Physical Inventory System User Manual Version 19 0
Physical Inventory System User Manual 1
Table of Contents 1. Prepare for Physical Inventory... 2. Chapter 1: Starting Inventory... 2.1. CDK/ADP... 3. Chapter 2: Continuing Inventory... 4. Chapter 3: Setting Up Scanner... 5. Chapter 4: Scanning... 5.1. Transferring Scanned Data... 5.2. Variance Mode... 5.3. Quantity Mode... 6. Chapter 5: Adjustments... 7. Chapter 6: Reports... 7.1. Pad Variance... 7.2. Variance Over/Under... 7.3. User Variance... 7.4. Write-Ins... 7.5. Write-In Bins... 7.6. Inventory Analysis... 7.7. Not Counted... 7.8. Wrong Bin... 7.9. Scan Detail... 7.10. Manual Adjustments... 7.11. Multi-Bin... 7.12. Multi Pack... 7.13. User Analysis... 7.14. Data Transfer... 7.15. Negative On-Hand... 7.16. Inventory Transactions... 7.17. Posting Errors... 7.18. Scanned Cores... 7.19. Print Pages... 8. Chapter 7: Browse... 9. Chapter 8: Clear Data... 10. Chapter 9: Frequently Asked Questions... 11. Glossary... 3 7 12 16 18 20 25 25 27 31 38 39 41 43 45 47 48 50 53 55 57 59 61 62 64 66 67 69 70 71 74 78 80 82 2
1. Prepare for Physical Inventory ü PC Requirements ü Active Sync Requirements ü Active Sync Installation ü Test Scanner Communication with the PC PC Requirements to do a Physical Inventory The PC that you use for the Physical Inventory process requires the following: Windows 2000 Professional, Windows XP Professional, Windows 2003, Windows Vista, or Windows 7 Operating System. Latest service packs for the Windows Operating System. One USB port and one USB cable (used for connecting the scanners to the PC). Network connection to your DMS system. A laser printer for printing inventory reports. Active Sync Requirements Does NOT need to be installed on PCs with Windows Vista or Windows 7 - these operating systems come pre-installed with Active Sync. Active Sync installer will default to a specific location within Microsoft Windows. Downloading of Active Sync automatically puts the latest version on your PC. Active Sync Installation Only Operating Systems prior to Windows Vista or Windows 7 need Active Sync installed. Step 1. http://www.microsoft.com Step 2. Install Active Sync, click "Next". 3
Step 3. Select "I accept the terms in the license agreement". Step 4. Select "Next" Step 5. Customer Information does not need to be filled out, select "Next". 4
Step 6. On the Destination Folder screen, click "Next". Step 7. Select "Install" for Active Sync to download. Step 8. "Finish" will appear when the Active Sync install has completed. 5
Step 9. Click "Yes" and the PC will need to be rebooted. 6
2. Chapter 1: Starting Inventory This process is used to receive (receipt) parts into your inventory. By scanning your parts, the ScanIt Parts will automatically receive those parts into your DMS. Other features include: Making Bin Changes Perpetual Inventory / Cycle Counting Creating barcodes for bin locations Looking up part information Creating a list for returns ScanIt Parts currently supports the following DMS: CDK (formerly known as ADP) Reynolds and Reynolds DealerTrack (formerly known as Arkona) Auto/Mate NOTE: If your DMS is CDK/ADP follow the instructions at this link. Starting the Physical Inventory Process Once you have completed all the requirements, you are ready to create your physical inventory file to transfer from your DMS to the PC. Note: If this is the first Physical Inventory, a message displays at the top of the screen, "There currently is no Physical Inventory going, a new Physical Inventory will be started". Step 1. Select Start a new Physical Inventory from the Physical Inventory Main Menu. This begins a new Physical Inventory and transfers the inventory data from your DMS to the Physical Inventory PC. 7
Step 2. Next, the options window displays. Note: The settings applied to the scanners cannot be changed without restarting a physical inventory. Restarting an inventory causes you to lose all inventory data and you will start over. 8
Step 3. Click Adv. Settings. 9
Step 4. Select a Count Mode to be used: Note: Whichever mode you pick - it applies to ALL scanners. Dynamic: User is able to switch between counting By Piece or By Quantity on each scanner. By Piece: Scanner counts one part at a time for each part number scanned. By Qty: Prompts the user after every part scanned to enter the total quantity. Step 5. Select how you want to handle Write-In Unknown Parts to the inventory from the following options: Prompt: When a part is scanned that is not found in the current inventory, a Yes/No prompt displays on the scanner. 10
