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ERSSTOCK INVENTORY SOFTWARE FOR PC USER GUIDE
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1. Product Code a Secondary Product Code Description Product Group Supplier Code 100001M 10 Constant Curent power supply 230V 1000m 0 10V 100001M DALI Constant Current power supply 230V 1000m4 DALI 1050D1M 10 Constant Current power supply 230 1050m4 0 10 Power Supply Plug Top 12de 500m4 127R12 3 If more than one product matches the search string entered then the is matching products will be presented in a table In this case select the required 12715 product and click OK 12TRISW i EEE To sort the data in alphanumeric order click on the relevant column header 12TR38 12TR50 Products Database D Power Supply DeskTop 12Vde 54 Product Code Secondary Product Code Description Product 1 234567 Adj Short Description Group Buy Price 1 50 Sell Price 2 Zone Re order Level Oo Supplier Code N A 4 The selected product record will be displayed Additional Field 1 Additional Field 2 Additional Field 3 Additional Field 4 11 Stock Movement Transactions Reference Operator Quantity SerialNo 05 05 2011 12 52 On mz 287 Electronic Reading Systems Ltd Tel 01234 855300 Fax 01234 855446 www ers online co uk 2 4 EDITING amp DELETING PRODUCTS To amend the data stored for any product in the database procee
2. Selected 3 If clearing a selected range of transactions select the type of Clear stock movement data transactions to be cleared and the required date range Click OK to Stock IN OUT clear the transactions End Date Electronic Reading Systems Ltd Tel 01234 855300 Fax 01234 855446 www ers online co uk Manual Stock Movements Manual Stock Take Transfer Data Reports 8 2 REPAIRING AND SHRINKING THE DATABASE The repair facility provided within ERSStock will attempt to repair a corrupt data base In the unlikely event that the database becomes corrupt it is recommended to both Repair and Shrink the database before continuing To repair a corrupt database proceed as follows WARNING The Repair process requires exclusive access to the database Before proceeding ensure no other users are connected to the database We recommend taking a backup copy of the database before proceeding The name and location of the database are user selectable see Section 3 0 however by default database is stored on the local hard drive in the Application Data area for All Users under Documents and Settings For XP this is C Documents and Settings All Users Application Data Electronic Reading Systems Ltd ERSStock The default database filename is ERSStock SDF To repair a database proceed as follows 1 Click Tools Options from the ERSStock Menu bar ERS Stock File Tools Help Configuration Options Da
3. 1003 pom DIAMOND TENNIS BRACELET W G 0 605 0 DIA ADINE DAMN RRA i eE Label Printing fx Product a Secondary Code Product Code Short Buy Sell Reorder Supplier Product Long Description Description Price Price Level Code Group f 1000 BDOOIW DIAMOND SOR SET TENNIS BR W G o 492 0 DIA DIDI 1001 BDOOZW DIAMOND SOR SET TENNIS BR W G nas BD003W DIAMOND SOR SET TENNIS BR W G 0 762 2 Highlight 1 or more products from 1e sas 1003 BDOO4W DIAMOND TENNIS BRACELET W G 0 605 the search list 1e 1004 BDOOSW DIAMOND TENNIS BRACELET W G 0 827 Reda 1005 BDOOEW DIAMOND TENNIS BRACELET W G 0 782 0 DIA DIDI Fali 1006 BDOOTW DIAMOND 2 ROW LINE BR W G 0 929 0 DIA DIDI 1007 BDOOSW DIAMOND 3 ROW LINE BRW G 0 1384 0 DIA DIO 1008 BDOOIW DIAMOND 2 ROW PAVE LINE BR lo 674 0 DIA DIDI 1009 BDO1OW DIAMOND 3 ROW PAVE LINE BR 0 1061 0 DIA DIO1 1010 BDOIIW DIAMOND SQ TENNIS BRACELET W G lo 288 0 DIA DIO 1011 BD0ZW DIAMOND SQ TENNIS BRACELET W G 0 703 0 DIA DIDI 1012 BD013 DIAMOND TENNIS BRACELET 0 139 0 DIA DIDI 1013 BD013W DIAMOND TENNIS BRACELET 0 139 0 DIA DIDI idf 1014 BD014 DIAMOND TENNIS BRACELET 0 214 0 DIA DIDI idf 1015 BDOI4W DIAMOND TENNIS BRACELET o 216 0 DIA DIDI id 1016 BD015 DIAMOND TENNIS BRACELET 0 357 0 DIA DIDI 1017 BDOISW DIAMOND TEN
4. Descripijon Short Description Buy Price 150 Self Re order Level 10 a Supplier Code Additional Field 1 Additional Field3 Additional Field 4 Quantity M Change Image File the edited record Any data field may be edited with the exception of the Primary Product Code 5 Alternately click the red X to delete the currently displayed product record and all associated historical transactions Product 1234567 Adj Additional Field 2 11 Stock Movement Transactions Reference Operator Quantity SetialNo Date vA 115 05 05 2011 13 01 3333333 ooo0002 1 14 05 05 2011 12 52 e NOTE This section of the screen displays a scrolling list of the historic 122 Stock IN Stock OUT transactions relating to this product These 22 transactions cannot be edited Electronic Reading Systems Ltd Tel 01234 855300 Fax 01234 855446 www ers online co uk 2 4 1 MANUALLY EDITING THE STOCK LEVEL The quantity field displayed on the product details screen may be directly edited In this case a SET QTY transaction will also be inserted into the database in order to provide a historical audit trail See also the Manual Stock Movements facility Section 4 0 below which may also be used to adjust stock levels by performing Stock IN or Stock OUT transactions at the PC keyboard Manual Stock Movements may be accessed from the ERSStock Main Menu screen o
5. Code ACMEOO Adio nal 0 Stock Movement Transactions Reference Operator Quantity SerialNo NOTE For simplicity of display Product Details screen shots are shown here with the product images facility disabled In the event that an error is detected when saving the product record ERSStock will indicate the problematic data field s with a flashing exclamation mark Roll the mouse over the mark to display more information about the problem error For example Add New Product Product Code P7115 0001 Secondary Product Code abc123 Description Blue widget 3 Secondary product code already exists in the database Buy Price 2 50 Sell Price 9 99 one Supplier Code WOGOO1 Re order Level Additional Field 1 Additional Field 2 Guanti Additional Field 3 E Additional Field 4 Electronic Reading Systems Ltd Tel 01234 855300 Fax 01234 855446 www ers online co uk 2 3 SEARCHING FOR PRODUCTS To find a product in the database proceed as follows ERS Stock SEE File Tools Help 1 Click Products Database Products Products Database 2 Search for the product by entering the relevant search string including the wild card if needed and clicking the binoculars icon or pressing ENTER Using the drop down list the search facility may be set to look for the Search string in all database fields or in a specific field Search Results 55 matches Hk
