2B-Inventory for Microsoft RMS and POS Quick Start

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1500 1st Ave N., D119, Birmingham, AL 35203 205-408-9991 [email protected]

2B-Inventory for Microsoft RMS and POS Quick Start

WARNING: When the mobile device’s main battery runs low, you will see a popup notification on the mobile device’s screen indicating low power. Upon receiving this notification, unplug or turn off scanner and charge the mobile device according to manufacturer’s instructions. Failure to recharge the mobile device may result in loss of data and reinstallation of 2B-Inventory may be necessary. Mobile devices with Windows Mobile 5.0 or 6.0 have persistent storage designed to retain programs and data in the event of low battery conditions.

2B-Inventory is a mobile inventory management system designed to integrate with Microsoft Retail Management System (RMS) and Microsoft Point of Sale (MSPOS) both referred to in this document as POS. In this document, “mobile device” refers to Window Mobile portable data collection device that runs 2B-Inventory.

This document contains an overview of initial 2B-Inventory configuration and included modules. To begin, you must have POS installed and functional with store data or sample data.

In order to synchronize your device with your PC or server, you will need to have Active Sync installed if your operating system is Windows XP (or earlier).

You may download Active Sync 4.5 free at this location:

https://www.microsoft.com/windowsmobile/downloads/eula_activesync45_1033.ms px?ProductID=76

If your operating system is Windows Vista, be sure you have Windows Mobile Device Center installed in order to connect your handheld with your PC/server. http://www.microsoft.com/windowsmobile/devicecenter.mspx

LOGON

To logon, tap the “Tools” icon on the bottom left of the Home screen. Choose “Transfer” from the tools menu and navigate to the “Logon” tab. Tap the ellipsis button if the POS database is on the mobile device’s host PC or enter the IP address of the computer/server where the POS database is located. Enter the SQL user ID (usually sa) and password. Tap the drop down box to view list of databases found on server. Select your database and tap “Test” to test your connection. If successful, you will receive a message that reads “Connection Successful” and be redirected to the import screen.

TRANSFER (IMPORT/EXPORT)

To import, tap the shortcut from the home screen or tap the “Tools” icon on the bottom left of the Home screen. Choose “Transfer” from the tools menu and navigate to the “Import” tab. Tap “Import”.

Log on to SQL database

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ITEM LOOKUP

2B-Inventory will successfully detect an existing item when scanning

that item’s barcode or manually entering either the item lookup code or alias in the search box.

To view items from the POS database, choose “Item Lookup” from the Home screen where you may scan the item’s barcode or search by various methods. By default, the search criteria is set to “Search by Item Code (Exact)” where you must enter the code exactly as it is in the database. “Search by Item Code (Contains)” allows you search by entering in at least one character.

▪ To lookup the item by item lookup code or alias, scan the item’s barcode or enter part or all of the item lookup code/alias information in the search box and enter or tap “Go”.

▪ To look up an item by description, choose “Search by Description” or “Search by Ext. Description” in the list box. Enter part or all of the description and tap “Go”.

▪ To view all items, choose “Show All”. Note: This may take a few minutes on the first access depending on the number of items in the database. At any time, click on an item to view additional information

To sort by a column (item, description, quantity), click on the column heading.

Real Time Item Lookup

When selected, lookups are performed directly against the POS database for the most current information rather than searching the mobile device’s local database. This requires a wireless network or cradled connection. If a network connection is not found, lookups will fall back to searching the mobile device’s local database.

Edit Mode

Selecting the Edit button on the toolbar allows edit the price, bin location, extended description and sub description of the item selected.

1. First select the Edit button, then search for or scan the barcode of an item

2. Tap to edit the price, bin location or extended description. A text box will appear allowing you to enter in the new data. When finished, tap anywhere on the screen outside of the text box to save.

Home Screen

Item Lookup manual search options.

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RECEIVING

▪ To receive and reconcile items with Purchase Orders, choose “Receiving” from the Home screen. If you see the green button on the top right with “Waiting on input” message, you are ready to go!

▪ Scan the item, or select the ellipsis icon to the right of the Item column the icon on the far left of the bottom toolbar to manually enter item code.

▪ When receiving an existing item, to associate an alias to this item, tap “Add Alias” and scan/enter the item lookup code of the alias.

▪ Items not currently in the database are considered new and will prompt you to enter a new item. Tap “Yes” to add new item, tap “No” to not receive a new item, and tap “Cancel” to add this item as an alias to an existing item. Choose the item to associate.