Yes: will add the part number to the current bin location. No: will not add the part number. Always: If a part number is scanned that is not in inventory, it is always added. Never: If a part number is scanned that is not in inventory, it is never added. The user is alerted. Step 6. Select how you want to handle Write-In Parts in a Wrong Bin from the following options: Prompt: When a part is scanned that is in the incorrect bin, a Yes/No prompt displays on the scanner. Yes: will add the part number to the current bin location. No: will not add the part number to the bin. Always: If a part number is scanned that is in an incorrect bin, it is always added to that bin. Never: If a part number is scanned that is in an incorrect bin, it is never added to the bin. The user is alerted. Step 7. Select any additional options you would like. Display Cost: displays the cost for the part number scanned. Ignore Bin: does not require a bin location and assumes every part is in its correct bin. Display Pad Quantity: the scanner displays the pad quantity. Step 8. Select Next. Inventory data that is transferring will now be displayed in the upper left corner. Step 9. Select Next. The Scan Inventory screen will display. From this screen you can update and monitor the progress of your physical inventory by reviewing bin locations that have been scanned and bin locations that have not yet been touched. 11
2.1. CDK/ADP Creating a Pad in CDK Step 1. Go to the INS Screen in CDK. Step 2. Select the type of Physical Inventory you will be performing by typing the number 1 and pressing enter. (For practice runs, type number 2 and enter). 12
Step 3. Type C to continue with the inventory. Step 4. Select the sort sequence of the inventory in the pad by typing the number 3 or 6 and pressing enter. Step 5. Under Choose Selection Criteria, select option 2 to sort the pad by bin selection by typing 2 and pressing enter. 13
Step 6. Once you have selected to sort the pad by bin selection, you will enter a beginning bin location and an ending bin location. **Note: You do NOT need to enter anything in the 2nd Beginning Number, simply hit enter to move to move past this option. Step 7. For the Always Count options, you do not need to enter anything, simply hit enter to bypass both. Step 8. For the next four questions fill in the screen as follows: Type N, hit enter. Type Y, hit enter. Type 1, hit enter. Type N, hit enter. Step 9. For Go to New Page On, Type 7 and press Enter. 14
Step 10. You will then be given a summary of the choices you have just made in CDK. Type Y, and press enter to create the inventory pad. 15
3. Chapter 2: Continuing Inventory Once you have created your Physical Inventory files, you can close out of the process at any time. This option allows you to resume the Physical Inventory at any time.the screen will display the number of parts scanned and their total dollar value. Note: If the system has detected a physical inventory in progress, the following message will display at the top of the screen: "There currently is a Physical Inventory already started, select Continue the Physical Inventory current in-progress to resume the Physical Inventory or select "Start a new Physical Inventory" to start new". Step 1. Select Continue the Physical Inventory currently in-progress from the main Physical Inventory screen. Note: If you select Start a new Physical Inventory, but the system has detected that a physical inventory has already begun, the following warning message will display: 16
Yes: clears the existing physical inventory data and creates a new. No: does not continue and closes with no changes. Step 2. Click Next to continue with your saved inventory. 17
4. Chapter 3: Setting Up Scanner Transferring Inventory to Scanners: You can perform this function multiple times depending on the number of scanners you are using. A progress bar will display at the bottom of the Scan Inventory screen, and a message "Waiting for a gun to be attached" appears. Step 1. Power up the scanner and connect it to the PC USB port using the USB cable provided. Step 2. "Checking Gun" will display when the system detects the scanner connection. Step 3. If the scanner screen says "Updating Software" then you will need to wait until the update is finished, disconnect the scanner from the PC, reboot the scanner, and once the software has loaded on the scanner again, you may connect the scanner again to transfer the files necessary for physical inventory. Step 3. A screen will display on the scanner giving the status of the inventory being transferred. 18
Step 4. The scanner screen displays "Gun is Ready. Press Enter to Begin" - the download of inventory has been completed. Step 5. Disconnect the scanner from the USB cable. Note: If additional scanners are used for scanning the inventory, repeat steps 1-5. 19
5. Chapter 4: Scanning The following is the process used for scanning during a physical inventory. Step 1. Press ENTER on the scanner's keypad. Step 2. At the User ID prompt, type in your User ID and press ENTER from the scanner keypad. Note: If another User ID used the scanner previously, the following screen displays with the message, "Another user has already used this gun. Please transfer the data to the computer before logging in". Once the data has been uploaded to the computer, the scanner will be ready for a login. 20