6. Group and Zone which can be used to filter reports These could be used to define the overall product group and storage location for example and are self populating drop down lists so only need to be entered once and then subsequently select from the drop down list The short description is limited to 20 characters in length and is typically used when displaying the product name on the portable terminal optional Download module required The short description may also be used by the reporting package as necessary Continued below Electronic Reading Systems Ltd Tel 01234 855300 Fax 01234 855446 www ers online co uk Continued The Product Quantity will be highlighted in colour as follows Red Flashing Re order level also flashing Quantity less than or equal to 0 Zero Amber Flashing Re order level also flashing Quantity greater than zero but less than re order level Green Steady Product quantity greater than zero and greater than re order level Products Database S Bk Buy Pice Reorder Level Additional Field 1 Buy Pice Reodor Love ME Os Additional Field Product Code ABC123 Secondary Product Code 1234567890123 Additional Field 3 Description widget Blue 20cm US Thread with all bells and whistels Short Description widget Blue 20cm US Group Accessories v Buy Price Sell Price 12 55 Zone BULK v Re order Level Supplier
7. to 4 data fields can be included on the label If less than 4 fields are included ERSStock will centre the remaining fields on the label Once labels are printed the configuration used will automatically be stored and will remain as the default configuration until subsequently changed Label fields 3 Example The configuration shown here will generate a Field 1 Product Code Code 128 Barcode label including 3 data fields as follows Field 2 Product Code Field 1 Product Code as Code128 Barcode Field 2 Product Code as Text Field 3 Ginea EE Field 3 Product Short Description aes Electronic Reading Systems Ltd Tel 01234 855300 Fax 01234 855446 Web www ers online co uk 7 3 PRINTING LABELS To print labels from the ERSStock database proceed as follows 1 Use the search facility to find a particular product or group of products Note The Search facility allows searching on specific database fields or across all fields and allows the use of the wild character D Rarendo ahol Drintina Barcode Label Printing Product Code Secondary lena etic Short Sell Reorder Supplier Product Product Code eh artis Description Price Price Level Code Group BDOOTW DIAMOND SQR SET TENNIS BR W G 0 492 0 DIA DIO 1001 BD002W DIAMOND SQR SET TENNIS BR W G 0 630 0 DIA pia 1002 BD003W DIAMOND SQR SET TENNIS BR W G 0 762 0 DIA
8. 45 10001 RD 23VVW 5 16 12 2010 14 31 36 ABC123 Blue widget 75mm UK Thread 37 10001 RD 23W W5 16 12 2010 14 32 15 1234567 Product 1234567 4 1234567 ACCTO01 16 12 2010 14 32 24 ABC123 Blue widget 75mm UK Thread 1 1234567 ACCTOO1 16 12 2010 14 32 33 ABC123 Blue widget 75mm UK Thread 4 1234567 ACCTOO1 Grand Total Stock movements by product Printed on Thursdayi6 December2010 Product Group ERS 1234567 Product 1234567 DateTime Type Serial No Quantity Value Operator ID Reference No 16 12 2010 14 30 43 12 12 00 10001 RD 23WW 5 16 12 2010 14 32 15 4 400 1234567 ACCTOO1 16 16 00 7654321 Product 7654321 DateTime Type Serial No Quantity Operator ID Reference No 16 12 2010 14 31 18 Pune 45 10001 RD 23 WW5 45 ABC123 Blue widget 75mm UK Thread DateTime Type Serial No Quantity Operator ID Reference No 16 12 2010 14 31 36 37 10001 RD 23WVV 5 16 12 2010 14 32 24 1 1234567 ACCTO01 16 12 2010 14 32 33 4 1234567 ACCTOO1 42 Grand Total 103 395 50 Electronic Reading Systems Lid Tel 01234 855300 Fax 01234 855446 www ers online co uk Stock movements summary by supplier code Printed on Thursday1l6 December2010 Product Group ERS Product Code Description Quantity 1234567 Product 1234567 16 7654321 Product 7654521 ABC123 Blue widget 75mm UK Thread Grand Total 103 Stock Exceptions Printed on Wednesdayl4 July 2010 All Product Codes All Product Groups All Zones All
9. 5 0 REPORTING A range of reports may be generated by clicking Reports from the ERSStock Main Menu Reports include Current Stock Levels and Value Provides current stock levels and value Products below Re order level Lists those products where the current stock level is below the re order level for that product Stock Movements reports various Details the Stock IN and OUT transactions for the products in the selected range Stock Movement Exceptions Details download exceptions Range of Stock Take reports various range of reports are included for use with the optional Stocktake facility see Stocktaking below To run reports proceed as follows ERS Stock Sele File Tools Help LH Products Database Manual Stock Movements Manual Stack Take Transter Data 1 click Reports from ERSStock Main Menu Reports Reports Select Report Curent stock levels and value Curent stock levels and value Products below re order level Stock movements chronological Stock movements by product Stock movements summary by supplier code Stock movement exceptions Stock take results entire database Stock take results counted products only _ Stock take variances Stock take exceptions Product Code 2 Select the required report from the drop down list Group w Supplier Code 3 Specify any required selection criteria for the dons Fieis data t
10. 5 Blue widget 75mm Uk thread 19 07 2010 13 41 57 25 50 100 Total Product Codes 3 Variance report shows only those products for which the Stocktake count differs from the database stock level stock take exceptions Printed on Thursday 15 July 2010 All Product Codes DTS Differenc Differences 1072010 1346 18 100 14072010 115650 100 S007 2040 134623 es S100 Total Product Codes 3 Products not found in the Product Database will be included as Stocktake Exceptions Electronic Reading Systems Ltd Tel 01234 855300 Fax 01234 855446 www ers online co uk 6 4 CLEARING STOCKTAKE DATA FROM THE DATABASE To ensure that the Stocktake database is empty before starting a new Stocktake proceed as shown below 1 From the ERSStock main menu bar click ERS Stock Tools Data Clear Stock Take Data options 2 Click All to clear all Stocktake i Clear Stock Movement Exceptions E data or Selected to clear e Stocktake data for a specified S Clear Stock Movement Transactions date range only Clear Stock Take Data SSS Ree ooo Manual Stack Movements Manual Stack Take aN ieda 3 If clearing a selected range of transactions select the required Stat Date L date range and click OK End Date o 2010 Transfer Data We recommend clearing ALL previous stocktake data before starting a new Stocktake In the event that data from a previous Stocktake is accidentally left in the database the fa
