Make sure that the scanner is turned ON, and then click on the <OK>

button. The program files will begin downloading into the scanner. As this happens a yellow progress bar will appear at the bottom of the screen and the Apex II scanner will display: ‘Receiving Program . . .’When complete the Apex Scanner will display a blinking cursor in the upper left corner of the display screen and the following message will display on the computer screen: ‘Send Save and Set Apex in Run Mode?’ Click on

<Yes>, the program files are saved into flash memory. When completed, the Apex II will beep and display the main menu.

Note: If the message on Fig 4.3 displays make sure that your Apex II scanner is in the ON position; the Apex is connected to the computer;

and the correct Com Port has been selected.

Failed To Communicate Error

Fig. 4.3

The display on the Apex II scanner should now show the Main Program Menu. The Main Menu for the ScantoWO.map is displayed below. The Apex II scanner is now ready to begin scanning.

F1 SCAN TO WO F2 CONTAINERS F3 FILE TO BOX F4 PARAMETERS

Note: If you have downloaded any of the other program files available, you will have different options available on the main menu.

Scanning With The APEX II Scanner

The Apex Manager project that ship standard with the purchase of the Apex II scanner and Total Recall is Scan To WO. This map is created by DHS based on the specifications of locations and container barcodes in your center. Additional scan programs are available upon request. Refer to the table on page 4 of this chapter for a list of available Apex Manager programs and their functionality. Please contact DHS Worldwide if you are interested in receiving a different Apex project. This manual outlines the Apex Manager Scan To WO project that ships standard. All other scan map programs operate similarly. Below is a brief description of the menu options available with this project. Note: The Scan To WO map will ask you to enter a work order number to add the scans to upon downloading the scanner into Total Recall. A work order should already be created and saved prior to scanning any boxes or files with the Scan To WO map.

F1 Scan To WO

This program is the main program that will be used in the majority of the functions within the record center. This program allows the user to add new containers to inventory, relocate containers and files within the record center, re-file containers and files within the record center and put away files and containers.

F2 Containers This program will allow the user to scan an area of the warehouse and verify with the program that all containers are in the correct location.

If there are exceptions, the system create work orders to automatically relocate a container that is in the wrong location, return a container that is showing in the system as retrieved and add a container that is on a shelf but not showing in the system. The service codes for the different activities will be set up on the upload screen.

F3 File to Box This program allows the user to relocate indexed items from a file stage area, back to the original container without creating work orders.

F4 Parameters The parameters program allows the user to change the date and time in the Apex II scanner.

F1 Scan To WO

The majority of the daily tasks will be done through the ‘F1 – Scan To WO’ feature.

This feature allows the user to perform activities and adds those activities to work orders already created in Total Recall using the Apex II scanner.

Adding New Containers

When new containers arrive at the record center, they can be processed in one of two ways. Both of these are described below.

Enter all Detail on a Work Order Prior to Scanning. All detail, including, but not limited to, container descriptions, customer box numbers, expiration / destruction dates pertinent to the container is entered on a work order. If the containers were labeled prior to arriving at the record center, or immediately upon arrival, the corresponding bar code number would need to be entered into the Total Recall container number field on each work order line. From the work order input screen, the user will click on the <Add Container> button or the lightning bolt to the right of this button. All information regarding the container is to be entered on the work order line. The location field can be left blank or a ‘Staging’ location can be entered, to identify that the container has not yet been shelved. If labels are affixed to the containers prior to entry of data, that bar code label number will need to be entered in the Total Recall container number field. If labels are to be printed from the work order screen and then affixed to the container, the TR container number field will be left blank and Total Recall will assign the next available container number as the work order line is saved. Note: Refer to Chapter 3 for more information on the ‘Add Container’ input screens.

When a user chooses to enter container detail on a work order prior to scanning the containers, the ‘Dups on Adds’ feature can be very beneficial.

After the work order(s) has been entered into the system, the work order(s) must be Closed. This will add the containers to inventory.

The containers are now ready to be scanned. The containers are scanned with a relocate

Scanning Containers upon Arrival at the Record Center. When containers are scanned to inventory prior to data being entered, the barcode on the container must identify (1) the owner of the container and (2) the size of the container so that the monthly storage code can be determined. If the user fails to identify this information, the containers scanned will error upon import into Total Recall. Below details how to designate the customer. The following page lists the hierarchy used to determine the size of the container that ultimately determines the recurring monthly storage charge.

Customer/

Owner of the Container

Container labels can be pre-assigned, printed and sent to the customer prior to the containers entering the record center. When labels are pre-assigned they are printed from the Maintenance Menu Æ Customer Labels Æ Container Labels. The customer number is entered on this screen. It is advisable to have this number print on the customer label. If the customer is a departmentalized customer, the department can be assigned using this screen by entering the department number into the

‘Department’ field. It is advisable to have this information print on the labels so that customers do not mix labels within departments. Note:

Refer to Chapter 5 for more information on pre-printing container labels.