Step 3. At the Bin prompt, type in the Bin location you will begin to scan. Step 4. Press ENTER. The system validates the Bin location with the inventory that was loaded on the scanner. Note: If the Bin is not a valid Bin location, the message "Invalid Bin" displays and re-prompts for a correct bin location. Only the bin locations that are part of the pad will be accepted or recognized by the scanner. 21
Step 5. A Part # prompt displays. Begin scanning or typing in your part numbers for that bin location. The Count Mode indicator will display at the top right corner of the screen. This applies if the quantity scanned option is P = By Piece or Q = By Quantity. Typing the part number in: you must press ENTER on the scanner for the part number to post. Scanning: does not require the ENTER key pressed and will post automatically. Note: If a scanned part number is not recognized in your inventory pad/list that you created, a message displays, "Is Not Found. Do you wish to add?". Yes adds the part number to your scanned inventory as a write-in. The system will assign a bin location to the part number you are scanning. 22
Yes adds the part number to your scanned inventory as a write-in. The system will assign a bin location to the part number you are scanning. Step 6. After a part number is scanned, the following is displayed on the scanner: The entry in the Last field is the last part number scanned with the make prefix displayed. The Description of the part number. The Total Count scanned. Step 7. If the scanner setting was set to Dynamic, you can change the count of a scanned item. After the item is scanned, tap the Hot Key button on the scanner. The Hot Key Menu displays the following options: 23
Count by Quantity: can be changed to count By Piece if the part number(s) scanned are to be counted by packaging quantity or by piece quantity. See Quantity Mode. Set Quantity: changes the quantity scanned for the last part number scanned. When selected the screen will prompt for a new count. Enter the new count for the last part number scanned and press ENTER from the keypad. The total count changes to the new quantity entered. Step 8. If the part number is not recognized in the bin, the screen displays the message, "In wrong Bin. Do you wish to add?", select one of the following: Yes: adds the part number to that bin. No: ignores the scan and leaves the part number as unscanned. Note: If the part number added is a write-in, it is not transferred to your DMS. You will need to add these parts manually into your DMS. 24
Note: If the part number added is a write-in, it is not transferred to your DMS. You will need to add these parts manually into your DMS. 5.1. Transferring Scanned Data Transferring Scanned Data to the PC Step 1. Connect each scanner to the PC via the USB cable to upload all scanned data. Step 2. Repeat the above step for all scanners. 5.2. Variance Mode Turning on Variance Mode Step 1. At the Log In screen, press Hot Key. 25
Step 2. Press Turn Variance Verification On. Step 3. You will now see the icon on the right hand side. 26
Turning Variance Mode Off The only way to turn variance verification off is to connect the scanner and transfer data. This will automatically reset all options. Note: If you try to disable it through the Hot Key Menu on the Log In screen, you will get the following message: 5.3. Quantity Mode Will prompt the user for a quantity after each scan. 27
Turning Quantity Mode On Step 1. At the Part # screen, press Hot Key. Step 2. Press Count by Quantity. Step 3. A message will display informing the user of the change. Press OK. 28
Step 4. You will now see the icon on the right hand side indicating that you are in Quantity Mode. Turning Quantity Mode Off Step 1. At the Part # screen, press Hot Key. 29
Step 2. Press Count by Piece. 30
6. Chapter 5: Adjustments Once you have transferred all scanned data to the Physical Inventory PC, you may need to make adjustments to the scanned quantities. The Scan Inventory screens monitor the progress of your physical inventory by reviewing bin locations that have been scanned and bin locations that have not been touched. Make any necessary changes or monitor quantities scanned from the Scan Inventory screens. Note: A progress summary displays: The total number of parts in your inventory. The total number of parts and percentage of your inventory scanned. The total number of write-in parts. The total number of wrong bins. The total number of pages to post. The total variance over and under. The total pad value. The total scanned value. The difference between total pad value and total scanned value. Current Variances The Current Variances screen displays unprinted variances, processed variances and a total of the bins not counted. 31
