Using the Palm Pilot for Data Collection. Overview: These procedures will assist when using the Palm...

Using the Palm Pilot for Data Collection

Overview:

These procedures will assist when using the Palm Pilot for:

• Physical Inventory Counts

• Bar Code Collection

• Sales Order Creation

Physical Inventory:You must first copy your inventory into the Physical Inventory work file.

Select: Inventory Menu# 8 Physical Inventory# 21 Copy On Hand Qty to Work File

NOTE: This is a very important step that needs to be run prior to counting inventory. It is also highly recommended that no selling or receiving be done until after the counts are complete.

1) From the Palm Desktop, select the ‘Tracer+ 2.0’ icon.

2) Change the ‘Session’ to Inventory Count by tapping the down arrow beside Session.

3) Tap the ‘New’ button, enter the item number or scan the bar code. Tap on the ‘Quantity’ line and select the quantity desired, tap ‘Done’ and then ‘Submit’.

4) Continue this process until you have completed all the items you are counting. Once you are complete, tap the ‘Done’ button. If prompted to ‘Save this Record?’, select No.

Data Collection and Upload

The following HotSync window will appear on your PC.

5) Tap the ‘Home’ icon on the bottom left portion of the palm screen. Connect the Palm Pilot to the cradle and select the ‘HotSync’ icon.

Tap the ‘HotSync’ icon in the middle of the screen to begin.

6) Once the HotSync completes, run the ‘Palm Conversion Program’ from your PC’s desktop. This will convert the Palm data files and transfer them to the server.

The following screen will appear on your desktop. Your ‘Palm Username’ will default, hit <ENTER> to accept.

7) Return to the SSI System and select the ‘Portable Terminal’ module from your company menu.

Select: # 1 Upload Maintenance# 24 Import from Personal Computer

NOTE: This warning applies to serial connections only, if you have a network connection this function can be run from any workstation.

Select: # 1 Physical Inventory UploadEnter ‘1’ at ‘Upload File Number’.Enter appropriate Store #.

This function directs the system to upload the Palm Pilot data into the interim work file #1 (PI001 for Physical Inventory). If the file is not empty, the following message will display to confirm you wish to add to the existing file. There is no limit to the number of Palm Pilot upload sessions you may combine in the work file.

8) You may then print a report to verify all of the data collected. The reportwill also inform you of any errors, such as missing inventory master or store records.

Select: Portable Terminal Menu# 1 Upload Maintenance# 21 Uploaded Data Report (after selecting ‘P’ to

print, answer prompts accordingly)

Keep in mind this data is still in the interim work file. If you are satisfied with the contents of the report, it is time to PURGE your Palm Pilot.

NOTE: You may also view this same information in an inquiry screen by selecting # 23 Uploaded Data Inquiry.

Purge Palm Pilot:

a) From the Palm Desktop, select the ‘Tracer+ 2.0’ icon.

b) Select the ‘Session’ you were working on by tapping the down arrow beside Session.

c) Tap the ‘Menu’ icon on the bottom left portion of the palm screen, this will bring up an Options Menu.

d) Tap on the ‘Delete All’ option and answer Yes.

9) It is now IMPERATIVE that you perform any necessary edits tothe data in the interim work file and add any missing inventory master or store records that should exist. (If you do not, any data with missing master or store records will be lost). If you are creating a master, don’t forget to create the store record to go with it.

Select: Portable Terminal Menu# 1 Upload Maintenance# 22 Uploaded Data Edit (answer prompts accordingly)

All edits are done by Transaction #, which are found on the Uploaded Data Report.

10) After all necessary corrections, additions, and deletions are completed, youare ready to Update Physical Inventory.

Select: Portable Terminal Menu# 2 Posting Functions# 20 Update Physical Work File

Answer prompts accordingly:

A report will print listing any new items that were updated to the physical inventory work file that didn’t already exist.

11) You may now access the counts through the physical inventory section.

Select: Inventory Menu# 8 Physical Inventory# 22 Physical Inventory Entry/Edit

You may still edit any of the counts that were uploaded. You may also enter any additional items that were not counted using the palm pilot.

12) Select: # 23 Physical Variance Report

This will print a report of your entire physical inventory. Answer YES to ‘Show items with zero variance’, NO to ‘Show items with zero count’ and NO to ‘Show only G/L Summary’, select <ALL> ranges.

14) Select: Inventory Menu# 3 Miscellaneous Maintenance# 27 Update Master Balances

This will bring the counts back to the inventory master records.