Serialized items

▪ If scanning or entering an existing serialized item, an input box will appear waiting for serial number. This can be scanned from a barcode or entered manually. To add another serial number, simply re-scan the item lookup code or tap “Add Serial #”.

▪ Update the item quantity, description, price, cost, supplier, reorder #, department, and category for received items (including new items)

Tool Bar Icon Descriptions (starting from the left):

Back - Back button takes you back to the home screen.

Manual Entry Mode - Enter into Manual entry mode. This mode will automatically bring up the Pocket PC keyboard allowing manual entry of the item.

Delete - Delete an item that has been added.

Receiving Module - Icon representing the receiving screen. List View - Provides a List View of received items.

Single Item Mode - Allows items to be scanned in by a barcode scanner or entered manually one item at a time.

Multi-Item Mode - Allows keypad input of the quantity.

Quick Transfer – Tap to reconcile received items with purchase orders and transfer received items to POS (via cradled or wireless connection).

Note: THE TRANSFER FUNCTION IS DISABLED IN DEMO MODE.

Receiving ready to scan item

Single item quantity entry

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PHYSICAL COUNT

▪ Choose “Physical Count” from the 2B-Inventory Home screen on the mobile device. If you have not already created a blank Physical Count in RMS, you will need to do so and perform a full import. If you have multiple open physical counts in RMS which were imported into 2B-Inventory, you will be prompted to select which one you will be performing the count on.

▪ Scan or manually enter items for your physical inventory count.

▪ Items scanned or entered while in the physical count screen can be viewed by clicking the magnifying glass on the toolbar.

Tool Bar Icon Descriptions (starting from the left):

Manual Entry Mode - Enter into Manual entry mode by selecting this icon. .

Physical Count Module – Icon representing the Physical Count Module – scan items when viewing this screen.

List View - Provides a List View for the items counted. You may tap on an item to make any necessary changes prior to export.

Single Item Mode - Allows items to be scanned in by a barcode scanner or entered manually one item at a time while increasing the item quantity by one.

Multi-Item Mode - Allows multiple quantities of the same item code to be entered manually or scanned with a barcode scanner into inventory.

Quick Transfer - Used to quickly transfer changes to POS (via cradled or wireless connection)

Physical Count ready to scan item

Single item mode quantity entry

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ORDERS, QUOTES, & LAYAWAYS

▪ To create customers and orders, choose “Orders” from the Home screen. ▪ Choose one of your existing (or generic) customers by tapping the icon

▪ Choose Work Order, Quote, or Layaway and fill in any optional information and tap “OK”

▪ Add items to this order by scanning in the item.

▪ Click the list icon (magnifying glass) on the bottom toolbar to modify or view an existing order, quote or layaway.

▪ Tap the “Quick Transfer Arrow” on the bottom toolbar to transfer all orders, quotes, and/or layaways over a wireless/direct connection (if applicable). ▪ Tool Bar Icon Descriptions (starting from the left):

New Customer – Manually add a new customer

Customer List – Customer list.

List View - Provides a List view of existing/new orders, quotes, layaways.

Quick Transfer - Used to quickly transfer changes to POS (via cradled or wireless connection)

The Orders module does support price levels created in the POS. Thus when creating an order for a customer who is authorized to receive price level A pricing for example, any the appropriate price will be used.

Orders: Work Order, Layaway or Quote. Select existing customer.

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Order entry with customer total.

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PURCHASE ORDERS

Note: This module is used to create new Purchase Orders or to view existing PO’s imported from POS.

To Reconcile existing Purchase Orders created in POS and imported into 2B-Inventory, go to Receive items, then tap

Quick Transfer.

▪ To create suppliers and purchase orders, choose “Purchase Orders” from the Home screen.

▪ Choose one of your existing suppliers by scrolling or typing in the supplier’s name. If the supplier does not exist, tap the blank paper icon to create a new supplier.

▪ Fill in any optional information and tap “OK” ▪ Add items to this order by scanning in the item.

▪ Click the list icon (magnifying glass) on the bottom toolbar to modify or view an existing/new purchase order

▪ Use the “Quick Transfer Arrow” on the bottom toolbar to transfer all purchase orders over a wireless/direct connection (where applicable).

▪ Tool Bar Icon Descriptions (starting from the left):

New Supplier – Manually add a new supplier

Supplier List – Supplier list.

List View - Provides a List view existing/new purchase orders.

Quick Transfer - Used to quickly transfer changes to POS (via cradled or wireless connection) Purchase Order creation