Pad Variance List The Pad Variance List screen displays a list of all parts on the pad created by your DMS, their bin location, pad quantity, scanned quantity and the difference. 32
Note: All verified variances are marked with an asterisk (*). Bin: This is the bin location assigned to the part number in your DMS at the time the physical inventory files were created and transferred. Part #: This is the part number scanned or typed. Pad Qty: This is the part number quantity according to your DMS at the time the physical inventory files were created and transferred. Scan Qty: This is the quantity scanned. If the part was not scanned, the field is blank. Difference: This is the difference between the pad quantity and the scanned quantity. If the part was not scanned, then the field is blank. Scanned Variance List The Scanned Variance List screen displays only scanned parts with variances that have not been verified. 33
The Scanned Variance List screen displays only scanned parts with variances that have not been verified. Write-In List The Write-In List screen displays scanned parts that are not listed on the pad from your DMS. 34
Bins The Bins screen display a list of all scanned bins. 35
Inventory Options Search: enter a specific part number or bin location to find. Refresh When Scanner Uploads: refreshes the pad variance every time new data is uploaded to the PC. Print Selected Variances: displays the pad variance with the selections you have made. Select All: all variances displayed are selected to print or are marked as verified. Note: To select random part numbers, hold down the CTRL key and highlight to select the part numbers you want. Unselect All: Removes selections that were made previously. Edit Selected: Select a part number and a window will display to change the scanned quantity. Mark Selected Verified: Once you have reviewed and verified the data for the variance, select the variance by either clicking on the line or using the Select All button. 36
Refresh: refreshes the screen for any scanned parts uploaded to the PC from the scanner(s). This is not necessary if the check box to "Refresh when scanner uploads" is checked. Help or F1 key: Launches the help document for reference. Back: Takes you back to the previous screen. Finish: when you have completed your physical inventory the Finish Inventory screen will display. If you double-click on a part, the Update Part window will open and you will be able to update the information for that part. Update: saves your changes. Cancel: closes without saving. 37
7. Chapter 6: Reports Any of the reports listed can be printed directly from the report menu, exported to disk, or viewed at your PC by selecting one of the buttons listed below: Preview: Displays the report on screen. Print: Prints the report. Export: Exports the data to the PC in the form of a spreadsheet. The report feature allows the user to view and print a wide variety of reports: Pad Variance User Variance 38
Write-Ins Wrong Bin Write-In Bins Inventory Analysis Not Counted Scan Detail Manual Adjustments Multi-Bin Multi Pack User Analysis Data Transfer Negative On-Hand Inventory Transactions Posting Errors Scanned Cores Print Pages 7.1. Pad Variance The Pad Variance Report displays any discrepancies for quantities scanned or entered. 39
Summary Report: Displays Bin, Part #, Pad Quantity, Scanned Quantity and Difference. Detailed Report: Displays additional information such as: Sheet #, Source, the Variance, Cost and the Extended Variance Cost. Filter by Bin Location: enter a bin location. Exact bin location: enter an exact bin location. Minimum Quantity variance ( + / - ) Minimum Cost variance ( + / - ) Hide verified variances: displays only the unverified variances. Sort By: filters the report by part #, bin, source, total dollars or total difference. Filter by Make: All specific make codes associated with your Physical Inventory. Example 40
7.2. Variance Over/Under The Variance Over/Under Report displays variances that over or under. 41
Variance Over: Displays any parts that are over the Pad quantity or over the Pad dollars. Variance Under: Displays any parts that are under the Pad quantity or under the Pad dollars Example: Variance Over 42
Example: Variance Under 7.3. User Variance The User Variance Report displays any discrepancies for quantities scanned or entered listed by User. 43
Summary Report: Displays Bin, Part #, Pad Quantity, Scanned Quantity and Difference. Detailed Report: Displays additional information such as: Sheet #, Source, the Variance, Cost and the Extended Variance Cost. Grouped by User: displays all variances grouped by each User ID. Selected User: displays only variances for a selected User. Minimum Quantity variance ( + / - ) Minimum Cost variance ( + / - ) Hide verified variances: displays only the unverified variances. Sort By: filters the report by part #, bin, source, total dollars or total difference. Filter by Make: All specific make codes associated with your Physical Inventory. Example 44
