Remote Physical Posting (INDE009)

 

The Remote Physical Posting is found on the Inventory Data Entry menu, 1-9

 

The main purpose of the Remote Physical Posting program is to update the on hand quantities for items in a warehouse using a bar-code scanner.  When taking inventory, every item or item type is scanned and the quantity entered into the bar-code scanner.  Whatever on hand amount is entered into the bar-code scanner replaces the current on hand amount for that item in The La Crosse Systemä.  This is a very efficient method performing a physical inventory count.  The Inventory Posting Report, which lists the old quantity and the new quantity for every item scanned, is printed.  The net change dollar value between the old and the new quantity is also included on the report.  The Inventory Posting Exception Report, which lists all the items and associated quantities stored in the warehouse but not scanned, can also be printed.  This report can be used to detect inventory discrepancies before the inventory is updated.

Any entry made in the Remote Physical Posting program is written to the file that is used by the Stock Activity Inventory Report.  This is the Imwactd File.  The entry says PHYS.POST to identify it as coming from the Remote Physical Posting program.  The Stock Activity Inventory Report only prints the quantity that was entered.  It will not provide any of the net change information.  Also written to the file is the adjusted warehouse, the items description, and the transaction date and initials entered at the menu upon entry to the program.

 

The on hand amounts are adjusted in the proper warehouses to the entered amounts. When an item is stocked in a warehouse, an item warehouse record is created.  The current system date is written as date added.  Whatever is stored in the Item File in the negative stock indicator is written and also automatic calculation of min and max.

Remote Physical Posting  (Contd)

 

 

Operate the Bar-Code Scanner

 

Introduction

To activate the scanner, pull back on the trigger.  When activated, the LMS password screen is displayed.  See the following example.  Note:  To save on battery life, the bar-code scanner automatically shuts off after a certain length of time.  A beep sounds before the screen becomes blank.  This is a feature similar to the screen-saver mode on a PC terminal.  Pull back on the trigger to exit this screen-saver mode and return to the screen where you left off.

 

 

 

 

 

 

 

 

 

 

 

 

Press ENTER to access the Inventory System menu.  See the following example.  Select one of the following options.

 

<F1> = Data Entry

<F2> = Inquiries

<F3> = Purge Data

<F4> = Transmit Data

<MODE> To End

 

 

 

 

 

 

 

 

 

 

 

Remote Physical Posting  (Contd)

 

 

Operate the Bar-Code Scanner  (Contd)

 

Introduction  (Contd)

 

Press F1 to perform an inventory posting or transfer.  Press F2 to review all items, serial numbers, and associated quantities stored in the scanners memory.  Press F3 to purge all current data stored in the scanners memory.  Press F4 to transmit the data stored in the scanners memory to The La Crosse Systemä.  Press MODE to exit the Inventory System menu and return to the LMS Password screen.

Remote Physical Posting  (Contd)

 

 

Operate the Bar-Code Scanner  (Contd)

 

Inventory Posting

From the Inventory System menu, press F1 to open the Data Entry screen.  See the following example.

 

<F1> = Posting

<F2> = Transfers

<MODE> = Main Menu

 

 

 

 

 

 

 

 

 

 

 

 

Press F1 to begin the physical posting process.  The Item Data Entry screen opens and the following prompt appears.  See the following example.  Note:  You must scan one warehouse at a time.  The bar-code scanner can store 15,000 scans/items before uploading to The La Crosse Systemä is necessary.

 

Enter Item Number:

 

 

 

 

 

 

 

 

 

 

Remote Physical Posting  (Contd)

 

 

Operate the Bar-Code Scanner  (Contd)

 

Inventory Posting  (Contd)

 

Enter Item Number:

 

Enter an item number by scanning the bar-code label or manually entering the items number on the keyboard.  To enter an item number using the bar-code scanner:  Scan the items bar-code label.  Pass the scanners laser, which is emitted from an area behind the monitor, over the bar-code label.  The red light of the laser should intersect the label horizontally.  A beep sounds and a green light flashes near the top of the monitor if the label scans successfully.  The system checks the item numbers validity.  If valid, the Quantity Data Entry screen is displayed.  To re-enter the item, press F2 to redisplay the Enter Item Number: prompt.  If invalid, a buzz sounds.  The Enter Item Number: prompt redisplays.  Rescan the items bar-code label or enter the items number manually.  The item number can be up to 17 characters in length to properly scan with the bar-code scanner.  The bar-code scanner is unable to read the label for an item or serial number greater than 17 characters.