11. 7 1 below In addition ERSStock includes facilities to Repair and Shrink the database Com pact SQL is a robust database which also automatically releases allocated space when records are deleted or modified etc it therefore is unlikely that the Repair and Shrink functions will be required during normal use of the system However in the unlikely event that the database should need repairing or shrinking please refer to section 7 2 below 8 1 CLEARING STOCK MOVEMENT TRANSACTIONS We would recommend using this facility on a periodic basis to clear older historical transactions from the database leaving more recent transactions for reporting pur poses In this way database size will be maintained whilst retaining the more recent transactions WARNING To avoid accidental deletion of incoming transactions from the portable terminals we recommend not clearing the stock movement transactions at the same time as downloading Stock transactions from the portable terminals To clear stored transactions proceed as follows Hi ERS Stock 1 From the ERSStock main menu bar click i ia Tools Data Clear Stock Movement Transactions 2 Click All to clear all stored transactions or Selected to clear i Clear Stock Movement SIGMEIOEDEEACRRUONE Pe 1 a ne Clear Stoc Stock Movement 5 Clear Stock Movement Transactions Transactions TEN Clear Stock Take Data O O Stock Take Data transactions for a specific date range
12. ERS Effective Barcode Solutions ERSSTOCK INVENTORY SOFTWARE FOR PC USER GUIDE v 1 00 Electronic Reading Systems Ltd 14 Wolseley Business Park Kempston Beds MK42 7PW Tel 01234 855300 Fax 01234 855446 www ers online co uk 1 0 2 0 3 0 4 0 5 0 6 0 7 0 8 0 2 1 2 2 2 3 2 4 3 1 3 2 3 3 CONTENTS INTRODUCTION THE PRODUCT DATABASE Importing Product Details Manually Adding Products Searching for Products Editing amp Deleting Products 2 4 1 Manually Editing the Stock Level USING ERSSTOCK WITH PORTABLE TERMINALS CPT8001 Terminal 1 Loading Product Details 2 Downloading Stock Transactions OPN2001 Data Collector 3 2 1 Downloading Stock Transactions Handling of Download Exceptions 3 3 1 Clearing Exceptions MANUAL STOCK MOVEMENTS REPORTING Dsl Exporting Data STOCKTAKING Performing the Stocktake with the CPT8001 Terminals Performing the Stocktake at the PC Running the Stocktake Reports Clearing Stocktake Data from the Database LABEL PRINTING Installation of the Printer Configuring the Label Format Printing Labels DATABASE MAINTENANCE Clearing Stock movement Transactions Repairing amp Shrinking the Database Backing Up the Database Electronic Reading Systems Ltd Tel 01234 855300 Fax 01234 855446 www ers online co uk 1 0 INTRODUCTION ERSStock is an simple to use inventory control system designed for the small to medium sized user ERSStock uses barc
13. N exception 0 Stock OUT exceptions Notes Product stock levels in the ERSStock database will automatically be adjusted from the valid Stock IN and Stock OUT transactions received Transactions for which no Product record exists in the database will be identified as exceptions and will not be updated to the database These transactions may be viewed via the Exceptions report see Handling of Download Exceptions below 3 3 HANDLING OF DOWNLOAD EXCEPTIONS When downloading stored stock transactions from the terminal those Stock IN and Stock OUT transactions for which no product record exists on the ERSStock database will be identified as Exceptions A report detailing download exceptions may be generated as fol lows Download result Ea i Download and dal 3 Stock IN Exceptions identified 4 Stock IN record during downloading 0 Stock OUT record 0 Stock Take records ERS Stock Sele File Tools Help xceptions i 3 Stock IN exceptions 0 Stock OUT exceptio a Products Database Manual Stack Take Reports Select Report Current stock levels and value vi T transfer Data Product Code al 2 Select the Stock Movement Exceptions Report specify Reports selection criteria see Note below and click Run Report Additional Field 3 v Additional Field 4 1 Click Reports 3 The Exceptions report details those Stock IN Stock OUT transactions for which no product was found in t
14. NIS BRACELET 0 357 0 DIA DIDI fios BDG100 DIAMOND BANGLE CHANNEL SET o 670 0 DIA DIDI z T lt i gt C Select All 4 of 1398 selected Printer Model Toshiba EV4T GS13 QM R v Label Media 2 5elect 70mm x 32mm v Label fields Field 1 Product Code Code 128 Barcode v Field 2 Product Code v Field 3 Short Description v 3 Confirm the number of copies of Field 4 None labels required and click Print No of copies 1 Select printer for Toshiba EV4T G513 0M R x 4 Select the TEC B EV4 G printer from m the list and click OK to print labels Electronic Reading Systems Ltd Tel 01234 855300 Fax 01234 855446 Web www ers online co uk 8 0 DATABASE MAINTENANCE ERSSTOCK is based on the Compact SQL database Compact SQL is designed for moderate sized databases allowing storage of a substantial amount of data how ever in addition to the main products database ERSStock will also store all Stock IN and OUT transactions downloaded from the terminals These stock movement transactions are used during the download process to automatically adjust the stock levels of relevant products and are then stored in the database to provide an audit trail and a historical record of stock movements In the longer term therefore the database will gradually expand in size as increasing numbers of transactions are stored A facility is therefore provided to allow stored transactions to be cleared from the database as required See section
15. Supplier Codes All Additional Field1 All Additional Field2 All Additional Field3 All Additional Field4 All Reference No s All Operator ID s ALL Datetime Stamps DateTime Type Product Code Description 12 07 2010 17 47 25 GH123 49 12 07 2010 17 47 41 1234567890123 12 07 2010 17 48 21 766433 Quantity Operator ID Reference No Electronic Reading Systems Ltd Tel 01234 855300 Fax 01234 855446 www ers online co uk 5 1 Exporting Data Reports may be exported into a range of formats by clicking the Export report button located in the top left of the Report display screen Current stock levels and value Export Report All Product Coa secondary Code Alternatively data may be exported from the ERSStock database including current stock levels stock movement transactions and Stocktake data These data may be exported in text file or in Excel format by clicking File gt Export from the menu bar and then selecting the type of data to be exported Transfer Data Reports Electronic Reading Systems Ltd Tel 01234 855300 Fax 01234 855446 www ers online co uk 6 0 STOCKTAKING The optional Stocktake module adds a Stocktake transaction on the CPT8001 portable terminal and an associated stocktake facility at the PC together with a range of stocktake reports The Stocktake transaction at the portable terminal enables the operator to enter product codes and quantities of all the items includ