7.4. Write-Ins The Write-Ins Report displays a list of parts not in your inventory pad but were scanned. 45
All Write-Ins: Displays all write-ins regardless if they are on the inventory pad list or not. Bin Location: Displays only write-ins for a specific bin location. Exact bin location: enter an exact bin location. Part #: Displays a specific write-in part number. Sort By: filters the report by bin or sync time. Example 46
7.5. Write-In Bins 47
7.6. Inventory Analysis You can use the Inventory Analysis Report produces an analysis of parts scanned, pad cost, write-ins and variances. You can also make comparisons to your inventory cost on all scanned and/or unscanned part numbers. 48
Example The total number of parts scanned. The number of parts scanned and percentage completed. The total number of write-ins. 49
The total number of parts scanned. The number of parts scanned and percentage completed. The total number of write-ins. The total number of parts in wrong bin locations. The total pad cost The total scanned cost The cost difference between the pad and what was scanned. The variance over the pad total. The variance under the pad total. 7.7. Not Counted The Not Counted Report displays all bins that have no scan activity against them. 50
Parts Not Counted: dollar value for that bin's part numbers. Limit to parts with DSP Qty: includes only parts with a pad quantity greater than 0. Limit to counted Bins: includes only parts from counted bins. Bins Not Counted: the bin piece count and total cost are displayed. Display Part #s: displays part numbers from bins not counted. Ignore empty bins: hides bins with a zero (0) piece count. Sort By: sorts the report by Part #, Bin, or Extended Cost. Filter by Make: All specific make codes associated with your Physical Inventory. Example : Parts Not Counted 51
Bin: A bin location that has a "no count" record. Part #: The part number that was not scanned for that bin. Sheet #: The sheet number where the part number is located. Pad Qty: The quantity from your DMS when the inventory file was created. Example : Bins Not Counted (Display Part #'s) Bin: A bin location that has a "no count" record. Part #: The part number that was not scanned for that bin. Sheet #: The sheet number where the part number is located. Pad Qty: The quantity from your DMS when the inventory file was created. Cost: The part number unit cost amount. Total Cost: The total cost for that part number. Example : Bins Not Counted (No Part #'s) 52
Bin: A bin location that has a "no count" record. Piece Count: The total number of pieces within the bin. Total Cost: The total cost for that part number. 7.8. Wrong Bin The Wrong Bin Report displays a list of parts that were scanned in the wrong bin location. 53
All Wrong Bins: Displays all part numbers that were scanned in the wrong bin location. Bin Location: Displays all part numbers assigned to a specific bin location. Exact Bin Location: enter an exact bin location. Part #: Displays a specific part number that has been scanned in a wrong bin location. Filter by Make: All specific make codes associated with your Physical Inventory display. Sort By: filters the report by bin or sync time. Example 54
7.9. Scan Detail The Scan Detail Report is used to validate scanned quantities against your DMS quantity. 55
All Scans: reports all scanned part numbers including write-in part numbers. User ID: reports by individual User ID. Scanner: reports a specific scanner ID. Part #: report for a specific part number. Bin: report for a specific bin location. Exact Bin Location: can be defined. Sort By: Part #, User ID, Bin, or Scanned Date. Filter by Make: All specific make codes associated with your Physical Inventory. Example 56
7.10. Manual Adjustments The Manual Adjustments Report displays all part numbers or a specific part number that was manually adjusted. 57
Display All: displays all part numbers that were adjusted. Note: This option displays only the last adjustment made for a part number. Part #: displays adjustments for a specific part number. Detailed Report: displays the adjusted quantity, bin #, and the date modified. Filter by Make: All specific make codes associated with your Physical Inventory. Example 58
7.11. Multi-Bin The Multi-Bin Report displays any part numbers that were scanned in multiple bin locations. 59
Display Multi-bin Variances only: displays the variance in multiple bin locations. Sort By: filters the report by part number or bin. Filter by Make: All specific make codes associated with your Physical Inventory. Example 60
7.12. Multi Pack Example 61
7.13. User Analysis The User Analysis Report allows you to monitor all or a specific user. The report will also display when the scanningstarted and stopped, the number of parts scanned and the number of bins processed. 62
