ZEBRA RETAIL SOLUTIONS

Transcription

1 VERSION 08 ZEBRA ID = SYSTEM INVENTORY MANUAL FOR ZEBRA RETAIL SOLUTIONS

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3 TABLE OF CONTENTS PAGE OVERVIEW PREPARE THE MERCHANDISE... 2 FIXTURE STICKERS... 2 PLACE THE STICKERS... 4 RECEIVE COMPONENTS... 7 SET UP ACCESS POINT... 8 SET UP SCANNERS ENTER STICKER RANGES START SCANNING TRANSMITTING DATA TO ZEBRA HOW TO ACCESS REPORTS REPORT DESCRIPTIONS ADJUSTMENTS CLOSE INVENTORY SHIP COMPONENTS TRAINING GUIDES EXHIBIT A EXHIBIT B EXHIBIT C EXHIBIT D EXHIBIT E FORM SCANNING INSTRUCTIONS - TRAINING STICKERS - SCANNER DESCRIPTION - INVENTORY SPECIFICATIONS & CONSIDERATIONS - ZEBRA CLIENT CARE PHONE NUMBERS - FIXTURE STICKER CONTROL LOG Copyright by Zebra Retail Solutions

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5 OVERVIEW ZEBRA RETAIL SOLUTIONS supplies our Wireless Communication System, and customized software for use by your employees to take a scanned inventory. ZEBRA RETAIL SOLUTIONS also supplies fixture stickers printed with consecutively numbered bar codes. The fixture stickers are placed on every fixture in advance of the inventory and are the key control to ensure that every fixture is inventoried. You will receive an access point, scanners and all the supplies you will need to conduct your inventory. The scanners will be communicating to the Host computer at Zebra using Wi-Fi via the access point. You simply connect the Ethernet cable from the primary access point into the network port. The scanners are then Registered via the access point and are given to your employees. For each fixture sticker, the employee must: a. Scan the bar code on the Fixture Sticker. b. Scan or key the bar code on each item. c. Select/Key the MFG code, if required. d. Upon completion of the fixture, scan the Fixture Sticker again to END the sticker. e. Enter the piece count, if required; f. Write the totals displayed on the scanner screen on the Fixture Sticker. g. Place a red flag on the sticker to show that it has been counted. h. Repeat the above steps for each of the remaining fixtures. The employee will write their Initials in Box #1 and the Scan Count in Box # 2. The scanners transmit the data to Zebra via Wi-Fi each time a sticker is ended. The scanners do not need to be cradled at any time. If the scanner is out of range of the access point, it will save and accumulate the stickers ended until it is back in range. Once the scanner is back in range, it will then transmit all of the details of the saved stickers. Reports will be available throughout the inventory by viewing the Hart Systems on-demand Internet Reports. These reports include a Missing Stickers Report, which will inform you of any missed fixtures. When all of the fixtures are accounted for, you are finished! The final step is to re-pack the equipment for shipment back to ZEBRA RETAIL SOLUTIONS. This manual is set up to lead you step-by-step. It should be read and understood before Inventory Day. GOOD PREPARATION IS ALWAYS THE KEY TO A TIMELY AND ACCURATE INVENTORY. HAVE A QUESTION??? If you should have any questions before or during your inventory, call the Zebra Retail Solutions CLIENT CARE at (800) or US AT zrsclientcare@zebra.com See Exhibit E for more information. PAGE - 1

6 PREPARE THE MERCHANDISE 1.1 DO WHATEVER YOU CAN TO SPEED UP THE SCANNING Make sure that all fixtures are neat and that the merchandise is arranged in a uniform manner. Pay special attention to displays, shelves, part drawers, etc. Check that all merchandise has a scannable ticket. Where possible, face tickets so that they can be easily seen and scanned. Double check for merchandise in out of the way nooks and crannies (under registers, in cabinets, backroom, manager s office, etc.); make sure it s ready to be counted. Remove stock from the floor and fill the shelves. 1.2 A FLOOR PLAN (MAP) OF YOUR STORE SHOULD BE CREATED You should create a detailed Floor Plan a few days before your scheduled inventory. Make sure that all of the merchandise fixtures in your store are represented on the Floor Plan. You will be recording the sticker numbers on the Floor Plan, so use paper large enough (a large piece of cardboard works well). FIXTURE STICKERS 2.1 You will be using FIXTURE STICKERS to control the fixtures on the Floor Plan. The stickers are attached to the Fixture Stickers Sheets that were supplied by ZEBRA RETAIL SOLUTIONS. There are 30 removable stickers on each sheet, which means that there are 30 sticker numbers on each sheet. 2.2 Each sticker has a pre-printed 9-digit control number (printed in the box labeled ). The first 4 digits are the series the next 4 digits in parentheses are the Sticker Number and the last digit is a control check-digit. For the most part, you will only be concerned with the 4-digit Sticker Number. PAGE - 2

7 2.3 The Sticker Number is always 4 digits long. This 4-digit number (in the parentheses) is part of the control number and is also printed separately on the sticker, in the box labeled The first three numbers are the page number and the fourth number is the sequence of the sticker on the page (0-9). NOTE: There are always three pages (set up as columns) to a sheet of stickers. 2.4 INVENTORY TRAINING STICKERS Exhibit B in this manual contains one sheet of Training Stickers. These stickers are only to be used for Training never use these for counting Live inventory. The system can identify these stickers as Training stickers and it will not include the inventory data scanned on them in your final results. It will, however, include them on all inventory reports so that you may train with the entire system. You can identify Training stickers in two ways. First, they are PINK in color (you will never receive pink stickers to be used for Live inventory). Second, the series number on these stickers is always The picture below is an example of an Inventory Training Sticker. On the Training sticker below, the 9-digit control number is 3347(171-0)1; 3347 is the series, is the Sticker Number, and 1 is the check-digit. The sticker includes a scannable bar code and boxes for recording information, such as who scanned the sticker and the total number of units that were scanned. After a sticker has been ended, the scanner will remind the employee to write their Initials in Box 1 and the Scan Count in Box 2. PAGE - 3