16. TOCK database in the report any items which have not been counted may be identified This may be because the current stock quantity is zero or may simply be that these products were missed during the Stock count If performing only a partial stock count however running the Entire database reports will generate a potentially large number of entries for products which have not been counted In this case we recommend using the Counted Products only version of the report This will include only those products for which Stock count data has been received from the terminal s Note this avoids those products not included in the stock count being included in the reports however has the disadvantage that it will not identify missed products ie those included in the stocktake but which have not been counted For this reason when using Counted Products Only reporting it is impor tant not to ignore products where the current stock level is zero These products should be entered onto the terminal during the stock count with zero quantity This will ensure these products are included in the Stocktake reports Equally it is important to take care not to accidentally miss counting any product which should be included in the stock count Stocktake Variances Reports The Variances report is identical in format with the Stocktake Results reports above but includes only those products where the Stocktake count differs from the e
17. a fields to be included in the import may be mapped to specific database fields as appropriate before commencing the import Note that ERSStock will use the first record in the file as a Header Record identify ing the data fields For example EJ Microsoft Excel PRODUCTS _MASTER XLS ia e Format Tools Data Window Help ne Heada Record 23 e AA 5 41 41 NO E D 45 a K 2 aa pa Reply witt Changes End Revie a aa B 1 BARCODE PRODUCT CODE DESCRIPTION EPT SUPPLIER COST PRICE RETAIL PRICE DATE booooooo00001 Widget 25mm Blue ACMEDO1 0 99 1 99 30 01 2009 oo00000000002 Widget 25mm Green ACME001 0 99 1 99 30 01 2009 000000000003 P 07 25L Decorative Plant Pot 2 5litre POTSRUS 2 45 4 90 26 04 2010 5 fboooo00000004 P 07 50L Decorative Plant Pot 5 0 Litre POTSRUS 3 25 7 45 26 04 2010 6 0000000000005 S 03 5 Saucer Teracotta 5 inch IMPORT 1 45 2 15 01 09 2008 T Tboooo00000006 03 7 Saucer Teracotta 7 inch IMPORT 1 75 2 35 01 09 2008 8 boo0000000007 s 03 9 Saucer Teracotta 9 inch IMPORT 2 10 2 75 01 09 2008 9 foo00000000008 SC SPICE Scented Candle Christmas Spice Large HOMO23 9 94 14 95 30 01 2010 10 5010863460069 450076 Wrench 3 4 EUR101 12 28 19 80 41 5010863460106 450206 Screwdriver Cross head EUR101 1 28 2 35 Data Records for importing into ERSStock To import product data into the ERSStock database proceed as follows ERS Stock File Tools Help W Import si Prod
18. and place the terminal into the Communications Cradle File Tools Help Manual Stock Movements Manual Stack Take 2 From the ERSStock Main Menu Screen click Transfer Data Transfer Data Transfer Data Please select terminal type 3 Select the terminal type CPT8001 or OPN2001 Note This step will not be necessary if ERSStock has been configured for only 1 terminal type 4 Check the communications interface is set appropriately for the terminal being used and click to set as necessary to toggle between RS232 and USB USB normally used 5 Click Download transactions from terminal Transfer Data O Download transactions from terminal Warting for Scanner to respond Upload product data to terminal Download result Download and data processing complete 6 The stored transactions will be collected eee The Download Results screen shows a summary of the number 0 Stock OUT records y of transactions of each type collected from the terminal Patek me record Exceptions i 0 Stock IN exception 0 Stock QUT exceptions Notes In general multiple transaction types may be downloaded from the terminal during a single download session Each downloaded transaction will be processed appropriately by ERSStock according to its transaction type Product stock levels in the ERSStock database will automatically be adjusted from the val
19. ay for example Electronic Reading Systems Ltd Tel 01234 855300 Fax 01234 855446 www ers online co uk 3 3 1 CLEARING EXCEPTIONS In normal use we recommend clearing the download exceptions after reporting To clear exceptions click Tools Data Clear Movement Exceptions from the ERSStock tool bar and proceed as shown below ERS Stock Sei All Selected Click All to clear all Exceptions or Selected to clear Exceptions for a specified Transaction Reference or date range only Reports Electronic Reading Systems Ltd Tel 01234 855300 Fax 01234 855446 www ers online co uk 4 0 MANUAL STOCK MOVEMENTS stock may be booked IN or OUT via the portable scanning terminals as above or directly at the PC via the Manual Stock Movements facility When using Manual Stock Movements a barcode scanner connected to the PC may be used to speed the entry of product codes The manual stock movements facility is designed to emulate the equivalent Stock IN and stock OUT transactions at the portable terminal with the exact prompt sequence determined by the configuration settings made in section 3 1 4 above To perform a manual stock Movement Proceed as follows ERS Stock 1 click Manual Stock Movements from the ERSStock Main Menu or by clicking the Shortcut icon from the Product Details screen File Tools Help Products Database Product Code ABC123 Secondary Product Code 1234567890123 Descr
