devices, the actual backorders will need to be created on the PC

78What is the difference between the Reorder Quantity field found on theCreate New Item or Edit Item screen, General Tab and the Reorder Quantityfield

79Each day, when a new mobile database is transmitted to the mobile devices, thecurrent outstanding purchase orders are also sent. When the items arri

80Also Available in InventoryControl Help…For More Information On… Type this in the Index tab…Purchase Order/ReceiveOverviewPurchase Order/ReceivingOv

81Chapter 8: Working w i th Pick OrdersOverviewPick Orders are orders that you create when inventory is requested by acustomer and needs to be taken (

82Creating Automatically Generated Pick Order NumbersEach pick order you create will be assigned a unique identifier. You can eitherenter this number

83Automatic Emailing of the Pick Order and/or the Packing SlipAt the bottom of the Create New Pick Order screen is a check box labeled Emailon Save. I

84In order for the email feature to work correctly,you must set your SMTP Server, User Name andPassword (if authentication is required foroutgoing mai

85Defining Custom Shipping and Payment MethodsWhen you are creating your pick orders, you will notice that the Shipping andPayment Method fields conta

5Before starting this process, set aside a day or two when you can stop using theold system and transition over to InventoryControl. The audit, or inv

86Picking Inventory from a Pick OrderWhen the order is actually being picked, meaning the inventory is being readiedfor shipping to the customer, the

87Common Pick Order QuestionsCan I create a backorder for items listed on a pick order that are out ofstock?Backorders cannot be created in InventoryC

88Also Available in InventoryControl Help…For More Information On… Type this in the Index tab…Pick Order/Pick Overview Pick Order OverviewSteps to cre

89GlossaryAdd – The InventoryControl function that allows you to manually add quantity toitems already entered into your database. Inventory is the am

90Batch Processing – A method of processing mobile device data in whichuploads and downloads of data are performed only when the device is connectedan

9101 02 05 (for Row #, Shelf #, Bin # )Another example would be to create Site labeled Warehouse 1 containing aLocations labeled Bin1 and Bin 2.Loopin

92in boxes containing 10 jars. When creating purchase orders, you would want tospecify the Order Unit as box rather then jar (or you could end up with

93Receive – A function in InventoryControl that allows you to increase the quantityof an item. Receive is similar to the Add function, but is used whe

94Transaction Code (TransCode) - Transaction Codes can be any code yourbusiness assigns to certain types of Adjustment transactions. Assigning theseco

95IndexAAudit - How To, 55Auditing, 52Why Audit, 52Auditing Best Practices, 52Average Cost, 63, 66BBackorders, 76Barcode Symbologies, 6Barcodes - Best