8 LAY THE STICKERS 3.1 Since the HART STICKERS are the key control to ensure that every fixture is inventoried, properly laying the stickers on the merchandise fixtures is essential for a timely and accurate inventory. Be sure to read this entire section before placing any stickers on the fixtures. Stickers MUST be in place on the fixtures before the inventory begins. This procedure will take a couple of hours, so plan accordingly Fixture Sticker Control Log (Form # 001) - this is the last page in this manual) to assist in recording the placement of the stickers (in addition to your Floor Plan). This log is used to record the stickers assigned to the fixtures in each area of the store. List each area and the beginning sticker control number and the ending sticker control number assigned for that area of the store. Floor Plan: You should also create a detailed Floor Plan in conjunction with the Fixture Sticker Control Log a few days before your scheduled inventory. Make sure that all of the merchandise fixtures in your store are represented on the Plan. If using the Floor Plan, you will be recording the sticker numbers for each fixture on the Floor Plan, so use paper large enough (a large piece of cardboard works well). A member of store management should be in charge of laying the stickers. This is a two person job. The Store manager and another key employee should work together to complete the laying of the stickers. The stickers should be removed from the Fixture Sticker sheets and attached to each fixture using a consistent method. Use the Floor Plan and the Fixture Sticker Control Log in this process. The employee will physically lay the sticker on the fixture, table, etc. and call out the 4-digit sticker number (found on the actual sticker, to the left of the bar code) to the manager. The manager will then record the range of sticker numbers used in a specific area of the store on BOTH the Floor Plan and the Fixture Sticker Control Log. The purpose of this procedure is to make it as easy as possible to locate specific stickers throughout the inventory (for recounts, missing stickers, etc.). 3.5 The stickers must be laid in a consistent manner. Start with the first sticker number in your pack of stickers and lay the stickers in numerical order. Use the natural breaks on the fixtures when placing the stickers. This will facilitate easier continuity in scanning. Do not skip sticker numbers. This is very important and will greatly aid the inventory process should a sticker become lost. PAGE - 4

9 3.6 The employees will be scanning from left to right as they move from one sticker to another. They will scan a sticker, scan all of the merchandise associated with that sticker, end the sticker, and then scan the next sticker. Place the stickers so that it will be easy to see where one sticker ends and the next sticker begins. 3.7 Some fixtures will require more than one sticker. The number of stickers is usually determined by the amount of merchandise on the fixture or by the size of the fixture. In general, the more stickers that are used, the better. 3.8 SECTION MARKERS Section Markers are the pads of "red flags" that you received with your supplies. They can be used to (a) create clear section breaks and (b) identify each completed sticker. A. To create clear section breaks, place the Section Marker on the fixture vertically where you want the section break to be. B. To identify completed stickers, place the Section Marker over the bar code on the fixture sticker when the sticker has been completed. This will not only be a visual aid in seeing which stickers have been scanned, but also will prevent another employee from re-scanning stickers in error. 3.9 ADDITIONAL TIPS FOR LAYING STICKERS The sticker should be laid on the fixture as close as possible to the first piece of merchandise to be scanned. Do not place stickers directly on merchandise. If the merchandise is sold or moved, the sticker may be lost. The stickers will adhere to most surfaces. Place the sticker so that it can be easily reached and there is room for the scanner to scan the sticker. Place the stickers in a logical sticker number order. The system is designed to immediately alert a counter if he/she skipped a sticker (but only if they are in order). Place the stickers so that they can easily be seen and written on. The person scanning the sticker will write the scan count directly on the sticker. Do not place the sticker on surfaces that might be damaged when you remove it. The best advice is - if you wouldn t use scotch tape on the surface, don t use a sticker on it. PAGE - 5

10 3.10 As you walk through the store, make sure that all of the merchandise to be counted has a sticker. It should be fairly easy to see which merchandise is assigned to which sticker. If you discover a fixture (or any merchandise) that does not have a sticker, use your left over stickers. Be sure to use the very next sticker after the last sticker number used. This sticker must be recorded on the Floor Plan and the Fixture Sticker Control Log. The sticker range on the Internet must be updated with this sticker. Never destroy or throw away any stickers. Every sticker must be accounted for. If a sticker becomes torn, use scotch tape to repair the sticker SET UP AN EXCEPTION FIXTURE During the actual inventory, there may be some merchandise that will not scan, do not have bar codes on them or are rejected by the scanner. These items should be set aside on the Exception Fixture (this is an area created to hold these items). Any physical area can be designated as the Exception Fixture. The scanning employees should not slow down their scanning to research these items. They should simply place the merchandise on the side, continue scanning, and move the items to the Exception Fixture after the current sticker has been completed. This merchandise will be researched and inventoried throughout the inventory by a person designated by you, preferably a member of management. PAGE - 6

11 RECEIVE COMPONENTS 4.1 You will receive one box that contains all of the components you will need. The box will be sealed with tape.. Cut the tape with a knife, do not rip the tape off. When opening the box, be careful that it is not damaged because you will use the same box to return the components to Hart Systems. 4.2 Inside the equipment box(es) you will find: Next Generation Scanners (2) Access Points One is labeled Primary and one Secondary. Scanner Chargers (1) USB Aircard. These are back ups and are to be used in the event one of the Access Points becomes non-functional. Do not use the aircard unless directed by Hart Client Care. 4.3 You will also receive the following: A Shipping Instructions envelope containing labels and documents to be used to ship the box back to Hart Systems when the inventory is completed. If any equipment is missing, contact Zebra Client Care immediately at The white supply box contains the stickers and supplies for Inventory. Also included is the Wireless Control ID Bar Code for your store. You will need this form to set up the scanners for your store. The supply box may be sent separately from the equipment box(es). PAGE - 7

12 SET UP ACCESS POINT 5.1 The Primary CradlePoint router ( access point ) needs to be connected to your network jack and an electrical outlet. NOTE: You will receive the below access points, Option A will be your first option to communicate. In the event you cannot connect please follow the Option B below to communicate. Option B uses an Internal Air Card in the Access Point. 1. Clear a flat surface area with access to the network jack and close to a computer with Internet access. 2. Place the following items on the table: Access Point. Scanners Hart Control ID - This form is the official documentation of the inventory and should be kept near the computer with Internet access. The ID bar code on the form will be scanned once to set up the scanners; the form will then be completed at the END of your inventory. 3. Connect the power supply for the access point to an available outlet. 4. Insert one end of the Ethernet cord into the below Port on the back of the access point. 5. Insert the other end of the Ethernet cord directly into your network jack. 5.2 A Power Source Connect to Network Jack. B BACK-UP ONLY unplug the cable from the ACCESS POINT. It has an Internal Card: PAGE - 8 Power Source UNPLUG Connection to the Network Jack.

