There - Wasp Barcode Technologies

There - Wasp Barcode Technologies
InventoryControl Printable Help
Copyright © 2011
Wasp Barcode Technologies
th
1400 10 St.
Plano, TX 75074
All Rights Reserved
STATEMENTS IN THIS DOCUMENT REGARDING THIRD PARTY PRODUCTS OR SERVICES ARE BASED ON INFORMATION
MADE AVAILABLE BY THIRD PARTIES. WASP BARCODE TECHNOLOGIES AND ITS AFFILIATES ARE NOT THE SOURCE OF
SUCH INFORMATION. THE INFORMATION IN THIS DOCUMENT IS SUBJECT TO CHANGE WITHOUT NOTICE.
Wasp Barcode Technologies, the Wasp logo, InventoryControl and Labeler are registered trademarks and/or trademarks of Wasp
Barcode Technologies in the United States and other countries. Other parties’ trademarks are the property of their respective
owners.
Software activation system licensed under Patent No. 5,490,216
Terms, conditions, features, hours and contact information in this document are subject to change without notice. Wasp is
committed to providing great products and exceptional customer service. Occasionally we may decide to update our selection and
change our service offerings so please check www.waspbarcode.com for the latest information.
InventoryControl Install Key
(Printed on shipped material)
________________________
InventoryControl Registration Key
________________________
(Obtained from www.waspbarcode.com\register)
Table of Contents
Chapter 1 - Getting Started ........................................................................................................................... 1
1.1 Introduction.......................................................................................................................................... 1
1.2 User Log On ........................................................................................................................................ 1
1.3 Using the Sample Company................................................................................................................ 2
1.4 Set Up Cycle Overview........................................................................................................................ 3
1.5 Step One - Create Users..................................................................................................................... 4
1.6 Step Two - Enter Company Information .............................................................................................. 4
1.7 Step Three - Define Sites and Locations............................................................................................. 4
1.8 Step Four - Add Users......................................................................................................................... 5
1.9 Step Five - Print Location Labels ........................................................................................................ 6
1.10 Step Six - Enter Suppliers ................................................................................................................. 6
1.11 Step Seven - Print the Supplier Report ............................................................................................. 6
1.12 Step Eight - Create Items .................................................................................................................. 6
1.13 Step Nine - Print Item Labels ............................................................................................................ 7
1.14 Step Ten - Add Inventory ................................................................................................................. 7
1.15 Step Eleven - Print the Inventory by Location Report ....................................................................... 8
Chapter 2 - Introductory Materials ................................................................................................................ 9
2.1 Barcode Best Practices ....................................................................................................................... 9
2.2 What is a Barcode? ........................................................................................................................... 10
2.3 Choosing a Label Printer................................................................................................................... 11
2.4 Designing and Labeling Sites and Locations .................................................................................... 12
2.4.1 What is a Site?............................................................................................................................ 12
2.4.2 What is a Location? .................................................................................................................... 12
2.4.3 Labeling Sites and Locations...................................................................................................... 12
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2.5 Identifying Tracking Needs................................................................................................................ 14
2.6 Labeling Items ................................................................................................................................... 15
2.7 Using Cost Tracking and Average Costing FAQ............................................................................... 16
2.8 Using Custom Fields ......................................................................................................................... 22
2.9 System Administrator Information ..................................................................................................... 24
Chapter 3 - Business Examples.................................................................................................................. 25
3.1 About Our Business Examples.......................................................................................................... 25
3.2 Business Example Overviews ........................................................................................................... 25
3.3 Setting Up Security Privileges Business Example ............................................................................ 27
3.4 Setting Up Sites and Locations Business Examples......................................................................... 30
3.5 Setting Up Suppliers Business Examples ......................................................................................... 32
3.6 Entering Items Business Examples................................................................................................... 33
Chapter 4 - PC Operation Basics................................................................................................................ 34
4.1 User Log On ...................................................................................................................................... 34
4.2 About the About Screen .................................................................................................................... 36
4.3 Main Screen ...................................................................................................................................... 38
4.3.1 Section A: Toolbar ...................................................................................................................... 39
4.3.2 Section B: Left-Hand Navigation................................................................................................. 39
4.3.3 Section C: Main Functions.......................................................................................................... 40
4.3.4 Section D: Context-Sensitive Menus .......................................................................................... 40
4.5 Update License Screen ..................................................................................................................... 43
4.6 Selecting Sites................................................................................................................................... 45
4.6.1 How to Select Sites:.................................................................................................................... 45
4.6.2 Source and Destination Examples:............................................................................................. 46
4.7 Logging Out ....................................................................................................................................... 48
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4.8 Checking for Software Updates......................................................................................................... 49
4.8.1 Disabling the Automatic Version Check Feature: ....................................................................... 49
4.8.2 Performing a Manual Check: ...................................................................................................... 50
4.9 Item Stock Level List Screen............................................................................................................. 51
4.10 Alerts ............................................................................................................................................... 52
4.11 Adding Notes ................................................................................................................................... 54
Chapter 5 - Creating New Data................................................................................................................... 55
5.1 Creating a New Site........................................................................................................................... 55
5.2 Creating New Customers .................................................................................................................. 57
5.3 Creating New Inventory and Non-Inventory Items ............................................................................ 60
5.3.1 Accessing the Create New Item Screen:.................................................................................... 61
5.3.2 General Information Tab:............................................................................................................ 62
5.3.3 Location Settings Tab: ................................................................................................................ 66
5.3.4 Additional Information Tab:......................................................................................................... 68
5.3.5 Manage Suppliers Tab:............................................................................................................... 70
5.3.6 Custom Text and Custom Numbers and Dates Tab:.................................................................. 72
5.3.7 Saving the New Item:.................................................................................................................. 72
5.6 Automatic Serial Numbers................................................................................................................. 73
5.7 Creating New Locations .................................................................................................................... 74
5.8 Creating New Manufacturers............................................................................................................. 76
5.8 Creating New Suppliers..................................................................................................................... 80
Chapter 6 - Editing Data.............................................................................................................................. 84
6.1 Editing Items...................................................................................................................................... 84
6.2. Editing Assembly Items .................................................................................................................... 84
6.3 Editing Kit Items................................................................................................................................. 85
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6.4 Editing Sites....................................................................................................................................... 85
6.5 Editing Locations (or a Site and Location)......................................................................................... 85
6.6 Edit Customer.................................................................................................................................... 86
6.7 Editing Suppliers................................................................................................................................ 86
6.8 Editing Manufacturers........................................................................................................................ 86
6.9 Editing Pick Orders............................................................................................................................ 86
6.10 Editing Purchase Orders ................................................................................................................. 87
Chapter 7 - Assembly Items........................................................................................................................ 88
7.1 Assembly Overview ........................................................................................................................... 88
7.2 Creating an Assembly Item ............................................................................................................... 89
7.2.1 Accessing the New Assembly Item Screen: ............................................................................... 90
7.2.2 General Information Tab:............................................................................................................ 91
7.2.3 Location Settings Tab: ................................................................................................................ 95
7.2.4 Assembly Tab: ............................................................................................................................ 97
7.2.5 Additional Information Tab:......................................................................................................... 99
7.2.6 Manage Suppliers Tab:............................................................................................................. 101
7.2.7 Custom Text and Custom Numbers and Dates Tab:................................................................ 102
7.2.8 Saving the New Item:................................................................................................................ 102
7.3 Building Assembly Items ................................................................................................................. 103
7.4 Disassembling Assembly Items....................................................................................................... 107
Chapter 8 - Using the List Screens ........................................................................................................... 112
8.1 Working with Lists............................................................................................................................ 112
8.1.1 Section A: Toolbar .................................................................................................................... 113
8.1.2 Section B: Contents List ........................................................................................................... 119
8.1.3 Section C: Buttons: ................................................................................................................... 121
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8.1.4 Context-Sensitive Menus:......................................................................................................... 121
8.2 Item List Example ............................................................................................................................ 123
8.3 Inventory List Example .................................................................................................................... 124
8.4 Site List Example............................................................................................................................. 125
8.5 Location List Example ..................................................................................................................... 126
8.6 Customer List Example ................................................................................................................... 127
8.7 Manufacturer List............................................................................................................................. 128
8.8 Supplier List..................................................................................................................................... 129
8.9 Pick Order List Example .................................................................................................................. 130
8.10 Purchase Order List Example ....................................................................................................... 131
8.11 Transaction List Example .............................................................................................................. 132
Chapter 9 - Inventory ................................................................................................................................ 133
9.1 Inventory Menu................................................................................................................................ 133
9.2 Manually Adding Inventory .............................................................................................................. 135
9.3 Removing Inventory......................................................................................................................... 140
9.4 Moving Inventory ............................................................................................................................. 144
9.5 Checking In Inventory...................................................................................................................... 148
9.6 Checking Out Inventory................................................................................................................... 152
9.7 Adjusting Inventory Amounts........................................................................................................... 156
9.7.1 Adjusting Inventory: .................................................................................................................. 156
9.7.2 Duplicate Serial Numbers Warning:.......................................................................................... 160
Chapter 10 - Kit Items ............................................................................................................................... 161
10.1 Kitting Overview............................................................................................................................. 161
10.2 Creating a Kit Item......................................................................................................................... 163
10.2.1 Accessing the Create New Items Screen: .............................................................................. 163
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10.2.2 Kit Information Tab: ................................................................................................................ 166
10.2.3 Additional Information Tab:..................................................................................................... 168
10.2.4 Custom Text and Custom Numbers and Dates Tab:.............................................................. 169
10.2.5 Saving the New Item:.............................................................................................................. 169
10.3 Removing Kit Items ....................................................................................................................... 170
Chapter 11 - Pick Orders .......................................................................................................................... 174
11.1 Pick Order Overview...................................................................................................................... 174
11.2 Creating a Pick Order .................................................................................................................... 175
11.3 Editing Pick Orders........................................................................................................................ 179
11.4 Pick Order List Example................................................................................................................ 180
11.5 Picking Orders ............................................................................................................................... 181
Chapter 12 - Purchase Orders/Receiving.............................................................................................. 185
12.1 Purchase Orders/Receiving Overview .......................................................................................... 185
12.2 Creating a New Purchase Order ................................................................................................... 188
12.3 Editing Purchase Orders ............................................................................................................... 192
12.4 Purchase Order List Example ....................................................................................................... 193
12.5 Receiving Inventory from Purchase Orders ..................................................................................194
12.6 Purchase Order FAQ..................................................................................................................... 198
12.7 Deleting Purchase Orders/Pick Orders ......................................................................................... 199
12.8 Receive/Pick Menu........................................................................................................................ 200
12.9 Managing Payment Methods......................................................................................................... 202
12.9 Managing Payment Methods......................................................................................................... 202
12.9.1 Adding Payment Methods:...................................................................................................... 202
12.9.2 Deleting/Printing/Exporting Payment Methods: ...................................................................... 203
12.10 Managing Shipping Methods....................................................................................................... 206
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12.10.1 Adding Shipping Methods:.................................................................................................... 206
12.10.2 Deleting/Printing/Exporting Ship Methods: ........................................................................... 207
12.11 Formatting PO and Pick Order Numbers .................................................................................... 210
12.12 Email Distribution List.................................................................................................................. 213
Chapter 13 - Creating/Editing/Printing Labels........................................................................................... 214
13.1 Selecting a Label Printer ............................................................................................................... 214
13.2 Using the Labels Menu.................................................................................................................. 215
13.2.1 Editing Labels: ........................................................................................................................ 215
13.2.2 Creating Custom Labels: ........................................................................................................ 216
13.2.3 Browsing to an Existing Label:................................................................................................ 217
13.3 Printing Labels from the List Screens............................................................................................ 218
Chapter 14 - Reports................................................................................................................................. 220
14.1 Report Selection ............................................................................................................................ 220
14.2 Report Viewer................................................................................................................................ 221
Chapter 15 - Administration ...................................................................................................................... 225
15.1 Administration Menu...................................................................................................................... 225
15.2 Company Information Screen........................................................................................................ 227
15.2.1 Entering Company Information: .............................................................................................. 227
15.2.2 Entering Multiple Address Types: ........................................................................................... 228
15.2.3 Deleting an Address Type: ..................................................................................................... 229
15.3 Adding Users/Editing Security Privileges ...................................................................................... 230
15.3.1 Accessing the Security Privileges Screen: ............................................................................. 230
15.3.2 Adding Users to the Security Privileges Screen: .................................................................... 231
16.3.3 Editing User Profiles on the Security Privileges Screen: ........................................................ 233
15.3.4 Making Users Inactive: ........................................................................................................... 234
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15.3.5 Copying User Security Profiles: .............................................................................................. 234
15.3.6 Security Privileges Definitions: ............................................................................................... 235
15.4 Backing up the Database .............................................................................................................. 236
15.5 Restore the Database ................................................................................................................... 237
15.6 Options Screen.............................................................................................................................. 238
15.6.1 Accessing the Options Screen:............................................................................................... 240
15.6.2 Allow Negative Quantities on Mobile Devices ........................................................................ 241
15.6.3 Allow Over Pick....................................................................................................................... 242
15.6.4 Allow Over Receive ................................................................................................................ 242
15.6.5 Automatic Customer Number ................................................................................................. 242
15.6.6 Automatic Item Numbers: ....................................................................................................... 242
15.6.7 Automatic New........................................................................................................................ 242
15.6.8 Automatic Notification of Low Order Items ............................................................................. 243
15.6.9 Decimal Places ....................................................................................................................... 243
15.6.10 Enforce Date Code as a True Date ...................................................................................... 243
15.6.11 Item Cost When Add Inventory from Mobile Device:............................................................ 243
15.6.12 Packing Slip for Session: ...................................................................................................... 244
15.6.13 Transaction Code List:.......................................................................................................... 244
15.6.14 Check for Software Updates:................................................................................................ 244
15.6.15 Close New Form: .................................................................................................................. 244
15.6.16 Edit Field Names: ................................................................................................................. 245
15.6.17 Max Row Count: ................................................................................................................... 245
15.6.18 Previously Processed Mobile Data: ......................................................................................245
15.6.19 Show Cost Information During Receiving:............................................................................ 246
15.6.20 Show Warning Messages: .................................................................................................... 246
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15.6.21 SQL Server Backup Location: .............................................................................................. 246
15.6.23 Packing Slip CC Emails: ....................................................................................................... 247
15.6.24 Pick Order CC Emails:.......................................................................................................... 247
15.6.25 Purchase Order CC Emails: ................................................................................................. 247
15.6.26 SMTP Password: .................................................................................................................. 247
15.6.27 SMTP Port: ........................................................................................................................... 247
15.6.28 SMTP Server: ....................................................................................................................... 247
15.6.29 SMTP SSL/TSL:.................................................................................................................... 247
15.6.30 SMTP User: .......................................................................................................................... 248
15.7 Archiving Transactions .................................................................................................................. 249
15.8 Editing Field Names ...................................................................................................................... 250
15.8.1 Editing Field Names:............................................................................................................... 250
15.8.2 Resetting Field Names to their Default Values:...................................................................... 252
15.9 Using Custom Fields ..................................................................................................................... 253
Chapter 16 - Importing/Exporting.............................................................................................................. 256
16.1 Importing Into the Database .......................................................................................................... 256
16.1.1 Tips for Importing Data: .......................................................................................................... 256
16.1.2 How to Import Data:................................................................................................................ 257
16.1.3 Required Import Fields: .......................................................................................................... 261
16.1.4 Handling Import Errors:........................................................................................................... 261
16.1.5 Notes on Importing Inventory:................................................................................................. 262
16.2 Exporting to a Text File ................................................................................................................. 263
16.3 Related Data Fields ....................................................................................................................... 267
16.4 Import Specifics ............................................................................................................................. 269
16.4.1 Customer Import Format:........................................................................................................ 269
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16.4.2 Inventory Import Format: ........................................................................................................ 270
16.4.3 Item Import Format: ................................................................................................................ 271
16.4.4 Location Table Properties:...................................................................................................... 272
16.4.5 Manufacturer Table Properties: .............................................................................................. 273
16.4.6 Supplier Table Properties: ...................................................................................................... 274
16.4.7 Data Type Definitions: ............................................................................................................ 275
Chapter 17 - Performing an Audit...................................................................................................... 278
17.1 Auditing Your Inventory ................................................................................................................. 278
17.2 Audit Flow Overview..................................................................................................................... 279
17.3 Beginning the Audit ....................................................................................................................... 279
17.4 Using the Audit Screen.................................................................................................................. 280
17.5 Reviewing the Not Counted Items Report..................................................................................... 283
17.6 Reconciling the Counts ................................................................................................................. 283
17.7 Reviewing the Remainder of the Audit Reports ............................................................................ 285
17.8 Ending the Audit ............................................................................................................................ 285
Chapter 18 - Search Function ................................................................................................................... 286
18.1 Searching for Information .............................................................................................................. 286
18.2 Advanced Find............................................................................................................................... 288
Chapter 19 – WDT2200 ............................................................................................................................ 291
19.1 WDT2200 - Setup the Device........................................................................................................ 291
19.2 WDT2200 - Creating the PDT Database....................................................................................... 294
19.3 WDT2200 - Sending Data to PDT ................................................................................................. 299
19.4 WDT2200 - Receiving Data from PDT .......................................................................................... 304
19.5 WDT2200 - Data Cycle ................................................................................................................. 307
19.6 WDT2200 - Logging On ................................................................................................................ 307
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19.7 WDT2200 - Resetting the Device.................................................................................................. 308
19.8 WDT2200 - Setting the Date and Time ......................................................................................... 310
19.9 WDT2200 - Main Menu ................................................................................................................. 313
19.10 WDT2200 - Interface ................................................................................................................... 314
19.11 WDT2200 - About Screen ........................................................................................................... 315
19.12 WDT2200 - Site Configuration .................................................................................................... 315
19.13 WDT2200 - Adding Inventory ...................................................................................................... 317
19.14 WDT2200 - Details Screen.......................................................................................................... 325
19.14.1 Viewing Details for Items with Tracked By options disabled: ............................................... 325
19.14.2 Viewing Details for Items with One or More Tracked By Options Enabled: ......................... 327
19.15 WDT2200 - Adjusting Inventory .................................................................................................. 329
19.16 WDT2200 - Auditing Inventory .................................................................................................... 336
19.17 WDT2200 - Moving Inventory...................................................................................................... 343
19.18 WDT2200 - Removing Inventory ................................................................................................. 351
19.19 WDT2200 - Removing Kit Items.................................................................................................. 359
19.20 WDT2200 - Picking Inventory for Orders .................................................................................... 367
19.21 WDT2200 - Picking Kit Items ...................................................................................................... 373
19.22 WDT2200 - Receiving Inventory ................................................................................................. 380
Chapter 20 - Windows Mobile Device...................................................................................................... 386
