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Stocktaking

This feature can be activated with the module Merchandise system.

The procedure of stocktaking differs mainly by whether you take the inventory manually, that is to note the counted quantity per item on a list, or work with the help of an inventory scanner.

For the manual stocktaking you will need to print a „stocktaking list (manual)“ via Articles/Print…/Article list:

If necessary you can set different options (specific article groups, sorting), but preferably only select “All active articles” with “<> 0” in stock. This list includes a column “quantity of stock counted” to enter the inventory:

Process of stocktaking

To launch the stocktaking process in PC CADDIE, go to Articles/Stocktaking in the main menu:

The single steps for taking stock can be easily seen in this input mask.

Steps 1, 4, 5, 6 and 7 are important for the manual stocktaking. When taking stock using the scanner you will need step 1, 2, 3, 5, 6, 7.

1. Reset controlled stock to zero

Before taking stock you have to reset your stock numbers to zero. This is necessary for the manual stocktaking as well as the one using the scanner. Click the button 1. Reset controlled stock to zero to launch the reset.

This step is needed, as it ensures that the new stocktaking numbers will not be mixed up with the old previously saved ones.

2. Load inventory data from scanner

3. Print scanner data or load again

These two steps are only relevant for taking stock with the scanner. For instance, when you scan all goods of one shelf you load the data from scanner to PC CADDIE. Detailed instructions to this process can be read further below (depending on the scanner you are using).

4. Enter inventory data manually

This step is used for the manual stocktaking. Count the number of articles according to the previously printed article list and enter the results in your list. After that you enter all counted articles in PC CADDIE using 4. Enter inventory data manually:

Now select your first article by entering the abbreviation or using the list function (F2). Click Continue and you will get to the next window:

The counted amount of this article should be entered in the first field a possible deviation will immediately be displayed next to “Inventory difference”. After OK and Continue you will get the next article. In case you have made a typo you can always re-select an article and correct the input.

If you have a bar code scanner for the cash register you can now use it to scan the printed bar codes of the article list. Otherwise you select the articles manually one by one.

Once you have entered all inventory counts you can exit the mask with End.

5. Stocktaking list

With this option you can print various analysis and control lists to check any differences. This window will open:

The list with differences is already preset: “Stocktaking greater than 0 or <> registered stock”

The relevant columns are marked with 1 to 4.

  1. Current stock in PC CADDIE
  2. Stock according to count
  3. Difference between current and counted stock
  4. Difference between both stocks with the value of the purchase price

Click End to exit this function.

Maybe some adjustments are necessary to the stocks of different articles after the checkup. This can always be done using step 4 Enter inventory data manually. Only if you are certain that all differences are correct, you can proceed with step 6.

6. Set stock to counted stock

This last step is the completion of the stocktaking. This step will change the whole stock of your articles in the pro shop to the new, counted and entered stock. In case you do not want to adjust everything to the official pro shop stock and want to delete all entered counts - for whatever reason - restart with step 1. Reset controlled stock to zero.

If you want to take over the new stock, proceed as follows: To record possible differences you need to create a new person via Persons/…new, change, delete with a name like „Inventory, Differences“ and a search abbreviation „i“. After that, select step 6 of the stocktaking process Set stock to counted stock.

The newly created inventory-„person“ will automatically be selected, so all stocktaking differences can be recorded in this person's account. The further options can be activated or deactivated - depending on the articles you want to adjust to the counted stock. The suggested selection settings are consistent to the usual procedure. Please read the selection options carefully and contact our PC CADDIE support in case you have any questions. Activate the required options and confirm with Start.

7. Print list of inventory postings

Finally you can print all adjustment postings, if you wish. The stocktaking is now completed. The article stocks were set to the counted stocks. To check the new opening stock you can print different lists via Articles/Print…/Article list.

:!: Note: Possible sales during stocktaking will be considered automatically, i.e., a sold article will also be subtracted from the stocktaking. That is why it is not necessary to complete the stocktaking in one single day.

Use of inventory laser scanner PDL-20

Before you can load the scanned data you will have to reset all stock amounts to zero, also see chapter 1. Reset controlled stock to zero.

Switching-on the laser scanner

Please charge the scanner in the charger station or the battery in the rear charging drawer - preferably overnight. After that you can switch the scanner on using the PWR button (red button at the bottom). Please make sure that REC appears on the top right of the screen. If this is not the case, please press the key M2 twice.

Scanning articles for sale

To scan an article aim for the bar code and press the orange key. It may be useful to delete the scanner's memory before starting to scan, so you make sure there is no old data which may alter your stocktaking.

Either you scan each article separately (five packets of golf balls mean you have to scan five times), or you can enter a factor. There are two options: 1) Enter the factor first (in our example number 5), type in a dot (in the number block just below 2) and confirm with Enter. Now you can scan the bar code. 2) Or you start off by scanning the bar code, then enter a dot followed by the amount and confirm everything with Enter.

:!: In any case it is important to check that all entries are added up. For example, if you scan an article twice and then type “.5” and press Enter, it means 1 + 5 = 6 !

You can also correct wrong amounts by using negative factors (e.g., -5). While typing you can always use the arrow keys to move to the character you want to delete and start the deletion with the F4 key. The CLR key deletes the entered number completely. If a character should be overwritten, use the arrow keys to move to the relevant character and enter the new one. The old one will be overwritten.

Rework the inventory file

Press the F6 key once and you can scroll through all scanned numbers (using the arrow keys). To jump from the current position, e.g. Rec. 100 straight to Rec. 90 press F1.

Using F2 would take you to Rec. 110. To change a data set, press F3. To delete a data set, press F4. To jump to a specific data set, press F5 and enter the number of this data set. In case of doubt you can also switch the scanner off and on again - the data will remain saved in any case (but remember to confirm the factors with ENTER first!).

