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Using a PDA to count

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PDA online builds the physical count file in real time and does not require the copying of validation or counts files to/from the PDA device & PC. This method is the fastest of all physical inventory taking methods and allows for the most time savings.

This method requires Terminal Services, 802.11b wireless network and a Pocket PC PDA device with scanner and wireless card. Contact BBL Support for additional help in understanding the set-up. The online form is available from the ProfitSystem main menu under the File menu selection.

Three steps are required to process. 1. Start a New Physical 2. The employee(s) perform the physical by moving about the store and scanning each item and entering the count Each item's barcode is scanned (assumes items are price ticketed and bar-coded from within ProfitSystem) and a quantity entered.
The item number scanned is validated against the ‘production' inventory table and if correct, the item's description, vendor and price(s) are displayed to have the employee insure the price tag attached is current.
This validation saves additional time in the posting step.

  1. Run the Physical Inventory Listing & Exceptions Reports to double check the count.
  2. Permanently post the count to inventory via Update Inventory

Setup:

Install the PDA Pocket PC/CE device and Microsoft's ActiveSync software onto your selected Windows PC per the manufacturer's instructions. Establishing a partnership between your PC and the device is optional. ProfitSystem will perform properly without a partnership relationship. Please review the ActiveSync documentation about the benefits of partnerships.

Once the software is installed, insure the device can communicate with the PC by opening ActiveSync or placing your mouse pointer over the green ActiveSync icon in your PC's tool tray. If connected, a message will appear saying Connected.

A connection to the device must exist for ProfitSystem to work properly. Once the connection is established the ProfitSystem Batch Physical and the Inventory Lookup Editor applications may be installed. Insert the ProfitSystem setup/installation CD and run the POCKET PC Batch Physical installation program by following the on screen instructions. After installation you are ready to use the Pocket PC Device to save time in performing physicals.

The ProfitSystem Batch Physical (physical.vce) application is used to perform the physical count. The Inventory Lookup Editor (invlook.vce) application is utilized to create the inventory validation file.

Hint: Physicals may be performed on inventory categories. For example, a bridal store may want to perform a physical count of only their wedding gowns which could all be part of a single category/class of WG.

Operation

ProfitSystem communicates to the Pocket PC device with two files. One file is the inventory validation file, named RETINLU.TXT and created by ProfitSystem. The 2nd file is named CUR_PHY.TXT and created by the Pocket PC/CE device.

A new inventory validation file must be created before beginning a new physical count.

The RETINLU.TXT file must be located within the same folderon the PDA as the Inventory Lookup Editor application. By default this folder is \Mobile Device\My Pocket PC\ .

ProfitSystem creates this file on the desktop PC within the folder specified upon a user selecting the RETAIL VALIDATION FILE option within ProfitSystem. Once created, the user can open the Explore window within the AcitveSync program and navigate to the folder where the Inventory Lookup Editor (invlook.vce) application is residing. Once there the Desktop PC user will open the Windows Explorer program and navigate to where the RETINLU.TXT file was saved. Once there, the operator can simply drag the file from the desktop Explorer window to the ActiveSync Explorer window. This copies the file to the Pocket PC device. The user may need to overwrite an existing RETINLU.TXT file, if this is not the first time performing this procedure. The Inventory Lookup Editor (invlook.vce) program must be started once the file is copied. The program can be found on the Pocket PCs Start menu. From within the Inventory Lookup Editor the user must select option->clear and answer yes to the Delete All prompt. Next select options->import to finish the task of creating a new validation file.

To exit the Inventory Lookup Editor simple tap Record->Close selections. The physical count process can begin once the validation file has completed the import. Start the Physical count application on the Pocket PC device that is found on it's start menu.

Start the Physical application on the handheld (found under the START menu). Once started the user must clear it of any data that was captured during previous physicals. This is accomplished by clicking options->clear and answering YES the Delete All Records prompt.

Hint:
Physical counts may be started and stopped many times during the time it takes to complete the count (however, remember the shop must be closed or the department closed where the physical is being done). The Pocket PC device may be turned on & off without any data loss. Only clear the data if it has been previously used for a physical OR the physical is being restarted for some reason.

The inventory barcodes may be manually typed in via the unit's pop-up keyboard or scanned in via the integrated scanner. Once entered the operator should touch the green Save/Add button. The operator should look at the screen to insure the entry was valid.

If the entry is invalid, the Physical application will display a message indicating a bad entry. It recognizes a bad entry by performing a validation check against the validation file created earlier. The operator will touch the 'ok' button in the upper right corner and re-enter the item number. If the entry was valid the user should compare the information on the unit to the information on the price tag. If different, either the tag or the computer information must be updated. The operator should pull the item and notify the inventory manager of the problem.

A new item price tag would be printed if the problem is an unreadable bar code. Once the new tag is attached, the operator should rescan it. If the bar code read was fine, but the price or other data is incorrect, the Inventory Manager will correct the data in the computer. The tag does not have to be rescanned in this case.

Upon completion of the physical count process the count data must be 1) exported from the handheld device, 2) moved to the Desktop PC and 3) imported into ProfitSystem.

From within the Physical application on the CE device touch the options->export selection and wait for the export process to complete. Next start the ActiveSync application on the Desktop PC and open the Explore window. Navigate to the \Mobile Device\My Pocket PC\ which is the installation default folder. The file CUR_PHY.TXT should exists there. Next open the windows File Explorer application on the Desktop PC. Navigate to folder to copy the CUR_PHY.TXT file to (the location does not matter, just remember where it was stored). Now drag the file from the ActiveSync window to the Desktop window and wait for it to complete the transfer.

Now just select the Import Physical Count option within ProfitSystem and follow it's instructions. Once the file is imported within ProfitSystem the remaining steps of the Physical count process may be completed from within ProfitSystem.

Hint:

The store may not ring up sales, receive inventory or transfer inventory during the physical count.