 

To manually enter an item number, enter the number on the scanners keyboard.  Press the SHIFT key to change the keyboard from numeric mode to alphabetic mode.  Press F3 to move the cursor ahead one space.  Note:  Press F4 to enter the Item Number Search screen to see if an item number was entered previously.  Press MODE to exit the Item Data Entry screen and return to the Data Entry screen.

 

Note:  If a non-serialized item is not stocked in the warehouse, The La Crosse Systemä automatically stocks the item in the warehouse as a stock item.  The onhand quantity is adjusted accordingly.

 

If the item is serialized, press F1 to open the Serial Data Entry screen.  The Serial Data screen opens and the following prompt appears.

 

Enter Serial Number:

 

 

 

 

 

 

 

 

Remote Physical Posting  (Contd)

 

 

Operate the Bar-Code Scanner  (Contd)

 

Inventory Posting  (Contd)

 

Enter Serial Number:

 

Enter the items serial number by scanning the serial number section of the bar-code label or enter the items serial number manually on the keyboard.  To enter the serial number using the bar-code scanner, scan the serial-number section of the bar-code label with the bar-code scanner.  A beep sounds and a green light flashes near the top of the monitor if the label scanned successfully.  A quantity of one is assumed for a serialized item.  Therefore, the Enter Quantity: prompt is not displayed.  Note:  Press F2 to redisplay the Item Data Entry screen and re-enter the item number.  The previously-entered item number is erased.

 

The Quantity Data Entry screen opens and the following prompt appears.

 

Enter Quantity:

 

 

 

 

 

 

 

 

 

 

Enter the quantity for the item using the keyboard on the scanner.  For pack multiples, enter the multiple rather than the pack (i.e., enter 12 for 1 case of toner which contains 12 bottles).  Press ENTER when finished.  The quantity is checked for validity (1-9999).  If valid, a beep sounds and a green light flashes near the top of the monitor.  If invalid, a buzz sounds and the Enter Quantity: prompt redisplays.  Enter quantities as each rather than as a case, etc.  (e.g., Each case of toner has a package multiple of 4.  You have two complete cases and one extra bottle.  When entering the quantity for this item, you must enter 9.)  Note:  Press F1 to open the Serial Data Entry screen and enter a serial number for a serialized item.  Do not enter a quantity for a serialized item.  The bar-code scanner assumes that a serialized item has a quantity of one.  Press F2 to redisplay the Item Data Entry screen and re-enter the item number.  The previously entered item number is erased.  Press F3 to insert a space at the prompt.

Remote Physical Posting  (Contd)

 

 

Operate the Bar-Code Scanner  (Contd)

 

Inventory Posting  (Contd)

 

Repeat the steps to complete the inventory posting process for every item, item type, product class, range of product classes, bin location, or range of bin locations within the initial warehouse.  If the label of a particular item is scanned more than once, the item is indicated by three asterisks next to the item number on the Inventory Posting Report.  Every entry for a particular item is accumulated to correctly impact inventory in The La Crosse Systemä.  REMINDER:  Scan one warehouse at a time.  The bar-code scanner can store up to 15,000 scans/items before an upload must be performed.

Remote Physical Posting  (Contd)

 

 

Operate the Bar-Code Scanner  (Contd)

 

Item Number Search

From the Item Data Entry screen, press F4 to open the Item Number Search screen to search all previously-scanned data to see if the item is already input.

 

The Item Number Search screen opens and the following prompt appears.

 

Enter Item Number:

 

 

 

 

 

 

 

 

 

 

Enter the item number by scanning the items bar-code label with bar-code scanner or enter the item number manually using the keyboard.  Note:  When performing the item number search, the program first looks for an exact match of the item number.  If unsuccessful, the program looks for the next closest match.  (e.g., Item number TONER1 with a quantity of 12 was entered.  A search performed on TONER, which has yet to be entered) would result in the display of TONER1 12

 

If the item number is not found, a buzz sounds and a NOT FOUND!!! message displays.  The screen returns to the Item Number Search screen and Enter Item Number: redisplays after a few seconds.  If the item number is found, a beep sounds and a FOUND IT!!! message displays along with the item number, quantity, and serial number.  Press F2 to redisplay the Item Number Search screen and perform another item number search.  If multiple serial numbers have been entered for an item, press F3 to view each of the available serial numbers

 

Note:  Press F1 to delete the item number, serial number, and quantity.  The Delete Item Record Are You Sure? prompt displays.  If yes, enter Y and press the ENTER key.  An ITEM RECORD DELETED message displays and the record is deleted.  The Item Number Search screen redisplays.  If no, enter N and press the ENTER key.  The Item Number Search screen redisplays, and the item is not deleted.