Load inventory data from scanner to PC CADDIE

To load the data to PC CADDIE put the scanner in the charging station. :!: The station must be connected to power. Switch on the scanner and if necessary press M1 twice.

In PC CADDIE you have to go to the menu and select Articles/Stocktaking/2. Load inventory data from scanner and check that you have selected the correct COM port. Click Start and the counted amounts will be loaded to PC CADDIE.

Once everything has been imported to your computer you should check if all date was transferred (e.g., check the stock of the last scanned article).

In case single articles can not be imported they will have to be edited manually, see chapter Enter inventory data manually. Also possible corrections can be made manually instead of scanning them again.

Clear the scanner memory

Press the M1 key and then use the right arrow key to go to „2. Task Utility“. Confirm with Enter. Now select the option „3. Delete Data“ using the right arrow key again and confirm with Enter. Press the M2 key to select „Y“ and press Enter.

Scanning articles and clearing the memory can be done after round about 200-300 articles. Because you never know if something might happen to the scanner…

3. Print scanner data or load again (only if necessary) This step is only needed if something went wrong during the day when importing the date from the scanner. In this case the stock needs to be reset to zero again (see chapter 1. Reset controlled stock to zero) and the scanner data must be imported again.

Once you have imported the inventory data you can complete the stocktaking with step 5, 6, 7 (same as with the manual stocktaking). Please read the chapter to this process further above.

Use of inventory laser scanner Metrologic Optimus

Before you can load the scanned data you will have to reset all stock amounts to zero, also see chapter 1. Reset controlled stock to zero.

Switching-on the laser scanner

Please charge the scanner in the charger station - preferably overnight. Connect the station to your computer (USB or serial) and to power.

Scanning articles for sale

Switch on the inventory scanner with the red button (bottom right). To scan an article aim for the bar code and press the orange key.

It may be useful to delete the scanner's memory before starting to scan, so you make sure there is no old data which may alter your stocktaking (see last section).

The scanner display will offer the following options when starting:

Program-Start - Functions: Press number 1.

Now you have two options:

1. A field = Press number 1 and scan the bar code. The scanned item will be counted once. You can also enter the factor first, e.g., 5 and a dot (in the number block just above 3) and then scan the bar code.

2. With amount = Press number 2. You can now scan the bar code, then enter the number of existing articles and confirm with Enter.

:!: In any case it is important to check that all entries are added up. For example, if you scan an article twice and then type ”.5” and press Enter, it means 1 + 5 = 6 ! You can also correct wrong amounts by using negative factors (e.g., -5).

While typing you delete backwards by using the BS key. When pressing the down arrow key and then the BS key, the complete entry will be deleted.

Rework the inventory file

Press the ESC key and then 2 (functions) and then 2 again (change data) and you can scroll through all scanned numbers (using the arrow keys).

To change a data set, press F8. To delete a data set, press F9. In case of doubt you can also switch the scanner off and on again - the data will remain saved in any case (but remember to confirm the factors with ENTER first!).

Load inventory data from scanner to PC CADDIE

Switch on the inventory scanner with the red button (bottom right). In PC CADDIE you have to go to the menu and select Articles/Stocktaking/2. Load inventory data from scanner. Launch the driver installation with the button Load driver for Metrologic-Scanner.

After that your computer should have detected the inventory scanner in the control panel. Is this not the case, please install the driver directly from the control panel. To do so, go to the main directory for PC CADDIE. Open the folder Tools and Metrologic. Open the file Data Read by double-clicking.

Enter „Metrologic.txt“ as the file name. Make sure that „Cradle-IR“ is selected for the interface and that the correct COM port is displayed. Use “Cancel” to exit the program. If you do not know which COM port to use, follow these steps:

Setup, Macros, enter “dev” (without quotation marks) and press OK. Now select “Ports (COM & LPT)”. The COM port is listed right behind each connection.

Once the driver is loaded you can continue with importing the data to PC CADDIE. To load the data to PC CADDIE put the scanner in the charging station. :!: Attention! The station must be connected to power. Press ESC so the display shows the menu options “Program-Start and Functions”. Now press the keys 2 - 1 - 2 one after another. The scanner will now start loading the data to PC CADDIE. Please select the function Articles/Stocktaking/2. Load inventory data from scanner

and press Start.

Once everything has been imported to your computer you should check if all date was transferred (e.g., check the stock of the last scanned article).

After that you can delete the data from your scanner (see next chapter).

:!: Please note that the program selection in your scanner will only stay active for a short period of time. The scanner will switch off after a short waiting time. That is why it might occur, that you have to press 2 - 1 - 2 again, after there was an interruption.

In case single articles can not be imported they will have to be edited manually, see chapter Enter inventory data manually. Also possible corrections can be made manually instead of scanning them again.

Clear the scanner memory

After loading the data you will get the following options on your scanner:

Delete data: All data, last data. Press the required number (normally 1). When you get asked if you are sure, press 1 again for “yes”.

Scanning articles and clearing the memory can be done after round about 100 articles. Because you never know if something might happen to the scanner…

3. Print scanner data or load again (only if necessary) This step is only needed if something went wrong during the day when importing the date from the scanner. In this case the stock needs to be reset to zero again (see chapter 1. Reset controlled stock to zero) and the scanner data created while taking stock must be imported again.

Once you have imported the inventory data you can complete the stocktaking with step 5, 6, 7 (same as with the manual stocktaking). Please read the chapter to this process further above.

en/umsaetze/proshopwarenwirschaft/inventur/inventur.txt · Last modified: 2017/04/30 09:41 (external edit)
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