20. cility to remove Stocktake data by date range may be used to remove the older historical data before running Stocktake reports for the current stocktake Electronic Reading Systems Ltd Tel 01234 855300 Fax 01234 855446 www ers online co uk 7 0 LABEL PRINTING The label printing option in ERSStock allows generation of simple barcoded product code labels from the ERSStock database The label printing option is written to work with the Toshiba TEC B EV4T thermal label printer and currently supports a 70mm x 32mm label 7 1 INSTALLATION OF THE PRINTER ERSStock drives the printer through the normal Windows printer driver Before using the label printing option in ERSStock it will therefore be necessary to install the printer driver from the printer CD and install the ribbon and labels as described in the relevant printer documentation 7 2 CONFIGURING THE LABEL FORMAT The printed label can include up to 4 lines of data which can be configured by the user as follows ERS Stock SF Options 1 Click Tools Barcode Printing from Main hie he program screen gt oo Qa a o F EE Ss Ws Products Da Barcode Label Printing a led in all FS C Select All Printer Model EAE v Label Media 2 Select 70mm x 32mm v 2 For each of the label data fields 1 4 as required expand the drop down list of data items and select the required item Up
21. d as summarised below ERS Stock File Tools Help Ex 1 Click Products Database 2 Search for the product by entering the relevant search string including the wild card if needed and clicking the binoculars icon or pressing ENTER Using the drop down list the search facility may be set to look for the Search string in all database fields or in a specific field Search Results 55 matches 4 Product Code a Secondary Product Code Description Product Group Supplier Code 1000D1M 10 Constant Current power supply 230 1000m4 0 1047 3 1000D1M DALI Constant Current power supply 2304 1000m4 DALI 1050D1M 10 Constant Current power supply 230 1050m4 0 10 12PT05 Power Supply Plug Top 12de 500m4 12TR10 7 l 121R12 3 If more than one product matches the search string entered then the i matching products will be presented in a table In this case select the required 12715 product and click OK 12TRISW r i Fi eer To sort the data in alphanumeric order click on the relevant column header 12TR38 eree 12TR50 D Power Supply DeskTop 12Vdc 54 12TR50 P Powar Sunol Dask Ioan ide BA i 12TR50W Products Database 12TRAC Yer 4 Edit the data as required and click the diskette icon to save 15 24TR50 En 161 NIFFIIGER lt Type FILE SET QTY Product Cdde 1234567
22. ds inserted D of 10 records updated Imported data will be merged into the existing database 0 of 10 records skipped Electronic Reading Systems Ltd Tel 01234 855300 Fax 01234 855446 www ers online co uk 2 2 MANUALLY ADDING PRODUCTS To manually add products into the database proceed as follows ERS Stock Sele File Tools Help 1 Click Products Database a Products Database Add New Product Me ance 3 Enter the relevant product details and click OK ee NB Change Select Image File will only be displayed if Show Images is enabled Description _ under Tools Options See ERSStock Installation and configuration Guide Short Description Ex F LL Exit to Main al 005340010223 lect Image File Buy Price 235 00 Sell Price 325 00 Re order Level 4 The product details are entered into the database If the quantity is not entered in step 3 above then the product will be entered onto the database with a default quantity of 0 zero Click the diskette icon to save the product details Additional Fild3 cuniy O To return to the ERSSTOCK menu screen click X at the top right of the Products Database screen To enter another product click the green Plus again Notes The only mandatory data field is the Primary Product Code Both the primary product code and the secondary product code must be unique Optional fields include the Product
23. e Stock count functionality Product lookup Electronic Reading Systems Ltd Tel 01234 855300 Fax 01234 855446 www ers online co uk 3 1 THE CPT8001 TERMINAL 3 1 1 LOADING PRODUCT DETAILS Product details may be loaded into the CPT8001 terminal if required to allow display of the relevant product descriptions when booking items IN or OUT Downloading the product details is optional however will be required if using the Product Lookup facility at the terminal To load the product details proceed as follows Bis cied 1 At the CPT8001 terminal Select Menu File Tools Help Option 5 Receive Data and place the terminal into the Communications Cradle Li Products Database Transfer Data Please selec selec in saaa 3 Select the terminal type CPT800 Note This step will not be necessary if ERSStock has been configured for only 1 terminal type Opticon OFP Transfer Data 4 Check the communications interface is set appropriately for the terminal being used and click to set as necessary to toggle between RS232 and USB USB normally used 5 Click Upload product data to terminal Upload pro duct data to terminal Electronic Reading Systems Ltd Tel 01234 855300 Fax 01234 855446 www ers online co uk 3 1 2 DOWNLOADING STOCK MOVEMENTS To download stored stock movements from the terminal proceed as follows ERS Stock Mila 1 At the terminal Select Menu Option 6 Send Data
24. ect the database you wish to shrink PI Look in ERSStock e fe HISTORY Copy of ERSStock35 sdf My Recent ERSStock35 sdf Documents Es ERSstock sdf 8 Specify the database to be shrunk and click Open File name ER SStock 35 df hy Network Files of type SQLCE Database Files sdf a ail 9 Shrink Successful STM eile lett A Click OK uI Database shrink successful Electronic Reading Systems Ltd Tel 01234 855300 Fax 01234 855446 www ers online co uk 8 3 BACKING UP THE DATABASE Depending on the version ERSStock is based on one of the following databases SQL compact Edition e SQL Server SQL Server Express We recommend taking appropriate steps to enasure that the ERSStock database is regularly backed up In many cases this will simply mean including the database in your existing backup procedures Note that in the case of the SQL Compact edition of ERSStock the database comprises a single sdf file which could for example be regularly copied to a secure location Electronic Reading Systems Ltd Tel 01234 855300 Fax 01234 855446 www ers online co uk