PHYSICAL INVENTORY IS COMPLETE

13) Once you are satisfied with your physical inventory counts, proceed with #25 Physical Inventory Update. This will bring the counts back to the inventory store records.

Bar Code Collection:

1) From the Palm Desktop, select the ‘Tracer+ 2.0’ icon.

2) Change the ‘Session’ to Barcode Collection by tapping the down arrow beside Session.

3) Tap the ‘New’ button, enter the item number. Tap on the ‘Barcode’ line and enter or scan bar code. The cursor will then move to the ‘Vendor Number’ line, enter a valid vendor number.NOTE: The vendor number only has to be entered once. This will be the default vendor for any subsequent items. The default changes when a different vendor number is entered. All succeeding items will then default to that vendor number.Tap on the ‘Vendor Item Number’ line and enter the vendor’s item number (not mandatory), tap ‘Submit’.

4) Continue this process until you have completed all the items you are entering. Once you are complete, tap the ‘Done’ button. If prompted to ‘Save this Record?’, select No.

The following HotSync window will appear on your PC.

5) Tap the ‘Home’ icon on the bottom left portion of the palm screen. Connect the Palm Pilot to the cradle and select the ‘HotSync’ icon.

Tap the ‘HotSync’ icon in the middle of the screen to begin.

6) Once the HotSync completes, run the ‘Palm Conversion Program’ from your PC’s desktop. This will convert the Palm data files and transfer them to the server.

The following screen will appear on your desktop. Your ‘Palm Username’ will default, hit <ENTER> to accept.

7) Return to the SSI System and select the ‘Portable Terminal’ module from your company menu.

Select: # 1 Upload Maintenance# 24 Import from Personal Computer

NOTE: This warning applies to serial connections only, if you have a network connection this function can be run from any workstation.

Select: # 3 Bin Loc/UPC Code UploadEnter ‘1’ at ‘Upload File Number’.Enter appropriate Store #.

This function directs the system to upload the Palm Pilot data into the interim work file #1 (BL001 for Bin Locations and UPC codes). If the file is not empty, the following message will display to confirm you wish to add to the existing file. There is no limit to the number of Palm Pilot upload sessions you may combine in the work file.

8) You may then print a report to verify all of the data collected. The reportwill also inform you of any errors, such as missing inventory master or store records or missing vendor numbers.

Select: Portable Terminal Menu# 1 Upload Maintenance# 21 Uploaded Data Report (after selecting ‘P’ to

print, answer prompts accordingly)

Keep in mind this data is still in the interim work file. If you are satisfied with the contents of the report, it is time to PURGE your Palm Pilot.

NOTE: You may also view this same information in an inquiry screen by selecting # 23 Uploaded Data Inquiry.

Purge Palm Pilot:

a) From the Palm Desktop, select the ‘Tracer+ 2.0’ icon.

b) Select the ‘Session’ you were working on by tapping the down arrow beside Session.

c) Tap the ‘Menu’ icon on the bottom left portion of the palm screen, this will bring up an Options Menu.

d) Tap on the ‘Delete All’ option and answer Yes.

9) It is now IMPERATIVE that you perform any necessary edits tothe data in the interim work file and add any missing inventory master or store records or vendor numbers that should exist. (If you do not, any data with missing master, store or vendor records will be lost). If you are creating a master, don’t forget to create the store and vendor records to go with it.

Select: Portable Terminal Menu# 1 Upload Maintenance# 22 Uploaded Data Edit (answer prompts accordingly)

All edits are done by Transaction #, which are found on the Uploaded Data Report.

Although the entire bar code doesn’t display here, it is stored in this field. DO NOT EDIT.

10) After all necessary corrections, additions, and deletions are completed, youare ready to Update Vendor UPC Codes.

Select: Portable Terminal Menu# 2 Posting Functions# 23 Update Vendor UPC Codes

Answer prompts accordingly:

At the ‘Update UPC Code’ prompt, select the vendor you wish to update in the Vendor Information window.

‘1’ = Primary Vendor‘2’ = Secondary Vendor‘3’ = Third Vendor

NOTE: If a valid vendor number is not attached to the item, the UPC code will not be updated. (Check the Uploaded Data Report)

BAR CODE COLLECTION IS COMPLETE

11) Before you are able to scan or search for these UPC’s at point of sale, you must run the following inventory rebuilds.