20.1 Windows Mobile Device Data Cycle - Batch Device (No Wireless Connection)........................... 386
20.2 Windows Mobile Device Data Cycle - Wireless Connection ........................................................ 386
20.3 Windows Mobile Device - Interface ............................................................................................... 387
20.4 Windows Mobile Device - Default Settings ................................................................................... 389
20.5 Windows Mobile Device - Rebooting............................................................................................. 389
20.6 Windows Mobile Device - Enabling the Scanner .......................................................................... 389
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20.7 Windows Mobile Device - Entering Alphanumeric Data................................................................ 392
20.8 Setup and Synchronization Information ........................................................................................ 393
20.8.1 Batch Windows Mobile Device Synchronization..................................................................... 393
20.8.2 Batch Windows Mobile Device - Setup the Mobile Device ..................................................... 394
20.8.3 Batch Windows Mobile Device - Sending the Database from the PC .................................... 403
20.8.4 Batch Windows Mobile Device - Retrieving Data from the Device......................................... 409
20.8.5 Batch Pending Uploads Screen.............................................................................................. 411
20.8.6 Batch Mobile Devices Pending Uploads - Edit Transactions ................................................. 415
20.9 Wireless Devices ........................................................................................................................... 418
20.9.1 Windows Mobile Device Wireless Setup ................................................................................ 418
20.9.2 Enabling InventoryControl RF to Communicate with your Network Printer............................ 421
20.10 Tips for Setting Up and Using Windows Mobile Devices ............................................................ 426
20.10.1 WDT3200, 3200II, 3250 and 3250II Tips.............................................................................. 426
20.10.2 WPA1000 and WPA1000II Tips............................................................................................ 429
20.10.3 WDT1200, 1250, 1200II and 1250II...................................................................................... 435
20.11 Using InventoryControl and InventoryControl RF ....................................................................... 436
20.11.1 Windows Mobile Device - About Screen .............................................................................. 436
20.11.2 Windows Mobile Device - Site Configuration........................................................................ 437
20.11.3 Windows Mobile Device - Pinning Fields.............................................................................. 438
20.11.4 Windows Mobile Device - Adding New Customers .............................................................. 439
20.11.5 Windows Mobile Device - Adding a New Location ............................................................... 440
20.11.6 Windows Mobile Device - Adding New Suppliers................................................................. 442
20.11.7 Windows Mobile Device - Adding Inventory ......................................................................... 443
20.11.8 Windows Mobile Device - Details Screen............................................................................. 446
20.11.9 Windows Mobile Device - Checking Out Inventory............................................................... 448
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20.11.10 Windows Mobile Device - Checking In Inventory ............................................................... 449
20.11.11 Windows Mobile Device - Moving Inventory...................................................................... 450
20.11.12 Windows Mobile Device - Removing Inventory .................................................................. 453
20.11.13 Windows Mobile Device - Removing a Kit Item.................................................................. 458
20.11.14 Windows Mobile Device - Receiving Inventory................................................................... 461
20.11.15 Windows Mobile Device - Picking Items for Orders............................................................ 465
20.11.16 Windows Mobile Device - Picking Kit Items........................................................................ 468
20.11.17 Windows Mobile Device - Adjusting Inventory Quantities .................................................. 473
20.11.18 Windows Mobile Device - Auditing Inventory ..................................................................... 477
20.11.19 Windows Mobile Device - Searching for Information.......................................................... 482
20.12 Windows Mobile Device Troubleshooting ................................................................................... 485
Chapter 21 - Glossary ............................................................................................................................... 492
Index.......................................................................................................................................................... 495
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InventoryControl Printable Help
Chapter 1 - Getting Started
1.1 Introduction
We recommend that you read the information found in the Introductory Materials section of this Help file
and view the Getting Started prior to beginning setup of your system. The Introductory Materials and
video tutorials define key terms and explain concepts used throughout InventoryControl. These materials
provide valuable information to make the setup process smooth and simple.
In addition to explaining key terms and concepts, the Introductory Materials provide tips for creating your
inventory tracking system and provides real-world business examples detailing how you can customize
InventoryControl to work best for your needs. You will also find information on recommended guidelines
for creating barcodes in the Barcode Best Practices section. As you work through the steps to set up
your software you will find links to Business Examples. These examples detail how different business
types, using different versions of InventoryControl, setup their sites, locations, items, etc.
After you have reviewed these materials, click the Begin InventoryControl Set Up link below. A series of
steps will appear guiding you through the set up process. Each step provides a brief overview of the
process along with a link or links to the help topics containing detailed how to and explanatory
information.
1.2 User Log On
The Log On screen appears when InventoryControl is first started and when you select File > Log Out.
Complete both fields, then click OK to logon to the system.
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InventoryControl Printable Help
The User Name field is not case sensitive.
The Password field is case sensitive. Asterisks will be displayed as you type the Password.
The first time you open InventoryControl you can enter the following information:
User Name: Admin
Password:
(blank)
After log on, the password can be changed via File > Change Password.
The Admin account, or any other account with Administration Privilege, can use the Security Privileges
screen to add Users, set their privileges and reset their passwords. For more information on adding
users, please refer to the Adding Users/Editing Security Privileges topic.
1.3 Using the Sample Company
The Sample Company contains a set of data you can use to learn about InventoryControl. You can
practice working with the features and functions contained in the software using this data.
You can enter information into the Sample Company; however, when upgrading to a new version, this
data will be lost. It is very important that you do not enter any information into the Sample Company that
you do not want to lose. The Sample Company is meant for training purposes only and should not be
used as your working database.
Accessing and Using the Sample Company
On the Log In screen, login as usual, making sure you select the Use Sample Database checkbox.
InventoryControl opens with InventoryControl - Wasp Inventory Sample Inc. displayed in the title bar.
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InventoryControl Printable Help
You can use the software as normal once logged in. You can create additional items and add inventory,
check inventory in and out, create purchase orders and pick orders, etc. On reports, the company name
and each address line will be followed by "trial". Mobile devices are not supported by the sample
database.
1.4 Set Up Cycle Overview
After you finish installing your software (using the InventoryControl Quick Start Guide as a reference) you
will need to set up your system by entering information into the software. This is referred to as a "cycle"
because in multi-warehouse installations you will need to repeat steps 3-7 for each site. The set up
process may take hours or even days depending on the size of your organization. While this may seem
overwhelming, keep in mind that the return on this time investment will pay off quickly. These steps will
result in a complete and accurate count of inventory that will allow you to start using InventoryControl to
manage your day-to-day business.
Keep in mind that you can continue to use your previous inventory tracking software while you are setting
up InventoryControl. The transition to InventoryControl should take place when you are ready to count
your inventory and enter the counts into the software.
Before starting this process, set aside a day or two when you can stop using the old system and transition
over to InventoryControl. The audit, or inventory counting, step must be done when you are not receiving
or shipping goods. Plan to perform the audit on a weekend or after hours, for example.
Set Up Cycle:
1.
2.
3.
4.
Design your barcode labeling system and designate barcode label ranges.
Import or input sites, locations, suppliers, manufacturers and customers into
InventoryControl.
Print barcodes and label sites and locations.
Import or input items, making sure to designate additional tracking needs like serial number
or lot.
5.
Use your handheld or a report to do a complete inventory audit.
6.
Using the audit results, print barcode labels for items and label every item.
7.
Determine the best method of handheld use for your company and implement it.
If the initial setup process seems daunting, there are organizations that specialize in evaluating your
needs and setting up your warehouse for you using InventoryControl. If you need to find an organization
in your area to help with this process, please call Wasp Support and we will help you find an integrator.
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InventoryControl Printable Help
1.5 Step One - Create Users
Add Admin User - When you first log on to InventoryControl, you will use Admin as the user name and
leave the password blank. This default user profile gives you access to everything in the system. The
first step you should take upon logging in is to create at least one additional admin user (Administration
> Security). The new admin user should have rights to all areas of the system. You should also change
the password for the default admin profile. Since the default admin's password is initially blank, it is
important to change the password to prevent other users from logging in under this profile.
1.6 Step Two - Enter Company Information
Enter Company Information - Next you should enter your company's information (Administration >
Company Info). On the Company Information screen you will enter your company's name and any
addresses needed for receiving, shipping, corporate correspondence, etc. The company name you enter
on this screen will appear on all reports and in the title bar of InventoryControl. In addition, if you have
the Pro or Enterprise version of InventoryControl, the company name and addresses you enter will
appear on Pick Orders and Purchase Orders created in the system.
When you set up your company information, you should enter all addresses to which you might receive
inventory, ship inventory, store inventory as well as your corporate address and other business
addresses. Having these addresses entered will save you and your employees a lot of time when
creating purchase orders and pick orders and when moving, picking, receiving, adding and removing
inventory.
1.7 Step Three - Define Sites and Locations
Define Sites and Define Locations - Now you are ready to begin entering sites and locations into the
database. Locations are the areas into which you will assign inventory, while sites contain the various
locations. Usually a site is a warehouse or other building, but it can be an office, a truck, a field, etc.
We suggest creating one site for each building or structure that contains inventory. InventoryControl
requires that you define at least one site containing at least one location. You can also have multiple
sites that contain multiple locations. There is no limit to the number of locations you can assign to a site.
View Business Examples
Note: WaspNest Inventory only supports one Site.
A location is typically shorthand for a physical place such as a shelf in your warehouse. Commonly used
conventions include Location codes like this:
01 02 05 (for Row #, Shelf #, Bin #)
For the purposes of keeping track of your inventory items, your locations should represent the placement
within the site. If your site is a warehouse, the locations are shelves or racks. If your site is a building,
the locations may be offices. If you have a fleet of trucks, the locations may be containers in the truck.
When deciding how to label each location, choose a numbering scheme that can be interpreted when
reading just the label. For example, if you have 7 rows of 5 shelves each and each shelf has four levels,
your barcode label scheme should look like A010200 or row A, shelf 01, level 02, bin 00. If you have
inventory on trucks in containers, the truck can be a site and each bin in the truck is a location. Put a
barcode label on the inside of the truck door so the person moving inventory into or out of the truck can
just scan and move. The barcode label should have the barcode and the human readable text
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InventoryControl Printable Help
description of the location as well.
A distribution business, for example, typically places inventory at a specific location in one or more
warehouses. InventoryControl requires that you define at least one Site containing at least one Location.
If you have multiple warehouses, you can set each one up as a Site, then create multiple locations within
each site to represent the specific areas where you will be storing inventory. For instance, you might
setup a Site as Warehouse 1 containing Locations Shelf 1, Shelf 2 and Shelf 3.
A fleet business might define each vehicle as a Site with multiple Locations (bins, for example) within
each vehicle. In this case you could setup a Site as Vehicle 1 with Locations of Bin1, Bin2 and Bin3. Or
each vehicle could be a single Location operating out of one or more Sites. For example, the Site might
be Docking 1 with locations of Vehicle 1, Vehicle 2, etc.
A retail business might have multiple Locations at one Site or multiple Locations within each of several
Sites. InventoryControl has the flexibility to be configured however it best suits your business needs.
Remember that though you must have at least one site containing one location, you could have multiple
sites that contain multiple locations. There is no limit to the number of locations you can assign to a site.
It is important to note that you can have the same Location code defined at more than one Site - for
instance, Warehouse 1 and Warehouse 2 may each have Location codes of Shelf 1 - so always pay
attention to which Site you are working with when performing Inventory transactions.
Setting up your locations now will allow you to just pick a location from a list when you begin adding
inventory later. It is possible, however, to define locations as you add inventory. If you would prefer to do
this, skip to Step 6 - Enter Suppliers.
If you already have location information contained in another database, you may want to use
InventoryControl's Import function rather than manually entering in this information.
For additional information on formatting your Location numbers and descriptions, please refer to the topic
Barcode Best Practices.
1.8 Step Four - Add Users
Add Users - You should enter all users who will be using the system and you can assign specific rights
to each user that limit their activities to certain functions. It is a good idea to give each user his or her own
user name and password rather than sharing a single user profile, as this allows you to keep track of who
performs specific functions in the system. InventoryControl keeps a detailed transaction history of every
action performed in the software. Each time an item is added, removed, moved, etc., the transaction is
logged by InventoryControl and is listed with the user name of the person who performed the transaction,
the date/time of the transaction and the type of transaction on the Transaction List (Main Screen >
Lists > Transaction List).
View Business Examples
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1.9 Step Five - Print Location Labels
Print Location Labels - If you have set up more than one location and you will be using a mobile device
with an integrated barcode scanner, it is a good idea to create Location labels for each location you have
entered into the system. This allows you to quickly scan a barcode label when auditing or adjusting
inventory at that location or when adding, removing, picking or receiving inventory to or from that location.
For ideas and examples of how to configure your labels, click here.
You can print labels automatically after creating your locations or you can print from the Location List.
After printing your labels, attach them to each location. For example, if your locations are shelves, attach
a label to each shelf to identify it.
1.10 Step Six - Enter Suppliers
Enter Suppliers - Suppliers are those businesses or individuals from which you will be obtaining your
inventory. Your business might require that each Item in your inventory have an associated supplier. You
can have one supplier or many providing you with inventory.
If you already have supplier information contained in another database, you may want to use
InventoryControl's Import function rather than manually entering in this information.
View Business Examples
1.11 Step Seven - Print the Supplier Report
Print the Supplier Report - If you have chosen to import your suppliers or manually enter all suppliers
prior to adding items, you should print and review the Supplier Report to make sure all the information
was entered correctly. To run the Supplier Report, from the Main screen, select the Reports icon. On
the Select Report screen, double click Supplier Report.
1.12 Step Eight - Create Items
Create Items - Items represent the actual material or good that you will have in your inventory. The item
is a classification that contains information such as manufacturer, suppliers, a description of the item and
unit of measure information. The item is not part of your inventory until you add quantity to it and specify
a location for it. For example, you might create an Item entry for Mouse - Wireless. Then you can add
inventory, or quantity, to that item at a specific location.
On the Create New Item screen, you can assign the item to multiple locations and even designate one
location as the primary location for this item. The primary location will then pre-populate the screen when
removing, adding, receiving (Pro and Enterprise Version Only) and picking (Pro and Enterprise Version
Only) this item.
If you are using the Enterprise or Professional version of InventoryControl, you can also create items that
are non-inventory. This is useful if you need to create an item for marketing pamphlets, counter displays
or anything you need to have on-hand but don't necessarily want to include in your inventory amounts. In
addition, you can create Kit or Assembly Items. Please refer to the topics Assembly Overview and
Kitting Overview for more information.
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If you already have item information contained in another database, you may want to use
InventoryControl's Import function rather than manually entering in this information. For more information
on importing locations, please refer to the topic Importing Into the Database.
View Business Examples
1.13 Step Nine - Print Item Labels
Print Item Labels - Labels can be printed directly from InventoryControl via the Item List screen, at the
time a new Item is created or you can access Wasp Labeler to edit or create new labels.
1.14 Step Ten - Add Inventory
Add Inventory - Now that your items have been created, you are ready to add inventory, or quantity to
those items at specific locations. Adding inventory is often referred to as receiving inventory. You can
think of this step as stocking the InventoryControl program with the inventory that is in your warehouse.
Remember that inventory is not the same thing as items, even though inventory is made of items.
Adding inventory to an item means you are adding quantity to that item.
When you are adding inventory, you will enter information specific to your inventory such as Location,
Quantity, and Cost as well as specific tracked by information such as serial number, date codes and
pallet codes. Each time you add inventory for an Item, the transaction is stored separately in
InventoryControl allowing for multiple Locations and cost averaging.
If you already have inventory information contained in another database, you may want to use
InventoryControl's Import function rather than manually entering in this information.
A Note on Importing Inventory
If you choose to import your inventory you
MUST run a backup of your system BEFORE
you import the inventory data. Name the
backup file something that indicates it was run
immediately prior to importing inventory so you
can easily identify it if needed later. If you find
errors on your import file after you import
inventory, you will need to restore this backup to
return the system to the pre-import state (your
other information will be there). After restoring,
you can fix the import file as needed and reimport. ****DO NOT re-import after you have
already imported inventory without first
restoring the backup.**** Re-importing over
existing inventory data will add more inventory
to your items rather than fixing problem data.
Congratulations! You are now on your way to populating your inventory database. To add more
Items to your database, just return to Step 4 to setup your new Item, then Add your inventory for that
Item.
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1.15 Step Eleven - Print the Inventory by Location Report
Print the Inventory by Location Report - Printing the Inventory Location Report will allow you to check
that your inventory has been entered correctly.
After you have added your inventory you are ready to begin using InventoryControl. Now you can setup
your mobile devices, if needed, and begin keeping track of your inventory.
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Chapter 2 - Introductory Materials
2.1 Barcode Best Practices
In InventoryControl, when you are asked for a number to identify sites, customers, items, locations etc.,
you should always use a short sequential set of numbers or numbers and characters. Enter the full text
description of the site or location in the description field, not the number field. These numbers can then
be printed as a barcode and used to scan locations into mobile devices. You should estimate the largest
number of sites or locations you will have and pick a range of numbers that are reserved for each. For
instance, if you have up to 60 sites, you should reserve 100 to 199 for your sites. Each new site you
enter will get a number from this range. If you want to more closely tie the number to the site, add a one
or two letter designation to the end of the site number.
For example, use 100US to designate the main US warehouse and 101UK for the warehouse in the
United Kingdom. If you expect to have a few hundred suppliers, reserve 1000 to 2000 for suppliers.
Manufacturers can have 500 to 599. Items should start at 20000. This range reservation serves two
purposes. First, it allows those who know the ranges to easily distinguish a designation for the
warehouse from the designation for an item if all they see is a barcode on a paper or a box. Second,
reserving a range of numbers makes the process of deciding what number to use for new designations
much easier. If you add a manufacturer and you already used 512, the next is 513. For example, if a
stray box is presented to the warehouse manager and she sees barcodes with 100US C050100, she
knows this box was stocked in the US warehouse on row C shelf 05 bin 01.00. The box may also have a
barcode with 20104 which she knows is the item number and can be used to put the item back into
inventory. Without these barcodes, the box might have to be opened to identify the item and then
someone would have to track where it came from and where to put it away.
Another thing to consider when creating your numeric representation for locations and items is that some
devices only support a reduced set of characters. Some mobile devices, such as the WDT2200, do not
have a keyboard that can support lower case letters or the entire range of special characters. With these
devices, if your item number is 10000(1) you will not be able to type the item number or scan in the
number from a barcode because the parentheses character is not supported. All o
Our internal barcode labels use Code 128 which supports both lower and upper case characters, all
numbers and many special characters.
InventoryControl uses the symbology called Code 128 for all the pre-built labels. All the scanners and
mobile devices Wasp supplies can read Code 128. Best practices suggest you use Code 128 because it
supports all numbers, upper and lower case characters and most special characters. It also reduces the
size of most common barcodes.
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2.2 What is a Barcode?
A barcode is a graphical representation of a set of numeric or alphanumeric characters that can be read
by a barcode scanner.
123 becomes:
Whse1 becomes:
.
.
Assigning a permanent barcode to each site, location, item, supplier and customer creates an
environment where a mobile device can be used to easily keep track of inventory movements and
alleviates the problem of data-entry errors.
Barcodes get wider with the amount of numbers and characters you want represented by them. A
barcode's width is determined by the amount of numbers or characters represented by the barcode.
Some barcode scanners have a limited width that they can read. If you have very long item numbers or
location numbers you may need to reconsider the numbering scheme or the scanner you are using. Also
be aware that many of the less expensive barcode readers do not read barcodes that are bent, at an
angle, too small or damaged. Consider the possible disposition of your barcodes before choosing a
scanner.
There are many different barcode formats or symbologies. The different symbologies can be though of
as different fonts. The same characters are represented by different symbologies in different ways. For
example, the two symbologies below represent the same information (Whse1).
These different formats exist to provide ways to compress more data into smaller space, to represent a
different set of characters or to enable scanning at different angles or distances. InventoryControl uses
the symbology called Code 128 for all the pre-built labels. All the scanners and mobile devices Wasp
supplies can read Code 128. Best practices suggest you use Code 128 because it supports all numbers,
upper and lower case characters and most special characters. It also reduces the size of most common
barcodes.
Barcodes should be printed using a barcode printer or, if you are using Wasp Labeler, using a high quality
laser or ink jet printer. You want the barcode label to be high quality because low quality barcodes are
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harder to scan and usually do not last long. InventoryControl is bundled with Wasp Labeler, which can
print to a regular printer or a barcode printer. Remember to keep plenty of extra label stock and printer
ribbons to make sure you never run out. To determine how to best provide good quality labels for daily
use, consider the kind of printer you are using.
2.3 Choosing a Label Printer
Organizations that have several hundred new inventory items a week will need to have a dedicated
barcode label printer at each site. They should use a good quality label media and use the feature built
into InventoryControl that automatically prints inventory tags as soon as the item is received on the PC.
The printer needs to be rates for several hundred labels a day and needs to print fast enough to avoid
costly slowdowns that can be caused when waiting to put away items after they are received because the
labels are not printed. Look for models that can print 4-6 inches per second and can handle media up to
4" wide. Wasp's WPL606 line of printers work well in warehouse conditions.
Many organizations will not need a high-end printer but will still save money and will get better quality
long-lasting labels if they use a desktop barcode label printer. These printers allow you to print one or a
hundred labels without waste and they are quicker and cheaper than using a standard printer. Wasp's
WPL305 line of printers work great for smaller volumes of printing.
A laser printer using standard sheets of labels may work great where product turnover is slow, conditions
are well-controlled or new items are not added often. In this case, use the included Labeler software to
indicate what label stock is being used. Labeler ships with many standard label templates pre-configured.
Pre-print a few pages more than what you have in stock to prepare for new items.
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2.4 Designing and Labeling Sites and Locations
2.4.1 What is a Site?
The term Site is used to describe any grouping of locations where you plan to store and track inventory.
Usually a site is a warehouse building but it can be an office, a truck or a field, etc.
Site design may be simple if your entire inventory is stored your two warehouses. If this is the case you
can just use the name of the warehouse as the site description. Use a simple site number like W100 in
case you ever need to type the site number into a handheld device. For the site number you can use any
easily identifiable information about the site like its address or its designation like 140010th or W1400.
Since this product only has two levels of location tracking, you need to design your sites to describe all
the levels above the actual physical location of the inventory.
If you have trucks that are tied to a warehouse you can make their site description a composite of the
warehouse and truck number, W1400T12. If you have a different buildings containing various rooms in
which items will be stored, make a composite name of the building and room number, B201R10. You
should always make the site number something that can be barcoded so that it can be printed and
scanned. See Barcode Best Practices.
2.4.2 What is a Location?
For the purpose of keeping track of your inventory items, your locations should represent the placement
within the site. If your site is a warehouse, the locations are shelves or racks. If your site is a building,
the locations may be offices. If you have a fleet of trucks, the locations may be containers in the truck.
When deciding how to label each location, choose a numbering scheme that can be interpreted when
reading just the label. For example, if you have 7 rows of 5 shelves each and each shelf has 4 levels,
your barcode label scheme should look like A010200 or Row A, Shelf 01, Level 02, Bin 00. If you have
inventory on trucks in containers, the truck can be a site and each bin in the truck is a location. Each bin
should get a numeric location designation like 100, 200 or 200. If you do not have locations within the
truck, each truck can be a location: T1, T2, T3. Put a label on the inside of the truck door so the person
moving inventory into the truck can just scan and move. The label barcode should have the barcode and
the human readable text description of the location as well.
2.4.3 Labeling Sites and Locations
Every location where inventory can be stored in your warehouse should have a printed barcode securely
attached near the location. This is important because adding, removing or moving inventory using the
InventoryControl software requires a location. All processes that require a location are both sped up and
made more accurate if you use a barcode to identify each location. Also using a consistent numbering
scheme makes finding items in the warehouse much easier. These labels can be stuck to the frame of
the shelves, attached to the bin, put on a card and hung from the racks or even stuck to the floor as in the
example below:
The first step for designing your labels is to decide on what type of label to print the barcode. A variety of
barcode label stock exists that can withstand any environment. There are two kinds of barcode label
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printers. Thermal transfer printers that work like an ink jet or laser printers that print by transferring ink
from a ribbon to the label paper (stock). Direct Thermal printers do not have a ribbon but use heat to print
onto a special label stock. The thermal transfer printers are more expensive to operate but can print on a
wider array of label stock and the labels last longer in various kinds of environments. Direct thermal
labels are cheaper but may fade if exposed to friction, heat or direct sunlight. Most barcode printers will
print both thermal transfer and direct thermal. You want a printer that will do both because what you are
using the label for will determine if you should use thermal transfer or the direct thermal. You may need
both kinds of labels available for printing.
For all kinds of organizations, you may want to consider using the cheaper direct thermal labels for
identifying individual items because you will put them on the packaging of items that will be discarded by
the consumer or on item tags used to identify the item at removal time. Use the cheaper label stock when
it will be used and discarded. It is often cheaper to reprint a few labels on the cheaper stock if one label
is damaged than to use the more expensive stock. You should label your warehouse locations with
labels that will last and can take some abuse because you don't want to have to continually reprint and
replace these labels.
If your labels contain information you want to be permanent, such as serial numbers, you should use
thermal transfer labels on a high quality label stock or, perhaps, polypropoline and a resin ribbon. The
importance of the label will determine what stock it is printed on. A serial number that you use for returns
or contract maintenance needs to be readable for a long time.
If your labels will be exposed to heat because of the device they are attached to or through exposure to
the sun you should use thermal transfer labels. For most locations ina fleet vehicle you should use
thermal transfer.
If the majority of your labels are disposable any cheap stock will work fine. Often the major issue is how
to apply the label to the item so that the scanner can read the barcode. Make sure the barcode is
attached to a flat surface in a place w here it will not get scratched or damaged.
Before you label your locations you need to come up with a numbering scheme for each location and
item. In InventoryControl there are two fields that describe where the item is: Site and Locations.
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2.5 Identifying Tracking Needs
Sometimes it is important to be able to associate an exact item or range of items with an exact customer,
serial number, date code or shipment date. This can be important for support and maintenance purposes
or for recalls. Often larger cost items that have a warranty or support contract are tracked by serial
number so that if the item is sent back for maintenance you can be sure you are not fixing a product that
is out of warranty. Some items need to be tracked by lot or date code because the batch they are in is
important or they are perishable.
InventoryControl allows you to specify up to four required tracking fields (Serial Number, Lot, Date Code
and Pallet) and three optional tracking fields (PO, Supplier and Customer). Selecting a tracking field
means that when you process an add, remove, move, audit, pick or receive for this item you will be forced
to specify a value for the tracking fields you specified. The three optional tracking fields are always
available when Adding and Removing items and can be filled out as needed. You can also select to
make these optional fields required on the Create New Item screen. When you select to use one of the
optional fields by selecting it on the Create New Item screen the field becomes required for that item. You
can select tracking fields on the Edit Item screen as long as no inventory has been added to the item.
Serial Number is the most common and is different from the rest of the tracking fields. Serial Numbers
must be unique for each piece of inventory. When an item is tracked by serial number, a unique serial
number must be entered for each individual piece of that item you enter into inventory. When the item is
removed or moved, the system will also require the serial number. This allows the location and
movement of the item to be tracked exactly. The other tracking fields are not required to be unique. If you
are tracking by lot you could add 100 items with lot number 206.
Date Code is used if the item has an expiration date or production date that is important for recalls or
tracking. Do not use the Date Code field to track when an item is added to InventoryControl. Each Add
transaction in InventoryControl is time-stamped to allow you to track when an item was added. To track
when an item is added, view the Transaction List (Main Screen > Lists > Transactions) or run the
Transaction Report.
There are also three optional tracking fields: PO, Supplier and Customer. As mentioned above, these
fields are special fields for the Add and Remove functions that can be filled out but are not required
unless you make them required when the item is created.
The required and optional track by fields can be renamed to reflect the names you use. For more
information, please refer to the topic Editing Field Names.
After inventory is added to an item, the selections you made to the four tracking fields cannot be changed
without first removing all inventory from that item.
Tracking Fields Best Practices:

Make sure you specify what you want to track before adding inventory.

Make sure you print a label for each track by field you have selected to use
and attach them to each item. If the labels are not physically attached to
each item, it will be very difficult for you to keep track of which items should
be tracked by a specific field.
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2.6 Labeling Items
Just as every location should have a barcode, each individual piece of inventory needs a barcode. You
should print your item numbers on labels and put them on each individual item before they are put away
on a shelf. You get the same time saving and accuracy benefits from labeling inventory items as you get
from labeling the locations, but on a greater scale. Sometimes it is not feasible to have a label on each
piece of inventory because the item is too small. In this case, put the item's barcode on the container in
which the item is stored on the shelf. The label should have the item name as well as a number
representing the item encoded as a barcode as in the example shown below:
It is important not to use a text description or abbreviation as the item number because a numbering
scheme is more flexible and easier to encode to a small barcode. Most labeling software can be set up to
use a number for the barcode and to print the description or item name under the barcode.
InventoryControl allows you to print your item barcodes as the inventory comes in or pre-print barcodes
from the Item List screen to apply.
If you pick a numbering scheme and stick to it you will find that you start to recognize the numbers as
easily as the names. The specific numbering scheme you use to identify the items can start at 1000 and
count up, if that is what you want. Some companies assign all or part of the SKU number they are issued
as the item number. Because item models may change over time or sub-models may become available,
you may need to use a numbering scheme that can adapt without losing the item's identity. Many
companies allow gaps in the numbering scheme to allow for this growth and for changes. For instance,
one item number is 19500 and another is 19600. When an optional feature is added to the 19500, it is
assigned 19510 since both are kept in inventory. The 19600 item is discontinue and another model takes
its place and is assigned 19601. This way, the 195xx line of products is maintained and are easily
identified with each other.
Recommended Barcode Ranges
Barcode Label
Sites
Manufacturers
Suppliers
Items
Range
100-199
500-599
1000-2000
20000 and up
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2.7 Using Cost Tracking and Average Costing FAQ
What cost methods are used by InventoryControl?
InventoryControl provides four costing options:

Moving Average - When this method is used, the average cost of a particular item is
recalculated based on each purchase.
Example: You purchased 100 computers for $500 each. When you have 10 computers left in
stock, you purchase 100 more, but now your cost for the computers is $600 each.
InventoryControl will calculate the cost of this item as following:
Cost of original computers = 10 x 500 = $5,000
Cost of new computers = 100 x 600 = $60,000
The combined cost of all of the computers is $65,000
Average cost of all of this type of computer that you have in inventory (110 computers) is 65,000
/ 110 = 590.91

First-In, First-Out (FIFO) - When this method is used, the inventory that is added first is removed
first.
Example: If you added or received 50 Barcode Laser Scanners on the 1st, 8th and 15th, you
would end up with 150 scanners. If on the 17th you remove 60 scanners, all of the scanners that
came in on the 1st and 10 scanners from the 8th would be removed because the scanners on the
1st were first in and, therefore, will be first out. Next to be removed would be scanners from the
8th.
This also is how the average cost is calculated. If the scanners on the 1st cost $300 each and
the scanners on the 8th and 15th cost $320 and $315 each, the average cost on the 16th would
be $311.67.
50 scanners x $300 = $15,000 (from the 1st)
50 scanners x $320 = $16,000 (from the 8th)
50 scanners x $315 = $15,750 (from the 15th)
-----------$46,500 / 150 = $311.67 average cost
On the 17th you removed 60 scanners so the average cost will become:
40 scanners x $320 = $12,800 (from the 8th)
50 scanners x $315 = $15,750 (from the 15th)
----------$28,550 / 90 = $317.23 average cost
Inventory valuation is calculated by multiplying the quantity by the average price. The inventory
value on the 16th is $46,000 or 150 x $311.67. After 60 are removed the inventory value is
$28,550 or $317.23 x 90.

Last-In, First-Out (LIFO) - When this method is used, the inventory that is added last (most
recently) is removed first.
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50 scanners x $300 = $15,000 (from the 1st)
50 scanners x $320 = $16,000 (from the 8th)
50 scanners x $315 = $15,750 (from the 15th)
-----------$46,500 / 150 = $311.67 average cost
On the 17th you removed 60 scanners so the average cost will become:
40 scanners x $320 = $12,800 (from the 8th)
50 scanners x $300 = $15,000 (from the 1st)
----------$27,800 / 90 = $308.89 average cost

Legacy Method (the method used in previous versions of InventoryControl) - This is the method
used in previous versions of InventoryControl. The legacy method uses FIFO and manages cost
by location and track by level.
How do I determine my Stocking Unit?
The quantity of an item on all screens and reports is counted using the Stocking Unit you specify or
eaches (ea.) if you do not specify a unit. The stocking unit can be entered for each item on the New or
Edit Item screen's Additional tab (shown below):
When you enter the stocking unit, you need to pick the smallest unit of measure that you will ever use to
remove a whole item. A good test to use when deciding what the stocking unit should be is to ask
yourself how you count and refer to one unit. Think about what your answer would be if you were asked
to count how many of this item you have. If the answer is 100 feet of rope, for example, "feet" or "ft" is the
stocking unit. If the answer is 20 scanners, then "ea" is the stocking unit because "each" is common
when the unit itself is not a standard unit of measure. If the answer is 100 boxes or nails, then "box" or
"bx" is the stocking unit.
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We will address what you do if you remove in partial quantities or purchase the item in larger quantities
than the stocking unit later in this topic.
What is the Cost for my item?
When you input cost for an item into the New or Edit Item screen, the cost is your cost for purchasing
one of the stocking units. If one barcode laser scanner costs $300 you would enter 300 into the cost field.
If you remove fractional quantities of an item, the cost should still be for one whole stocking unit. Let's
use rope as an example. Normally the rope is sold in increments of a foot so the Stocking Unit is ft. Each
foot costs $0.12 making the cost 12 cents. Continuing the rope example, assume that exact multiples of
feet are rarely sold. In this case you could change the stocking unit to inches since that is the lowest unit
or measure. Since InventoryControl does not do the math for you when determining the quantity you are
adding and the cost at add time, you should choose one that makes it easiest for you to add and remove.
Regardless of the stocking unit you choose, the cost should be entered for one whole stocking unit.
How is Cost handled when I Add Inventory on the PC?
When inventory is added on the PC, it is assigned a cost for each 1 unit. If you add 20 scanners in the
Add screen, the cost will automatically default to the Item Cost (the cost you entered on the New or Edit
Item screen > General tab).
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If your cost for this add is different from the cost on the item record, you can change the cost on the Add
screen to represent the actual cost.
For example, if you purchased these 20 scanners for a discount, change the Cost on the Add screen
before you add the items. In the example below, the user received a $50.00 discount on the whole order
for ordering 20 scanners so the Cost entered on the Add screen should be $297.50.
20 scanners x $300 = $6,000 - $50 = $5,950 / 20 scanners = $297.50 per scanner.
You are still putting the individual scanner price into the Cost field and you must do the math to make
sure it is the correct price.
Tips!

Since there is limited space on the reports and screens, we suggest you always
put in an abbreviation for the stocking unit.

If you don't enter a cost when you add items or if you put in the wrong cost, there
is no way to edit that transaction and change the price after it has been completed.

Changing the cost on the Add screen does not change it on the Edit Items screen.
The next time you add Barcode Laser Scanners, for example, the cost will still
default to $300. If you want to change the default cost you can change the cost on
the Edit Item screen by going to Main Screen > Lists > Item. On the Item List,
select the item you wan to change and then click the Edit button. You can then
edit the cost. This only changes the cost that is shown automatically the next time
you add an item

The List Price and Sale Price fields on the Create New Item screen are for
information purposes only. These fields are not used on any reports.
What is the Cost for Order Units Per Supplier?
In the Professional and Enterprise versions of InventoryControl you are able to specify multiple Order
Units per Supplier of an item. When you enter an Order Unit that is different from the Stocking Unit,
you are telling the system that you are ordering in one unit but when the items are received they will be
broken into the different units.
For example, if you order your Barcode Laser Scanners in boxes of 5 but your stocking unit is Each, you
need to specify the cost of a box of 5 when you create the Order Unit Settings on the Create New or
Edit Item screen, Manage Suppliers tab, as shown in the image below:
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How is Zero Cost Inventory Handled?
If inventory is added or received at $0, that quantity is ignored for average price and valuation purposes.
The only way stock gets added at $0 is if you import inventory or specify a $0 cost at add or receive time.
50 scanners x $300 = $15,000 (from the 1st)
50 scanners x $320 = $16,000 (from the 8th)
1 scanner was found and added to inventory at $0
50 scanners x $315 = $15,750 (from the 15th)
----------$46,750 / 150 = $311.67 average cost
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The average cost is not $309.60 ($46,750 / 151). Since there is no way to edit the cost of an add or
receive after it is processed, InventoryControl ignores the $0 cost adds. If an item is accidentally added
at $0 cost the average and valuation would be incorrect until that item is removed through FIFO.
If you do want $0 cost items to be included in the average you can add them at $0.01. Although this
would not produce an exact average or valuation, it would have the same effect as averaging in $0 cost
items over time.
Inventory that is added using the Adjust screen is added at the average cost for that item at the time of
the adjustment. This way the average is not affected since, in most cases, the cost of that item is not
known.
Inventory valuation includes the zero cost items when it calculates. The valuation is the number of units
times the average price.
$311.67 x 151 scanners = $47,062.17
How is Cost Handled when Receiving against a Purchase Order?
If you have the Pro or Enterprise version, you can create a purchase order (PO) and receive against that
PO. When you do this, the stocking unit's cost is calculated from the cost that is on the PO. Please refer
to Purchase Orders Overview for more information on using Purchase Orders.
How is Cost Handled When Adding and Receiving on the Mobile Devices?
If you are adding inventory on a mobile device, the cost will transfer as either the Item Cost or the
Average Cost, depending on the selection made on the Options screen.
Keep in mind that there is no way to change the price after the handheld transactions are processed on
the PC.
If you have the Enterprise or Pro version and the inventory is received against a PO on the handheld, the
item cost is calculated from the cost on the PO. If the final cost is different from what was put on the PO
you can edit the handheld transactions as described above.
How is Cost Handled when Importing Inventory?
Inventory does not import with a cost. If you intend to use cost you should manually add your inventory
using the Add screen and specify the cost. Usually you can calculate the average cost of your existing
inventory and it is recommended that you use the average cost number to start with.
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2.8 Using Custom Fields
InventoryControl allows you to create custom fields on your Items, Sites, etc. This enables you to capture
information that is specific to your business needs. The Custom Texts and Custom Numbers and
Dates tabs can be found on each of the following screens:
Create New Customer
Create New Manufacturer
Create New Item
Create New Site
Create New Location
Create New Supplier.
Note: The Edit Field Names option on the Options screen must be enabled in order to enter custom
text, numbers and dates. For more information on the Options screen, please refer to the Options
Screen topic. Below is an example of the Custom Texts tab found on the screens mentioned above:
Note: The fields seen above are not visible when the Edit Field Names option is turned off and no
customizations have been applied.
Custom Numbers fields will accept values ranging from -999999999999999.9999 to
999999999999999.9999.
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Custom Dates will be displayed in the same format as found elsewhere in the product: "day of the
week, month dd, ccyy"
Example:
In this example, with the Edit Field Names option enabled, we have clicked on the Custom Text 1 label
(on the Custom Texts tab of the Create New Customer screen) to edit it. The Form field is grayed-out
because this label only occurs on the Customer screen.
Click OK to save the customization or Cancel to abort.
When the Edit Field Names option is subsequently disabled, the Customer Screen > Custom Texts tab
appears as shown below:
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This field will also be seen in the Edit Customer screen.
2.9 System Administrator Information
Knowledge Base Available to Provide Answers and Solutions
The Wasp Bar Code Knowledge Base is available to help you troubleshoot database issues. To access
the Knowledge Base, go to www.waspbarcode.com/support, then select Knowledge Base.
Video Tutorials and Printed Manual
The video tutorials can be found in the How to Videos folder and a PDF version of the printed manual
can be found in the Quick Start Guides folder on your installation CD. You can also access the video
tutorials from the internet at: www.waspbarcode.com/videos.
Changing the System Administrator Password Can Affect Repair Installs
The System Administrator database password must be blank. If you change the System Administrator
database password, you will not be able to replace database files.
Supported Mobile Devices
Data can be sent to the PC from any of the two supported devices: the WDT2200 and Windows Mobile
Devices, including the WDT3200, WDT3200II and WPA206.
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Chapter 3 - Business Examples
3.1 About Our Business Examples
Throughout the help topics you will see links to business examples. These examples outline three
hypothetical companies that represent generic business models and how each would commonly use this
product. Find the example company that most closely resembles your business and study the scenario
included for it in each section of this document. Remember that even though one the example
companies may not exactly match your business, these example are broad enough that at least one
should encompass all or part of your business needs.
Each of the three companies uses a different version of InventoryControl. The three versions are:



Standard - Contains a wide range of options to help you track your inventory including automatic
notification of low-stocked items, check in/out capabilities, add/remove feature, tracking and audit
as well as full access to mobile devices.
Professional - All of the features of the Standard version plus it allows for multiple PC's on the
network to run InventoryControl. Pick Order, Purchase Order and Receiving capabilities are
available along with the ability to assign multiple suppliers to each item.
Enterprise - The top-of-the-line package, Enterprise incorporates all of the benefits of the
Professional edition and is installed on your company's SQL server.
Note: Even though our example distribution company is using the Enterprise version of InventoryControl,
this does not necessarily mean that all distribution companies should use this version. The version of
InventoryControl used should be based on your business needs, rather than your business type.
3.2 Business Example Overviews
Distributing - Enterprise Version of InventoryControl
Basic Needs:






Multiple Sites and Locations
Multiple computers running InventoryControl
Multiple mobile devices in each Location
Preferred suppliers for items
Item tracking by serial number and pallet code
Pick, Receive, Move, Adjust, Add, Remove and Audit at the PC and on the mobile devices
Sebastian Distributing has been in business for many years and has previously used a different inventory
software. They have a great deal of inventory in multiple warehouses that they need to manage with
InventoryControl. Each warehouse will be a site with multiple locations. The supervisor of each
warehouse will use a computer equipped with InventoryControl, but the general manager will be the one
who has full administrative privileges. In addition, they have preferred suppliers they would like to
associate with each item in their system and will be creating pick and purchase orders as needed. To
accommodate all of these needs, they have purchased the Enterprise version of InventoryControl.
Workers in the warehouses will be issued handheld mobile devices to scan barcode labels when
receiving goods from suppliers and picking goods for shipment.
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Fleet - Professional Version of InventoryControl
Basic Needs:






Multiple Sites, Multiple Locations
One PC running InventoryControl
One mobile device at each Site
Inventoried and Non-Inventoried Items
Track some inventory by serial number
Pick, Receive, Move, Adjust, Add, Remove and Audit at the PC and on the mobile devices.
Rusty's Cable Service has been using a different inventory software. They consider the vehicles to be
sites with one location and a storage facility is another site with multiple locations. Most of their inventory
is kept in the vehicles. They are looking for a way to easily set up this site/location relationship and to
keep track of inventory as it comes into the storage facility, is transferred to the vehicles, and is sold to a
customer.
Their inventory consists of items that will eventually be sold to customers such as cable boxes, remotes,
and various types of cable as well as items that will remain in inventory, such as tools and other
installation equipment. In addition, they have non-inventory items such as pamphlets and cable guides.
They want the ability to track cable boxes and remotes by serial number. They also want to equip each
driver with a mobile deice that can be used to add, remove, move and adjust items as needed.
Mid-sized Reseller - Standard Version of InventoryControl
Basic Needs




One Site, Multiple Locations
One PC running InventoryControl
No mobile devices but a barcode scanner is used at the PC.
Add, Remove, Adjust, Move and Audit
The example used here is an antique reseller, but this information applies to many different types of
businesses, such as second-hand shops, hobby shops, beauty salons, etc., and even small
medical/veterinarian businesses who want to track pharmaceuticals and other supplies.
Brady's Bargains is a mid-sized antique reseller with one site and two locations: the storage area and the
sales floor. They currently do not have an inventory program and have been keeping up with inventory
manually using Excel spreadsheets. They will not be creating purchase orders or pick orders and do not
need the ability to assign multiple suppliers to an item, therefore, they have chosen the Standard version
of InventoryControl. In addition, Brady's Bargains will not be using mobile devices; they will be inputting
information directly into the PC. This shop will be using InventoryControl in conjunction with QuickBooks
for their accounting needs and with an unrelated POS system. It is important to note that though
InventoryControl does have scanning capabilities and tracks inventory, it is not a POS system and does
not perform inventory billing.
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3.3 Setting Up Security Privileges Business Example
Note: For step by step instructions on adding users, please refer to the topic Adding Users/Editing
Security Data.
Business Type: All - This example can apply to all business types and InventoryControl versions.
Step 1 - Prior to adding sites create at least one admin user: Sebastian Distributing has two
warehouses into which they receive goods from suppliers. They then ship those goods to carious
customers around the country. The manager Pat will be the primary user of the InventoryControl software
and will keep track of inventory movements by running reports. Pat will also serve as the system
administrator and will take care of maintaining user profiles, creating backups and other administrative
tasks. Pat should set herself up with administrative privileges upon accessing the system for the first
time. This will set up one administrator besides the default administrator profile. Changes to Pat's user
profile do not go into effect until she logs back in again. After setting herself up in the system, Pat should
log out of InventoryControl, then log back in using her new user name and password.
Since Pat will have access to all sites, the User can access all current and future sites option should
be checked. As Pat adds Sites, she will automatically have permission to all of them.
Below is an example of Pat's Security privileges:
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Step 2 - After adding sites and locations continue adding users: When she has completed entering
her sites and locations, Pat continues setting up security profiles for her employees who will be using
InventoryControl. She oversees a supervisor at each of her two warehouses, which are her sites. Each
supervisor will need to occasionally log on to the PC to perform basic functions such as manually adding,
removing or adjusting inventory, performing audits, checking inventory in and out to customers, etc., and
also creating pick orders and purchase orders as needed. The supervisors need access to most of the
system but do not need full administrative privileges as they will not be creating users, backups or run
reports.
Each of these users should have access only to the warehouse were they work. Below is an example of
the supervisor's Security screen:
Within the warehouses there are several workers who will be using mobile devices to add and remove
inventory and to perform audits. These workers will use InventoryControl exclusively on the mobile
device and will not need to log on to the PC.
These workers only need access to specific locations.
On the next page is an example of the warehouse worker's Security screen:
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Keep in mind that you should set up each worker with his or her own user name and password. You can
use the Copy User feature (Edit > Copy User) to quickly add profiles for users with the same settings.
This allows you to retain the privileges you have selected after entering a new User Name and
Password.
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3.4 Setting Up Sites and Locations Business Examples
Note: For step-by-step instructions on adding sites, please refer to the topic Creating New Sites. For
step-by-step instructions on adding locations, please refer to the topic Creating New Locations.
Business Type: Distributing - Multiple Sites/Multiple Locations
Sebastian's Distributing has two warehouses. Each warehouse contains various bins, shelves, etc that
will physically contain the inventory. Since this business has multiple warehouses, each warehouse can
be setup as a Site, then multiple locations can be created within each site to represent the specific areas
where inventory will be stored.
They want to set up their site names based on the city where the warehouse is located and their location
names based on where the inventory is kept within the site. However, they also want the ability to scan
their sites/locations using the handheld barcode scanners, so they know the site/locations should be a
short combination of numbers and characters. Since their warehouses are located in Guthrie, Oklahoma
and Plano, Texas they want the Site Description to be Guthrie Warehouse and Plano Warehouse. The
Site Codes are set up as numbers: 100G for the Guthrie warehouse and 101P for the Plano warehouse.
They follow a similar pattern with their locations. The Location Description details where and what the
location is (Guthrie Wrehouse, Row A, Shelf 01, Bin 00) and the Location Code is a scannable
abbreviation of this (GA0100).
Although this business has only two sites, it has many locations; therefore, they create a .csv file of the
sites and locations by exporting this information from the old inventory system and importing it into
InventoryControl. For details on importing, refer to the topics Importing Into the Database and Import
Specifics/Database Properties. After importing, each site and location should be manually reviewed in
InventoryControl to make sure all information is included.
Business Type: Fleet - Multiple Sites/Multiple Locations with From/To Sites Set on the Mobile
Devices
The owner of Rusty's Cable Company has narrowed down his options for setting up his sites and
locations to two possibilities. He can define the base garage as the site with each vehicle being a
location, along with a storage area setup as a location as well. In this instance the site could be named
Docking1 and the vehicles set up with names consisting of the abbreviation VEH followed by the last four
digits of the VIN number for that vehicle. Alternatively, each vehicle could be set up as a site with one
location. For example, the site might be VEH plus the last four digits of the VIN, such as VEH1234, with
locations being the various bins and shelves within the vehicles. The flexibility of the site/location design
allows companies such as Rusty's fleet business to conform the software to fit their needs.
Rusty has decided to set up his storage area as a site with locations of shelves and his vehicles as sites
with one location because he knows that he can use the Site Configuration screen to make each mobile
device specific to a vehicle. The Site Configuration screen on the mobile devices allows him to
designate one site as the From (Remove, Move, Pick) site and one as the To (Add, Mov e, Receive) site.
He can make the From and To sites the same sites, if needed.
Since the usual transfer of inventory for his business flows directly to the vehicles via add/receive, then to
the customer via remove, he can set up the From and To sites as the specific vehicles. When his
employees then use the device, any lists and searches are limited to the locations contained in that
specific vehicle when adding or removing inventory. If employees need to move inventory from the
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storage area to a truck, they can quickly change the settings on the Site Configuration screen and make
the From site the storage area. Using the Site Configuration screen saves the employee the time it
would take to filter through inventory in all sites. For detailed information on the Site Configuration
screen on the PC please see the topic Selecting Sites. For detailed information on the Site
Configuration screen on the mobile device, please see the topic WDT2200 - Site Configuration or
Windows Mobile Device Site Configuration.
In addition, since Rusty wants his employees to be able to scan sites and locations, he makes sure his
Site/Location Codes are short sets of numbers and characters and his Site/Location Descriptions are
longer, more detailed descriptions of the code. For example, a Site Code is VEH1234 and the Site
Description is VIN 789001234 - White Ford Econoline.
Business Type: Reseller - One Site/Multiple Locations
Brady's Bargains has multiple locations at one site. The store itself is set up as the site with locations
consisting of areas on the sales floor and areas within a storage area. The manager manually inputs the
site and locations using the Create New Site and Create New Location screen. Though they will not be
using mobile devices, they do have a barcode scanner at the PC that will be used to scan labels on items.
Knowing this, they make sure they set up their Site and Location codes to be scanner friendly. They
have set up their Site Code as 100 and the Site Description as Main Store. Their Location Codes
follow the pattern of SFA2R12 with Location Descriptions of Sales Floor, Aisle 2, Rack 12.
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3.5 Setting Up Suppliers Business Examples
Note: For step by step instructions on creating suppliers, please refer to the topic Creating New
Suppliers.
Business Type: Distributing and Fleet - Multiple Suppliers for Each Item
Sebastian Distributing has established relationships with many different suppliers to obtain their goods.
Which supplier they use for a particular item varies depending on how much they are ordering and what
Site (warehouse) they are ordering for. Due to this, they want to be able to associate more than one
supplier with each item and be able to mark a preferred supplier for some items. To do this, they simply
import the entire list of suppliers so they are all added to the database at once (refer to the topic Importing
into the Database). Later, after they add their items, they can assign as many suppliers as needed to
each item and designate one as the preferred supplier. Since all of the suppliers are already in the
database, they can quickly select which suppliers to associate rather than having to enter each supplier
manually. They can even designate specific shipping unites of measure for each supplier to use for
ordering the item.
Business Type: Reseller - One Supplier for Some Items
Brady's Bargains has a list of suppliers from which they regularly receive certain items that they have
been maintaining by hand. They will manually input these suppliers on the Create New Suppliers screen
before they add the items. They can later manually associate the suppliers to an item using the Edit Item
screen/Manage Suppliers tab. Since they are using the Standard version of InventoryControl, they are
limited to entering one supplier and one shipping unit of measure for each item.
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3.6 Entering Items Business Examples
Note: For step by step instructions on adding items, please refer to the topic Creating New Items.
Business Type: Distributing - Items with Preferred Suppliers
Sebastian Distributing has many items in their existing database so they will be importing their item
information. They also want to streamline the purchase order process for their employees. Many items
are typically ordered from the same supplier so they manually enter the preferred supplier information on
the Manage Suppliers tab on the Edit Item screen for each item after the items are imported. They also
set up the preferred shipping unit of measure for each supplier on this tab. By doing this, the preferred
supplier information and associated preferred unit of measure will appear on new purchase orders as
soon as the item is added to the order.
Another time-saving step they take is to make sure all Item Codes are scannable. They enter the longer,
descriptive name in the Item Description field.
Business Type: Fleet - Items with Primary Locations
Items are typically assigned to the same locations in Rusty's Cable Company. The manager of Rusty's
Cable Company has set up their sites as vehicles and each vehicle contains basically the same locations.
There are bins for certain types of cables, a bin for remotes, a rack for cable boxes, etc. The
configuration for each vehicle is the same. For each item, they want to designate a primary location
within each site (vehicle). By doing this, when a user receives or adds an item using the mobile device or
on the PC the primary location will automatically appear on the screen, saving the employee from having
to search for it. (The location can be changed to something other than the primary location, if needed).
This is true for picking or removing inventory as well - the item will be removed from the primary location
by default unless the user changes the location.
Designating primary locations works for Rusty's Cable Company in conjunction with the Site
Configurations they have selected. The manager has set a primary location for each item in each site
and each mobile device's From/To sites are set to a specific vehicle.
To set up primary locations the manager can simply import items, making sure the import file contains a
column designating the item as having a preferred location (a Y should be in the Supplier column for that
item). Please refer to the Item Import Templates found in your installation folder or on your installation
CD for an example of this.
Business Type: Reseller - Items Imported
Brady's Bargains imports their item list from their existing Excel spreadsheet. They will also be tracking
some items so they make sure to import this information correctly. Refer tot he Item Import Templates
found in your installation folder or on your installation CD and to the topics, Importing Into the Database
and Import Specifics/Database Properties.
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Chapter 4 - PC Operation Basics
4.1 User Log On
The Log On screen appears when InventoryControl is first started and when you select File > Log Out.
Complete both fields, then click OK to logon to the system.
The User Name field is not case sensitive.
The Password field is case sensitive. Asterisks will be displayed as you type the Password.
The first time you open InventoryControl you can enter the following information:
User Name: Admin
Password:
(blank)
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After log on, the password can be changed via File > Change Password.
The Admin account, or any other account with Administration Privilege, can use the Security Privileges
screen to add Users and set their privileges and reset their passwords. For more information on adding
users, please refer to the Adding Users/Editing Security Privileges topic.
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4.2 About the About Screen
The About Screen allows you to view and manage licenses and provides program version details.
Note: All screen shots in this help file are of InventoryControl Professional Edition. The screens in other
versions of InventoryControl and in WaspNest Inventory may differ. For information on the benefits of
upgrading your version of InventoryControl or WaspNest Inventory, please select Help > Benefits of
Upgrading on the Main screen.
Using/Viewing the About Screen:
1. From the Main Screen, click Help > About. The About screen appears.
.
This screen displays your version and basic license information.
2. Click the Licenses button to view additional licenses and your mobile device licenses. Below is
an example of the Licenses screen:
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3. Click OK to return to the About screen.
4. Click OK to close the About screen.
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4.3 Main Screen
The Main screen is divided into four sections:
Section A: Toolbar
Section B: Left-Hand Navigation
Section C: Main Functions
Section D: Context-Sensitive Menu
Below is an example of the Main screen:
Note: The Receive/Pick icon only appears on Pro and Enterprise Versions. The Receive/Pick and
Mobility icons do not apply to WaspNest Inventory.
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4.3.1 Section A: Toolbar
The toolbar provides access to the following functions:
File Menu:



Change Password - Allows the user currently logged in to change his/her password.
Log Off - Logs the current user off of the system.
Exit - Exits the system.
Tools Menu:





Options - Accesses the Options screen where you can customize how certain aspects of the
software behave.
Select Site - Accesses the Select Site screen. InventoryControl allows you to work with more
than one Site and multiple Locations within each Site.
Archive Transactions - Allows you to store older data in an archive.
Reset All Field Names - This option resets any field names you have customized through the
Edit Field Names function.
Reset All Grid Settings - This option resets all settings (sorting, grouping, hidden columns) you
may have made to your list screens to their default settings.
Check For Alerts:
When selected an Alerts drop down list will appear displaying any alerts, such as overdue items.
Help Menu:



Contents/Index/Search - Accesses this help file.
Update Licenses - Allows you to update your existing license(s).
Check for Updates - When this option is selected, the system will search for updates to the
software and alert you if any exist. You can then download the updates at your convenience. the
software automatically searches for updates at start up. This option allows you to manually
search for updates at other times. Checking for Updates requires internet access.
4.3.2 Section B: Left-Hand Navigation
This software contains a menu on the left side of the Main Screen that provides access to the following
features:


New - Displays a menu of all Create New screens (Customer, Locations, Items, etc.). Select
which type of data you want to create from the menu.
Lists - Displays a menu of all Lists in the system. Select which List you want to view from the
menu. For detailed information on using the list screens, please refer to the topic Working with
Lists.
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

Find - Displays a menu of data options from which to search (Customer, Locations, etc.) Select
which type of data you want to search. A Find screen appears allowing you to quickly search for
information.
Labels - Displays a menu of labels you can print. Printing Labels utilizes the Labeler software
that come bundled with your program. For detailed instructions on using the Labeler software,
please refer to the Labeler help file (accessible through the Labeler software).
4.3.3 Section C: Main Functions
This section displays the primary functions of this software. To access any of these functions:
1. Click on an icon. A menu of options for that function appears at the bottom of the screen (section
D - described below).
2. Click on an icon in the menu to access that function.
Available menu options are:
Administration - This option provides access to basic administrative functions such as adding users to
the system, maintaining user security profiles, backing up and/or restoring the database,
importing/exporting information and maintaining your company information.
Inventory - This option provides access to the inventory features of the software. From this menu you
can add or remove inventory, move inventory from one location to another, adjust inventory amounts and
audit all inventory in your system.
Reports - This option opens the Reports screen allowing you to select from a wide range of available
reports.
Mobility - This option does not apply to WaspNest Inventory. This option provides access to your mobile
device options.
Pick/Receive - This option does not apply to WaspNest Inventory. (Pro and Enterprise Versions Only)
- This options provides access to the pick/receive features of the software.
4.3.4 Section D: Context-Sensitive Menus
The bottom of the Main Screen will display a menu based on the selection you make from the Main
Functions icons.
Note: Security does not apply to WaspNest Inventory.
Examples:
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Administration Menu
Inventory Menu
Note: Check-In, Check-Out, Assemble and Disassemble do not apply to WaspNest Inventory.
Receive/Pick Menu
Note: Pro and Enterprise Versions Only
Mobility Menu
Note: Mobility does not apply to WaspNest Inventory.
This example is of the WDT2200 menu. The icons in this menu will look different if you are using a
Windows Mobile® /CE™ mobile device, but the options will be the same.
Reports Menu
This icon opens the Select Report screen. For more information on the Select Report screen, please
refer to the topic Selecting Reports.
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4.4 Changing Your Password
This feature allows the user currently logged in to change his or her password.
Note for WaspNest Users: This feature is not available in WaspNest Inventory. For information on the
benefits of upgrading your version of InventoryControl or WaspNest Inventory, please select Help >
Benefits of Upgrading on the Main screen.
Changing Your Password:
1. From the Main Screen, click File > Change Password. The Change Password screen appears.
2. Enter your old password, your new password, then confirm your new password. As passwords
are typed, asterisks will be displayed. Passwords are case sensitive.
3. Click OK to save your changes.
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4.5 Update License Screen
The Update License screen allows you to enter a regular License Key to upgrade from the Demo
version, or an Update License Key to increase the number of Mobile Devices InventoryControl will
support. You can also view the install serial number and activation code information.
Updating License(s):
1. From the Main Screen, click Help > Update License. The Update License screen appears.
2. If the program has not yet been activated, you will be prompted to enter an Activation Code now.
Click on the registration link that appears above the serial number and then complete the
information on the Wasp support page. An email will be sent back to you that contains the
Activation Code. Type this code back into the Activation Code field, then click OK to activate
the program.
If the program has been activated, the following screen appears:
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3. Enter a new Serial Number to add additional features such as additional mobile device licenses.
4. Click OK or click Cancel to exit without updating. Exit and restart the software to use the new
key.
If you use this form to upgrade from the Demo version to a Licensed version of this software, the License
Key you enter here will be displayed on the About screen.
If you use this form to increase the number of Mobile Devices InventoryControl will support, your original
License Key will continue to be displayed in Help > About, but it will display the new number of mobile
devices permitted.
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4.6 Selecting Sites
InventoryControl allows you to work with more than one Site and multiple Locations within each Site. At
any time, you can limit all your transactions to a specified Source, a specified Destination, or allow
transactions at All Sites. These are chosen on the Select Site screen.
Note for WaspNest Inventory Users: WaspNest Inventory only allows for one Site. For information on
the benefits of upgrading WaspNest Inventory, please select Help > Benefits of Upgrading on the Main
screen.
Keep in mind that you can only select sites to which you have been given access in Security.
Selecting a Source on the Select Site screen determines the locations available in the Location field of
the Add, Remove, Check-In, Check-Out, Adjust and Audit functions. It will also determine the
locations available in the From Location field of the Move function. Only locations within the Site
selected in the Source field will be available for these functions.
Destination determines the locations available in the Move function's To Location field.
Remember, you are selecting Sites on this screen. When you select a site, you are limiting the inventory
functions to locations within that site.
For information on adding new sites, please refer to the Creating a New Site topic. For information on
adding new locations, please refer to the Creating New Locations topic.
A Note on Importing: The site specified in the Destination field of the Select Site screen can impact the
Locations into which imported inventory will be recorded. When something other than <all> is specified
as your Source site, imported inventory will be put into Locations at the specified Source. If you have
varying site information you wish to import along with the location and quantity data for each Item
Number, you must make sure the Source is set to <all> before importing data into the Inventory table.
This topic discusses:
How to Select Sites
Source and Destination Examples
4.6.1 How to Select Sites:
1. From the Main Screen, select Tools > Select Site. The Select Site screen appears:
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InventoryControl Printable Help
By default, all locations are allowed in all functions. This is designated by choosing <all> in both
the Source and Destination fields, as shown above.
2. Select the Source and Destination Site to which you want to limit transactions. All locations you
have entered in the system will appear in the drop down lists.
3. Select OK to save your changes.
4.6.2 Source and Destination Examples:
Example 1:
If you want to limit the available locations for adding, removing, checking in/out, adjust and auditing
inventory to one location (in this example, Warehouse1), you would select that location in the Source field
as shown below:
In the above example, inventory can be moved from a location within Warehouse 1 to any other location
at another site..
Example 2:
If you want to limit the available locations for adding, removing, checking in/out, adjust and auditing
inventory to one location (in this example, Warehouse1), and you want to limit move destinations to one
site (in this example, Warehouse2), you would select Warehouse1 in the Source field and Warehouse2 in
the Destination field as shown below:
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Example 3:
If you want to limit the available locations for adding, removing, checking in/out, adjust and auditing
inventory to one location (in this example, Warehouse2), and you want to limit move destinations to
locations in the same site, you would select Warehouse2 in the Source field and Warehouse2 in the
Destination field as shown below:
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4.7 Logging Out
Logging Out allows the current user to log out of the system so another user can log in, if needed.
1. From the Main Screen, click File > Log Out. The Log On screen appears allowing another user
to log in.
2. Enter a valid User Name and Password and press OK to log on again or click Cancel to exit.
Note: You can also log in as a different user by going to Administration > Security > Log in
as Different User.
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4.8 Checking for Software Updates
By default, the software will check for updates to the application and notify you if a more recent version is
available when you login to the system. You can then access the Updates website and download the
latest version. This ensures you are always working with the most up-to-date version available to you.
This feature is turned on by default.
InventoryControl must be installed on a machine with Internet access to check for updates.
You can turn off the automatic check and perform periodic manual checks, or leave the option on and
perform a manual check, if desired.
This topic discusses:
Disabling the Automatic Version Check Feature
Performing a Manual Check
4.8.1 Disabling the Automatic Version Check Feature:
1. From the Main Screen, select Tools > Options. The Options screen appears:
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2. Highlight the Check for Software Updates option and deselect the Yes checkbox.
3. Click OK to save your changes and to Close the Options screen. The option is now disabled.
You can manually check for updates as needed.
4.8.2 Performing a Manual Check:
From the Main Screen, click Help > Check for Updates.
The system will automatically check for a newer version and notify you if one is available. This procedure
can be performed at any time.
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4.9 Item Stock Level List Screen
The software can automatically notify you of under-stocked items, broken down by location. By enabling
the Automatic Notification of Low Order Item on the Options screen, the software will display the Item
Stock Level List when you first start up the system. This screen contains items that have a Quantity
value equal to or less than the Reorder Quantity value set for that item and location on the Location tab
of the Create New or Edit Item screen. For more information on enabling and disabling this options,
please refer to the Options Screen topic.
In order for items to appear on this screen, a Reorder Quantity must be entered on the Location tab of
the Create New Item screen or, after the item is created, on the Edit Item screen.
Below is an example of the Item Stock Level List:
Click the View Report button at the bottom of the screen to display the Reorder Report.
You can use this report to aid you in creating purchase orders for the under-stocked items.
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4.10 Alerts
InventoryControl contains built alerts that you can display to tell you when action needs to be taken on
certain items or orders in the system. To access the Alerts feature, select Check for Alerts from the
Main screen.
Note for WaspNest Users: Alerts are not available in WaspNest Inventory. For more information on the
benefits of upgrading, please select Help > Benefits of Upgrading on the Main screen.
The following is a list of Alerts that might appear on your system:
Kit Item(s) with incomplete info This function applies to Pro and Enterprise Version users only.
Assembly items with incomplete info This function applies to Pro and Enterprise Version users
only.
Checked Out Item(s) Past Due
Purchase Orders Past Due This function applies to Pro and Enterprise Version users only.
Pick Orders Past Due This function applies to Pro and Enterprise Version users only.
Expired Items - This alert displays all items with expired date codes.
Items Understocked by Location
Items Understocked by Item Totals
Items with Negative Quantity
Items Understocked by Forecasted Item Totals - This alert appears if InventoryControl determines
items need to be re-ordered taking into account the quantity available in house, the quantity on order (via
purchase orders), and the quantity scheduled to be removed (via pick orders).
The alert appears if the Total Available plus the quantity on order via Purchase Orders is less than the
quantity needed for scheduled Pick Orders (Committed – (Total Available + On Order)).
On the next page is an example of the Alerts menu:
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4.11 Adding Notes
Several screens in the software provide the option to add notes to the record. Clicking on the Add Note
button allows you to associate any comments you may have with the record you are creating or editing.
This is useful to keep comments associated with the record.
Enter your notes in the text box, then click OK to save and exit.
Notes are displayed along with the date/time it was entered and the user name of the user who added it.
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Chapter 5 - Creating New Data
5.1 Creating a New Site
Note: You can only have one site in WaspNest Inventory.
The Create New Site screen allows you to add a new Site to your database. Typically, a Site is a
building that contains one or more inventory Locations. It is usually a building, but it might also be a fleet
vehicle, with one or more bins that can be defined as inventory Locations within that vehicle. For more
information on Locations, please refer to the Creating New Locations topic.
It is not uncommon to use this product with only one Site defined. A minimum of one Site is required.
Adding a New Site:
1. From the Main screen, select New > Site.
OR
From the Main screen, select Lists > Site. On the Site List, select the New icon.
The Create New Site screen appears:
2. Enter a Site and Description. Description allows you to enter a description of the Site. This is
useful when the Site value is vague (For example, Site "H7" could be described as "Hangar 7").
Notes is a text field available to record any additional information you might have about this Site.
Click the Add Notes button to edit the Notes field.
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3. For information about the Custom Texts and Custom Numbers and Dates tabs, see Using
Custom Fields.
4. When you have finished adding information, click the OK/Save button. The system behaves
differently at this point depending on your settings on the Options screen.


When the Close New Form option is turned off: Click Save to commit your entry or click
Close to exit the form.
When the Close New Form option is turned on: Click OK to commit your entry and exit
the form or Cancel to exit the form without saving your entry.
For more information about the Options screen, please refer to the Options Screen topic.
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5.2 Creating New Customers
The Create New Customer screen allows you to add a new customer to your database. When you are
setting up your software for the first time, you may want to import your customers rather than adding them
one at a time through this screen. For information on importing information into your database, please
refer to the Import Into Database topic.
Adding a Customer:
1. From the Main screen, select New > Customer.
OR
From the Main screen, select Lists > Customer. On the Customer List, select the New icon.
The Create New Customer screen appears:
Note: This screen is opened automatically when Checking Out or Checking In inventory and a
new customer name is entered.
2. Type in the customer information. The Customer No. and Address Type fields are required; all
other fields are optional. The customer name and address can then be selected when creating
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Pick Orders (Pro and Enterprise versions only).
If you have the Automatic Customer Numbers option selected on the Options screen, the
Customer No. field will appear populated with the next number in the sequence. For further
information on the this option, please refer to the Options Screen topic.
The software provides you with the ability to enter a Billing Address, Receiving Address and/or
Shipping Address for your customers. To enter multiple address, follow the steps below:
a. On the Company Information screen, enter your company name. Select what type of
address you will be entering from the Address Type drop down menu.
b. Enter the remainder of the address information, then click OK. You will be returned to
the Administration Menu.
c.
Click the Company Info icon again. The Company Information screen will reappear
populated with the information you just entered.
d. Select a different address type of the Address Type drop down menu. The address lines
(Address 1 and 2, City, State, Postal Code and Country) will clear while all other
company information will remain on the screen.
e. Enter the new address information, then click OK. Repeat these steps for each address
type.
3. When you have finished entering data in the General Information tab, click the Additional
Information tab (this tab is optional).
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The Additional Information tab provides optional fields where you can record the customer's
Phone, Extension, Fax, Cell No., Home No. and Email. In addition, you can create notes on
this customer on this tab by clicking the Add Notes button.
4. For information about the Custom Texts and Custom Numbers and Dates tabs, see Using
Custom Fields.
5. When you have finished adding information, click the OK/Save button. The system behaves
differently at this point depending on your settings on the Options screen.

When the Close New Form option is turned off: Click Save to commit your entry or click
Close to exit the form.

When the Close New Form option is turned on: Click OK to commit your entry and exit
the form or Cancel to exit the form without saving your entry.
For more information about setting the Close New Form option on the Options screen, please
refer to the Options Screen topic.
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5.3 Creating New Inventory and Non-Inventory Items
The Create New Item screen allows you to add a new Item to your database and to specify how you
want to track each item (by Serial Number, Lot, Date Code and/or Pallet).
What is an Item? - Items represent the actual material or good that you will have in your inventory. For
example, you might create an Item entry for Mouse - Wireless. Then you can add inventory, or quantity,
to that item. If you are using the Enterprise or Professional version of this software, you can also create
items that are non-inventory. This is useful if you need to create an item for marketing pamphlets,
counter displays or anything you need to have, but for which you don't need to track quantity.
What is a Non-Inventory Item? - A non-inventory item is anything you order or receive, but do not want
to track the location and quantity of. An example of a non-inventory item might be marketing materials
like a product flyer that is taken to trade shows or put in product boxes. Once you are out you may never
buy more of that item and you don't need to know how many are left. You may need to include noninventory items on a purchase order and verify receipt to have a payment paper trail but you do not need
to keep track of the item after it is received. InventoryControl allows you to add non-inventory items onto
purchase orders in the Pro and Enterprise versions.
Note: For information on the benefits of upgrading your version of InventoryControl or WaspNest
Inventory, please select Help > Benefits of Upgrading on the Main screen.
When you are setting up your software for the first time, you may want to import your items rather than
adding them one at a time through this screen. For information on importing information into your
database, please refer to the Import Into Database topic.
This topic discusses:
Accessing the Create New Item Screen
General Information Tab
Location Settings Tab
Additional Information Tab
Manage Suppliers Tab
Custom Texts/Custom Numbers and Dates Tab
Saving the New Item
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5.3.1 Accessing the Create New Item Screen:
1. From the Main screen, select New > Item >Inventory or Non-Inventory.
OR
From the Main screen, select Lists > Item. On the Item List, select the New icon.
Note: For information on creating Assembly Items, please see the topic Creating an Assembly
Item (Pro and Enterprise versions only).
For information on creating Kit Items, please see the topic Creating a Kit Item (Pro and
Enterprise versions only).
The Create New Item screen appears:
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5.3.2 General Information Tab:
The General Information tab is where you will enter the basic information about the item. Please see
the screen shot above for an example of this tab.
To create the item, enter information in the provided fields. Much of this information is optional. You can
be as detailed as you need, but at a minimum you must enter the Item Number. Below are descriptions
of each field on this tab.
Field
Description
The Item Number is often available on a barcode label already attached to the
item, such as a UPC code or SKU number. Using an existing barcode for the
Item Number allows you to scan or manually enter the number from each item as
it comes in without having to print and affix your own barcode inventory item
labels. Item numbers in InventoryControl cannot exceed 31 characters.
Do not use a description as the item number. You should enter a numeric value
Item Number
in the Item Number field. A description of the item can be entered in the
(Required)
Description field.
Category
Automatic Item Numbers: If you have the Automatic Item Numbers option
selected on the Options screen, the Item Number field will appear populated
with the next number in the sequence. For example, if you just created item
number 1001, the next number will be 1002. For further information on this
option, please refer to the Options Screen topic.
A Category is an optional classification you can give to your items. This provides
you with another way to group your items. For example, you could create a
Category called laptops and assign that category to any laptop items you have.
You might have multiple items representing different makes and models of
laptops. If you assign the category "Laptops" to all of those items, you can then
group your list by Category and quickly see all laptop items.
You can create new Categories by typing in the desired name in the Category
field. You will receive a message asking if you want to save the new Category.
Select Yes to save. Categories you have already created will appear in a drop
down list.
Checkout This field specifies the default period, in days, that this Item can be checked out
to a customer.
Length
This is the entity that manufactured the item. This field is optional and provides
another way to sort and group your items. When a new Manufacturer is typed
Manufacturer
into the Manufacturer field, you will receive a message asking if you want to save
the value as a new Manufacturer.
Select Non-inventory if you do not want this item to be inventoried, or select
Type (Pro and Inventory to inventory this item. This field will not appear on the Standard
Enterprise version.
Versions
Only)
Non-Inventoried items are those items, such as marketing pamphlets, that you
have on hand, but do not want to track.
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The Item To Be Tracked By section contains check boxes which determine
whether the Serial Number, Lot, Date Code and/or Pallet of an item will be used
to track its movement through your inventory. For a more detailed explanation of
tracking fields, please refer to the topic Identifying Tracking Needs.
When you are creating your item it is important that you determine how you want
to track each item. Typically, small items that are all the same may not need to
have any Track Bys selected. Items such as printers may need to be tracked by
Serial Number, so returns and maintenance can be properly tracked. Medical
supplies or food may need to be tracked by Date Code and/or Lot.
If you choose to track by one or more of these fields, you will be prompted to
complete them each time you perform a transaction, such as check out, move,
remove, add, etc., on this item. For example, if you are tracking item 2233 -VZ
Laptop by serial number. Now you want to move a quantity of 5 of this item from
on location to another. You will be prompted to enter a unique and valid serial
number for each laptop you are moving so that your inventory can be accurately
tracked.
Tracked By options cannot be changed after you add inventory to the item.
If you need to change a tracked by item, you will have to remove all
inventory from that item, delete the item and create a new record.
Item to be
Tracked By
Track
by
Serial
Number
Lot
Date
Code
Pallet
How is it
used?
Serial Numbers
must be unique
for each item
and limit you to
managing one
item at a time.
These numbers
are provided by
the
manufacturer to
indicate from
which batch
these items
were made.
Date Code track
the expiration or
other "use by"
date.
Pallet refers to
the pallet from
which the item
was received.
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Example
Equipment such as
printers and radios or
anything for which you
need to know which
specific item you are
using.



Medical
Supplies
Pharmaceuticals
Food products


Food
Chemicals

Manufacturing
Supplies
Building
Supplies

InventoryControl Printable Help
You can choose to have the program automatically create and assign serial
numbers each time you add inventory for this item (whether manually using the
Add Inventory feature or by Receiving Inventory). For example, you create the
item "2233 - VZ Laptop" and select to track by serial number. You the enable
automatic serial numbers by performing the steps described here. You choose
1000 as your starting number. Now, when you add inventory to this item,
InventoryControl will automatically assign serial number to each item starting with
1000. If you add inventory of 500 to this item, the serial numbers assign by
InventoryControl will be 1000 - 1500.
To enable Automatic Serial Numbers:

Click the button to the right of the Serial Number check box. The Auto
Serial Number Options screen is displayed:

Check the Auto Increment Serial Numbers checkbox to have the
software automatically assign incremented serial numbers.