25. ed in the stocktake Each stock count record will be stored in the temrinal to await subsequent downloading to ER Stock Note that products stored in multiple locations may be counted separately using the terminal if required as the quantities from multiple Stock count records for the same product will automatically be combined by ERSStock to provide a total count quantity for that product The Stocktake option also provides a similar Stocktake transaction from the main ERSStock software allowing a stocktake to be performed at the PC if required A range of reports are provided comparing expected stock levels with the counted stock levels from the stocktake allowing for example rapid identification of items where the counted quantity differs from expected These products may then be checked and the stock level manually adjusted as required via the Products Data base screen or Manual Stock movement facility See sections 2 4 1 and 4 0 above Note that when stocktaking the terminals may be downloaded multiple times before running reports Stocktake data from subsequent downloads will be appended to the Stocktake database table and will be included in subsequent Stocktake reports The Stocktake functionality is detailed in the following sections 6 1 PERFORMING THE STOCKTAKE WITH THE CPT8001 TERMINALS To perform a Stocktake with the terminals proceed as follows 1 Prior to performing a Stocktake ensure that ERSStock has been cleared o
26. ed product codes Code prompt is displayed mnt a TA r EE Qua E nter Auantity ERS Stock TER Fie Tools Help e Products Database Manual Stock Take 4 On completion of the Stocktake click Reports from the ERSStock main menu screen to generate tans Stocktake reports as required Manual Stock Movements 3 ERSStock proceeds to prompt for entry of successive product codes and quantities A barcode scanner connected to the PC may To exit Manual Stocktake mode click Back when the Scan Product Electronic Reading Systems Ltd Tel 01234 855300 Fax 01234 855446 www ers online co uk 6 3 RUNNING STOCKTAKE REPORTS 5 Stocktake reports are provided as follows Stocktake Results Counted products only Stocktake Results Entire database Stocktake Variances Stocktake exceptions These are summarised below Stocktake Results Reports These reports detail the current expected stock level and the Stocktake count for all products in the report highlighting those products for which the expected and counted quantities differ The Results report may be run to include only those products which were counted Counted products only or to include all products from the ERSSTOCK database Entire Database lf performing a full Stocktake of the entire inventory we would recommend using the Entire database version of the reports By including all products from the ERSS
27. f data from all previous stocktakes see section 6 5 below If the ERSStock contains data from a previous Stocktake then this will be merged with the cur rent stocktake data giving erroneous results 2 Perform the stocktake using the portable terminal See relevant User Guide for the portable terminal for further details 4 Oncompletion of the Stock take or from time to time during the stocktake as convenient download the stock count data from the terminal into ERSStock in the usual way See section 3 1 2 above 5 On completion of the Stocktake and after all stock count data has been downloaded from the terminals click Reports from the ERSStock Main menu to generate Stocktake reports as required see section 6 3 below Electronic Reading Systems Ltd Tel 01234 855300 Fax 01234 855446 www ers online co uk 6 2 PERFORMING THE STOCKTAKE AT THE PC To perform the stocktake at the PC proceed as follows 1 Prior to performing the Stocktake ensure that ERSStock has been cleared Of data from all previous stocktakes see section 7 5 below If the ERSStock lt tock S contains data from a previous Stocktake then this will be merged with the cur rent stocktake data giving erroneous results a Products Database 2 Click Manual Stock Take we amp d Manual Stock Movements Manual Stock Take Manual Stock Take File Tools STOCK TAKE Product Description be used to enter barcod
28. he products database For a Stock IN transaction this may represent incorrectly supplied product for example or items not yet added to the database In the latter case the products should be added to the database information from the exceptions report can then be used to Initialise the stock level for the product to the correct value Stock Exceptions Printed on Tuesday13 July 2010 All Product Codes All Product Groups All Zones All Supplier Codes All Additional Field1 All Additional Field2 All Additional Fields Ail Additional Field4 All Reference No s All Operator ID s ALL Datetime Stamps DateTime Type Product Code Description Quantity Operator ID Reference No 12 07 2010 17 47 25 GH123 49 5 1001 24795 12 07 2010 17 47 41 1234567690123 22 1001 24795 12 07 2010 17 48 21 766433 6 1001 24795 NOTE After reporting the normal process will be to clear the exceptions from ERSStock See Clearing the Download Excep tions below If operating in this way the only exceptions currently in the ERSSTOCK database will be those from the current download session In this case there is therefore no necessity to specify any selection criteria before running the report In the event however that historical exceptions are left in the database the selection criteria can be used to report only on those excep tions relevant to the specific Transaction Reference which generated the exceptions or to limit the report to exceptions generated on a specific d
29. id Stock IN and Stock OUT transactions received Transactions for which no Product record exists in the database will be identified as exceptions and will not be updated to the database These transactions may be viewed via the Exceptions report see Handling of Download Exceptions below 3 2 OPN2001 DATA COLLECTOR 3 2 1 DOWNLOADING STOCK TRANSACTIONS To download stored stock movements from the OPN2001 proceed as follows ERS Stock BHA File Tools Help Products Database gt amp Manual Stock Movements Manual Stack Take 2 From the ERSStock Main Menu Screen click Transfer Data Transter Data E eusicielricl Sea Please select terminal type 3 Select the terminal type OPN2001 TPIS Note This step will not be necessary if ERSStock has been configured for only 1 terminal type Transfer Data 3 4 Connect the OPN2001 to a suitable USB portonthe PC p 5 Enter the ID of the operator performing the download and the Reference No plus IN or OUT direction for the stock being moved Reference No Direction v Download Complete TET 6 The stored transactions will be collected The Download Results pidii screen shows a summary of the number of transactions of each type collected from the terminal Download and data processing complete 1 Stock IN record 0 Stock OUT records 0 Stock Take records Exceptions 0 Stock I
