This chapter describes how to use barcodes and print labels.

 

19.1      Barcodes

 

Use a barcode reader whenever it is possible. This does not just ease data entry but also improves accuracy.
Almyta Control System can read all kinds of barcodes. It also prints bar-coded labels. To read barcodes, you need to attach a barcode reader to you PC. The reader can be attached by V-shaped keyboard cable, UDP, or serial port. The easiest way to verify your scanner is to start the Notepad program in Windows and then scan a few barcodes into it. Each barcode should go into a new line. If it does not, refer to your scanner's user manual and configure the scanner to send the carriage return and line feed characters at the end of each barcode. If you could not configure your scanner in this way, you would have to press the Enter key on your keyboard after each scan.

Create a Simple Barcode Format

 

To create a simple barcode format, first decide what data you need to scan for positive and negative inventory adjustments. For the receipts, you probably want to scan as much information as possible. For the issues, you need to scan just sufficient amount of data for units to be identified. For serialized inventory, scanning just a serial number when issuing is usually sufficient. For unserialized inventory, you can scan the Item ID (SKU) and Warehouse Location.

To prevent users from scanning a wrong barcode, some barcodes could have prefixes (data identifiers) encoded in them. 1P could be an example of such prefix for SKUs. In this case, when SKU 12345 scanned the result would be 1P12345. Also on the label it could be printed as (1P) 123545. Almyta Control System supports prefixed barcodes.

Let's create a barcode definition to use in receipts. We want to scan Item ID (SKU), Serial Number 1, and Serial Number 2.

 

1.      Go to the System/System Related Lists/Barcode Format Definition menu.

2.      Click the Add New button and then enter a barcode format definition.

3.      Populate all fields. If any specific barcode can have more than one prefix, enter all prefixes and separate by comma as shown in row #3 (2T,1L). If you want this definition to be used in Receipts, check the Receivers checkbox. If you want this definition to be the default one, check the Default format checkbox.

4.      Make sure all rows are saved to disk and press the Test button to see how your new definition works.

19.1.1 Create a Composite Barcode Format

 

Almyta Control System supports code 128, EAN 128, and most other composite barcodes. A composite barcode is one with multiple fields encoded it. Each field inside such a barcode can start with a data identifier.  Almyta Control System can parse all fields in proper places for you. Let's create a definition for this type of barcode.

 

1.      Go to the System/System Related Lists/Barcode Format Definition menu.

2.      Click the Add New button and then enter a barcode format definition.

3.      Populate the screen.

4.      Take a look at the Position field numbering: 1A, 1B, and 1C. Numbers designate a barcode number on a package. In the example, we'll be scanning just one per package. Letters designate a field order inside the barcode.

5.      Make sure you saved the last row, click the Test button, and try to scan a few packages. You will scan the barcodes in the leftmost column and the rest will be populated automatically for you.

19.1.2 Receive by Batch or RF Scanners

 

To receive orders by using batch or RF scanners, first make sure you have created appropriate barcode format definitions.  Then:

 

1.      Click the Receive button on the toolbar or go to the Inventory/Receive menu. If you are receiving against a purchase order or a warehouse appointment, click the Receive button on the Purchase Order or Appointment screen. On the Receiver screen click the Barcodes button.

2.      Select an appropriate Input Format. If your batch of RF scanner is making a barcode translation for you, select the Keyboard for the Input Type. Otherwise, leave it as the Scanner. Click the Import button.

3.      We have imported a comma-delimited file.  If the first row of the file contains column headers, Almyta Control System cannot translate the fields. If your scanner creates a file with a header row, turn the First Row is a Header checkbox on. This way the first row will be discarded. Verify that you imported the correct file and click the Merge button.

4.      If there are no problems found, the Receiver screen is populated. Otherwise, the problems are stated in the Merge Problems column and the cursor scrolls to the first problem record. In this case, correct any problems and click the Merger button again. On success, the system also prompts you to clean up the screen. You can choose not to and clean it up at a later time by clicking the Clean Up button.

5.      Double-check the Receiver. Make sure all fields are transferred properly. Also at this moment you can manually input any additional data, which was not scanned. Click the Receive button to finalize the transaction. It is possible that your serial numbers will not transfer to the Receiver. In this case, make sure that this particular item is configured to use serial numbers.

19.1.3 Receive by Scanning Barcodes

 

Again, make sure you have created appropriate barcode format definitions.  Then:

 

1.      Click the Receive button on the toolbar or go to the Inventory/Receive menu. If you are receiving against a purchase order or a warehouse appointment, click the Receive button on the Purchase Order or Appointment screen. When on the Receiver screen click the Barcodes button.

2.      Select an appropriate Input Format and scan your packages. It is possible that some barcodes are not in good shape and would not scan. If so, switch the Input Device to the Keyboard and add these packages manually.

3.      If there are no problems found, the Receiver screen is populated. Otherwise, the problems are stated in the Merge Problems column and the cursor scrolls to the first problem record. In this case, correct any problems and click the Merger button again. On success, the system also prompts you to clean up the screen. You can choose not to and clean it up at a later time by clicking the Clean Up button.

4.      Double-check the Receiver. Make sure all fields are transferred properly. Also at this moment you can manually input any additional data, which was not scanned. Click the Receive button to finalize the transaction. It is possible that your serial numbers will not transfer to the Receiver. In this case, make sure that this particular item is configured to use serial numbers.

 

19.2              Labels

19.2.1           Labels for Inventory Units

 

To print labels at the time of receiving inventory units:

 

1.      Click the Labels button after the receiving screen is populated.

2.      Select the number of copies.

3.      Click the View or Print button.

 

To print labels at any later time:

 

1.      First find inventory units.  Go to Inventory/Locate and Move and press View.

2.      On the Selected Items screen mark the units you want labels for by checking the Mark checkbox next to those units.

3.      Click the Labels button.

 

If you need labels for a single record, just select it. There is no need to mark it.

19.2.2           Labels for Warehouse Locations

 

The default field format for warehouse locations labels is [Location],BLANK,BLANK, [Location]. This means that the location ID is outputted twice (field 1 and field 4 of the four-field label).

To setup a label format:

 

1.      Go to the menu System/System Related Lists/Custom Labels.

2.      Click the Add New record button.

3.      Input your new label name.

4.      Enter your specifications for the label.

 

To print the labels, go to the menu Reports/Labels/Labels for Racks (Bins).  There select the label and double-click it.

19.2.3           Printing Multi-Column Labels

 

To print more than one column of labels per page:

 

1.      Go to the File/Page Setup menu.

2.      Select the Columns tab.

3.      Change the Number Of Columns and Column Width. Click the OK button.

4.      Preview the resulting page. Go back to the Page Setup to adjust page margins and label width if needed.

5.      To print a few labels, go to the menu Files/Print. Specify the number of pages to print.
While in the report preview, scroll to the second page. Make sure it is not blank. If it is, increase page margins or decrease label width. If you are using a special printer (not a Windows default one), always start your configuration with the printer and input tray selection.

 

Blank labels could be somewhat expensive. You can print a test page on a plain sheet of paper. Put a blank labels sheet on a top of the printed test page, and check the alignment through the light.