13 6. Once the primary access point has been connected to the power outlet and your network jack, the Power Status (blue/green) WAN Status lights (blue/green) and Network connection indicator (orange) should be lit. The Access Point is now ready to use! A B BACK-UP ONLY - Once you unplug the cable, The Power Status (blue/green) WAN Status lights (blue/green) and Modem (Internal Air Card) indicator (blue/green) should be lit. Remember to connect the primary access point before scanning any live inventory data; it must be connected in order to transmit. IMPORTANT NOTE: When scanning in the Stockroom it is only necessary to have the Primary access point connected (if the Stockroom is near the manager s office). When scanning on the Sales Floor, in addition to the Primary access point it will be necessary to set up the Secondary access point in a central location on the Sales Floor. The access points must be at least 150 ft away from each other. REMEMBER: The PRIMARY access point must be cabled into the network jack and fully operational for the secondary access point to work. The secondary access point does NOT need to be plugged into the Ethernet port. It is meshed with the primary access point. PAGE - 9

14 SET UP SCANNERS 6.1 Now that the access point is up and running, you can start registering the scanners. The scanners utilize Wi-Fi Connectivity and no longer need to be cradled. 6.2 Set Up Scanners: 1. Scan the Hart Control ID bar code. 2. Key your Store Number and Press ENT (Enter). 3. The scanners will register shortly after pressing ENT and will automatically pick-up any Master file updates. 4. Press Continue on the scanner. 5. The Enter Initials screen will be displayed. Initials (your employee ID) can be any variation of 9-alpha-numeric characters. This is your Employee ID. 6. Repeat steps 1 and 2 for all scanners. 7. Look on the Hart website to verify the Scanners have Registered Successfully: After entering the store number the P should disappear from the bottom of the screen. If the P still appears, it could mean your Access Point is not connected, or the Scanners are out of range of the access point. NOTE: To key in initials, user must press the ALPHA key on the scanner and it has to display an upper or lower case. letter (See Below) or tap the screen on scanner with the stylus and the keyboard will display for ALPHA/NUMERIC entry. The arrow is pointing to battery strength. Make sure that the batteries are fully charged before starting Alpha/Numeric Indicator 1 = Numeric A = Alpha, UPPER a = Alpha, lower PAGE - 10

15 ENTER STICKER RANGES Before the inventory, you will need to key the Sticker Ranges that are used on each area of the store. This will be done via the Hart web site. For more accurate reporting, the Stickers Ranges should be keyed at the START of your inventory, after all of the stickers have been placed on the fixtures. To key your Sticker Ranges via the Hart web site: 1. Log onto 2. Click on the Client Login button. 3. Enter your User Name and Password (both entries must be in lowercase) and press ENTER or click on the OK button. Your User Name and Password will be provided to you prior to your inventory. 4. Click in the Enter Store Number field and enter your store number. 5. Press TAB to advance to the Enter Password field. Enter your store-specific password and press ENTER or click on the OK button. 6. You will now be connected to the Inventory Overview for your store. Click on Inventory Functions from the menu bar. 7. Click on Enter Sticker Range. 8. Select the Area that you will be entering Sticker Ranges for and click on the OK button. You will choose from the following Area selections: 1 Sales Floor 2 Stock Room 3 Machine Shops 4 Overstock 5 Mezzanine Enter the first (lowest) 9-digit sticker control number used, in the Starting Sticker field on line 1; press the TAB key and enter the last (highest) 9-digit sticker control number in the Ending Sticker field. You can enter up to 5 ranges per Area. The sticker control numbers are 9 digits long, for example, 1111(111-1)1 and are printed on the sheets that the stickers were peeled off of, in the boxes labeled They should also have been written on the Floor Plan and the Fixture Sticker Control Log while the stickers were being placed on the fixtures. Use these documents to aid in entering the starting and ending control numbers for the entire store. Continued... PAGE - 11

16 ENTER STICKER RANGES CONTINUED If more than one sticker range was used on the selected Area, press TAB to enter the remaining Sticker Ranges. When finished entering the range(s) for the selected Area, click OK. A confirmation screen will be displayed to indicate that the range (s) have been accepted. Click OK. NOTE: If the range entered was not accepted, an error message will be displayed and the range should be checked and re-entered. 9. Repeat these steps until ranges have been entered for all Areas being inventoried. 10. When you have entered Sticker Ranges for all the area being inventoried, click CLOSE. During the inventory, you will be able to modify the Sticker Range(s) based on additions and deletions of sticker numbers used. Each time the Sticker Range is modified, follow the instructions outlined in this section to adjust the existing range via the Hart web site. PAGE - 12

17 START SCANNING AND CHECKING 8.1 The Employee ID (initials) must be entered into each scanner before it can be used. See Exhibit A (Scanning Instructions). All scanning employees should be trained before they begin scanning. Spend a few minutes training the employees as a group before giving them their individual assignments. They should all be familiar with the various functions of the scanner as well as the proper inventory procedures - including how to identify the FIXTURE STICKERS and the merchandise that is associated with them. See the Training Guide (near the end of this manual) for more information. 8.2 START THE LIVE SCANNING See the NextGen Employee Quick Reference Guide for scanning instructions. Also, review Exhibit D - Inventory Specifications & Considerations for additional system information. Give the following items to each scanning employee: 1. A copy of the NextGen Employee Quick Reference Guide. 2. A pen or marker for writing on the Fixture Stickers. 3. Section Markers. 4. A Scanner. 8.3 MANUFACTURER CODE If a part # is scanned or keyed that has more than one MFG code associated with it, the scanner will display the MFG codes associated with the part #. You must choose the correct MFG code for that part #. PAGE - 13