All Users: reports all User IDs. User ID: reports by an individual User ID. The drop down list will display alluser IDs that are set up. Detailed by Bin: reports by specific bin locations. Example 63
7.14. Data Transfer The Data Transfer Report provides a list of the inventory data that has been transferred to your DMS or is waiting to be transferred. 64
Physical data to be sent to DMS: reports physical inventory data that has not been transferred. Note: Prior to the data transfer, this filter provides a reporting tool to correct any quantity exceptions. Physical data that has been sent to DMS: reports physical inventory data that has been transferred. Quantity Exceptions only: reports only parts with quantity exceptions Sort By: filters by Bin, Part #, or Sheet #. Filter by Make: All specific make codes associated with your Physical Inventory. Example 65
7.15. Negative On-Hand The Negative On-Hand Report provides a list of part numbers that have a negative on-hand quantity. 66
Sort By: reports by part number or bin. Filter by Make: All specific make codes associated with your Physical Inventory. 7.16. Inventory Transactions The Inventory Transactions Report displays part numbers and their quantities that were sold or updated while the Physical Inventory was in process. 67
Filter by Make: All specific make codes associated with your Physical Inventory. Example 68
7.17. Posting Errors The Posting Errors Report displays part numbers and their exact error while trying to post. Sort By: reports by part number. 69
7.18. Scanned Cores The Scanned Cores Report displays a list of cores scanned during physical inventory. Sort By: reports by Part # or Bin. Filter by Make: All specific make codes associated with your Physical Inventory. Example 70
7.19. Print Pages The Print Pages Report displays the actual count sheets used by the DMS. 71
All Pages: Displays every count sheet. Page #: Displays a specific count sheet. Part #: Displays a specific count sheet for the part # entered. Bin location: enter a Start and End bin for printing a bin range. Example 72
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8. Chapter 7: Browse Chapter 9: Browse Browse allows the dealership to view/print specific physical inventory information based on the fields available. Show Filter: shows/hides the Advanced/Simple Filter box. This does not clear the filters. Print Window: prints the browse data to your designated printer. Export: Exports the data to the PC in the form of a spreadsheet. 74
Refresh: refreshes the screen to include recently scanned parts. The following fields display in the Browse program: Field Description Scanned Total Total scanned for the displayed part number Qty Difference Difference between Scanned Total and Pad Qty Make Make Code for the displayed part number Part # Part Number Bin Bin location prior to scanning Pad Qty Quantity from your DMS displayed on the Pad report Cost Difference Qty Difference times Unit Cost Sheet # Sheet number the part number is assigned to Unit Cost Unit cost of the part number from your DMS Extended Cost Pad quantity times the unit cost Pad Cost Cost from your DMS displayed on the Pad report Sorting Options You have the option to change the sorting sequence of any field in ascending or descending order. Descending: click on the column header once to sort the criteria in the column. Ascending: click on the column header again to sort in reverse order. Move Columns You can move columns in any order you want, this can make viewing the report easier. Step 1. Position the cursor on the column heading information field you want to move. It will show as a bold black arrow. 75
Step 2. Click and hold the field. Step 3. Move the field to the column where you want it to appear. Note: All the changes to the browse screen columns and headings are saved, with the exception of Filters when the user exits. Next time the user launches the browse screen, it is exactly the way he/she set it. Show Filter Browse displays all parts and bin information from your physical inventory file. You have the ability to filter the browse display to show more specific information you require using Show Filter. Simple: allows you to sort by Make, Part # or Bin (Pad and Scanned). Advanced: allows you to sort by Part #, Make or Bin. Simple Filter Filter by Make: all specific make codes associated with your Physical Inventory. Part #: enter apart number Filter by Bin(Pad and Scanned): enter abin location Exact Matching: filters onlythe part number or bin entered. No Filter: removes filters from original display for Browse but does not clear any data Filter: displays the results. Reset: clears all filters Advanced Filter You can create multiple filters for the Browse display. 76