Remote Physical Posting  (Contd)

 

 

Operate the Bar-Code Scanner  (Contd)

 

Data Inquiry

From the Inventory System screen, press F2 to open the Data Inquiry screen.  View each item in the order in which it was entered.  This option is only efficient when a small number of items have been scanned because you must page through each item in the order they were entered.  See the following example.

 

 

 

 

 

 

 

 

 

The first item number, serial number, and quantity are displayed under their respective headings.

 

Note:  Press F2 to display the next data record.  Continue to press F2 to page forward through the available data records.  Press F3 to display the previous data record.  Continue to press F3 to page backward through the available data records.  Press MODE to exit the Data Inquiries screen and return to the Inventory System menu.

Remote Physical Posting  (Contd)

 

 

Operate the Bar-Code Scanner  (Contd)

 

Purge Data

From the Inventory System screen, press F3 to purge all data currently stored in the scanners memory.  The Purge Data screen opens and the following prompt appears.

 

Purge Data Records

Are You Sure?

<Y> or <N>

 

 

 

 

 

 

 

 

 

Enter your choice.  If yes, enter Y and press the ENTER key.  A DATA RECORDS

PURGED!! message displays.  The Inventory Systems Menu redisplays.  If no, enter N and press the ENTER key.  The date records are not purged, the program is exited, and the Inventory System Menu redisplays.

 

Note:  Perform the purge data function only after completing a success inventory update and before beginning the inventory of a warehouse.  This ensures that no previously entered records are stored in the scanners memory.

Remote Physical Posting  (Contd)

 

 

Operate the Bar-Code Scanner  (Contd)

 

Transmit Data

From the Inventory System screen on the bar-code scanner, press F4 to transmit the data stored in the scanners memory to The La Crosse Systemä.  The Transmit Data screen opens and the following prompt appears.

 

Transmit Data

Are You Sure?

<Y> or <N>

 

 

 

 

 

 

 

 

 

 

Enter your choice.  If yes, enter Y and press the ENTER key.  All stored data records are uploaded to The La Crosse Systemä.  If no, enter N and press the ENTER key.  The data records are not transferred, the program is exited, and the Inventory System Menu redisplays.

 

Note:  A TRANSMITTING& message is displayed while the data is being transferred from the scanner.  The length of the data transfer is dependent on the file size.  Usually, the process only lasts a few seconds.  When the transmission is complete, the Inventory System Menu redisplays.

Remote Physical Posting  (Contd)

 

 

Enter Data

Remote Physical Posting is found on the Inventory Data Entry menu, 1-9.  The report has two options.  Report Only or Update Quantities.  See the following example.

 

 

Enter Warehouse # Or End:

 

Enter the warehouse number for which you want to print the report and/or update inventory.  This must be the number of the warehouse you last scanned.  The cursor proceeds to the following prompt.  If you enter an invalid warehouse number, an Invalid Warehouse message displays.  Enter E to return to the Inventory Data Entry menu.  (1-9999)

 

Report Only, Update Quantities

Enter R for the Inventory Posting Report Only option, which prints a list of the data stored in the bar-code scanner.  The report includes the warehouse number, item number, serial number (if applicable), item description, quantity onhand after the inventory update, the units after the inventory update, the quantity onhand before the inventory update, the units before the inventory update, the net change in quantity onhand and units, and the dollar value.  If the item is not serialized, a N for No Serial Number appears under the item number.  Note:  It is recommended that you select the Report Only option to review the items and associated quantities previously scanned with the bar-code scanner before updating the inventory accordingly with the Update Quantities option.

Remote Physical Posting  (Contd)

 

 

Enter Data  (Cont'd)

Enter U for the Update Quantities option, which prints a detailed report.  This report prints the data transferred from the bar-code scanner in the order in which it was entered.  It compares and updates the items and associated quantities on-hand currently in the system with the transferred data.  BEWARE:  THE CURRENT QUANTITIES ON-HAND ARE OVERWRITTEN AND REPLACED WITH THE NEW DATA  The Update Quantities option allows you to zero out the quantities for those items on the Inventory Posting Exception Report.  The quantities of serialized items are not zeroed out.

 

The cursor moves to the following prompt.