Enter a Starting Number. This number determines the number at which
the serial number sequence starts. Since this option is applied at the
Item level, each Item in the program may have its own unique series of
serial numbers.

Click OK to accept your entries.
Automatic
Serial
Numbers
(Does not
apply to
WaspNest)
This section contains check boxes which act much like the Tracked By boxes, but
contains a different set of fields (PO, Supplier and Customer) which are always
Require the available for use, even if they are not required. For example, if the option is not
User to Fill enabled for the Supplier Code field, a user adding inventory can enter a value for
Out (Does not Supplier Code if he knows it or skip entering a value if he doesn't. If this option is
apply to
enabled, a value for Supplier Code is required to complete the transaction.
WaspNest)
Cost
Cost specifies the amount your company paid to get this item into inventory. This
is an optional tool to help you track your average cost. Cost handling in
InventoryControl is designed to show you the average cost and current value of
your inventory. You can use this cost information for other purposes as well,
such as determining pre-tax and purchase order totals and receiving totals.
This amount represents your cost for purchasing one of the stocking units for this
item. If one Barcode Laser Scanner costs $300.00 you will enter 300 into the
cost field. If you have items in your inventory that are sold in fractional quantities,
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you will need to decide which stocking unit to use. For example, if you have
Rope as an item and it costs you $0.12 a foot, you would enter 12 in the Cost
field and Feet as the Stocking Unit (entered on the Additional tab). If you rarely
sell the rope in exact multiples of feet, you may want to enter your Stocking Unit
as Inches, since this is the lowest unit measured, and enter your cost per inch in
the Cost field. It is up to you how you want to calculate this; however, you should
make sure that the Cost you enter is the cost for one whole Stocking Unit (either
Feet or Inches, in our example).
Keep in mind that you can enter a new cost on the Add Inventory screen if you
purchase this item at a discount.
For a detailed description for using Cost Tracking and Average Costing,
please see the topic Using Cost Tracking and Average Costing.
Select how you want InventoryControl to calculate cost for this item. Options are:
Legacy Method - This is the method used in previous versions of
InventoryControl. The legacy method uses FIFO and manages cost by location
and track by level.
Note: If you upgrade your version of InventoryControl to version 6 (which
contains additional methods), all existing items will be imported with the legacy
method. You can change to a new option on the Edit Item screen.
Moving Average - When this method is used, the average cost of a particular
Cost Method item is recalculated based on each purchase. Cost is calculated on the item
level.
FIFO - When this method is used, the inventory that is added first is removed
first. Cost is calculated on the item level.
LIFO - When this method is used, the inventory that is added last (most recently)
is removed first. Cost is calculated on the item level.
For a detailed description for using Cost Tracking and Average Costing,
please see the topic Using Cost Tracking and Average Costing.
This is a calculated value that averages the cost paid for the current Quantity.
This will be blank when you are entering a new item, but will appear when you
are viewing the Edit Item screen for an item that has inventory (quantity).
If you have 20 quantity of this item at cost 10.00 and add another 30 quantity at
cost 8.00,
Average Cost = ((20 x 10.00) + (30 x 8.00)) / 50 = 8.80
Average Cost
Removes are calculated using the inventory calculation method you specified.
For example, if you are using the FIFO method, if you later remove 5, 5 of the
$10.00 items will be removed first,
Average Cost = ((15 x 10.00) + (30 x 8.00)) / 45 = 8.67
When calculating Average Cost, the software does not include records that have
an average cost of zero. When you run an Inventory Cost Report, the software
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List Price
Sale Price
does include zero cost quantities when calculating Total Cost.
This field specifies a manufacturer's list price for an item. This field is for your
information only and is not included on any reports.
This field specifies the price at which you sell an item. This field is for your
information only and is not included on any reports.
Min Stock
This field specifies the minimum stock level you wish to maintain for this item.
Level
Max Stock
This field specifies the maximum stock level you wish to maintain.
Level
Reorder Qty This field specifies the quantity at which you want to reorder inventory.
.
Note: The Minimum Stock Level, Maximum Stock Level and Reorder Quantity fields found on this
tab represent these levels at the item level only, meaning these are the stock levels for this item
throughout all locations. This means if you have 4 locations, these are the quantities you want to have
spread out among those locations. If you want to maintain these levels by location, you can do so on the
Location Settings tab (described below).
The fields below only appear on the Edit Item screen.







The Total Available counter is the sum of Total Checked-Out and Total In-House.
The Total Checked-Out counter is the quantity of this item that is currently Checked-Out.
The Total In-House counter is the Total Available less the Total Checked-Out.
The Total On Order counter is the quantity of this item that is currently included on an
active Pick Order.
The Total Buildable (applies to Assembly Items only) is the quantity that can be built of
this Assembly Item based on the inventory levels of the component items.
The Committed counter (applies to Assembly, Inventory and Non-Inventory items only) is
the number that has been committed to a pick order.
The Total Shippable (applies to Kit Items only) is the total on hand amount minus
committed quantities for all component items. (Committed is inventory that is contained on
a pick order.)
5.3.3 Location Settings Tab:
When you have completed the General Information tab, click the Location Settings tab. This tab allows
you to enter all locations where this item will be in inventory and to designate a primary location. You can
assign items to more than one location. This tab uses the List functionality for grouping, ordering, filtering
and deleting.
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Complete the fields on this screen as described below:

Primary Location - Select this checkbox if this will be the primary location at this site for this
item. A primary location can be selected for each Site you have setup in the system. When you
select a primary location, when you Receive quantities of that item from a purchase order, they
will automatically be assigned to that location. Also, when you Pick quantities of that item for
pick orders, they will automatically be removed from that location. You can change these
locations when picking and receiving if necessary. In addition, the primary location will appear in
any location fields (on the Add inventory screen, for example), however; you can change the
location, if needed.
Only one primary location can be selected per site.

Site and Location - Click in the box and select a Site and Location from the drop down list.
Only sites and locations you have previously selected will appear in this list. Select More to
view the Site or Location List. You can also select New Location or New Site to access the
Create New screen. These represent the site and the location where the inventory will reside.

Quantity - This number is populated from the Inventory for this item. This number displays how
many of this item is currently in stock at the selected site and location. If you are creating a new
item this field will be blank (0).

Max Stock Level - Enter the maximum number of this item that you want to have in stock for the
selected site and location. This number can be 0 or a positive number, negative numbers are
not allowed.

Min Stock Level - Enter the minimum number of this item that you want to have in stock for the
selected site and location. This number can be 0 or a positive number, negative numbers are
not allowed.

Reorder Qnty - Enter the number at which you want to reorder this item for the selected Site
and Location. You can set an option in the software so that the system warns you at login of
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any inventory items that have hit their reorder quantity. For further information on setting this
option, please refer to the Options Screen topic.
After you have completed all fields, hit ENTER to begin a new line. Your screen will look
similar to the following after hitting ENTER:
5.3.4 Additional Information Tab:
When you have finished entering information on the Location Settings tab, click the Additional tab. The
Additional Information tab provides optional fields where other information about the Item can be
recorded. An example of this tab is shown below:
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Complete the fields on this tab as described below:

Stocking Unit is the portion by which the quantity will be tracked. At the item level, this should
be "Eaches", meaning you should enter how you want each item of this type to be measured.
(Examples: bag, barrel, basket, block, bottle, box, carton, container, drum, gallon, jar, pack,
package, pallet, section, tub, vial, etc.)
When entering the stocking unit, you need to pick the smallest unit of measure that you will use
to remove a whole item. A good test to use when deciding what the stocking unit should be is to
think about what your answer would be if you were asked to count how many of this item you
have. If the answer is 100 feet of rope "feet or "ft" is the stocking unit. If the answer is 20
scanners, then "each or "ea." is the stocking unit. Each is common when the unit itself is not a
standard unit of measure. If the answer is 100 boxes of nails then "box" or "bx" is the stocking
unit.
You will have the opportunity on the Managing Suppliers tab to enter the Order Unit used by
the supplier for shipping purposes (Box, Pallet, Lot, etc.). This is useful if you purchase in larger
quantities than you stock. The Order Unit will be used when creating Purchase Orders rather
than the "Eaches" UOM that is entered on this tab. Please see the Managing Suppliers Tab
section, below.

Dimension Unit is the increment to be used for Length, Width and Height. (Examples: inch,
foot, yard, millimeter, centimeter, meter, etc.)

Length is the length of one Unit of Measure expressed in Dimension Units.
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
Width is the width of one Unit of Measure expressed in Dimension Units.

Height is the height of one Unit of Measure expressed in Dimension Units.

Weight Unit is the increment to be used for mass. (Examples: ounce, pound, ton, milligram,
gram, kilogram, metric ton, etc.)

Weight is the mass of one Unit of Measure expressed in Weight Units.

Manager is used to record the name of someone who manages this inventory item.

File Reference is used to record the path to a relevant file that might be an image file,
documentation, specifications, etc. This field does not function as a hyperlink. It's just a static
field where a filename or path and filename can be recorded.

Add Notes allows you to record any additional information.
5.3.5 Manage Suppliers Tab:
This tab allows you to identify which suppliers you will use for this item and enter detailed supplier
information, such as unit of measure. Pro and Enterprise users can enter multiple suppliers for an item
and mark one as the default, or preferred supplier. Standard version users can enter only one supplier
for each item. WaspNest Inventory users can enter only one supplier for each item.
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Adding Suppliers to an Item:
To use this tab you must first select suppliers for this item in the Supplier screen. To do this:
a. Click the New button at the bottom of the list. The fields to the right of the Supplier
screen are enabled.
b. Select a Supplier Code from the drop down list. You can also select New Supplier from
the list to create a new supplier.
c.
Enter the SKU number for this item in the Supplier Item SKU field.
d. Enter the description of this item given by the supplier in the Supplier Item Description
field.
e. Enter the number of days lead time the supplier needs to process orders for this item in
the Lead Time (in days) field. The lead time is the time from the requisition date to the
delivery date. For example, if you need the item by the 15th of the month and the
supplier requires 5 days to deliver the order, you would enter 5 here to ensure the order
is sent to the supplier timely.
f.
The Status field displays the supplier's current status (Active or Inactive). You can
change the status by making a new selection from the drop down menu.
g. You can make this the default supplier for this item by checking the Make this the
default Supplier while ordering this item checkbox (Pro and Enterprise versions
only). When this is selected, this supplier will automatically populate purchase orders for
this item. You can change the supplier on the purchase order, if needed.
h. Any notes entered for this supplier will appear in the Notes section.
i.
You can enter the supplier's unit of measure settings in the Order Unit Settings screen
(Pro and Enterprise versions only). This is the unit used by the supplier when shipping
this item. This may be box, pallet, etc. This is different from the "Eaches" stocking unit
you entered on the Additional tab. For example, you may have entered "jar" for the
stocking unit on the Additional tab, but the supplier may ship the item in boxes
containing 10 jars. When creating purchase orders, you would want to specify the Order
Unit as box rather then jar (or you could end up with 100 boxes of jars rather than 100
jars).
You can also enter the number of the item contained in each of the Order Units and the
Cost of the Order Unit.
If you are tracking cost and have entered information in the Cost field (General Tab) and
in the Stocking Unit field (Additional Tab), when you receive the item, InventoryControl
will do the math and will calculate the cost per item received.
For example, if you order item Barcode Laser Scanners in boxes of 20 at $3500, but your
stocking unit is each, you need to specify the cost of a box of 20 when you are setting up
your Supplier information here. When the item is received, InventoryControl will calculate
the cost per item received. $3500/20 = $175.00.
You can enter multiple order units, if needed. When you are creating your purchase
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orders you can then select which one you want to use.
j.
When you are done entering supplier information, click the Custom Texts or Custom
Numbers and Dates tab (these tabs are optional).
Deleting Suppliers from an Item:
a. Highlight the supplier you want to delete from this item in the Supplier screen.
b. Click the Delete button.
5.3.6 Custom Text and Custom Numbers and Dates Tab:
For information about the Custom Texts and Custom Numbers and Dates tabs, see Using Custom
Fields.
5.3.7 Saving the New Item:
When you have finished adding information, click the OK/Save button. The system behaves differently at
this point depending on your settings on the Options screen.

When the Close New Form option is turned off: Click Save to commit your entry or click
Close to exit the form.

When the Close New Form option is turned on: Click OK to commit your entry and exit
the form or Cancel to exit the form without saving your entry.
For more information about the Options screen, please refer to the Options Screen
topic.
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5.6 Automatic Serial Numbers
You can choose to have the program automatically create and assign serial numbers each time you add
inventory for this item (whether manually using the Add Inventory feature or by Receiving Inventory). This
option is available when creating a new item on the Create New Item screen. For complete details on
creating a new item, please refer to the Creating New Item topic.
1. Click the checkbox to make the item you are adding or editing auto increment the serial number
for each item added into inventory.
2. If you are using alphabetic or alphanumeric values as Serial Numbers, the Automatic Serial
Number option will still generate a numeric Serial Number, beginning with the value of entered in
the Starting Number Field, if it does not exist already.
3. Click OK to set the options.
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5.7 Creating New Locations
The Create New Location screen allows you to add a new Location to an existing Site or a new Location
to a new Site. Locations are places within a Site where inventory resides. The site is usually a building,
but it might also be a fleet vehicle, with one more bins that can be defined as inventory Locations within
that vehicle. For example, a site might be setup as Building 1 with a location of Supply Closet.
A location is typically shorthand for a physical place such as a shelf in your warehouse. Commonly used
conventions include Location codes like this:
01 02 05 (for Row #, Shelf #, Bin #)
When you are setting up your software for the first time, you may want to import your locations rather than
adding them one at a time through this screen. For information on importing information into your
database, please refer to the Import Into Database topic.
Adding Locations:
1. From the Main Screen, click New > Location.
OR
From the Main Screen, click Lists > Location. Then click the New icon on the Location List.
The Create New Location screen will appear.
2. Select a site from the Site drop down menu, then enter the name of your new Location. The
Site and Location fields are both required.
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You can type in the name of a new site in the Site field. A message will appear asking if you
want to add it to your database. Select Yes to add it. The Create New Site screen will appear
allowing you to setup the new site. Complete this screen, the click OK to return to the Create
New Location screen. For detailed information on entering a new site, please refer to the
Creating a New Site topic.
Description allows you to enter a description of the Location. This is useful when the Location
value is vague (For example, Location "A7B2" could be described as "Aisle 7 Bin 2").
Click the Add Notes button to add additional information to this record.
3. For information about the Custom Texts and Custom Numbers and Dates tabs, see Using
Custom Fields.
4. When you have finished adding information, click the OK/Save button. The system behaves
differently at this point depending on your settings on the Options screen.


When the Close New Form option is turned off: Click Save to commit your entry or click
Close to exit the form.
When the Close New Form option is turned on: Click OK to commit your entry and exit
the form or Cancel to exit the form without saving your entry.
For more information about the Options screen, please refer to the Options Screen
topic.
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5.8 Creating New Manufacturers
The Create New Manufacturer screen allows you to add a new Manufacturer to your database. A
Manufacturer is typically the company or organization that creates an item you will inventory. If a
Manufacturer is also your Supplier for an Item, it is best to setup the company in the software as both a
Manufacturer and a Supplier.
When you are setting up your software for the first time, you may want to import your manufacturers
rather than adding them one at a time through this screen. For information on importing information into
your database, please refer to the Import Into Database topic.
Adding a New Manufacturer:
1. From the Main Screen, click New > Manufacturer.
OR
From the Main Screen, click Lists > Manufacturer. Then click the New icon on the
Manufacturer List.
The Create New Manufacturer screen will appear.
Note: This screen is opened automatically from the Create New Item screen when a new
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manufacturer name is entered.
2. Enter information on this screen as needed. The Name and Address Type fields are required,
all other fields are optional.
The software provides you with the ability to enter a Billing Address, Receiving Address and/or
Shipping Address for your manufacturers. To enter multiple address, follow the steps below:
a. On the Company Information screen, enter your company name. Select what type of
address you will be entering from the Address Type drop down menu.
b. Enter the remainder of the address information, then click OK. You will be returned to
the Administration Menu.
c.
Click the Company Info icon again. The Company Information screen will reappear
populated with the information you just entered.
d. Select a different address type of the Address Type drop down menu. The address lines
(Address 1 and 2, City, State, Postal Code and Country) will clear while all other
company information will remain on the screen.
e. Enter the new address information, then click OK. Repeat these steps for each address
type.
3. When you have finished entering data in the General Information tab, click the Additional tab
(this tab is optional).
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The Additional tab provides optional fields where you can record the manufacturer's Phone,
Extension, Fax, Cell No., Home No. and Email. In addition, you can create notes on this
manufacturer on this tab by clicking the Add Notes button.
4. For information about the Custom Texts and Custom Numbers and Dates tabs, see Using
Custom Fields.
5. When you have finished adding information, click the OK/Save button. The system behaves
differently at this point depending on your settings on the Options screen.

When the Close New Form option is turned off: Click Save to commit your entry or click
Close to exit the form.

When the Close New Form option is turned on: Click OK to commit your entry and exit
the form or Cancel to exit the form without saving your entry.
For more information about the Options screen, please refer to the Options Screen
topic.
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5.8 Creating New Suppliers
The Create New Supplier screen allows you to add a new supplier to your database. A supplier is
typically the company or organization from which you obtain an Item you will inventory. If a manufacturer
is also your supplier for an Item, it is best to add the company in the software as both a Manufacturer and
a Supplier.
When you are setting up your software for the first time, you may want to import your suppliers rather than
adding them one at a time through this screen. For information on importing information into your
database, please refer to the Import Into Database topic.
For examples of how specific business types setup their suppliers, please refer to the topic Setting up
Suppliers Business Examples.
Adding New Suppliers:
1. From the Main Screen, click New > Suppliers.
OR
From the Main Screen, click Lists > Suppliers. Then click the New icon on the Supplier List.
The Create New Supplier screen appears.
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2. Enter information on this screen as needed. The Supplier Code and Address Type fields are
required, all other fields are optional. Supplier Codes cannot exceed 25 digits. Make sure the
Supplier Code is a number and the Supplier Description is the detailed description of the
supplier.
The software provides you with the ability to enter a Billing Address, Receiving Address and/or
Shipping Address for your suppliers. To enter multiple address, follow the steps below:
a. On the Create New Supplier screen, enter your company name. The default address
type is Supplier Billing. You can choose this option, or type in a new address type.
b. If you have entered a new address type, the following screen appears:
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Click Yes to add this address type to your database.
c.
Enter the remainder of the address information. You can then enter another address
type, or continue completing the rest of the supplier information. Repeat these steps for
each address type.
3. When you have finished entering data in the General Information tab, click the Additional
Information tab (this tab is optional).
The Additional Information tab provides optional fields where you can record the
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manufacturer's Phone, Extension, Fax, Cell No., Home No. and Email. In addition, you can
create notes on this manufacturer on this tab by clicking the Add Notes button.
4. For information about the Custom Texts and Custom Numbers and Dates tabs, see Using
Custom Fields.
5. When you have finished adding information, click the OK/Save button. The system behaves
differently at this point depending on your settings on the Options screen.

When the Close New Form option is turned off: Click Save to commit your entry or click
Close to exit the form.