30. iption widget Blue 20cm US Thread with all bells and whistels Short Description widget Blue 20cm US Group Accessories v Buy Price 5 27 Sell Price 12 55 _ Zone BULK v Supplier Code ACME 001 v Re order Level 125 Manual Stack Take Manual Stock Movements Additional Field 1 Additional Field 2 Manual Stock Movements Additional Field 4 Please select movement type 0 16 52 07 2 click IN or OUT as appropriate to perform a es Stock IN or Stock OUT moveme ine i 49 28 a nt 0001 17 j or 25 oc eee pao STOCK IN 1001 5 1 arnt gaa 3 The operator will be guided through the data entry process to product images facility disabled Ref No NOTE For simplicity of display the Product Details screen shot shown is here with the Product complete the stock movement The exact prompt sequence will eae depend on the prompt configuration see section 3 1 4 above Serial No lt lt Back i z 5 Em Scan Serial No Enter Quantity Notes The relevant product code will automatically be entered if the Manual Stock Movement Is initiated from the Product Details screen The Reference No and Serial no if enabled are optional fields Click Next to ignore Electronic Reading Systems Ltd Tel 01234 855300 Fax 01234 855446 www ers online co uk
31. ktake module is enabled CPT8001 Terminal Only then stock count data uploaded from the terminal may be used to quickly identify exceptions where the count differs from the database stock level See section 6 0 for further details This section details the process to upload and download data to from the portable terminals Details of the various functions available at the terminals themselves are covered under the appropriate Terminal User Guide OPN2001 Data Collector The OPN2001 is a simple barcode data collector providing a simple to use and low cost option when booking smaller volumes of product IN or OUT The absence of screen and keypad means that when using the OPN2001 data collectors to perform a stock movement the process is simply to scan every item to be moved The OPN2001 is therefore particularly useful for scanning goods out of stock by companies selling to the general public eg via internet or at remote shows and events This environment is typically characterised by high volumes of low item count sales which can be efficiently logged using the data collector CPT8001 Portable Terminal The CPT8001 is a more traditional portable scanning terminal including screen and keypad The CPT8001 therefore allows booking of larger quantities of stock by enabling entry of the quantity of stock being booked IN or OUT Additional functions supported by the CPT8001 terminal include e Logging of item serial numbers Stock tak
32. o be included in the report Leave a criteria blank to choose ALL data relevant to that criteria Lneneeno Aun Report Clear Selection 4 Click Run Report to generate the report Electronic Reading Systems Ltd Tel 01234 855300 Fax 01234 855446 www ers online co uk Example Product and Stock Movement Reports Current stock levels and value Printed on Thursdayi6 December2010 Product Group ERS sa Se Quantity 1234567 12121 001 Product 1234567 1 00 2 00 15 00 25 15 7654321 212121 001 Product 7654321 7 50 11 95 90 00 10 12 AB 2251 5053111100674 Spring loaded flange separator 0 00 73 75 0 00 3 5 ABC123 1234567890123 Blue widget 75mm UK Thread 1 00 2 59 170 00 3 170 FF 00001 5054000012347 Long Weight 3 25 6 50 81 25 50 25 Product Code secondary Code Description Buy Price Sell Price Stock Value Total Stock Value 356 Products below re order level Printed on Thursday16 December2010 Product Group ERS Re order ee Quantity 1234567 12121 001 Product 1234567 1 00 2 00 15 00 25 15 FF 00001 5054000012347 Long Weight 3 25 6 50 61 25 50 25 Product Code Secondary Code Description Buy Price Sell Price Stock Value Stock movements chronological Printed on Thursday16 December2010 Product Group ERS DateTime Type Product Code Description serial No Quantity Operator ID Reference No 16 12 2010 14 30 43 1234567 Product 1234567 12 10001 RD 23VVWV5 16 12 2010 14 31 18 7654321 Product 7654321
33. odes to control inventory via stock movement transactions made via portable barcode reading devices such as the compact CPT8001 terminal or the OPN2001 data collector Alternatively stock may be booked IN and OUT directly to ERSStock using a suitable barcode scanner connected to the PC In addition to tracking current stock levels the system maintains a record of all historical stock movements enabling reporting on stock despatched over specified periods of time or on specific shipments for example or stock received over time or from certain suppliers etc ERSStock may be supplied as a low cost single user system or configured for multi user operation A range of optional software modules are also available to en able additional functionality including stocktaking barcode label printing website updating etc Electronic Reading Systems Ltd Tel 01234 855300 Fax 01234 855446 www ers online co uk 2 0 THE PRODUCT DATABASE 2 1 IMPORTING PRODUCT DETAILS Products may also be imported into the ERSStock database from a suitable Excel spreadsheet The import facility supports both overwrite and append update modes allowing the database to be completely rewritten from the imported data or allowing regular updates as required The Primary Product Code is the only mandatory data field all other fields are optional and may be present in the import file or absent as required for the specific application Additional fields will be ignored Dat
34. ong Weight 14 07 2010 14 58 47 20202020 yet another product QWE123 111111 another product X Z123 Note Products where there is a difference between the database stock level 7Ty U codes 10 and the Stocktake count will be highlighted in red No count or difference will be shown for products which were not included in the Stocktake Stock take results Counted products only Printed on Thursday15 July 2010 All Product Codes All Product Groups All Zones All Supplier Codes All Additional Field1 All Additional Fieid2 All Additional Fields All Additional Field4 secondary Code Description zone DTS Quantity Count Difference Difference 13 07 2010 13 45 03 114 67 13 07 2010 13 41 28 7 5053111100674 Spring loaded flange separator 14 07 2010 14 58 25 70 1234567890123 Blue widget 75mm UK thread 13 07 2010 13 41 57 5054000012347 Long Weight 14 07 2010 14 58 47 50 When running the Stocktake Results for Counted products only the total number of product codes included in the report may be of RK assistance in determining if all intended products were counted Stock take variances Printed on Thursday15 July 2010 Ali Product Codes Ali Product Groups All Zones All Supplier Codes All Additional Field1 Ali Additional Field2 All Additional Fields All Additional Field4 Secondary Code Description zone DTS Quantity Count Difference Difference 13 07 2010 13 45 03 414 67 41 G 13 07 2010 13 41 28 7 4 43 123456769012