 

Continue (Y/N)

 

Enter Y to continue on to the Printer Selection screen.  Enter N to return to the Enter Warehouse, Custody, Or End: prompt.  After entering Y and making a printer selection, the cursor proceeds to the following prompt.

 

Print All Items Scanned, Only Items With A Net Change

 

Enter A to include all items scanned on the Inventory Posting Report.  Enter O to print only those items which have a net change in onhand quantity.  The cursor moves to the following prompt.

 

Print Exception Report, Skip Exception Report

Enter P to print the Inventory Posting Exception Reporta list of all the items in the warehouse that are not scanned.  This report can be used to discern inventory discrepancies.  Adjustments can be made by manually updating the quantities-onhand or by using the bar-code scanner.  Note:  To avoid a listing of unnecessary items on the exception report, limit the report to include only specific items such as parts or everything but parts, only items in a bin or range of bins, or only items in a specific product class or range of product classes.

 

The Inventory Posting Exception report contains the following information:  the warehouse number, item number, serial number (if applicable), item description, serial file cost (if a serialized item) quantity that would adjust the onhand inventory to zero (if the item is packaged in multiples, the number of available cases or cartons plus any additional unit is available), and dollar value.

Remote Physical Posting  (Contd)

 

 

Enter Data  (Cont'd)

 

Print Exception Report, Skip Exception Report

 

Enter S to bypass printing of the Inventory Posting Exception Report.  If S is entered, only the inventory posting report prints.  The cursor bypasses the following exception report prompts.

 

Print 1-Everything,  2-Parts only,  3-Everything But Parts

 

Enter 1 to print every item of the posting exception report.  Enter 2 to print only parts.  Enter 3 to print everything but parts.  Entering 2 or 3 limits the size of the report.  The cursor proceeds to the following prompt. 

 

Select Beginning Product Class, Or All

 

Enter the beginning product class to include only a specific product class or the first product class in a range of product classes on the Inventory Posting Exception Report.  If a beginning product class is entered, the cursor proceeds to the Select Ending Product Class prompt.  The beginning product class defaults as the ending product class number.  Enter an ending product class number in a range of product class numbers or return to accept the beginning product class number to include only a specific product class on the exception report.  Enter A to include all product classes.  The cursor proceeds to the following prompt.

 

Select Beginning Bin Location, Or All

 

Enter the beginning bin location to include only a specific bin or the first bin in a range of bins on the Inventory Posting Exception Report.  If a beginning bin number is entered, the cursor proceeds to the Select Ending Bin Location prompt.  The beginning bin number defaults as the ending bin number.  Enter an ending bin number in a range of bin numbers or return to accept the beginning bin number to include only a specific bin on the exception report.  Enter A to include all bins.

Remote Physical Posting  (Contd)

 

 

Enter Data  (Cont'd)

 

Update Exception To Zero Onhand? (Y/N)

 

This prompt appears if you selected the Update inventory option.  Enter Y to zero out the quantities of the item on the Inventory Posting Exception Report.  If you limited the size of the exception report (i.e., the exception report includes only parts, a product class, range of product classes, bin location, or range of bin locations), only the quantities of the items on the limited exception report are zeroed out.  Enter N to keep the current onhand quantities of the items on the Inventory Posting Exception Report.  The cursor proceeds to the following prompt.

 

Continue? (Y/N)

 

Enter Y to continue with the zeroing out or printing of the Inventory Posting Exception Report.

 

After inventory is updated, purge the data from the scanner.  See the Operate the Bar Code Scanner/Purge Data section for instructions.  NOTE:  CONFIRM THAT INVENTORY HAS BEEN IMPACTED CORRECTLY BEFORE PURGING THE DATA.  Now, you can use the bar-code scanner to collect data from another warehouse, continue to collect data from the same warehouse if necessary, or collect data for the inventory transfer process.

 

See the following examples of the Inventory Posting and Inventory Posting Exception Reports.

 

Inventory Posting Report

Remote Physical Posting  (Contd)

 

 

Enter Data  (Cont'd)

 

The following displays for each item found:

W/H:  The number of the warehouse in which inventory is updated.

 

ITEM NUMBER:  The item number of every item scanned.  The serial number is also displayed, if applicable.  If the item is not serialized, a N appears beneath the item number.  The item numbers display in item-number order.

If the label of a particular item is scanned more than once, the item is indicated by three asterisks next to the item number on the Inventory Posting Report.  Every entry for a particular item is accumulated to correctly impact inventory in The La Crosse Systemä.