Generic container labels can be printed from the Utility Menu Æ Print Container/File Labels Æ Container Labels Æ Preprint Labels. These need to be assigned to a customer as they are placed on containers prior to the scanner being uploaded. To assign these labels to a customer the user would access the Maintenance Menu Æ Customer Labels Æ Container Labels, click on <Add>. When the screen displays with the next available container number the user carefully overwrites the next available container number with the first container number being assigned to the customer, in the ‘Starting Container Number’ field and carefully enters the last container number in the sequence into the

‘Ending Container Number’ field. Note: When labels are pre-assigned to a customer, no monthly storage charges are accessed to the customer until the labels are placed on containers and the containers scanned into inventory. If labels are lost, print new labels and do not re-print labels, in case these labels are later found.

1) Total Recall, will determine if the service code entered into the Apex Scanner has a related storage code. Total Recall is looking for the relationship between the add container code and the monthly storage code. If there is a related storage code, this storage code will be assigned to the container. The related storage code can be entered on the master or customer service code screens. Note: Refer to the Chapter 5, Maintenance Menu Æ Master and/or Customer Service

2) If the add container code does not have a related storage code, Total Recall checks to see if the initial location where the container is scanned has been designated with a storage code. This initial location is often times a staging area or pallet location that has been setup specifically to assign the monthly storage code. To designate locations to a storage code, access the facility layout screen from the maintenance menu. Enter the beginning and ending location range and enter a storage code. Note: Refer to Chapter 5 for more information on setting up the facility layout.

3) If the add code does not have a related storage code and the location has not been pre-assigned to a specific storage code, Total Recall will assign the default storage code, if a valid default storage code exists. The Default Storage Code is set up on the System Menu Æ Parameters option Æ Work Order/Space Allocation ‘Tab’. This Default Storage Code should be the code associated with the most common size container. Note: Refer to Chapter 10 for more information on the default storage code.

Note: The order listed above is the hierarchical order. Once Total Recall associates a storage code with a container, that storage code is never changed unless a user manually or globally changes the storage code, regardless of where or how often the container is moved throughout the record center.

Note: The following Menus may differ depending on the Apex Project selected. The ScanToWO.map Project is detailed below and on the following pages. This program ships standard. Other Apex Manager Projects function similarly.

Turn the Apex II Scanner on by pressing the red button in the lower left corner of the scanner. The Main Menu will display. Note: The Main Menu for ScanToWO is shown below, if the copyright displays instead of the Main Menu, you will need to Download the program into the Apex II Scanner, see page 189.

There is a series of four gray function buttons directly under the display on the Apex II scanner. These four (4) buttons allow the user access to the Main Menu features: F1 – Scan To WO (Standard Scanning Capabilities); F2 – Containers (Verification of Inventory); F3 – File to Box (Relocate File to the Original Box without creating a Work Order);

F4 – Parameters (Allows user to set Date and Time).

Press the F1 key, the following screen will then display on the Apex II scanner.

Sub Menu For Scan To WO Enter Data Press Enter

Press the green (Enter) button on the Apex II Scanner to proceed, the following screen will display.

DHS Associates Scan Items To An Existing WO # User ID: _ _ _ _ _

Enter a User ID into the ‘User Id’ field. The User ID can be a name, first or last, employee number or any combination of letters and/or numbers that will identify the user with up to six (6) characters. Once the User Id has been entered, press the green (Enter) button (if six characters are entered or the ‘User Id’ is scanned the screen will automatically advance) the following screen will display on the Apex II Scanner.

Service Code: _ _ _ WO #: _ _ _ _ _ Loc: _ _ _ _ _ _ _ _ Bar Code: _ _ _ _ _

Service Code

The scanner is now requesting a service code to identify the type of service the user will be performing. The user will want to use a service code that is a Category Code ‘3’ (Add New Container), Category ‘E’

(Return Retrieved Container), Category Code ‘7’ (Relocation) or Category Code ‘E’ (Return Retrieved Container). If a return retrieved container code is used, be sure that a default relocation code has been entered on the parameter screen of the System Menu Æ Bar Code/Field Lengths ‘Tab’.

The most common code for receiving containers is RTN, and RTF for receiving files.

Note: Using a return retrieved container code that has been related to an add container code allows the user to scan both returned containers and new containers without separating the containers.

WO# This will be the work order number that the scans will be added to when the scanner is uploaded.

Loc: The scanner is now ready to scan a location. Press the green (Scan) button and aim the scanner at the shelf bar code label, having the red laser light completely across the label. The Apex II scanner will beep when it reads the label.