When the Close New Form option is turned on: Click OK to commit your entry and exit
the form or Cancel to exit the form without saving your entry.
For more information about the Options screen, please refer to the Options Screen
topic.
If a supplier with the same Supplier Code is found, the message below will appear when you try to
save.
Enter a different Supplier Code to continue.
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5.11 Creating a Kit Item
Chapter 6 - Editing Data
6.1 Editing Items
The Edit Items screen allows you to modify an existing item. This screen is accessed from the Item List
by highlighting an item in the list, then clicking the Edit button on the toolbar. For more information on
using the List screens, see the Working with Lists topic.
The Edit Items screen is identical to the New Item screen, except all the information previously entered
for the item appears on the screen. You can change any of this information. For information on using
each tab of the screen, please refer to the Create New Item topic.
6.2. Editing Assembly Items
Pro and Enterprise Versions Only
Note: For information on the benefits of upgrading your version of InventoryControl or WaspNest
Inventory, please select Help > Benefits of Upgrading on the Main screen.
The Edit Assembly Items screen allows you to modify an existing assembly item. This screen is
accessed from the Item List by highlighting an assembly item in the list, then clicking the Edit button on
the toolbar. For more information on using the List screens, see the Working with Lists topic.
The Edit Assembly Items screen is identical to the New Assembly Item screen, except all the
information previously entered for the item appears on the screen. You can change any of this
information. For information on using each tab of the screen, please refer to the Create an Assembly
Item topic.
When editing assembly items, there are two points to keep in mind:
1. You will need to sync the mobile device in order for the changes to be transferred.
2. The change of configuration will not impact mobile transactions already done on the device.
Example: You create an assembly item with two component parts, Item 1 and Item 2. Later, you
edit the assembly item to have three component parts, Item 1, Item 2 and Item 3.
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6.3 Editing Kit Items
Pro and Enterprise Versions Only
Note: For information on the benefits of upgrading your version of InventoryControl or WaspNest
Inventory, please select Help > Benefits of Upgrading on the Main screen.
The Edit Kit Items screen allows you to modify an existing kit item. This screen is accessed from the
Item List by highlighting a kititem in the list, then clicking the Edit button on the toolbar. For more
information on using the List screens, see the Working with Lists topic.
The Edit Kit Items screen is identical to the New Kit Item screen, except all the information previously
entered for the item appears on the screen. You can change any of this information. For information on
using each tab of the screen, please refer to the Creating a Kit Item topic.
When editing Kit items, there are two points to keep in mind:
1. You will need to sync the mobile device in order for the changes to be transferred.
2. The change of configuration will not impact mobile transactions already done on the device.
6.4 Editing Sites
The Edit Site screen allows you to modify an existing site. This screen is accessed from the Site List by
highlighting a site in the list, then clicking the Edit button on the toolbar. For more information on using
the List screens, see the Working with Lists topic.
The Edit Site screen is identical to the New Site screen, except all the information previously entered for
the site appears on the screen. You can change any of this information. For information on using each
tab of the screen, please refer to the Create New Site topic.
6.5 Editing Locations (or a Site and Location)
The Edit Location screen allows you to modify an existing location. This screen is accessed from the
Location List by highlighting an location in the list, then clicking the Edit button on the toolbar. For more
information on using the List screens, see the Working with Lists topic.
The Edit Location screen is identical to the New Location screen, except all the information previously
entered for the location appears on the screen. You can change any of this information. For information
on using each tab of the screen, please refer to the Create New Location topic.
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6.6 Edit Customer
The Edit Customer screen allows you to modify an existing customer. This screen is accessed from the
Customer List by highlighting a customer in the list, then clicking the Edit button on the toolbar. For
more information on using the List screens, see the Working with Lists topic.
The Edit Customer screen is identical to the New Customer screen, except all the information
previously entered for the customer appears on the screen. You can change any of this information. For
information on using each tab of the screen, please refer to the Create New Customers topic.
6.7 Editing Suppliers
The Edit Supplier screen allows you to modify an existing supplier. This screen is accessed from the
Supplier List by highlighting a supplier in the list, then clicking the Edit button on the toolbar. For more
information on using the List screens, see the Working with Lists topic.
The Edit Supplier screen is identical to the New Supplier screen, except all the information previously
entered for the supplier appears on the screen. You can change any of this information. For information
on using each tab of the screen, please refer to the Create New Supplier topic.
6.8 Editing Manufacturers
The Edit Manufacturer screen allows you to modify an existing manufacturer. This screen is accessed
from the Manufacturer List by highlighting a manufacturer in the list, then clicking the Edit button on the
toolbar. For more information on using the List screens, see the Working with Lists topic.
The Edit Manufacturer screen is identical to the New Manufacturer screen, except all the information
previously entered for the manufacturer appears on the screen. You can change any of this information.
For information on using each tab of the screen, please refer to the Create New Customers topic.
6.9 Editing Pick Orders
Pro and Enterprise Versions Only
Note: For information on the benefits of upgrading your version of InventoryControl or WaspNest
Inventory, please select Help > Benefits of Upgrading on the Main screen.
The Edit Pick Order screen allows you to modify an existing purchase order. This screen is accessed
from the Pick Order List by highlighting an item in the list, then clicking the Edit button on the toolbar.
For more information on using the List screens, see the Working with Lists topic.
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The Edit Pick Order screen is identical to the New Pick Order screen, except all the information
previously entered for the order appears on the screen. You can change any of this information. For
information on using each tab of the screen, please refer to the Creating a Pick Order topic.
6.10 Editing Purchase Orders
Pro and Enterprise Versions Only
Note: For information on the benefits of upgrading your version of InventoryControl or WaspNest
Inventory, please select Help > Benefits of Upgrading on the Main screen.
The Edit Purchase Order screen allows you to modify an existing purchase order. This screen is
accessed from the Purchase Order List by highlighting an item in the list, then clicking the Edit button
on the toolbar. For more information on using the List screens, see the Working with Lists topic.
The Edit Purchase Order screen is identical to the New Purchase Order screen, except all the
information previously entered for the order appears on the screen. You can change any of this
information. For information on using each tab of the screen, please refer to the Creating a Purchase
Order topic.
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Chapter 7 - Assembly Items
7.1 Assembly Overview
This function applies to Pro and Enterprise Version users only.
Note: For information on the benefits of upgrading your version of InventoryControl or WaspNest
Inventory, please select Help > Benefits of Upgrading on the Main screen.
Assembly items are created when you combine two or more existing items or multiple quantity of one item
to create a new item. You will use the Assembly item type when you want to "build" several of the new
items to have on hand in your inventory. You can create Assembly Items using Inventoried, NonInventoried(Items that are not tracked in inventory, but that you want to have a record of. For instance,
you can create an item for marketing pamphlets or instruction booklets.) items and other Assembly items.
Kit Items vs Assembly Items:
While these two item types are used to accomplish similar goals - the grouping of items - they are used
for different reasons. Assembly Items are a collection of items that, once grouped, are considered to be
a new, single item. The inventory quantities for the individual component items are reduced at the time
the Assembly Items are built and the quantity for the Assembly Item is increased. You can build
several Assembly Items and keep them on hand in your inventory. In addition, you can move and check
in/out Assembly Items.
Kit Items are a collection of items that are sold together, but are listed separately in the transaction
(similar to a bill of goods) and continue to be tracked as separate items. A Kit Item is created at the time
of sale. You cannot Add inventory in order to have multiple Kit Items on hand. Inventory amounts for the
component parts are reduced when the Kit Item is Removed from inventory.
Assembly Item Example:
Sebastian sells modular cabinets. Each cabinet is made of several different sizes of wood panels and
hardware. Sebastian tracks each piece used to build these cabinets as a separate piece of inventory in
his system, so he will know when he needs to reorder a particular size of panel or piece of hardware. He
builds several of each type of cabinet to have on hand to sell as well. When he does this, he creates an
Assembly Item in InventoryControl that is made up of each piece of inventory used to build the cabinet.
InventoryControl will then deduct the on hand amount for each piece of inventory used in the assembly,
and increase the amount on hand of the assembled item.
The flow of Assembly Items is provided below:
1. Create Your Assembly Item: Use the Create New Item screen to create your Assembly Item.
When Assembly is selected as the Item Type, there is a tab labeled Assembly on the Create
New Item screen. Use this tab to indicate what items you want to include in the built Assembly
Item. Keep in mind that after you create your Assembly Item, the quantity for that item is zero
and the on hand amounts for the included items have not changed. As with other Items, creating
the Assembly Item simply tells InventoryControl basic information about the Assembly Item and
indicates what other items you want included with it.
2. Build your Assembly Item: This is a similar process as Adding Inventory to other item types.
In this process you will tell InventoryControl how many of this Assembly Item you want to build.
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InventoryControl will check the on hand amounts for each item included in the build to make sure
you have enough to complete the desired amount. After the build is complete, the on hand
amounts for each item included in your Assembly Item will be reduced by the number built, and
the on hand amount for the Assembly Item will be increased.
7.2 Creating an Assembly Item
This function applies to Pro and Enterprise Version users only.
Note: For information on the benefits of upgrading your version of InventoryControl or WaspNest
Inventory, please select Help > Benefits of Upgrading on the Main screen. Assembly Items are used
when you want to combine two or more existing items into one new item.
We recommend you read the Assembly Overview topic before you begin creating Assembly Items.
This topic discusses:
Accessing the New Assembly Items Screen
General Information Tab
Location Settings Tab
Assembly Tab
Additional Information Tab
Manage Suppliers Tab
Custom Texts/Custom Numbers and Dates Tab
Saving the New Item
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7.2.1 Accessing the New Assembly Item Screen:
1. From the Main screen, select New > Item > Assembly.
The Create New Item screen appears:
Note that in addition to the usual tabs that appear on the Create New Item screen, there is also a
tab labeled Assembly Information.
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7.2.2 General Information Tab:
The General Information tab is where you will enter the basic information about the item. Please see
the screen shot above for an example of this tab.
Enter the appropriate information in the fields provided:
Field
Description
The Item Number is often available on a barcode label already attached to the
item, such as a UPC code or SKU number. Using an existing barcode for the
Item Number allows you to scan or manually enter the number from each item as
it comes in without having to print and affix your own barcode inventory item
labels. Item numbers in InventoryControl cannot exceed 31 characters.
Do not use a description as the item number. You should enter a numeric value
Item Number
in the Item Number field. A description of the item can be entered in the
(Required)
Description field.
Category
Automatic Item Numbers: If you have the Automatic Item Numbers option
selected on the Options screen, the Item Number field will appear populated
with the next number in the sequence. For example, if you just created item
number 1001, the next number will be 1002. For further information on this
option, please refer to the Options Screen topic.
A Category is an optional classification you can give to your items. This provides
you with another way to group your items. For example, you could create a
Category called laptops and assign that category to any laptop items you have.
You might have multiple items representing different makes and models of
laptops. If you assign the category "Laptops" to all of those items, you can then
group your list by Category and quickly see all laptop items.
You can create new Categories by typing in the desired name in the Category
field. You will receive a message asking if you want to save the new Category.
Select Yes to save. Categories you have already created will appear in a drop
down list.
Checkout This field specifies the default period, in days, that this Item can be checked out
to a customer.
Length
This is the entity that manufactured the item. This field is optional and provides
another way to sort and group your items. When a new Manufacturer is typed
Manufacturer
into the Manufacturer field, you will receive a message asking if you want to save
the value as a new Manufacturer.
Type (Pro and
When you access the Create New Item screen by selecting New > Item >
Enterprise
Assembly, this field will automatically be set to Assembly. If you accessed it
Versions
any other way, you can select Assembly from the Type drop down.
Only)
The Item To Be Tracked By section contains check boxes which determine
whether the Serial Number, Lot, Date Code and/or Pallet of an item will be used
to track its movement through your inventory. For a more detailed explanation of
Item to be tracking fields, please refer to the topic Identifying Tracking Needs.
Tracked By
When you are creating your item it is important that you determine how you want
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to track each item. Typically, small items that are all the same may not need to
have any Track Bys selected. Items such as printers may need to be tracked by
Serial Number, so returns and maintenance can be properly tracked. Medical
supplies or food may need to be tracked by Date Code and/or Lot.
If you choose to track by one or more of these fields, you will be prompted to
complete them each time you perform a transaction, such as check out, move,
remove, add, etc., on this item. For example, if you are tracking item 2233 -VZ
Laptop by serial number. Now you want to move a quantity of 5 of this item from
on location to another. You will be prompted to enter a unique and valid serial
number for each laptop you are moving so that your inventory can be accurately
tracked.
Tracked By options cannot be changed after you add inventory to the item.
If you need to change a tracked by item, you will have to remove all
inventory from that item, delete the item and create a new record.
Track
by
Serial
Number
Lot
Date
Code
Pallet
Automatic
Serial
Numbers
(Does not
apply to
WaspNest)
How is it
used?
Serial Numbers
must be unique
for each item
and limit you to
managing one
item at a time.
These numbers
are provided by
the
manufacturer to
indicate from
which batch
these items
were made.
Date Code track
the expiration or
other "use by"
date.
Pallet refers to
the pallet from
which the item
was received.
Example
Equipment such as
printers and radios or
anything for which you
need to know which
specific item you are
using.



Medical
Supplies
Pharmaceuticals
Food products


Food
Chemicals

Manufacturing
Supplies
Building
Supplies

You can choose to have the program automatically create and assign serial
numbers each time you add inventory for this item (whether manually using the
Add Inventory feature or by Receiving Inventory). For example, you create the
item "2233 - VZ Laptop" and select to track by serial number. You the enable
automatic serial numbers by performing the steps described here. You choose
1000 as your starting number. Now, when you add inventory to this item,
InventoryControl will automatically assign serial number to each item starting with
1000. If you add inventory of 500 to this item, the serial numbers assign by
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InventoryControl will be 1000 - 1500.
To enable Automatic Serial Numbers:
a. Click the button to the right of the Serial Number check box.
The Auto Serial Number Options screen is displayed:
b. Check the Auto Increment Serial Numbers checkbox to have
the software automatically assign incremented serial numbers.
c.
Enter a Starting Number. This number determines the number
at which the serial number sequence starts. Since this option is
applied at the Item level, each Item in the program may have its
own unique series of serial numbers.
d. Click OK to accept your entries.
This section contains check boxes which act much like the Tracked By boxes, but
Require the
contains a different set of fields (PO, Supplier and Customer) which are always
User to Fill
available for use, even if they are not required. For example, if the option is not
Out (Does not
enabled for the Supplier Code field, a user adding inventory can enter a value for
apply to
Supplier Code if he knows it or skip entering a value if he doesn't. If this option is
WaspNest)
enabled, a value for Supplier Code is required to complete the transaction.
Cost specifies the amount your company paid to get this item into inventory. This
is an optional tool to help you track your average cost. Cost handling in
InventoryControl is designed to show you the average cost and current value of
your inventory. You can use this cost information for other purposes as well,
such as determining pre-tax and purchase order totals and receiving totals.
Cost
This amount represents your cost for purchasing one of the stocking units for this
item. If one Barcode Laser Scanner costs $300.00 you will enter 300 into the
cost field. If you have items in your inventory that are sold in fractional quantities,
you will need to decide which stocking unit to use. For example, if you have
Rope as an item and it costs you $0.12 a foot, you would enter 12 in the Cost
field and Feet as the Stocking Unit (entered on the Additional tab). If you rarely
sell the rope in exact multiples of feet, you may want to enter your Stocking Unit
as Inches, since this is the lowest unit measured, and enter your cost per inch in
the Cost field. It is up to you how you want to calculate this; however, you should
make sure that the Cost you enter is the cost for one whole Stocking Unit (either
Feet or Inches, in our example).
Keep in mind that you can enter a new cost on the Add Inventory screen if you
purchase this item at a discount.
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For a detailed description for using Cost Tracking and Average Costing,
please click here.
Select how you want InventoryControl to calculate cost for this item. Options are:
Legacy Method - This is the method used in previous versions of
InventoryControl. The legacy method uses FIFO and manages cost by location
and track by level.
Note: If you upgrade your version of InventoryControl to version 6 (which
contains additional methods), all existing items will be imported with the legacy
method. You can change to a new option on the Edit Item screen.
Moving Average - When this method is used, the average cost of a particular
Cost Method item is recalculated based on each purchase. Cost is calculated on the item
level.
FIFO - When this method is used, the inventory that is added first is removed
first. Cost is calculated on the item level.
LIFO - When this method is used, the inventory that is added last (most recently)
is removed first. Cost is calculated on the item level.
For a detailed description for using Cost Tracking and Average Costing,
please click here.
This is a calculated value that averages the cost paid for the current Quantity.
This will be blank when you are entering a new item, but will appear when you
are viewing the Edit Item screen for an item that has inventory (quantity).
If you have 20 quantity of this item at cost 10.00
and add another 30 quantity at cost 8.00,
Average Cost = ((20 x 10.00) + (30 x 8.00)) / 50 = 8.80
Average Cost
Removes are calculated using the inventory calculation method you specified.
For example, if you are using the FIFO method, if you later remove 5, 5 of the
$10.00 items will be removed first,
Average Cost = ((15 x 10.00) + (30 x 8.00)) / 45 = 8.67
List Price
Sale Price
Min Stock
Level
Max Stock
When calculating Average Cost, the software does not include records that have
an average cost of zero. When you run an Inventory Cost Report, the software
does include zero cost quantities when calculating Total Cost.
This field specifies a manufacturer's list price for an item. This field is for your
information only and is not included on any reports.
This field specifies the price at which you sell an item. This field is for your
information only and is not included on any reports.
This field specifies the minimum stock level you wish to maintain for this item.
This field specifies the maximum stock level you wish to maintain.
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Level
Reorder Qty This field specifies the quantity at which you want to reorder inventory.
Note: The Minimum Stock Level, Maximum Stock Level and Reorder Quantity fields found on this
tab represent these levels at the item level only, meaning these are the stock levels for this item
throughout all locations. If you want to maintain these levels by location, you can do so on the Location
Settings tab (described below).






The Total Available counter is the sum of Total Checked-Out and Total In-House.
The Total Checked-Out counter is the quantity of this item that is currently Checked-Out.
The Total In-House counter is the Total Available less the Total Checked-Out.
The Total On Order counter is the quantity of this item that is currently included on an
active Pick Order.
The Total Buildable is the quantity that can be built of this Assembly Item based on the
inventory levels of the component items.
The Committed counter is the number of this Assembly Item that has been committed to a
pick order.
7.2.3 Location Settings Tab:
When you have completed the General Information tab, click the Location Settings tab. This tab allows
you to enter all locations where this item will be in inventory and to designate a primary location. You can
assign items to more than one location. This tab uses the List functionality for grouping, ordering, filtering
and deleting.
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Complete the fields on this screen as described below:

Primary Location - Select this checkbox if this will be the primary location at this site
for this item. A primary location can be selected for each Site you have setup in the
system. When you select a primary location, when you Receive quantities of that
item from a purchase order, they will automatically be assigned to that location. Also,
when you Pick quantities of that item for pick orders, they will automatically be
removed from that location. You can change these locations when picking and
receiving if necessary. In addition, the primary location will appear in any location
fields (on the Add inventory screen, for example), however; you can change the
location, if needed.
Only one primary location can be selected per site.

Site and Location - Click in the box and select a Site and Location from the drop
down list. Only sites and locations you have previously selected will appear in this
list. Select More to view the Site or Location List. You can also select New
Location or New Site to access the Create New screen. These represent the site
and the location where the inventory will reside.

Quantity - This number is populated from the Inventory for this item. This number
displays how many of this item is currently in stock at the selected site and location.
When you first create your item, this number will be zero. After you build your
Assembly Item, this field will reflect the number you built (which is the quantity in
stock).
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
Max Stock Level - Enter the maximum number of this item that you want to have in
stock for the selected site and location. This number can be 0 or a positive number,
negative numbers are not allowed.

Min Stock Level - Enter the minimum number of this item that you want to have in
stock for the selected Site and Location. This number can be 0 or a positive number,
negative numbers are not allowed.

Reorder Qnty - Enter the number at which you want to reorder this item for the
selected Site and Location. You can set an option in the software so that the
system warns you at login of any inventory items that have hit their reorder quantity.
For further information on setting this option, please refer to the Options Screen
topic.
After you have completed all fields, hit ENTER to begin a new line. Your screen will look similar
to the following after hitting ENTER:
7.2.4 Assembly Tab:
This is the tab where you will indicate which items you want included in this Assembly Item. You can
select any Inventoried, Non-inventoried and/or Assembly item.
To select items to include in your Assembly Item:
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1. In the Type drop down, select Inventory, Non-Inventory or Assembly.
2. In the Item Number field, select which item you want to add to this assembly. If you select Full
List, the Item List will be filtered by the Type you selected (i.e., if Non-Inventory is selected,
only non-inventory items will appear on the Item List.
When you tab out of the Item Number field after selecting an item, the Description, Stocking
Unit and Total In-House fields will populate with the information for that item.
3. Enter the Quantity you want included in this Assembly Item. This number represents how many
of this items is included with each build of this Assembly Item.
Example: Assume this Assembly Item is a cabinet. For each cabinet, you need 2 long panels, 2
short panels and one back piece and 6 screws. When you enter the long panel item on this tab,
you will enter 2 in the Quantity field. When you enter the screws item on this tab, you will enter 6
in the Quantity field, etc.
4. Select the Always Scrap checkbox if you want InventoryControl to always "scrap" or
permanently remove the item from inventory during the Disassembly process. You might use
this option for a non-inventory item such as a box used for packaging the Assembly Item.
If the Always Scrap checkbox is not selected, the on hand amount for the item will be increased
during Disassembly (the item is assumed to be returned to inventory rather than removed after
Disassembly.)
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5. Press ENTER to access a new line and enter another Item, then repeat the steps above. Your
screen will appear similar to the following after pressing ENTER:
Note: The cost will be calculated and updated based on your selections on this tab unless you have
checked the Do Not Override Cost on the General Tab checkbox located at the bottom of the
Assembly Information tab.
7.2.5 Additional Information Tab:
When you have finished entering information on the Assembly tab, click the Additional tab. The
Additional Information tab provides optional fields where other information about the Item can be
recorded. An example of this tab is shown below:
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Complete the fields on this tab as described below:

Stocking Unit is the portion by which the quantity will be tracked. At the item level, this
should be "Eaches", meaning you should enter how you want each item of this type to be
measured. (Examples: bag, barrel, basket, block, bottle, box, carton, container, drum,
gallon, jar, pack, package, pallet, section, tub, vial, etc.)
You will have the opportunity on the Managing Suppliers tab to enter the Order Unit
used by the supplier for shipping purposes (Box, Pallet, Lot, etc.). The Order Unit will be
used when creating Purchase Orders rather than the "Eaches" UOM that is entered on
this tab. Please see the Managing Suppliers Tab section, below.

Dimension Unit is the increment to be used for Length, Width and Height. (Examples:
inch, foot, yard, millimeter, centimeter, meter, etc.)

Length is the length of one Unit of Measure expressed in Dimension Units.

Width is the width of one Unit of Measure expressed in Dimension Units.

Height is the height of one Unit of Measure expressed in Dimension Units.

Weight Unit is the increment to be used for mass. (Examples: ounce, pound, ton,
milligram, gram, kilogram, metric ton, etc.)
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
Weight is the mass of one Unit of Measure expressed in Weight Units.

Manager is used to record the name of someone who manages this inventory item.

File Reference is used to record the path to a relevant file that might be an image file,
documentation, specifications, etc. This field does not function as a hyperlink. It's just a
static field where a filename or path and filename can be recorded.

Add Notes allows you to record any additional information.
7.2.6 Manage Suppliers Tab:
This tab allows you to identify which suppliers you will use for this item and enter detailed supplier
information, such as unit of measure.
Adding Suppliers to an Item:
To use this tab you must first select suppliers for this item in the Supplier screen. To do this:
1. Click the New button at the bottom of the list. The fields to the right of the Supplier screen are
enabled.
2. Select a Supplier Code from the drop down list. You can also select New Supplier from the list to
create a new supplier.
3. Enter the SKU number for this item in the Supplier Item SKU field.
4. Enter the description of this item given by the supplier in the Supplier Item Description field.
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5. Enter the number of days lead time the supplier needs to process orders for this item in the Lead
Time (in days) field. The lead time is the time from the requisition date to the delivery date. For
example, if you need the item by the 15th of the month and the supplier requires 5 days to deliver the
order, you would enter 5 here to ensure the order is sent to the supplier timely.
6. The Status field displays the supplier's current status (Active or Inactive). You can change the status
by making a new selection from the drop down menu.
7. You can make this the default supplier for this item by checking the Make this the default Supplier
while ordering this item checkbox (Pro and Enterprise versions only). When this is selected, this
supplier will automatically populate purchase orders for this item. You can change the supplier on the
purchase order, if needed.
8. Any notes entered for this supplier will appear in the Notes section.
9. You can enter the supplier's unit of measure settings in the Order Unit Settings screen (Pro and
Enterprise versions only). This is the unit used by the supplier when shipping this item. This may
be box, pallet, etc. This is different from the "Eaches" stocking unit you entered on the Additional
tab. For example, you may have entered "jar" for the stocking unit on the Additional tab, but the
supplier may ship the item in boxes containing 10 jars. When creating purchase orders, you would
want to specify the Order Unit as box rather then jar (or you could end up with 100 boxes of jars
rather than 100 jars).
10. When you are done entering supplier information, click the Custom Texts or Custom Numbers and
Dates tab (these tabs are optional).
Deleting Suppliers from an Item:
1. Highlight the supplier you want to delete from this item in the Supplier screen.
2. Click the Delete button.
7.2.7 Custom Text and Custom Numbers and Dates Tab:
For information about the Custom Texts and Custom Numbers and Dates tabs, see Using Custom
Fields.
7.2.8 Saving the New Item:
When you have finished adding information, click the OK/Save button. The system behaves differently at
this point depending on your settings on the Options screen.

When the Close New Form option is turned off: Click Save to commit your entry or click
Close to exit the form.