18 START CHECKING a. The checking can start at any time. Naturally, the stickers must first be scanned before they can be checked. b. Manually count all the merchandise on each sticker, and check that it equals the scanned count written on the sticker. c. If the scanned count is correct, place a check mark on the sticker. d. If the scanned count is incorrect, write the correct count on the sticker and RESCAN the sticker. Place a check mark on the sticker once it has been successfully rescanned. Any scanner can be used to RESCAN a fixture. Remember: The date and time is set into every scanner, therefore, the first scanning of a sticker will be ignored and the second scanning of the sticker will be used. WALK THE STORE After the scanning has begun, walk the store to ensure that all of the fixtures in the store have a Hart Sticker on them. Pay special attention to all out-of-the-way nooks and crannies (ex: underneath registers, closets,, shelves in the corner, backroom, etc.). If you find that there is merchandise without a Hart Sticker, you can assign a new sticker to the merchandise. Remember to record this sticker on the Floor Plan and the Fixture Sticker Control Log, and add it to the sticker ranges via the Internet. NOT ON FILE MERCHANDISE During the inventory you may encounter bar codes that are not on file. If a scanned or keyed bar code or UPC is not on file, you will be prompted to enter the MFG Code and part #. and quantity. Select yes to accept and follow instructions on scanner screen. MULTIPLE QUANTITY Multiple quantities are permitted for all items. If you do not key a multi-quantity, a quantity of one will automatically be accepted. The maximum quantity permitted is 9999 with a re-key required on quantities of 99 and higher. A re-key is also required on any same, double-digit quantities (11,22,33 etc.) with two successive matches in order to be accepted. EMPTY STICKERS All stickers that are entered into your sticker range MUST be accounted for. If you physically misplace a sticker or have no merchandise to scan onto the sticker you need to make it Empty. To do this you scan the sticker once to start it and then scan it a second time to end it. NOTE: If you can t locate the sticker to scan it you can key the sticker number to start it and then end it by pressing the end sticker tab on the bottom of the touch screen. PAGE - 14

19 8.9 RESCANNING STICKERS The system will only recognize ONE occurrence of the same sticker number. If a sticker is scanned more than once, even with different scanners, the system will compare the date and time of the two versions and accept only the most current version. A rescanned sticker will completely replace the original scanned version of that sticker. For example: An employee ends a sticker with 100 pieces and then realizes that they forgot to include 2 pieces. If they rescan the same sticker, scan the 2 pieces that they missed, and then end the sticker again they have now replaced the original sticker with a new version containing only 2 pieces (not 102 pieces)! The proper procedure in this case would be to simply move those 2 items to the next sticker that has not yet been scanned SCAN THE EXCEPTION FIXTURE Throughout the inventory, merchandise that will not scan, does not have a bar code, or is rejected by the scanner should be placed on the Exception Fixture that was previously set up ( see section 3.11). During the inventory, the person who has been assigned to this fixture should make every attempt to determine the correct UPC/MFG/Part # for the items on this fixture ENTERING PIECE COUNTS 10% of the stickers in the store will be randomly selected for Piece count verification. The employee will be alerted if a sticker is to be Piece Counted when the sticker is ended. After the bar code on the Hart Sticker is scanned to end the sticker, you may be required to enter the Piece Count. Manually count all of the items on that fixture and key the count into the scanner. If the Piece Count is correct, the sticker will be ended and the Write On Sticker screen will be displayed. If the Piece Count is not correct, you will be given another opportunity to enter the correct Piece Count. If, after the second attempt, the Piece Count still does not match, a message will be displayed indicating the sticker has been cancelled and will need to be rescanned. NOTE: For every three (3) stickers that have been cancelled due to an incorrect Piece Count during one scanning session, a password must be entered (29501). NOTE: When keying part numbers, you will not enter any special characters (dashes, slashes), only enter the alphas and numbers of the part numbers. PAGE - 15

20 TRANSMITTING DATA TO ZEBRA 9.1 The scanners transmit the data to Hart via WiFi each time a sticker is ended. The scanners do not need to be cradled at any time. 9.2 If the scanner is out of range of the access point, it will save and accumulate the stickers ended until it is back in range. Once the scanner is back in range, it will then transmit all of the details of the saved stickers. END EMPLOYEE SCANNING SESSION When an Employee has completed their scanning assignments, they should log out and return the scanner to the Inventory Manager. At the Scan Hart Sticker screen press the Logout button on the Touch Screen to log out, and the scanner will return to the Enter Initials screen. NOTE: If there are stickers in the scanner that have not yet been transmitted (for example, Employee is logging out while out of range of the access point) the scanner must be brought back into range before the Employee can log out. PAGE - 16

21 HOW TO ACCESS REPORTS After data has been sent to Zebra, it is processed on the Host Computer. Information about the inventory can then be reviewed online. These reports are very useful in controlling the various aspects of the inventory. ACCESSING THE REPORTS ONLINE Throughout your inventory, you can quickly obtain detailed information by viewing or printing the Stores Inventory Reports via the Hart web site. The Hart web site updates in real time so you will be able to obtain up-to-date information after the data from the scanners are transmitted to the Host Computer. To access the inventory reports via the web: 1. Log onto 2. Click on the Client Login button on the right side of the screen. 3. Enter your User Name and Password (both entries must be in lowercase) and press ENTER or click on the OK button. Your User Name and Password will be provided to you prior to your inventory. 4. Click in the Enter Store Number field and enter your store number. 5. Press TAB to advance to the Enter Password field. Enter your store-specific password and press ENTER or click on the OK button. 6. You will now be connected to the Inventory Overview for your store. Your store number and store name will be displayed on the top. Clicking on any of the underlined items will drilldown to more details in that category. 7. You can access additional reports for your store by clicking on All Reports, located at the upper left corner of the screen, and making your selection from the drop-down menu. 8. Additional inventory functions are also available to assist with your inventory. You can access these functions by Selecting Inventory Functions from the Inventory Overview screen to print your Inventory Control ID, access the Hart Manual, Download Sticker Details, access Track my Shipments and to Close your inventory. 9. On the upper right hand side of the report screen is a button to format the report for printing. Click on this link if you wish to print any of the reports. 10. To exit out of one report, click on the CLOSE button at the top of the screen and that will bring you back to the Inventory Overview. NOTE: To Refresh a report you are currently viewing, simply click on the button at the top right of the screen. PAGE - 17