Bar Code: The Apex II scanner is ready to scan a container. Each time a scan is read the barcode field is cleared and allows the user to continue scanning containers. When the user is ready to change the location, click on the up arrow 5/8 button on the Apex II scanner and the cursor will move to the location field. The user then scans the location and then scans the containers to be placed into that location. Note: The user must press the up arrow key on the Apex scanner when changing locations and the cursor must be on the location field before a new location is scanned.

When the user has finished scanning all containers, the data will need to be retrieved from the Apex II scanner using the Apex Manager program

Note: If containers or indexed items are placed into a staging area upon entry to the record center, see the section on relocating a container or indexed item, later in this chapter to move the containers or indexed items to a shelf or container location.

The steps below outline the procedures for re-filing a container or indexed item using the Apex II scanner.

Press the F1 key to access the Scan to WO menu. Follow the steps beginning on page 10 to get to the screen shown below.

The scanner is now requesting a ‘Service Code’ to identify the type of task the user will be performing. The user will enter a service code that is related to the task. If containers are being returned, enter a service code with a Category Code ‘E’ (Return a Container) or if indexed items are being returned, enter a service code with a Category Code ‘F’ (Return an Indexed Item).

WO# This will be the work order number that the scans will be added to when the scanner is uploaded.

Loc: Containers:

If containers were being scanned, this would be a staging location or a shelf location.

Indexed Items:

If indexed items were being scanned, this would be an item staging location or the container from which the indexed item was retrieved.

Note: It is recommended to stage all indexed items to an item staging area upon arrival back at the record center. The indexed item is then available immediately if requested before time permits for the item to be placed back to the permanent container.

Press the green (Scan) button and aim the scanner at the location bar code label (if scanning a container) or at either the file staging location or the container label (if scanning an indexed item). The red laser light must be positioned completely across the label. The Apex II scanner will beep

Bar Code: If returning containers, the Apex II scanner is ready to scan the container bar code.

If returning indexed items, the Apex II scanner is ready to scan the indexed item bar code.

After the container or indexed item has been scanned, items can continue to be scanned into the same location. When a location is to be changed, the user will need to click on the up arrow 5/8button on the Apex II scanner. The cursor will move to the location field for the new location to be scanned followed by the containers or indexed items that are to be scanned to the location.

When the user has finished scanning all containers and/or indexed items, the data files will need to be retrieved from the Apex II scanner using the Apex Manager program and then uploaded into Total Recall through the file menu. Refer to instructions on retrieving data from the Apex II scanner later in this chapter.

Relocating a Container or Indexed Item

Containers and indexed items can be relocated throughout the record center using a relocation code entered into the Apex II scanner. You will need to create a WO first on recall before relocating items. Note:

ScantoWO offers a feature to relocate indexed items back to their original containers without creating a work order, refer to the F3 – File to Box option later in this chapter.

Turn the Apex II Scanner on by pressing the red button in the lower left corner of the scanner. The Main Menu should display as shown below.

F1 Scan To WO F2 Containers F3 File to Box F4 Parameters

There is a series of four buttons directly under the display on the Apex II

Service Code:

The scanner is now requesting a ‘Service Code’ to identify the type of transaction the user will be performing. The user will enter a service code that is a Category Code ‘7’ (Relocation). Enter the service code and the input location screen will display.

WO #: This will be the work order number that the scans will be added to when the scanner is uploaded.

Loc: Containers:

The scanner is now ready to scan a location. Scan the location bar code label where the container is to be placed. Press the green (Scan) button and aim the scanner at the shelf bar code label. The red laser light must be positioned completely across the label. The Apex II scanner will beep when it reads the label.

Indexed Items:

The scanner is now ready to scan the container where the indexed item is permanently housed. Scan the container label by pressing the green (Scan) button and aiming the scanner at the container bar code label. The red laser light must be positioned completely across the label. The Apex II scanner will beep when it reads the label.

Bar Code: Containers: The scanner is ready to scan the container being relocated.

Press the green (Scan) button and aim the scanner at the container bar code label. The red laser light must be positioned completely across the label. The Apex II Scanner will beep when it reads the label. The user can continue scanning containers into the current location. When the user is ready to change locations, the user will need to press the up arrow 5/8button on the Apex II scanner and scan the next location. From there the user will scan the containers to be placed into the location.

Indexed Items: The scanner is ready to scan the indexed item that is being placed in the container. Scan the indexed item bar code label by pressing the green (Scan) button and aiming the scanner at the indexed item bar code label. The red laser light must be positioned completely across the label. The Apex II scanner will beep when it reads the label.

Indexed Items: The scanner is ready to scan the indexed item that is being placed in the container. Scan the indexed item bar code label by pressing the green (Scan) button and aiming the scanner at the indexed item bar code label. The red laser light must be positioned completely across the label. The Apex II scanner will beep when it reads the label.