Select: Inventory Menu# 3 Miscellaneous Maintenance# 24 Rebuild Inventory Cross Reference

and# 25 Rebuild Vendor Cross Reference

Sales Order Creation:1) From the Palm Desktop, select the ‘Tracer+ 2.0’ icon.

2) Change the ‘Session’ to one of the five available Sales Order sessions by tapping the down arrow beside Session.

3) Tap the ‘New’ button, the cursor will automatically go to the ‘Item # or UPC’ field, you must tap the ‘Cust #’ line and enter a valid customer number . Tap on the ‘Item # or UPC’ line and enter an item number or scan a bar code, tap the ‘Qty’ line and select the quantity desired, tap ‘Done’ and then ‘Submit’.

4) Continue this process until you have completed all the items you are entering. NOTE: The customer number only has to be entered once on the order. To enter an order for a different customer, you must use a different ‘Sales Order Session’ on the Palm Pilot.Once you are complete, tap the ‘Done’ button. If prompted to ‘Save this Record?’, select No.

The following HotSync window will appear on your PC.

5) Tap the ‘Home’ icon on the bottom left portion of the palm screen. Connect the Palm Pilot to the cradle and select the ‘HotSync’ icon.

Tap the ‘HotSync’ icon in the middle of the screen to begin.

6) Once the HotSync completes, run the ‘Palm Conversion Program’ from your PC’s desktop. This will convert the Palm data files and transfer them to the server.

The following screen will appear on your desktop. Your ‘Palm Username’ will default, hit <ENTER> to accept.

7) Return to the SSI System and select the ‘Portable Terminal’ module from your company menu.

Select: # 1 Upload Maintenance# 24 Import from Personal Computer

NOTE: This warning applies to serial connections only, if you have a network connection this function can be run from any workstation.

Select: # 4 Sales Order Transfer UploadEnter ‘1’ at ‘Upload File Number’.Enter appropriate Store #.

This function directs the system to upload the Palm Pilot data into the interim work file #1 (TR001 for Sales Orders and Transfers). If the file is not empty, the following message will display to confirm you wish to add to the existing file. There is no limit to the number of Palm Pilot upload sessions you may combine in the work file.

8) You may then print a report to verify all of the data collected. The reportwill also inform you of any errors, such as missing inventory master or store records.

Select: Portable Terminal Menu# 1 Upload Maintenance# 21 Uploaded Data Report (after selecting ‘P’ to

print, answer prompts accordingly)

Keep in mind this data is still in the interim work file. If you are satisfied with the contents of the report, it is time to PURGE your Palm Pilot.

NOTE: You may also view this same information in an inquiry screen by selecting # 23 Uploaded Data Inquiry.

Purge Palm Pilot:

a) From the Palm Desktop, select the ‘Tracer+ 2.0’ icon.

b) Select the ‘Session’ you were working on by tapping the down arrow beside Session.

c) Tap the ‘Menu’ icon on the bottom left portion of the palm screen, this will bring up an Options Menu.

d) Tap on the ‘Delete All’ option and answer Yes.

9) It is now IMPERATIVE that you perform any necessary edits tothe data in the interim work file and add any missing inventory master or store records that should exist. (If you do not, any data with missing master or store records will be lost). If you are creating a master, don’t forget to create the store record to go with it.

Select: Portable Terminal Menu# 1 Upload Maintenance# 22 Uploaded Data Edit (answer prompts accordingly)

All edits are done by Transaction #, which are found on the Uploaded Data Report.

10) After all necessary corrections, additions, and deletions are completed, youare ready to Update Sales Order Lines.

Select: Sales Order Menu# 1 Daily Work# 20 Enter/Edit/Verify Sales Orders

11) Start the header of the Sales Order as normal, with the customer number (or one of the customer numbers) in the uploaded Palm Pilot file.

12) Once you reach the ‘Lines’ portion of the sales order, enter the word ‘TRANS’.

At ‘Create S/O Lines for an Order From Portable Terminal File #’, enter ‘1’.

The sales order lines will be pulled from the uploaded file (only the lines belonging to this customer), and the order will have a status of ‘Entered’.

13) You can now print, pick, and verify the order as normal. Continue thisprocess for each customer that has items in the uploaded file.

IMPORTANT: To prevent the creation of duplicate sales orders, you must purge the Uploaded Data File.

Select: Portable Terminal Menu# 3 Miscellaneous Maintenance# 22 Upload File Initialize (answer prompts accordingly)

SALES ORDER CREATION IS COMPLETE