35. r by clicking the Manual Stock movements icon from the Product details screen see below Products Database Product Code 1234567 Secondary Product Code Description Product 1234567 Adj Short Description Group assy v Buy Price 1 50 Sell Price 2 00 Zone v Re order Level 10 Supplier Code Additional Field 1 Additional Field 2 ERS Stock Additional Field 3 Addit File Tools Help 11 Ste Type Reference FILE SET QTY OUT SET QTY Transfer Data Reports Electronic Reading Systems Ltd Tel 01234 855300 Fax 01234 855446 www ers online co uk 3 0 USING ERSSTOCK WITH PORTABLE TERMINALS ERSStock supports 2 portable data collection devices CPT8001 compact terminal OPN2001 barcode data collector Stock IN OUT movements logged with these devices will be stored for subsequent uploading to ERSStock and used to automatically update stock levels in the system Database In addition the historical transactions themselves will be stored in the database for subsequent reporting The CPT8001 terminal may be loaded with product descriptions from the system database if desired This allows the product description to be displayed when product codes are scanned and additionally provides a Product Lookup function at the terminal see Terminal User Guide for details lf the Stoc
36. t fields Database field Mapped worksheet field DATE ProductCode BARCODE indicates a mandatory field AF2 AF4 BuyPrice COST PRICE D ipti DESCRIPTION PRODUCT CODE 4 when mapping completed click Next Unmapped fields will not be included in the import roductGroup uantity RETAIL PRICE SUPPLIER DEPT 5 In the event that the Products database already contains data click Update to merge the imported data with the existing data base records or Overwrite to clear the database before import There are already records in the products database Select Update to merge the import with existing data and update matching records es a mandatory field Select Ovenynite to clear all records prior to import Confirm Import Details Import Filename PRODUCTS _MASTER XLS Worksheet Sheet1 Database field ProductCode AFI AF2 AF3 New products will be inserted into the database products for ae which a record already exists will be updated NOTE Any records in the import file for which the Product Code is blank will be skipped 6 Click Start Import to proceed MinStockLevel ProductCode2 ProductGroup Quantity SellPrice ShortDescription SUPPLIER DEPT SupplierCode Zone 7 Import completed Click OK to continue Import resuu Ea Import complete 10 of 10 recor
37. tabase Additional Fields Actve Database C Documents and Settings All UsersApplication Data Electronic Reading Systems Lid ER 2 Click Repair Database Repair Database 3 Ensure a backup of the database has been taken and click Yes to proceed Repair Database Please ensure you have taken a backup of the database prior to doing 4 repair Juld you like to continue with the database repair process Select the database you wish to repair Look in ERSStock z al a j e fie N HISTORY EG E Copy of ERSStock35 sdf My Recent S ERSStock35 sdf Documents E ERSStock sdf L Desktop 4 Specify the database to be repaired and click Open My Documents File name ERSStock35 sdf vj 3 My Network Files of type SOLCE Database Files sdf Continued below Electronic Reading Systems Ltd Tel 01234 855300 Fax 01234 855446 www ers online co uk Continued o Configuration Options Active Database CA Documents and Settings V4ll Users4pplication DatasElectronic Reading Systemes LtdsER he I 7 l M Create Database Shrink Database 6 Click Shrink Database Repair Database A Shrink Database f Please ensure you have taken a backup of the database prior to doing a shrink Would vou like bo continue with the database shrink process 7 Click Yes to proceed Sel
38. ucts Data t Export N 1 Click File Import Products Data Products Database Manual Stock Movements Manual Stack Take Transfer Data Reports Continued below Electronic Reading Systems Ltd Tel 01234 855300 Fax 01234 855446 www ers online co uk Select the file you wish to import to the products database PI Look ir files i gt E h Products xls 2 Select the required file type Excel or Text browse to required import file and click Open Specify field mapping Drag each unmapped worksheet field you wish to import across to the database field you wish to assign it to then drop To remove an already mapped worksheet field drag it back to the unmapped worksheet fields list Unmapped worksheet fields Database field Mapped worksheet field BARCODE ProductCode COST PRICE AFI DATE AF2 DEPT AF3 DESCRIPTION AF4 PRODUCT CODE BuyPrice RETAIL PRICE LongDescription SUPPLIER MinStockLevel 3 Map the required data fields from the import file on to oe i the appropriate database fields Each data field from the import file may be mapped to a single database field Specify field mapping Drag each unmapped worksheet field you wish to import across to the database field you wish to assign it to then drop To remove an already mapped worksheet field drag it back to the unmapped worksheet fields list Unmapped workshee
39. xpected quantity Stocktake Exceptions Report The Stocktake Exceptions report details those products for which a stocktake transaction has been received but for which no master product record exists in the Products database This might simply represent a spuriously entered data record however may also represent a valid product which has not yet been added to the products database or may result from an incorrect barcode label fixed to a product We therefore recommend routinely including this report when performing a Stocktake to identify any such issues Electronic Reading Systems Ltd Tel 01234 855300 Fax 01234 855446 www ers online co uk Product Code 1234567 123556 123A4 BOD 7654321 ABA AB 2251 ABC123 FF 00001 QWE123 RYZ123 Product Code 1234567 7654321 AB 2251 ABC123 FF 00001 Product Code 1234567 7654321 ABC123 Product Code 131818 a a a a mian ma Stock take results Entire database Printed on Thursday15 July 2010 All Product Codes All Product Groups All Zones All Supplier Codes All Additional Field1 All Additional Fieid2 All Additional Fields All Additional Field4 secondary Code Description zone DTS Quantity Coun Difference DMeence 13 07 2010 13 46 03 114 5010000456286 Main control board 17 S47ASSY Miscellaneous Assemby Large 13 07 2010 13 41 28 9053111100674 spring loaded flange separator 14 07 2010 14 58 25 1234567890123 Blue widget 75mm Uk thread 13 07 2010 13 41 57 5054000012347 L
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