22 REPORT DESCRIPTIONS When viewing the report via the Hart web site, clicking on the sort icon in the column heading will re-sort the report based on the column selected a CANCELLED STICKER REPORT This report will display the sticker, date/time scanned, Employee ID, scan count, piece count, and the difference of the stickers that were cancelled due to the incorrect piece counts. EMPTY STICKERS This report displays all of the stickers that were scanned as empty. An empty sticker represents a fixture which contains no merchandise. This report is used to check that all fixtures that were scanned as empty are actually empty fixtures. ITEM LOCATOR REPORT This report will list all of the stickers that a particular UPC is associated with, as well as the Area and Total Units for each sticker. You can also access Key Corrections from this report by clicking on the Correct Sticker button next to the sticker you wish to key corrections for. You will need to enter the UPC or part # that you wish to review to access this report. MISSING STICKERS This report lists any stickers that are missing within the sticker ranges entered. Check the following items on this report: 1. Check that your first and last sticker for each range are correctly identified. 2. All stickers that are listed under the Missing Stickers heading must be either scanned or identified as Not Used. Process any Not Used stickers as Empty Stickers. Remember: Any stickers that have been scanned but have not yet been sent to Hart will appear as Missing on this report; therefore, be certain that all scanners have had their data sent to Hart. NOT ON LOCATION FILE REPORT This report will display the Not on File UPC that was scanned or keyed, the not on file Part #, MFG Code that was keyed, quantity, cost, core cost, extended cost (all should be zero) and the sticker that the item was counted on. This report reflects true not on file records and should be researched and corrected if a valid part #/mfg code is available. NOT ON FILE UPC REPORT This report lists all UPCs that were scanned, not found on file, and then had a valid Part #/MFG code entered. These are on file records. This report is information only. To investigate true not on files, please research the items on the Not on Location File Report. PAGE - 18

23 PRODUCTIVITY ANALYSIS This report displays the total units scanned and the units per hour for each employee. RESCANNED STICKERS This report will display all stickers that were rescanned. It will list the sticker number, area, Employee ID, date/time scanned, scan duration, and the units of each occurrence of the sticker. The occurrence that has been accepted is marked by an asterisk (***). You can drill down on the date and time for each version of the sticker to see the details of the selected version. STICKERS BY EMPLOYEE This report displays the sticker, date/time, device number, area and the total units by POS Login. You will need to enter the Employee ID (up to 9 alpha-numeric characters) you would like to review. STICKER DETAIL This report displays a line-by-line listing of every item on a particular sticker, in the order in which it was entered. This report contains the Part #, UPC/SKU that was scanned, the MFG Code, description, quantity, cost, core cost and extended cost for every line on the sticker. This report can be used to ensure that each employee is following the proper scanning procedures. This report also contains a Key Corrections button on the top left. Click on this button if you would like to key corrections for that sticker. NOTE: The Sticker Detail report may be viewed on the Hart web site by viewing the Sticker Summary, then clicking on the selected sticker number, or by selecting Sticker Detail from the Reports Menu, then keying the 4-digit Sticker Number STICKER SUMMARY This report displays all the stickers sent to Hart, the sticker scanned date/time, the device number that scanned the sticker, the scan duration, Employee ID of the employee that scanned the sticker, the area, units and total extended cost. This report also contains a Correct Sticker button which will allow you to access corrections by clicking the Correct Sticker next to the sticker you wish to key corrections for. Once all of the stickers have been sent to Hart, this report will display the total units in the entire store. VARIANCE REPORT The variance report can be filtered by a single MFG Code, multiple MFG Codes, or all MFG codes. In addition, you can also select the dollar amount of the variances you wish to view (or all). For example, if you put 0 in the left box, and 200 in the right box, the report will display all variances (positive and negative) between 0 and 200. All variances are reported by Part #. The report contains the Part #, description, MFG Code, Physical Units, Physical Cost, Physical Core Cost, On Hand Units, On Hand Cost, On Hand Core Cost, Variance Units, Variance Cost, Variance Core Cost and Variance Extended Cost. The report also contains the sticker number (s) that the item was counted on. Any variances + or - $10 must be validated and the stickers re-scanned or Adjusted with the Variance Worksheet.. PAGE - 19

24 VARIANCE ADJUSTMENTS After your store is 100% scanned, and the variances are investigated, you can make the necessary adjustments to your inventory BEFORE you close in the Hart System. Under Inventory Functions, click on Variance Adjustments and enter your initials. Enter the MFG Code (s) and $ amount you wish to view. The Variance Report will be displayed, with the scanned units column being a changeable field. Enter the correct units in the scanned units column and click the SUBMIT button. A maximum of 25 items can be adjusted at one time. All adjustments to the inventory will be added to sticker 9999 (999-9)9. This sticker will be automatically added to your inventory if an adjustment is keyed. The adjustment sticker will show all live and the units that were adjusted. Rules: 1. YOU MUST wait until you are finished scanning all stickers and investigating all variances before adjustments are keyed. 2. If any stickers are scanned and downloaded, or rescanned, that contain an item that was adjusted, the adjustment will be DELETED. The adjustment will appear on red on the Adjustment Audit Trail. 3. If a sticker that contains the item is corrected in corrections after an adjustment was made for the item, the adjustment will be DELETED. 4. If an adjustment is made, and the item is no longer in variance, it will no longer appear on the variance report or the adjustment worksheet. If you wish to further adjust that item, you must use corrections. Keep in mind that if you correct an item that was previously adjusted, the adjustment will be DELETED. 5. Corrections may NOT be applied to the Adjustment Sticker Adjustment Audit Trail Report: This report will show all adjustments that were keyed during the inventory. The report contains the following information: Employee Initials, MFG Code, Part #, Description, Original Units, Adjusted Units, the Net Adjustment and the Adjustment Date/time. It also contains a column if the adjustment was deleted, and the current units of the item if the adjustment was deleted. NOTE: All deleted adjustments appear in RED. Example: MFG Code SLS - Part # was counted on 5 stickers for a total of 100 Units. After researching the variance, the correct # of units for the item should be 90. In the Variance Adjustment worksheet, change the scanned units to 90 for an adjustment of 10. Sticker will contain this item, with a net adjustment total of 10 in the quantity field. Use the item locator report to see the six stickers that contain this item; the 5 it was counted on and the adjustment sticker. THE TOTAL FOR THE SIX STICKERS WILL BE 90 UNITS. PAGE - 20