When the Close New Form option is turned on: Click OK to commit your entry and exit
the form or Cancel to exit the form without saving your entry.
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For more information about the Options screen, please refer to the Options Screen
topic.
7.3 Building Assembly Items
This function applies to Pro and Enterprise Version users only.
Note: This feature is not available in WaspNest Inventory or the Standard version of InventoryControl.
For information on the benefits of upgrading your version of InventoryControl or WaspNest Inventory,
please select Help > Benefits of Upgrading on the Main screen.
After you create your Assembly Items (see the Creating An Assembly Item topic), you can "build" your
Assembly Items as needed using the Assembly feature. Building Assembly Items can be thought of
as the "manufacturing" portion of the Assembly Item feature. When you Build an Assembly Item, the on
hand amounts for the sub-items are reduced by the number needed to make the Assembly Item, and the
on hand amount for the Assembly Item is increased. Assembling/Building Assembly Items increases
inventory for the Assembly Item in the same way that Adding increases inventory for other item types.
Building an Assembly Item is a two part process. First, you will select which Assembly Item you want to
build (add inventory to), next you will remove the sub-items from inventory. In other words, since your
Assembly item is made up of other items, you have to remove the sub-items in order to add inventory to
the Assembly Item.
Adding vs. Assembling: Keep in mind that while you can use the Add feature to add inventory to an
Assembly item, doing this will not affect the inventory amounts for the sub items. You should only
use Add if you want to add inventory to an Assembly Item due to a return (you can also use the Adjust
feature for this). To increase your inventory for an Assembly Item and decrease your inventory for the
sub-items, use the Assembly feature.
To Assemble Items:
1. From the Main screen, click the Inventory icon.
2. From the Inventory menu, click Assembly. The Build Assembly screen appears:
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button located to the right of the field
Note: To prevent fields from clearing, click the pushpin
you want to lock. This is helpful when you have to perform multiple Builds at one Location, for
example. Pushpins can be used to lock the values in all but one required field so that a scanner
can be used to rapidly add inventory just by repeatedly scanning barcodes into that field. The
Build Assembly button does not have to be clicked between each scan to post these
transactions to the Pending Transaction List. If any additional information, such as serial
numbers is needed for one or more sub-items tied to this Assembly Item, you will be taken to the
Remove screen so you can add this information. See below for information on using the
Remove screen.
Clicking the
button will unlock the field.
3. In the Item Number field, enter the Item Number of the Assembly Item you want to build. The
drop down list will display the last five items selected. Click More to view the Item List. The
Item List will be filtered to only show Assembly Items. Click New to create a new Assembly
Item.
4. If one of the sub-items has a default location, that location will appear in the Location field. If
more than one sub-item has a default location, the field will appear blank. You can change the
Location by clicking on the field and entering a new location.
5. Now you can enter the quantity you want to build. Note that the system tells you the maximum
number you can build. This number is based on how many of each sub-item you on hand.
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6. You can optionally enter Cost. This Cost reflects the cost of the entire Assembly Item (including
sub-items).
7. You can optionally enter Notes.
8. If you setup any Track By fields when you created this Assembly Item, the Track By section will
be enabled. These Track By fields are tied to the entire Assembly Item (including sub-items).
9. When you have entered all required information (Item Number, Location and any required
Track Bys), the Build Assembly button will be enabled.
The Build Assembly button will not be enabled until all required information is entered in the
appropriate fields. The Commit button will not be enabled until at least one Remove is posted to
the Pending Transaction List.
Click this button to continue building your item. If no additional information (such as serial
numbers) is needed for any of the associated sub-items, you can click Commit at this point to
complete the build process.
If additional information is needed for one or more items, the Remove screen appears.
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This Remove screen displays all items tied to this Assembly Item. Those items that appear
checked as in the example above are ready to be built.
Items that are not checked need additional information, usually a Track By.
10. In the Item Number field, enter the Item Number, or highlight an unchecked item in the display
screen. The selected item's information will populate the screen.
11. Enter any missing information, usually a Track By such as Serial Number. When you are
tracking by serial number, click on the Serial Number drop down to see a list of all unique serial
numbers associated with the selected item. You can also scan this information.
button located to the right of the field
Note: To prevent fields from clearing, click the pushpin
you want to lock. This is helpful when you have to perform multiple Builds at one Location, for
example. Pushpins can be used to lock the values in all but one required field so that a scanner
can be used to rapidly add inventory just by repeatedly scanning barcodes into that field. This
feature is especially useful when scanning serial numbers.
Clicking the
button will unlock the field.
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12. Click Next when you have completed entering the requested information. You will be returned to
the Assembly screen. You can choose another Assembly Item to build, or click Commit to
commit your changes to the database.
When you click Commit, the inventory quantities for the listed items will be reduced and the
quantity for the Assembly Item will be increased by the number built.
7.4 Disassembling Assembly Items
Pro and Enterprise Versions Only
Note: For information on the benefits of upgrading your version of InventoryControl or WaspNest
Inventory, please select Help > Benefits of Upgrading on the Main screen.
The process of Disassembling Assembly Items will reduce your inventory for the Assembly Item and
increase your inventory of the associated sub-items. You will be Removing inventory for the Assembly
Item and Adding inventory to the sub-items, unless the sub-item has been marked to be scrapped.
Scrapping an item means that inventory will be reduced for that item during the Disassembly process.
You can mark the sub-item as "Always Scrap" during the Assembly Item creation process so that it will
always be scrapped when disassembled. This is useful for packaging materials, such as boxes, that will
not be returned to inventory.
To Disassemble Assembly Items:
1. From the Main screen, click Inventory.
2. On the Inventory menu, click Disassemble. The Disassemble screen will appear.
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button located to the right of the field
Note: To prevent fields from clearing, click the pushpin
you want to lock. This is helpful when you have to perform multiple Disassembles at one
Location, for example. Pushpins can be used to lock the values in all but one required field so
that a scanner can be used to rapidly add inventory just by repeatedly scanning barcodes into
that field. The Disassemble button does not have to be clicked between each scan to post these
transactions to the Pending Transaction List. If any additional information, such as serial
numbers is needed for one or more sub-items tied to this Assembly Item, you will be taken to the
Add screen so you can add this information. See below for information on using the Add screen.
Clicking the
button will unlock the field.
3. In the Item Number field, enter the Item Number of the Assembly Item you want to
Disassemble. The drop down list will display the last five items selected. Click More to view the
Item List. The Item List will be filtered to only show Assembly Items.
4. If this Assembly Item is only in one location, that location will appear in the Location field. If the
item exists in more than one location, click the drop down menu and select More to view the
Location List.
5. Enter the quantity you want to disassemble. The Maximum number that appears directly below
this field indicates the amount of this item that you have in inventory. You cannot disassemble
more than you have in inventory.
6. The current date will appear in the Disassemble Date field. You can keep this date, or enter a
different date on which the Disassembly will occur. If you enter a future date, the inventory
counts for the Assembly Item and component items will not be affected until that date.
7. If this Assembly Item is tracked by Serial Number, enter it in the Serial Number field.
Remember that this is the serial number for the Assembly Item as a whole (entered on the
General tab of the Create New/Edit Assembly Item screen).
8. If this Assembly Item is tracked by Lot, Date Code or Pallet, enter those in the appropriate
fields.
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9. You can optionally enter a Customer in the Customer field.
10. When you have completed the information on this screen, click Disassemble.
The Disassemble button will not be enabled until all required information is entered in the
appropriate fields. The Commit button will not be enabled until at least one Add is posted to the
Pending Transaction List.
If any of the component items are tracked (by serial number, for example), you will be taken to
the Add screen after you click Disassemble.
The Add screen lists all component items for this Assembly Item. Items that appear with a
green checkmark are ready to be added.
Items that are not checked need additional information, usually a Track By.
Note: If this Assembly Item has been modified, the View Config History button, shown below,
will appear at the top of the screen.
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Click this button to view a list of all previous configurations. The View Config History screen
appears.
To switch to a previous configuration, highlight a listing and click the Use This Configuration
button.
11. In the Item Number field, enter the Item Number, or highlight an item in the display screen. The
selected item's information will populate the screen.
12. Select a location for this item (if there is only one location or that item has a primary location, this
will appear in the Location field).
13. Select the Scrap checkbox if you want to scrap, or discard, this item. This means the inventory
for this item will not be increased. You would use this if the item is damaged or you do not want
to return it to your inventory for some reason.
You can also optionally enter a reason if you choose to scrap this item.
14. Enter any missing information, usually a Track By such as Serial Number. You can also scan
this information.
Note: To prevent fields from clearing, click the pushpin
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InventoryControl Printable Help
you want to lock. This is helpful when you have to perform multiple Builds at one Location, for
example. Pushpins can be used to lock the values in all but one required field so that a scanner
can be used to rapidly add inventory just by repeatedly scanning barcodes into that field. This
feature is especially useful when scanning serial numbers.
Clicking the
button will unlock the field.
15. Click Add when you have entered the requested information. The item will now be check marked
in the list.
16. Click Next to continue. You will be returned to the Disassemble screen. You can choose
another Assembly Item to build, or click Commit to commit your changes to the database.
When you click Commit, the inventory quantities for the listed items will be increased and the
quantity for the Assembly Item will be decreased by the number disassembled. Keep in mind
that if an item is marked as "Always Scrap" on the Create New/Edit Item screen, or you have
selected the Scrap option on this screen, the inventory for that item will not be increased.
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Chapter 8 - Using the List Screens
8.1 Working with Lists
Note: All screen shots in this help file are of InventoryControl Professional Edition. The screens in other
versions of InventoryControl and in WaspNest Inventory may differ. For information on the benefits of
upgrading your version of InventoryControl or WaspNest Inventory, please select Help > Benefits of
Upgrading on the Main screen.
This software contains easy to use List screens that allow you to view and access a variety of information
quickly. Screens that use the list view are Customer, Manufacturer, Item, Location, Site, Supplier,
Inventory, Transaction, Purchase Order and Pick Order. Each of these screens can be accessed by
clicking the Lists icon on the Main screen.
.
Note: These screens all function the same; however, individual options may vary for each screen. This
topic covers how to use all possible functions available on the list screens. Keep in mind that not all list
screens contain all functions mentioned here.
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Below is an example of the basic list screen layout. This is an example of the Inventory List. This screen
can be divided into three sections (labeled A through C in the example below):
A. Toolbar
B. Contents List
C. Buttons
In addition to these menus there are also "Context-Sensitive Menus" that appear when you right-click on
certain areas of the screen. These provide another way to access many of the functions available in the
toolbar. These types of menus are also discussed later in this section. Note: The Check In/Out
functions do not apply to WaspNest Inventory.
8.1.1 Section A: Toolbar
Note: The Check In/Out functions do not apply to WaspNest Inventory.
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The toolbar at the top of the list screen provides quick access to a variety of functions and also allows you
to customize how the information on the list is displayed. Each of these functions is described below:
Button
Filter
Toggle
Check-In
Check-Out
Move
Inventory
Add
Inventory
Remove
Inventory
Edit
New
Duplicate
Export to
File
Description
Filter accesses the Find screen allowing you to quickly lookup information. For more information
on the Find screen, please see Searching for Information.
The Toggle button is enabled after you have used the Filter feature to limit the list to certain
information. Click the Toggle button to view all listings again. For instance, if you have filtered
your Item List to display only items with Monitor in the description field, you can click the Toggle
button to display all items on the list again. Click Toggle again and the list will again be filtered
by your selection.
(Applies to the Item and Inventory List screens only.) Highlight a listing that is Checked Out,
then click the Check-In button. The Check-In screen allows you to Check-In inventory that has
previously been Checked Out to one or more customers. While checking in inventory does not
actually add inventory (quantity) to an item, it does free up that inventory to be checked-out to
another customer, if needed, or to be included in a pick order. For more information, please refer
to the Checking In Inventory topic.
(Applies to the Item, Inventory and Customer List screens only.) Highlight a listing, then
click the Check-Out button. The Check-Out screen allows you to check-out, or assign,
inventory to customers. For more information, please refer to the Checking Out Inventory
topic.
(Applies to the Location and Inventory List screens only.) Highlight a listing, then click the
Move button. The Move screen allows you to move inventory quantity for an item from one
Location to another. When you create an item, you can add which locations it may be. When
you then add inventory (quantity) to the item, you select in which location that quantity will reside.
The Move function allows you to move that inventory from the originally assigned location to
another. By moving inventory in the software, you can easily keep accurate records of where all
of your inventory is currently located. For more information, please refer to the Moving
Inventory topic.
(Applies to the Item and Inventory List screens only.) Highlight a listing, then click the Add
Inventory button, or just click the button to access the Add screen. The Add screen allows you
to manually add quantity to items already entered into your database. Inventory is the amount or
quantity of a particular item. Items must first be imported or entered on the Create New Item
screen (by selecting Lists > Item List > New) before you can add quantity to it. For more
information, please refer to the Adding Inventory topic.
(Applies to the Item and Inventory List screens only.) Highlight a listing, then click the
Remove button, or just click the button to access the Remove screen. The Remove Inventory
screen allows you to remove quantity from any item in the database. For more information,
please refer to the Removing Inventory topic.
Highlight a listing on the screen, then click the Edit button. The Edit screen appears allowing you
to update and change information.
Accesses the New screen allowing you to enter a new Customer, Item, Manufacturer, Site,
Supplier, Purchase Order or Pick Order.
Highlight a listing, then click the Duplicate button. The New screen appears with all fields
populated with the information from the listing you copied.
Export allows you to export the entire list to a comma-delimited text file.
What is a comma-delimited file?
This is a type of data format in which each piece of data is separated by a comma. This is a
popular format for transferring data from one application to another, because most database
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systems are able to import and export comma-delimited data.
For example, data pulled from a database and represented in comma-delimited format looks
something like the following. Each column value is separated by a comma from the next column’s
value and each row starts a new line:
Adams, Jane, 46, female, New York
Doe, John, 32, male, California
Jones, Sam, 13, male, Texas
Smith, Mary, 64, female, Louisiana
When data is represented in comma-delimited format they also are referred to as commaseparated values, abbreviated CSV.
When the Export button is selected, a screen appears allowing you to specify where the exported
data will be saved on your computer. An example of the Export screen is shown below:
Make sure you save this to a location you can remember. You must also choose a name for your
file on this screen. After you have made your selections, click Save to export your data.
A confirmation message will appear when your data has been successfully exported by the
system.
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Print
Group By
Print allows you to print the list. When this button is selected, a standard Page Setup screen
appears allowing you to enter margins. An example of this screen is shown below:
Click the OK button on the Page Setup screen to print the list. The list will print to your default
printer.
The list screens provide you with the capability of "grouping" the displayed information so you can
view data in a way that is most easy-to-read for you. You can have one group, two groups, or
many groups depending on how you want to view your information. For instance, if you want all
inventory on the Inventory List to be displayed grouped by location, you can quickly set this up.
To see the grouping options, click the Group By button. The top of the list screen expands to
display the group selections as shown below:
Creating Groups
To create a new group, click on a column header, then drag it to the space indicated on the
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screen. For example, if you want to group information by Location, click on the Location column
header and drag it to the indicated space.
The screen now lists Location as one of your groups and the items are grouped according to what
Location they are assigned.
You can create additional groups to further organize your information by continuing to drag and
drop column headers.
By default, the groups list information in ascending order (Location 001, Location 002, etc.). You
can change this to descending order by clicking on the group name. Notice that after you click on
the group name, the arrow next to the name is now pointing in the opposite direction and the
information on the screen is reorganized.
Deleting Groups
If you no longer want to display information in a particular group you can easily ungroup the data.
For instance, if you have created a group for Location but now wish to remove it, you can do so
by clicking on the group name and dragging it down into the column header section. Let go of
your cursor anywhere in the column header section and the group disappears.
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The information contained in that group still appears on the display screen, but it is no longer
grouped together.
Hidden
Columns
Hidden Columns - The list allows you to hide columns by right-clicking on a column label and
selecting Hide Column. This enables you to hide information you do not usually need.
You can view the columns you have hidden by right clicking on any column and selecting Show
Hidden Columns. A pop-up screen similar to the one below appears listing all columns that are
not currently visible.
Show
Associated
Tranx
(Transaction
List Only)
You can return these columns to the full List screen by double-clicking on a listing in the Hidden
Columns screen and dragging it back to the column labels section on the List screen.
Assembly and Kit Items Only. This button shows any transactions related to Kit or Assembly
Items. For example, Assembling an Item creates a Remove transaction for each component item
and Disassembling an Item creates an Add transaction for each component item. Removing a
Kit Item creates a Remove transaction for each related item as well. To view these transactions,
highlight an Assembly or Kit Item and click the Show Associated Tranx button. The
Transaction List will display any transactions associated with the selected Assembly or Kit Item.
Below is an example of the Transaction List displaying the associated transactions created
when an Assembly Item was Assembled (added). Notice that the Assembly Item's Add
transaction is listed in the top grid and the associated Remove transactions for each item
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included in the Assembly Item is listed in the bottom grid.
To return to the full list of Transactions, click the Close button.
8.1.2 Section B: Contents List
The contents list displays all data related to the selected list. For example, if you selected Inventory, all
Inventory entered in the system will display here, if you selected Manufactures, all manufacturers will
display here, etc.
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Sorting Columns: Most of the columns that appear in the lists can be sorted ascending or descending.
The columns sort ascending by default. To change the sort order, click on the column heading. An arrow
will appear next to the column name to let you know in which direction the information is sorted. The
example below shows the Last Name column sorted Ascending.
Selecting a Listing: You can quickly scroll through the listings using the buttons directly below the
contents list. Keep in mind that you can also use the Filter button to limit the items that appear in the list
(see Section A: Toolbars, above). The list screens can display up to 1000 lines of information at a time.
If your list contains more than 1000 items, you must create a filter to show the items not on the list.
Click on a listing to highlight it, then click the button that accesses the desired function. For example, if
you want to edit Item 10002, use your mouse to click on that listing in your Item List, then click the Edit
button.
Arranging Columns: You can arrange the columns in the list into any order you wish. To change the
order, click on a column heading and drag it somewhere else on the list. For example, if you want to
make Location the first column in your Inventory List, click on the Location column heading and drag it
to the first column in the list as shown below:
After you drop the column into its new position, the list will reorganize with the Group information
appearing first:
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8.1.3 Section C: Buttons:
This section contains the following buttons:
Help (F1) - Click this button (or hit the F1 key on your keyboard) to access this help document.
Close - Click this button to close the List. Keep in mind when closing the list that your groups and column
settings will be retained.
8.1.4 Context-Sensitive Menus:
The software provides you with a toolbar for quick access to various list features and, in addition, many of
these features can also be accessed via "context-sensitive menus". By right-clicking on a column
heading, a list of available features appears, as shown below (Note that not all options shown below are
available on all screens):
Any changes you make to the list via this menu will be retained when the screen is closed and reopened.
This menu allows you to:
Sort ASC - Select this option to sort the column in ascending order (A through Z or 1 through 10, etc.).
Sort DESC - Select this option to sort the column in descending order (Z through A or 10 through 1, etc.).
Group By this Column - Select this option to group the screen by the selected column. Please see
Section A - Toolbar above for more information on grouping.
Show Grouping - Select this option to show the groups selected for this list screen. Please see Section
A - Toolbar above for more information on grouping.
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Hide Columns - The list allows you to hide columns by right-clicking on a column label and selecting
Hide Column. This enables you to hide information you do not usually need. When you hide a column, it
will remain hidden until you manually return it to the List screen by following the instructions below.
Show Hidden Columns - You can quickly view the columns you have hidden by right clicking on any
column and selecting Show Hidden Columns (or by clicking the Show Hidden button). A pop-up screen
similar to the one below appears listing all columns that are not currently visible.
You can return these columns to the full List screen by clicking on a listing in the Hidden Columns
screen and dragging it back to the column labels section on the List screen.
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8.2 Item List Example
The Item List displays all items you have entered in the system. Below is an example of this screen:
The Item List screen allows you to Edit, create New, Copy, Delete, Show, Filter, Export or Print the list
of Items. For detailed information regarding each of these options, refer to the Working with Lists topic.
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8.3 Inventory List Example
The Inventory List displays all items that have inventory (quantity) in the software. Inventory is the
amount or quantity of a particular item. Items must first be imported or entered on the Add Item screen
before you can add quantity to it. The Check In and Check Out feature does not apply to WaspNest
Inventory.
The Inventory List allows you to Edit, create New, Copy, Delete, Show, Filter, Export or Print a list of
Inventory. For detailed information regarding each of these options, refer to the Working with Lists
topic.
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8.4 Site List Example
The Site List displays all sites you have setup in the system. Note: WaspNest Inventory only allows you
to have one site.
The Site List screen allows you to Edit, create New, Copy, Delete, Show, Filter, Export or Print the list
of Sites. For detailed information regarding each of these options, refer to the Working with Lists topic.
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8.5 Location List Example
The Location List displays all locations you have setup in your system. Below is an example of the
Location List:
The Location List screen allows you to Edit, create New, Copy, Delete, Show, Filter, Export or Print
the list of Locations. For detailed information regarding each of these options, refer to the Working with
Lists topic.
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8.6 Customer List Example
The Customer List displays all customers you have setup in the software. A customer is any person or
entity to whom you check-out, receive or send (pick) inventory.
Note: All screen shots in this help file are of InventoryControl Professional Edition. The screens in other
versions of InventoryControl and in WaspNest Inventory may differ. For information on the benefits of
upgrading your version of InventoryControl or WaspNest Inventory, please select Help > Benefits of
Upgrading on the Main screen.
The Customer List screen allows you to Edit, create New, Copy, Delete, Show, Filter, Export or Print
the list of Customers. For detailed information regarding each of these options, refer to the Working
with Lists topic.
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8.7 Manufacturer List
The Manufacturer List displays all manufacturers you have setup in the system.
The Manufacturer List screen allows you to Edit, create New, Copy, Delete, Show, Filter, Export or
Print the list of Manufacturers. For detailed information regarding each of these options, refer to the
Working with Lists topic.
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8.8 Supplier List
The Supplier List displays all suppliers you have setup in the system.
The Supplier List screen allows you to Edit, create New, Copy, Delete, Show, Filter, Export or Print
the list of Suppliers. For detailed information regarding each of these options, refer to the Working with
Lists topic.
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8.9 Pick Order List Example
This function applies to Pro and Enterprise Version users only.
Note: For information on the benefits of upgrading your version of InventoryControl or WaspNest
Inventory, please select Help > Benefits of Upgrading on the Main screen.
The Pick Order List displays all active pick orders entered in the system. Active pick orders are those
that have a status of New, New-Over Due, In Process or In Process-Over Due. Below is an example of
the Pick Order List.
Notice the red flags next to some of the orders on the list. These red flags indicate that the order is past
due. The status may be New-Past Due or In Process-Past Due. Overdue orders will appear at the top
of the list by default, but you can reorder the list as needed.
The Pick Order List screen allows you to Edit, create New, Copy, Delete, Show, Filter, Export or Print
the list of Pick Orders. For detailed information regarding each of these options, refer to the Working
with Lists topic.
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8.10 Purchase Order List Example
This function applies to Pro and Enterprise Version users only.
Note: For information on the benefits of upgrading your version of InventoryControl or WaspNest
Inventory, please select Help > Benefits of Upgrading on the Main screen.
The Purchase Order List displays all active purchase orders you have in your system. Active purchase
orders are those that have a status of New, New-Over Due, In Process or In Process-Over Due. Below
is an example of the Purchase Order List.
Notice the red flags next to some of the orders on the list. These red flags indicate that the order is past
due. The status may be New-Past Due or In Process-Past Due. Overdue orders will appear at the top
of the list by default, but you can reorder the list as needed.
The Purchase Order List allows you to Edit, create New, Copy, Delete, Show, Filter, Export or Print
the list of Purchase Orders. For detailed information regarding each of these options, refer to the
Working with Lists topic.
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8.11 Transaction List Example
The Transaction List displays all transactions (add, move, remove, etc.) that have occurred in the
system along with the date of the transactions and the user who performed them. Below is an example of
the Transaction List:
The Transaction List screen allows you to Filter, Export or Print the list of Transactions. For detailed
information regarding each of these options, refer to the Working with Lists topic. The Associated
Tranx button applies to Assembly and Kit Items only. For more information about the Associated Tranx
button, refer to the Toolbar section of the Working with Lists topic.
Keep in mind that the list screens only display a maximum of 1000 rows. If the dates for which you are
looking are not shown in the list, use the Filter function to display the records you need.
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Chapter 9 - Inventory
9.1 Inventory Menu
The Inventory Menu groups tasks such as Adding/Removing, Moving, Checking In/Out, Adjusting and
Auditing inventory into one place. The Checking In/Out feature does not apply to WaspNest Inventory.
To Access the Inventory Menu:
From the Main screen, click the Inventory icon. The Inventory Menu appears at the bottom of the
screen.
Click on any of the Inventory Menu icons to go to that function. Detailed descriptions of the options
found on the Inventory Menu are provided below:

Add - The Add screen allows you to add inventory (quantity) to an item at a specified location.
This allows you to "manually" add quantity to an item rather than receiving the inventory through
a fulfilled Purchase Order. For more information on adding inventory, please refer to the Adding
Inventory topic. For more information on receiving inventory, please refer to the Receiving
Inventory topic.

Remove - The Remove screen allows you to remove inventory (quantity) from an item at a
specified location. This allows you to "manually" remove quantity from an item rather than
removing it through a pick order. For more information on removing inventory, please refer to the
Removing Inventory topic. For more information on pick orders, please refer to the Creating
Pick Orders topic.
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
Move - The Move screen allows you to move inventory for an item from one Location to another.
When you add inventory (quantity) to an item, you select in which location that quantity will
reside. The Move function allows you to move that inventory from the originally assigned location
to another. By moving inventory in the software, you can easily keep accurate records of where
all of your inventory is currently located. For more information on the Move screen, please refer
to the Moving Inventory topic.

Check-In - The Check-In screen allows you to check-in, or make available, inventory that has
previously been Checked-Out to one or more customers. While checking in does not actually
add inventory to an item, it does free up that inventory to be checked-out to another customer, if
needed, or to be included in a pick order. For more information on the Check-In screen, please
refer to the Checking In Inventory topic.

Check-Out - The Check-Out screen allows you to check-out, or assign, inventory to a customer
for a specified length of time. For more information on the Check-Out screen, please refer to the
Checking Out Inventory topic.

Adjust - The Adjust screen allows you to modify the quantity of existing items. Adjust is like a
"mini" Audit and will update the quantity using FIFO (First In First Out) to make the total equal to
the quantity you enter here. The Adjust function is useful if too much or too little quantity is
accidentally entered for an item (on a mobile device, for example), inventory is lost, found,
broken, etc. and you need to quickly correct the quantity for that item. Adjusting is different from
an Audit in that the Audit function makes other functions of the software, such as adding
inventory, unavailable to ensure inventory is not added or removed while you are doing the
counts. All features are still available when adjusting inventory. For more information on the
Adjust screen, please refer to the Adjusting Inventory topic.