Note:  If an item is not stocked in the warehouse, The La Crosse Systemä automatically stocks the item in the warehouse as a stock item.  The onhand quantity is adjusted accordingly. 

 

If an item record has been converted to another item number, through the Item Conversion or Merge program, an input of the old item number automatically displays the new item number.

If a serialized item is scanned but assigned to another warehouse, the Serial # In Warehouse #### appears in the Description field after the item number on the Inventory Positing Report.  The number of the warehouse to which the item is assigned appears in the message.  If a serialized item is scanned but the serial number is invalid, the Invalid Serial Number message appears in the Description field after the item number on the Inventory Posting Report.  If a serialized item is on a rental contract or on custody, it appears on the Inventory Posting Report.  Placed machines will not appear on the report.

 

DESCRIPTION:  The item description

ONHAND AFTER:  The quantity of the item in the warehouse after inventory posting.  If the item is packaged in multiples, this is the number of packages rather than eaches (i.e., 1 case of toner, which contains 4 bottles, appears as 1).

 

UNITS AFTER:  The quantity of any additional units (eaches) for those items packed in multiples in the warehouse after inventory posting (i.e., 1 case of toner, which contains 4 bottles, plus 2 additional bottles appears as ONHAND AFTER:  1 and UNITS AFTER:  2).

Remote Physical Posting  (Contd)

 

 

Report Results  (Contd)

 

ONHAND BEFORE:  The quantity of the item in the warehouse before inventory posting.  If the item is packaged in multiples, this is the number of packages rather than eaches.  To calculate the number of serialized items in the warehouse before inventory posting, the actual serial numbers are counted.

 

UNITS BEFORE:  The quantity of any additional units (eaches) for those items packed in multiples in the warehouse before inventory posting.

 

NET CHANGE ONHAND:  This is the difference between the onhand after and the onhand before.  If the item is packaged in multiples, this is the number of packages rather than eaches.  If the onhand was reduced a negative sign prints.

 

NET CHANGE UNITS:  This is the difference between the units after and the units before.  If the onhand was reduced a negative sign prints.

 

$ VALUE:  For non-serialized items, this is the onhand and units net change amounts times the last or average cost from the Item File.  If the onhand amount was reduced, the value prints with a negative sign.  A broken pack cost is cost divided by the pack multiple.  All four decimal positions are used but are rounded to a two decimal value.  Note:  When the beginning onhand amount is negative, and the ending is positive, the program calculates a value for the negative quantity.  For a serialized item, this is the total serial file cost of all the serial numbers not scanned.

 

TOTALS:  The total net change in onhand quantity, units, and dollar value for all the items scanned.

Remote Physical Posting  (Contd)

 

 

Report Results  (Contd)

 

Inventory Posting Exception Report

The following displays for each item found:

 

W/H:  The number of the warehouse in which inventory is updated.

ITEM NUMBER:  The item number of every item stored in the warehouse with a quantity greater than zero but not scanned.  The serial number is also displayed, if applicable.  The item numbers display in item-number order.

 

DESCRIPTION:  The item description.  The individual serial file cost displays for every serial numbered item.  If a serialized item is not scanned but several specific machines are on custody or on a rental contract, CUSTODY or RENTAL displays for those specific machines.

ONHAND:  The quantity of the item in the warehouse.  If the item is packaged in multiples, this is the number of packages rather than eaches (i.e., 1 case of toner, which contains 4 bottles, appears as 1).

Remote Physical Posting  (Contd)

 

 

Report Results  (Contd)

 

UNITS:  The quantity of any additional units (eaches) for those items packed in multiples in the warehouse (i.e., 1 case of toner, which contains 4 bottles, plus 2 additional bottles appears as ONHAND AFTER:  1 and UNITS AFTER:  2).

 

$ VALUE:  For non-serialized items, this is the onhand and units quantity for those items not scanned times the last or average cost from the Item File.  If the onhand amount was reduced, the value prints with a negative sign.  A broken pack cost is cost divided by the pack multiple.  All four decimal positions are used but are rounded to a two decimal value.  For a serialized item that has been scanned, a dollar value is not displayed because the total serial file cost of all the serial numbers not scanned appears on the Inventory Posting Report.  For a serialized item that has not been scanned, the total serial file cost of all the serial numbers in the warehouse prints.

 

TOTALS:  The onhand quantity, units, and dollar value for all the items in the warehouse but not scanned.