25 ***THE EXAMPLES BELOW ARE TEST DATA ONLY*** PAGE - 21

26 CLOSE INVENTORY 11.1 Before closing (ending) make sure that you have: Finished scanning all of the merchandise on every fixture in the store, Viewed and verified reports Verified/corrected all Variances, Sent all data to Zebra, 11.2 CLOSE SCANNERS: From the Enter Initials screen, press the Close Scanner button on the scanner TouchScreen. Press Yes or the ENT (Enter) button to close the scanner. NOTE: EVERY scanner must be closed before proceeding. This is especially important if the scanners are to be transferred to another store location for use CLOSE INVENTORY: Once all of the scanners have been closed, you will close the Inventory via the Hart website. Select Inventory Functions from the Inventory Overview, then click on Close Inventory. Follow the instructions. Click the refresh button and the Inventory Close Confirmation number will be displayed on the Overview. Fill in the required information on the Wiresless Control ID. NOTE: You may not close inventory with stickers outside the range or missing stickers. An message will be displayed, follow instructions on Internet screen. Once you receive your confirmation number, disconnect the access point! PAGE - 22

27 SHIP COMPONENTS or BRING TO ANOTHER STORE 12.1 Do NOT write on any of the original Zebra boxes Before packing the box(es), read the shipping instructions printed on the Shipping Instructions envelope and any memos that may have been enclosed. All of the components will be shipped in the original boxes. First, place the Access Points back in the box. Be careful with the antennas. Second, place the scanners into the foam cavities. Third, place any paperwork in the box. Finally, remember to include all chargers, power cords and place with the equipment. Tape up the boxes. NOTE: It is very important that the equipment is shipped back according to the agreed upon shipping schedule. If you have any questions regarding the shipping of the equipment, please contact the Zebra Retail Solutions Client Care at (800) Be sure to retain your copies of the shipping receipts, or record tracking numbets after the equipment has been shipped back to Zebra. You may need to refer to them at a later time to provide proof of shipment. NOTE: If you are bringing the scanners to another store, make sure they are all closed out properly, AND charged, before brining to the next store. PAGE - 23

28 TRAINING GUIDE Store managers should schedule a pre-inventory meeting prior to your inventory to review Physical Inventory procedures with the employees who will be scanning. PRE-INVENTORY MEETING: This meeting will cover learning and practicing the functions of the scanner as well as learning the procedural steps involved in scanning the merchandise. This training pertains to the employees who will actually be scanning the merchandise during the inventory. BEFORE TRAINING: Make sure that all of the scanners have been initialized. Become very familiar with the scanner and its functions (see Exhibit A in this manual). Lay the HART STICKERS on all of the fixtures to be counted throughout the store. TRAINING: Assemble all of the scanning employees together and give the following materials to each of them: Copy of Exhibit A - Scanning Instructions Scanner A few sheets of Section Markers (red flags) Pen THE TRAINING SESSION SHOULD TAKE ABOUT MINUTES. Give a short speech that touches on the following points: The scanner is a small computer with a built-in laser that reads bar codes. All of the inventory data will be communicated to Zebra as the Fixture Sticker is ended. PAGE - 24

29 TRAINING GUIDE The FIXTURE STICKERS throughout the store represent individual fixtures, or sections of merchandise to be counted. Explain how the stickers were laid throughout the store. Use specific examples and show the differences between the laying of the stickers on the shelves as opposed to pegs, rounders or other types of areas. The SCANNING PROCEDURE is as follows: 1. Scan the Sticker. 2. Scan or Key all of the merchandise in that section. 3. Select/Key the MFG code, if required. 4. Key quantity, if required. 5. End the sticker by scanning the Sticker again. 6. Key the piece count for the sticker, if required. 7. Write the totals displayed on the scanner screen on the Sticker. 8. Place a red flag on the sticker to show that it has been counted. 9. Repeat the steps above for the next sticker. The scanner normally makes a simple beep when you scan a bar code or key-enter information. If you hear any sound other than a simple beep, it means, Look at the scanner screen and follow the instructions. The scanner screen will become dark if it is not used for a couple of minutes. This does not affect any of the data in the scanner. When this happens, just press the Scan button and continue from where you left off. When scanning a sticker, it is important to know where the sticker begins and ends (that is, which merchandise is associated with that sticker). The sticker is placed as close to the first piece of merchandise as possible and it ends at the next sticker. The associate should take a step back before scanning the sticker to identify where the sticker begins and where it ends. When beginning a new section (an aisle, for instance), begin at the far left and work from top to bottom, left to right. The Stickers are consecutively numbered and, if scanned in order, the scanner will inform you if you have skipped one while scanning. The goal of the inventory is to count all of the merchandise in the store. If you see an area of merchandise that does not have a sticker placed on it, let the Store Manager know. If a bar code cannot be scanned (the scanner will not read the bar code or the bar code is rejected as Not Valid ), try to manually key-enter the number using the scanner keypad. When a Not On File Item is scanned, a message for additional keying will display. Follow screen prompts. PAGE - 25

30 TIPS/TROUBLESHOOTING QUESTION What should I expect with the new scanner. SOLUTION 1. Increased employee productivity in all areas,. 2. Ability to capture harder to reach bar codes utilizing omnidirectional aiming technology and auxiliary scan buttons. 3. Wi-Fi communications and prolonged battery life will keep your employees on the floor, maximizing your labor hours during Inventory. How will Wi-Fi transmissions affect my Inventory process? 1. Expect real time auto-detail data on the web. 2. Employees will conduct their assignments much faster due to the increased scanner speed and no more cradling to send data. 3. After each sticker is ended, the data is uploaded to Zebra. The Hart Internet reports will show the complete picture of the Inventory, and your employee s productivity. What s different in the functionality of the new scanner? The full CARQUEST is loaded on the scanner. NOF messages are displayed when scanned.

31 TIPS/TROUBLESHOOTING Continued PROBLEM/QUESTION What are the major talking points for Employees? What are the major talking points for Inventory Managers? SOLUTION 1. Listen for any error messages. 2. Focus, and pay close attention for accuracy. 3. Log-Off when finished with assignments, or taking a break. 1. Plan to move the process along much faster. 2. Anticipate the next assignments. 3. Ensure everybody is taking full advantage of faster scanning techniques. Can I use the touch screen to answer Window s pop-up messages? What if the Internet is not updating after sending data. I m trying to enter quantity, but the scanner says Please Enter Numbers only. Yes, you can use the touch screen or the ENT button to answer Window s messages. 1. Check the access points, it s possible it was disconnected. The scanner is in alpha mode. Press the Alpha button until a 1 in the bottom right of the scanner screen. Refer to the Alpha-Numeric indicator box on page 3. How do I know if a scanner has transmitted successfully? I m trying to scan a UPC, and cant get a read even though I m putting the imager close to the bar code. The P will indicate pending transmissions Don t scan too close to the bar code. The Imager work s best 4-6 inches from the product.