Step 1. Click on the Advanced tab. Step 2. Filter On displays a list of filters: Part # Make Bin Step 3. Value (if any required): for the Filter On field you selected. Step 4. Exact: if the value entered must match exactly. Step 5. Add Filter: adds the Filter to the Browse display. The screen changes to reflect the filter. Note: Repeat steps 2-5 to add additional filters. Remove Last: removes the last filter added. Clear Filters: removes all filters. 77
9. Chapter 8: Clear Data Chapter 10: Clear Scanner Data Once you have completed transferring all of your data from the scanner to the PC, you can clear your physical inventory data from one scanner or all scanners. Step 1. From the scanner main menu, click Hot Key. Step 2. Click the Delete Data and Exit Physical button. Step 3. Yes: will clear all data from the scanner. Note: Repeat steps 1-3 for each scanner. 78
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10. Chapter 9: Frequently Asked Questions Chapter 11: Frequently Asked Questions Q: A: If I lose battery power or see low battery, do I lose all the information I just scanned? No, everything is written to disk inside of the scanner unit, nothing is lost. Q: A: How long does it take to download the data to and from the scanner? 40,000 part numbers will take about 10-20 seconds per scanner. Q: A: Does the scanner have the ability to scan Motorcraft (Ford) and/or AC Delco (GM) parts? Yes, part numbers are converted to a Ford and/or GM part number automatically. Q: A: When I scan a part number can I enter any quantity? Yes, any quantity is accepted, including 0 (zero). Q: A: When the scanners ask for quantity on the screen, is this total quantity or an added quantity? Total Quantity - if you scan or type in a quantity of 2 and then later come across another 3, type the total quantity of 5. The system will not add the quantities together. Q: A: What do I use for a User ID on the scanner gun? You can use anything to ID yourself, such as employee #, name, or your login ID. Using employee # is the most common. Q: What happens if scanner 1 scans a bin location and then someone else comes along with a different scanner and scans the same bin location? The PC reports 2 different counts for that bin location. A: Q: A: Do I have to wait until the end of my physical inventory to run reports? No, you can run reports anytime from the PC. There are no restrictions on when or how many times you can run a report. The reports will reflect new counts and new variances as data is scanned and uploaded. Q: A: Is there a way to view all of the variances for the entire inventory pad? Yes, the Pad Variance Report displays all variances. Q: A: If I discover a bin location or part number without a barcode, how do I enter it? Type the part number or bin location into the scanner and press the enter key. Q: How long do the batteries last? 80
A: About 5-6 hours worth of scanning. You can change batteries in the middle of scanning, if necessary, and begin where you left off. Q: A: Are part number changes recognized by the scanner? Yes, if you scan a part number and your DMS has a part number change on file, then both numbers will display on the scanner screen. Q: A: I try logging into the scanner with my user ID but it says I must upload my data first. What does this mean? This means that someone else was using that scanner. To change to a different user ID, you must first sync all the data to the PC. Once the data has been synced, the scanner is available to change user IDs. Q: A: I scanned the wrong part in the wrong bin and accidentally hit yes. How do I correct this? You cannot make any corrections to the scanner, the adjustment needs to be from the PC. Q: A: Can I track who scanned which bin locations? Yes, there are many reports which will tell you the user ID and which bin locations were scanned. Q: A: How do we handle write-ins? If you scan a part # that is not part of your inventory, the scanner asks you, "Do you wish to add this part #?" If you answer yes, the bin location and the part number are recorded as a write-in. However, this data is not automatically sent to your DMS system. You must manually add those write-ins. Q: A: Are not counted and a zero count different? Yes, not counted means that data is not sent to your DMS. A zero count is updated in your DMS system and has a zero value. Q: A: What if I have the part in multiple bin locations? You can scan them in each bin location. When the file is created and sent to your DMS, it has all of the quantities combined into the primary bin location. However there is a report, called the Multi-Bin location report, which displays all the locations the part was scanned and identifies the bin locations the part number was found in. 81
11. Glossary Terms used in the document DMS - Dealer Management System - The computer system that is installed at a dealership, which handles all parts inventory, sales, and accounting, and payroll. ScanIt Parts supports the following DMS systems: ADP / CDK Reynolds and Reynolds Dealertrack (Arkona) Auto/Mate 82