32 TRAINING GUIDE PRACTICE SCANNING: You may want to have the employees practice scanning, or simply watch you scan before beginning the live scanning. If so, you may choose an area of merchandise to practice scanning and place a Training Sticker (Exhibit B in this manual) on the fixture. SET THE SCANNER TO TRAINING MODE: At the Enter Initials screen, before you enter your Initials, Press the Menu icon in the lower right corner. From the Pop-Up Menu, select Training Mode and then select Yes. At the Enter Initials screen, you will now see ***Training*** on the bottom of the screen. If you have already entered your Initials, you will need to select Logout on the scanner. The scanner will return to Enter Initials screen where you can now select Training Mode. Scan the sticker and merchandise just as if it were live scanning. When a sticker is scanned, the scanner will remind you that Stickers scanned in Training Mode will not be sent and data will not be registered just press ENT (Enter). The employee should continue this practice scanning until they feel comfortable with the scanner and the scanning procedures. Remember: When the scanner is set for this Training mode, the stickers and the merchandise bar codes scanned or keyed will NOT be included on any reports or other output. After Training is completed, it is very important that the scanners are taken out of Training Mode for the Live scanning. The scanners will not transmit data in Training Mode! 1. To exit Training, press the Menu button located in lower right corner of the screen. 2. A popup menu will be displayed with Training Mode checked and highlighted. 3. Simply press Enter and you will return to the Enter Initials screen. ***Training*** should disappear from the bottom of the screen, and the scanner is now ready for live inventory.

33 SET UP SCANNER Before you begin to scan the inventory, the scanner must be set up. 1. Enter Your Initials, up to 9 alpha/numeric characters and press ENT. 2. Tap the scanner screen with the stylus to display keyboard. CARQUEST AUTOPARTS SCANNING INSTRUCTIONS This is your Employee ID. START A STICKER After entering the Initials, scan the Fixture Sticker. SCAN TICKETS 1. After scanning the sticker, you must scan the bar codes for all of the merchandise on that fixture. If a part # is scanned and has more than one MFG code, you must choose or enter the correct MFG code. Follow instructions on the scanner screen. 2. If the scanner makes a special sound: Follow the instructions on the scanner screen. END A STICKER After you have scanned all of the merchandise for a particular sticker, you must END the sticker - the data will be transmitted automatically after ending the sticker. 1. Scan the Sticker again. 2. If you are finished with the sticker - press Y. If you are not finished with the sticker - press N. 3. Write your Initials in Box 1 on the sticker. 4. Write the Scan Count (total units) in Box 2 on the sticker. 5. Place a Red Flag on the Sticker. 6. Press ENT (Enter) or click OK to Continue and return to a blank Scan Sticker screen. EXHIBIT A Copyright by Zebra Retail Solutions SIDE 1

34 ADDITIONAL SCANNER FUNCTIONS REVIEW PREVIOUS TICKET If you have lost your place in a sticker, or would like to verify what you have already scanned: 1. Refer to the Review Grid, located in the center of the Scan Sticker screen. At a blank barcode screen, you can navigate through Review by using the Arrow keys on the scanner. NOTE: After you close a sticker and return to the scan Hart Sticker Screen, the review grid will display all of the stickers that have been scanned in the current session. DELETE TICKET - If you scanned or keyed an item incorrectly and you are now at a new barcode screen: 1. At a blank barcode screen, locate the bar code in the Review Grid using the arrow keys. 2. Highlight the item and press the Delete Item button, on the TouchScreen. CREATE AN EMPTY STICKER (No Merchandise on the Fixture) Perform START A STICKER and END A STICKER. Scan the Hart Sticker and then END it immediately. INCORRECT KEYING If you keyed information incorrectly and you are still on the same screen, you can make corrections by pressing ESC and re-keying the information. BKSP (Backspace) deletes only the last character keyed. CANCEL STICKER (DELETE ALL RECORDS FOR THIS STICKER) Press the Cancel Sticker icon located in the lower left corner of the screen and follow instructions. (You can only cancel the sticker that you are scanning, you cannot cancel a sticker that was ended.) SPECIAL FUNCTION KEYS TO DARKEN THE SCREEN press the ALPHA and F2 keys. TO LIGHTEN THE SCREEN press the ALPHA and F2 keys. TO INCREASE THE VOLUME press the ALPHA and F1 keys. TO DECREASE THE VOLUME press the ALPHA and F1 keys. Copyright by Zebra Retail Solutions EXHIBIT A SIDE 2

35 T R A I N I N G S T I C K E R S E X H I B I T B SERIES (171-0) (171-1) (171-2) (171-3) (171-4) (171-5) (171-6) (171-7) (171-8) (171-9)4 PAGE CODE CODE CODE CODE CODE CODE CODE CODE COPYRIGHT ZEBRA RETAIL SOLUTIIONS SCANNED BY 1 2 COUNT (171-0)1 5CHECKED BY HARTSYSTEMS.COM EXHIBIT B 6 INVENTORY SERVICE PROVIDER (172-0) (172-2) (172-7) (172-9)1 SERIES SCANNED BY SCANNED BY 1 PAGE COUNT 1 SCANNED BY 2 COUNT INVENTORY SERVICE PROVIDER INVENTORY SERVICE PROVIDER (172-1)6 2 COUNT 1 SCANNED BY 2 COUNT INVENTORY SERVICE PROVIDER (172-3)2 2 COUNT 1 SCANNED BY 2 COUNT INVENTORY SERVICE PROVIDER (172-4)1 2 COUNT 1 SCANNED BY 2 COUNT INVENTORY SERVICE PROVIDER INVENTORY SERVICE PROVIDER INVENTORY SERVICE PROVIDER (172-5)9 3347(172-8)3 3 CODE 4 3 CODE 5 CHECKED BY 4 CHECKED BY (171-8)6 3347(172-8) SCANNED BY (171-1)9 SCANNED BY (171-2)7 SCANNED BY (171-3)5 SCANNED BY (171-4)3 SCANNED BY (171-5) (171-6)1 INVENTORY SERVICE PROVIDER SCANNED BY SCANNED BY 2 COUNT (171-7)8 SCANNED BY 1 SCANNED BY 1 CHECKED BY 5 2 COUNT CHECKED BY 5 CHECKED BY 5 CHECKED BY 5 CHECKED BY 5 2 COUNT 2 COUNT 3 CODE 3 CODE 3 CODE 3 CODE 3 CODE 3 CODE 3 CODE SCANNED BY (172-0) (172-1)6 SCANNED BY (172-2) (172-3) (172-4) (172-5) (172-7)5 SCANNED BY 1 2 COUNT 2 COUNT COUNT 2 COUNT 3347(172-6)7 3 CODE 4 CHECKED BY (172-6)7 CHECKED BY 5 CHECKED BY 5 3 CODE (171-9)4 5CHECKED BY 6 INVENTORY SERVICE PROVIDER CHECKED BY 5 CHECKED BY 5 CHECKED BY 5 CHECKED BY 5 CHECKED BY 5 CHECKED BY 5 2 COUNT CHECKED BY 5 2 COUNT 1 SCANNED BY 2 COUNT 3 CODE (172-9)1 5CHECKED BY OFFICE USE INVENTORY SERVICE PROVIDER INVENTORY SERVICE PROVIDER INVENTORY SERVICE PROVIDER INVENTORY SERVICE PROVIDER INVENTORY SERVICE PROVIDER INVENTORY SERVICE PROVIDER INVENTORY SERVICE PROVIDER INVENTORY SERVICE PROVIDER INVENTORY SERVICE PROVIDER INVENTORY SERVICE PROVIDER Version 1. 06/14/06

36 ZEBRA NEXGEN INVENTORY SCANNER DESCRIPTION IMPORTANT When not in use, you MUST power off the Scanners! TAP the Power button, Select SAFE BATTERY SWAP and press ENTER. Touch Screen F1 Adjust Volume ESC Used to clear an entire field. BKSP Used to clear an entry, one position at a time. SCAN Press to scan bar codes. F2 Menu ENTER Used to accept all entries. ALPHA button FUNC (Function) Power Adapter Port Pull out rubber cover (Power Key) Used to power the scanner on and off. End An Open Display Increase Screen Decrease Screen Increase Speaker Decrease Speaker FUNC+ 5 F2 Copyright by Zebra Retail Solutions EXHIBIT C Page 1

37 SCANNER (DEVICE) Next Generation Scanner Powered by Zebra Now that you ve unpacked the equipment, you ll be pleased to see our great new Inventory product. The Zebra Next Generation scanner gives you a premium scanning experience for Physical Inventory, with the very latest in imaging and omni-directional technology. Our initial tests showed significant scanning productivity increases; therefore, you should plan for scanning productivity gains for your Inventory. Scan Engine/Imager. Maximize scanning productivity with the imager. Scanning made easier and faster. Omni-Directional Technology. Lets you scan at any angle, no need to line up the bar code. 15+ hours of Battery Life. Battery will last for the entire Inventory. Back-up battery inside the unit so no data can be lost. No device restart when changing batteries. Lightweight - The scanner fits easily in your hand, allowing you to capture bar codes in small spaces. Increased Memory. Full CARQUEST master file is loaded into scanner. File look up in an instant! Wi-Fi Connectivity The Next Generation Scanner eliminates foot traffic to the cradle. When in range of the Access Point, The Inventory Status is updated at the end of every sticker! No more cradling, bottlenecking or waiting for auto-details. All updates are in real time. EXHIBIT C Page 2

38 SCREEN LEGEND Pending Stickers Indicator P = Scanner contains stickers to be transmitted to Zebra. Store# Employee ID Battery Strength Signal Strength Alpha/Numeric Indicator 1 = Numeric A = Alpha, UPPER a = Alpha, lower EXHIBIT C1

39 CARQUEST INVENTORY SPECIFICATIONS & CONSIDERATIONS STICKERS After 999 records are scanned or keyed within a sticker, the sticker must be ended. The scanner will display the message, THIS STICKER MUST BE ENDED. NOTE: A record is created each time a new (different) bar code is scanned. There may be many quantities associated to one record. BAR CODES PIECE COUNTS 1. UPC A - May be scanned or keyed. 2. EAN 13 - May be scanned or keyed 3. UPC E - May be scanned or keyed. 4. Code 39 - May be scanned or keyed up to 20 positions in length. 5. Interleaved 2 of 5 - May be scanned or keyed up to 20 positions in length. 6. Code May be scanned or keyed up to 20 positions in length. 7. Codabar - May be scanned or keyed up to 20 positions in length. You will be required to conduct Piece counts on 10% of the stickers in your store. The system will randomly select these stickers for piece count. After an incorrect Piece count has been entered for 3 stickers within a session a password will be required. The password can be key entered (29501). QUANTITY NOT ON FILE Multiple quantities will be permitted during the inventory. The maximum quantity that may be entered is Quantities of 98 or higher, as well as same double digit quantities will require quantity verification. A quantity of 1 will automatically be accepted if a quantity is not entered. If a scanned or keyed bar code is Not on File, hit yes to accept and you will be prompted to enter a MFG code and scan or key a valid Part #. If the MFG/Part # is still not on file, the item will appear on the Not on Location File Report. HART CONTROL ID This form is the official documentation of this inventory. Make sure that it is completed with the most current information at the END of the inventory. Follow the instructions printed on the form. VARIANCE REPORTING Please use the Variance Report on the Internet to investigate any variances, and rescan stickers if necessary. Do not wait until the end of the inventory to begin investigating variances. This will prolong the length of the inventory. Copyright by Zebra Retail Solutions EXHIBIT D

40 ZEBRA RETAIL SOLUTIONS INVENTORY CLIENT CARE PHONE NUMBERS IF YOU HAVE ANY QUESTIONS, CONTACT THE ZEBRA CLIENT CARE. (800) Our Client Care Staff may be reached by calling the above numbers. If your call is answered by our Receptionist, please ask for Zebra Client Care. If your call is answered by our Automated System, please Enter 1 for Zebra Client Care. You may also contact Zebra Client Care via When sending an , please remember to include your: Company Name Store Location # Personal Name Phone Number, and A Brief Message, describing your question or issue. Zebra Client Care will respond to your within 10 minutes. AUXILIARY CLIENT CARE NUMBER If for any reason our primary Client Care Number is not working, please use our Cellular Phone number to reach Zebra Client Care. This number is Copyright by Zebra Retail Solutions ZRSclientcare@zebra.com EXHIBIT E