Assemble - Pro and Enterprise Versions Only - This icon opens the Build Assembly screen.
Build Assembly allows you to add inventory to your Assembly Items. The Build process adds
inventory to the Assembly Item while decreasing inventory for the component items. For more
information on the Assemble screen, please refer to the Building Assembly Items topic.

Disassemble - Pro and Enterprise Versions Only - This icon opens the Disassemble screen.
Disassemble allows you to decrease inventory for your Assembly Items. The Disassemble
process removes inventory for the Assembly Item while increasing inventory for the component
items. For more information on the Disassemble screen, please refer to the Disassembling
Assembly Items topic.

Audit - This icon starts the Audit Mode of the software. Audit Mode allows you to check the
counts of all your inventory while disabling other features, such as add and remove, to make sure
inventory counts in the system do not change while you are performing the audit. If you are using
mobile devices, you can use them simultaneously with the PC to perform an audit. For more
information on Auditing, please refer to the Auditing Your Inventory topic.
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9.2 Manually Adding Inventory
The Add Inventory screen allows you to manually add quantity to items already entered into your
database. Inventory is the amount or quantity of a particular item. Items must first be imported or
entered on the Add Item screen before you can add quantity to it.
Inventory is also added when you add inventory on the mobile devices. For more information on adding
inventory on the Wasp 3200 mobile device, please refer to the topic Windows Mobile Device - Adding
Inventory. For more information on adding inventory on the WDT2200 mobile device, please refer to the
topic WDT2200 - Adding Inventory.
Note: All screen shots in this help file are of InventoryControl Professional Edition. The screens and
available features in other versions of InventoryControl and in WaspNest Inventory may differ. For more
information on the benefits of upgrading your version of InventoryControl or WaspNest Inventory, please
select Help > Benefits of Upgrading on the Main screen.
Pro and Enterprise Version Users Only: Inventory is also added when you receive inventory from a
purchase order. For further information on receiving inventory on the PC, please refer to the topic
Receiving Inventory.
Pro and Enterprise Version Users Only: Keep in mind that if you want to increase inventory amounts
for Assembly Items, you should use the Build Assembly feature rather than the Add feature. Build
Assembly will adjust the inventory amounts for all component items. You can use the Add feature if you
want to add inventory to the Assembly Item only, without changing the inventory amounts for the
component items, such as in the case of a returned item. Use the Add feature for this carefully, so you
do not cause the system to have incorrect inventory amounts for the component items.
You cannot Add Non-inventory or Kit items.
Manually Adding Inventory:
1. From the Main screen, click on the Inventory icon. The Inventory menu appears at the bottom
of the screen.
2. On the Inventory menu, click Add Inventory. The Add Inventory screen appears.
OR
1. From the Main screen, select Lists > Item. The Item List appears.
2. On the Item List, highlight an item in the grid, then click the Add icon.
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button located to the right of the field
Note: To prevent fields from clearing, click the pushpin
you want to lock. This is helpful when you have to perform multiple Adds at one Location,.
Pushpins can be used to lock the values in all but one required field so that a scanner can be
used to rapidly add inventory just by repeatedly scanning barcodes into that field. (The Add
button does not have to be clicked between each scan to post these add transactions to the
Pending Transaction List.)
Clicking the
button will unlock the field.
3. Complete the Item fields: Enter the Item Number of the item to which you want to add inventory
(if you accessed this screen from the Item List, this field will already be populated). To enter an
Item Number, you can type or scan the value into the field, or you can use the drop down list to
see the first 10 items in the database, select <more> on the drop down list to see all items in the
Item List or you can create a new item.
Entering an Item Number populates the Item Number field as well as the Description field and
enables the following fields:

Location

Quantity (unless the item is Tracked By Serial Number - Set on the Add or Edit
Item screens, which fixes the Quantity to a value of 1)
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
Cost


Date Acquired
Any of the associated Track By fields: Serial Number, Date Code, Lot or Pallet
(Set on the Add or Edit Item screens). A Track By field is enabled or disabled at the
time the item is created. Note: The Track By fields are not available in WaspNest
Inventory.
Below is an example of the screen with all fields enabled:
You can use the drop down list of any enabled field to select an existing value for that field or
select <New> from the Item Number, Location or Supplier drop down lists to open the
Create New Item, Create New Location or Create New Supplier screens.
Note: If the Automatic New option is enabled on the Options screen, the Create New Item,
Create New Location or Create New Supplier screens will be opened automatically if an
unknown Item Number, Location, or Supplier is entered. If the Automatic New option is
turned off when an unknown Item Number, Location or Supplier is entered, a prompt will ask
if you want to use the Create New screen. For more information on enabling and disabling the
Automatic New option, please refer to the Options screen topic.
The No. of Labels field determines the number of item labels that will be printed when the
transaction is completed if the Print checkbox is selected. The No. of Labels value defaults to
the Quantity value but can be modified. The maximum number of labels for this field is 1000.
The item label used for this function is named AddTransactionItemLabel.lab and can be
modified through the Labels interface.
4. Complete the Track By fields. As mentioned above, the Track By fields are enabled based on
the Item Number you enter. If there are no Track Bys set for the selected item, these fields will
be disabled. Track By fields are enabled or disabled at the time the item is entered on the
Create New Item screen or when editing an item on the Edit Item screen. Note: The Track By
fields are not available in WaspNest Inventory.
5. Complete the rest of the screen: If a Supplier and/or Ref # is required for this item, you can
enter it now. Similar to Tracked By fields, the requirement that one or more of these fields be
filled out is established at the time the item was entered on the Create New Item screen and can
be edited on the Edit Item screen.
The Ref # drop down list displays the last ten Ref #s used. The <More> option of the Ref # drop
down list displays all Ref #s with active quantity.
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The Supplier drop down list displays the last ten suppliers used. The <More> option of the
Supplier drop down list displays all suppliers that can be chosen (active suppliers).
The No. of Labels field determines the number of item labels that will be printed if the Print
checkbox is checked. The value in this field defaults to the Quantity field value.
The Notes field allows you to add and store additional information that describes the transaction.
6. You can optionally enter the Customer if you want to track return information.
7. When you have finished entering information, click the Add button to post the transaction to the
Pending Transaction List. All fields on the Add Inventory screen will be cleared and all but the
Item Number field will be disabled. You can either select another item to be added to the
Pending Transaction List or you can click Commit to submit the transaction(s).
The Add button will not be enabled until all required information is entered in the appropriate
fields. The Commit button will not be enabled until at least one Add is posted to the Pending
Transaction List.
At any time, you can review the Pending Transaction List and remove any transactions that
were entered in error.
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8. If you want to print a receipt of this transaction, enter the number of receipts in the Print receipt on
Commit - Copies field.
9. Select the Print Label checkbox to tell InventoryControl to print the number of labels in the No. of
Labels field. The file used to print this label is named AddTransactionItemLabel.lab and can be
customized through the Labels feature.
If the Print Labels box is not checked when you click Commit, but there is a quantity in the No. of
Labels field, you will see the following message:
Click Yes to continue without printing labels. Click No to print the designated number of labels.
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9.3 Removing Inventory
The Remove Inventory screen allows you to remove quantity from any item in the database. This can
be considered the same as shipping inventory. You can designate which customer this inventory was
shipped to on this screen. Inventory is the amount or quantity of a particular item. Items must first be
imported or entered on the Add Item screen before you can add quantity or remove quantity.
Inventory is also removed when you pick items for a Pick Order (Applies to Pro and Enterprise
Versions only). For further information on Picking Orders, please refer to the topic Picking Orders.
The Remove function uses FIFO (First in First Out) to determine what inventory is removed first. If you
Add 5 of Item 123 to Location Bin 1, for example, then another 5 come in on another day, you will have
ten of that item. When you later remove 3 of Item 123, the first set of 5 will be subtracted from inventory
before the second set.
Removing Inventory from an Item:
1. From the Main screen, click the Inventory icon. The Inventory menu appears at the bottom of
the screen.
2. On the Inventory menu, click the Remove icon. The Remove screen appears.
OR
1. From the Main screen, select Lists > Item. The Item List appears.
2. On the Item List, highlight an item in the grid, then click the Remove icon.
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button located to the right of the field you
To prevent fields from clearing, click the Pushpin
want to lock for subsequent transactions. This is helpful when you have to perform multiple
removes at one Location, for example. Pushpins can be used to lock the values in all but one
required field so that a scanner can be used to rapidly remove inventory just by repeatedly
scanning barcodes into that field. (The Remove button does not have to clicked between each
scan to post these remove transactions to the Pending Transaction List.)
button will unlock the field.
Clicking the
3. Complete the Item fields: Enter the Item Number of the item from which you want to remove
inventory. To enter an Item Number, you can type or scan the value into the field, or you can use the
drop down list to select an existing item from the first 10 Items shown there, or select <more> to
select an Item from the Item List. You can only Remove quantity from items with quantity greater
than 0. The Item Number list on this screen will not display or accept numbers that do not have
quantity.
Entering an Item Number populates the Item Number field as well as the Description field and
enables the following fields:

Quantity (unless the item is Tracked By Serial Number - Set on the Add or
Edit Item screens, which fixes the Quantity to a value of 1).

Location

Any of the associated Tracked By fields: The Track By fields do not apply to
WaspNest Inventory. Serial Number, Date Code, Lot or Pallet (Set on the Add
or Edit Item screens). A Tracked By field is enabled or disabled at the time the
item is created.
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
Customer

Notes
Below is an example of the Remove screen with the fields enabled:
You can use the drop down list of any enabled field to select an existing value for that field.
Note: If the Automatic New option is enabled on the Options screen, the Create New Customer
screen will be opened automatically if an unknown Customer is entered. If the Automatic New
option is turned off when an unknown Customer is entered, a prompt will ask if you want to use the
Create New screen. For more information on the enabling and disabling the Automatic New option,
please refer to the Options screen topic.
4. Complete the Track By fields: The Track By fields do not apply to WaspNest Inventory. As
mentioned above, the Track By fields are enabled based on the Item Number you enter. If there are
no Track Bys set for the selected item, these fields will be disabled. Track By fields are enabled or
disabled at the time the item is entered on the Create New Item screen or when editing an item on
the Edit Item screen.
Since you can only remove existing quantity, if the Tracked By item you are removing is not in the
list, make sure you have the right Item Number and Location. The Tracked By fields will only show
values that are possible for the selected Item Number and Location. (If an item with a given Serial
Number is not in the list, it may be Checked-Out, and thus, not removable.) If you still do not see
the Tracked By information you expect, you should make sure the selected Item Number at the
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selected Location exists and has quantity. Also check that you are using the right Site.
5. Enter the Customer: Select a Customer from the drop down list. Select <New> from the
Customer drop list to open the Create New Customer screen.
The Notes field allows you to add and store additional information that describes the transaction.
6. After you have completed entering the information, click the Remove button to add the transaction to
the Pending Transaction List. All fields on the Remove screen will be cleared and all but the Item
Number field will be disabled. You can either select another item to be removed or you can click
Commit on the Pending Transaction List to submit the transaction(s).
The Remove button will not be enabled until all required information is entered in the appropriate
fields. The Commit button will not be enabled until at least one Remove is posted to the Pending
Transaction List.
At any time, you can review the Pending Transaction List and remove any transactions that were
entered in error.
7. If you want to print a receipt of this transaction, enter the number of receipts in the Print receipt on
Commit - Copies field.
8. Click Commit to submit the transaction(s) to your database.
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9.4 Moving Inventory
The Move Inventory screen allows you to move inventory quantity for an item from one Location to
another. When you create an item, you can add which locations it may be. When you then add inventory
(quantity) to the item, you select in which location that quantity will reside. The Move function allows you
to move that inventory from the originally assigned location to another. By moving inventory in the
software, you can easily keep accurate records of where all of your inventory is currently located.
You can only move inventory that is listed in the system as having a quantity greater than 0 (quantity is
added on the Add Inventory screen or when Receiving inventory.)
Note: The Track By section does not apply to WaspNest Inventory.
Moving Inventory to a Different Location:
1. From the Main screen, click the Inventory icon. The Inventory menu appears at the bottom of
the screen.
2. On the Inventory menu, click Move. The Move screen appears.
OR
1. From the Main screen, select Lists > Item. The Item List appears.
2. Highlight the item for which you want to move inventory, then click the Move icon. The Move
screen appears.
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To prevent fields from clearing, click the Pushpin
button located to the right of the field you
want to lock for subsequent transactions. This is helpful when you have to perform multiple
removes at one Location, for example. Pushpins can be used to lock the values in all but one
required field so that a scanner can be used to rapidly remove inventory just by repeatedly
scanning barcodes into that field. (The Move button does not have to clicked between each scan
to post these remove transactions to the Pending Transaction List.)
Clicking the
button will unlock the field.
3. Complete the Item Fields: To Move inventory, first enter the Item Number of the item you want
to move. To enter an Item Number, you can type or scan the value into the field, or you can use
the drop down list to select an existing item from the 10 items shown or use <more> to select an
item from the Item List.
When you enter an item number, the Item Number field is populated as well as the Description
and the following fields are enabled:

From Location (filtered by Site)

Quantity (unless the item is Tracked By serial number, then the quantity defaults to 1
and cannot be changed),

To Location

Any of the associated Track By fields: Serial Number, Date Code, Lot or Pallet. A
Tracked By field is enabled or disabled at the time the Item is created.

Notes
Below is an example of the Move screen with the fields enabled:
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You can use the drop down list of any enabled field to select an existing value for that field. The
To Location field is not enabled until the From Location information is entered.
Note: If the Automatic New option is enabled on the Options screen, the Create New Location
screen will be opened automatically if an unknown Location is entered. If the Automatic New
option is turned off when an unknown Location is entered, a prompt will ask if you want to use the
Create New screen. For more information on the enabling and disabling the Automatic New
option, please refer to the Options screen topic.
4. Complete the Track By fields: Note: Security does not apply to WaspNest Inventory. As
mentioned above, the Track By fields are enabled based on the Item Number you enter. If there
are no Track Bys set for the selected item, these fields will be disabled. Track By fields are
enabled or disabled at the time the item is entered on the Create New Item screen or when
editing an item on the Edit Item screen.
Since you can only move existing quantity, if the Tracked By item you are removing is not in the
list, make sure you have the right Item Number and Location. The Tracked By fields will only
show values that are possible for the selected Item Number and Location. (If an item with a
given Serial Number is not in the list, it may be Checked-Out, and thus, not removable.) If you
still do not see the Tracked By information you expect, you should make sure the selected Item
Number at the selected Location exists and has quantity. Also check that you are using the
right Site.
5. Enter where you want the inventory moved: After Tracked By information is entered, choose
the To Location (where the Inventory is being moved).
The Notes fields allows you to add and store additional information that describes the
transaction.
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6. After you have entered the information on the screen, click the Move button to add the
transaction to the Pending Transaction List. All fields on the screen will be cleared and all but
the Item Number field will be disabled. You can either select another item to be added to
Pending Transaction List or you can click Commit on the Pending Transaction List to submit
the transaction(s).
The Move button will not be enabled until all required information is entered in the appropriate
fields. The Commit button will not be enabled until at least one move is posted to the Pending
Transaction List.
At any time, you can review the Pending Transaction List and remove any transactions that
were entered in error.
7. Check the Print Receipt option to print a receipt when the transactions are Committed.
8. Click Commit to submit the transaction(s) to your database.
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9.5 Checking In Inventory
The Check-In screen allows you to Check-In inventory that has previously been Checked-Out to one or
more customers. While checking in inventory does not actually add inventory (quantity) to an item, it
does free up that inventory to be checked-out to another customer or to be included in a pick order.
Note for WaspNest Users: This feature is not available in WaspNest Inventory. For information on the
benefits of upgrading your version of InventoryControl or WaspNest Inventory, please select Help >
Benefits of Upgrading on the Main screen.
Checking In Inventory:
1. From the Main screen, click the Inventory icon. The Inventory menu appears at the bottom of
the screen.
2. On the Inventory menu, click the Check-In icon. The Check-In screen appears.
OR
1. From the Main screen, select Lists > Item. The Item List appears.
2. Highlight the item for which you want to check-in inventory, then click the Check-In icon. The
Check-In screen appears.
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Note: To prevent fields from clearing, click the pushpin
button located to the right of the field
you want to lock. This is helpful when you have to perform multiple Adds at one Location, for
example. Pushpins can be used to lock the values in all but one required field so that a scanner
can be used to rapidly add inventory just by repeatedly scanning barcodes into that field. (The
Add button does not have to clicked between each scan to post these add transactions to the
Pending Transaction List.)
Clicking the
button will unlock the field.
3. Complete the Item fields: To Check-In Inventory, first enter the Item Number of the inventory item
you want to Check-In. To input an Item Number, you can type or scan the value into the field, or
you can use the drop down list to select an existing item from the Item List.
Entering an item number populates the Item Number field as well as the Description and Check-In
Location and will enable the following fields:

Quantity (unless the item is Tracked By Serial Number - Set on the Add or Edit Item
screens, which fixes the Quantity to a value of 1)

Any of the associated Tracked By fields: Serial Number, Date Code, Lot or Pallet (Set
on the Add or Edit Item screens). A Tracked By field is enabled or disabled at the time
the item is created.
Below is an example of the Check-In screen with the fields enabled:
The Maximum field displays the quantity of this item currently Checked-Out.
To enter a customer, you can type or scan the value into the field, or you can use the drop down list.
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You can only check-In inventory from a customer that was previously entered on the Create New
Customer screen and only customers who have items checked-out will appear in the Customer List.
After a customer is selected, the customer information is displayed.
4. Complete the Track By fields: As mentioned above, the Track By fields are enabled based on the
Item Number you enter. If there are no Track Bys set for the selected item, these fields will be
disabled. Track By fields are enabled or disabled at the time the item is entered on the Create New
Item screen or when editing an item on the Edit Item screen.
If the item being checked-in is tracked by Serial Number, after the Serial Number is entered, the
default location in the Location drop down list will be the location from which the Item was checkedout.
For items not tracked by Serial Number, the default check-in location is the first location of all the
locations from which this customer has this item checked-out. For example, if a customer has an
item checked out from three locations - A, B, and C - Location A will become the default location
when the Item Number is entered.
5. Enter the Check-In Location: The locations included in the Locations drop down list are also
limited by any other tracked by options that may have been enabled for this item. Thus, the listed
locations will:
1. Have an item Checked-Out by the selected customer
and
2. Match all other Track By options enabled for this item
Using the previous example, if the Track By Lot option is enabled, and the Lot for the item at
Locations A and B is 123, but the Lot for this item at Location C is 199, once you input 123 in the
Lot field of the Check-In screen, only Locations A and B will be displayed in the Location drop list.
The default check-in location can be replaced by selecting the location of choice from the drop down
list.
<More> can be selected from the drop down list to select any location entering into the system. This
will cause the item to be Moved automatically to the selected location immediately after the check-in.
Continuing with the example above, if the item came from Location A but you want to check it into
Location F, click <More> and select Location F. When the transaction is processed, the item will be
checked-in to Location A and then moved to Location F automatically.
The Notes field allows you to add and store additional information that describes the transaction.
6. Once you have entered the required information on the Check-In screen, click the Check-In button to
add the transaction to the Pending Transaction List. All fields on the screen will be cleared and all
but the Item Number field will be disabled. You can either select another item for Check-In or you
can click Commit on the Pending Transaction List to submit the transaction(s).
The Check-In button will not be enabled until all required information is entered in the appropriate
fields. The Commit button will not be enabled until at least one Check-In is posted to the Pending
Transaction List.
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At any time, you can review the Pending Transaction List and remove any transactions that were
entered in error using the Remove and Remove All buttons.
7. Check the Print Receipt option to print a receipt when the transactions are Committed.
8. Click Commit to submit the transaction(s) to your database.
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9.6 Checking Out Inventory
The Check-Out screen allows you to check-out, or assign, inventory to customers for a specified length
of time. Checking out inventory decreases the quantity of that item that you have on-hand, but does not
remove the inventory from your database (since it is assumed the inventory will be checked back in). The
check-out function is useful if you lease equipment to customers or have a need to temporarily loan-out
inventory.
Note for WaspNest Users: This feature is not available for WaspNest Users. For information on the
benefits of upgrading your version of InventoryControl or WaspNest Inventory, please select Help >
Benefits of Upgrading on the Main screen.
You can only check-out inventory that has been added. This means that when you create an item, you
must add inventory (quantity) to it before you can check out that item to a customer. Remember that
inventory is the amount or quantity of an item. You can add inventory to an item either on the Add
Inventory screen or by Receiving inventory.
Checking Out Inventory:
1. From the Main screen, click the Inventory icon. The Inventory menu appears at the bottom of
the screen.
2. On the Inventory menu, click the Check-Out icon. The Check-Out screen appears.
OR
1. From the Main screen, select Lists > Item. The Item List appears.
2. Highlight the item for which you want to check-in inventory, then click the Check-Out icon. The
Check-Out screen appears.
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button located to the right of the field
Note: To prevent fields from clearing, click the pushpin
you want to lock. This is helpful when you have to perform multiple Adds at one Location, for
example. Pushpins can be used to lock the values in all but one required field so that a scanner
can be used to rapidly add inventory just by repeatedly scanning barcodes into that field. (The
Add button does not have to clicked between each scan to post these add transactions to the
Pending Transaction List.)
Clicking the
button will unlock the field.
3. Complete the Customer field: To Check-Out Inventory, first enter a customer in the Customer
field. To input a Customer, you can type or scan the value into the field, you can use the drop
down list to select an existing customer from the Customer List or select <New> from the drop
down list to access the Create New Customer screen. This will populate the Customer field as
well as the Name, Address and Phone fields.
Note: If the Automatic New option is enabled on the Options screen, the Create Customer
screen will be opened automatically if an unknown Customer is entered. If the Automatic New
option is turned off when an unknown Customer is entered, a prompt will ask if you want to use
the Create New screen. For more information on the enabling and disabling the Automatic
New option, please refer to the Options screen topic.
4. Complete the Item fields: Next, select the Item Number for the inventory the customer wants
to check-out. To input an Item Number, you can type or scan the value into the field, or you can
use the drop list to select an existing Item from the Item List.
Entering an Item Number populates the Item Number field as well as the Description field and
enables the following fields:
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
Location - filtered by Site.

Quantity - unless the item is Tracked By Serial Number - Set on the Add or
Edit Item screens, which fixes the Quantity to a value of 1.

Any of the associated Tracked By fields: Serial Number, Date Code, Lot or
Pallet (Set on the Add or Edit Item screens). A Tracked By field is enabled or
disabled at the time the item is created.
Below is an example of this screen with the fields enabled:
The Maximum value shows the greatest quantity of this Item that can be Checked-Out.
5. Complete the Track By fields: As mentioned above, the Track By fields are enabled based on
the Item Number you enter. If there are no Track Bys set for the selected item, these fields will
be disabled. Track By fields are enabled or disabled at the time the item is entered on the
Create New Item screen or when editing an item on the Edit Item screen.
Since you can only check-out existing quantity, if the Tracked By item you are checking out is not
in the list, make sure you have the right Item Number and Location. The Tracked By fields will
only show values that are possible for the selected Item Number and Location. (If an item with
a given Serial Number is not in the list, it may be Checked-Out, and thus, not removable.) If you
still do not see the Tracked By information you expect, you should make sure the selected Item
Number at the selected Location exists and has quantity. Also check that you are using the
right Site.
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6. Complete the Due Date fields: If you choose the default Return Date, it is calculated by adding
the number of days specified in the item's Checkout Length field to today's date. The Checkout
Length is set on the Create New Item screen and edited on the Edit Item screen. You can
override the default return date by selecting the Custom or None button. Custom allows you to
specify a return date by entering it in the Custom Date field. None allows a customer to checkout inventory for an indefinite period of time.
The Notes screen allows you to add and store additional information that describes the
transaction.
7. After you have entered the inventory information on the Check-Out screen, click the Check-Out
button to add the transaction to the Pending Transaction List. All fields on the screen will be
cleared and all but the Customer and Item Number fields will be disabled. You can either select
another item to be added to the Pending Transaction List or you can click Commit to submit
the transaction(s).
The Check-Out button will not be enabled until all required information is entered in the
appropriate fields. The Commit button will not be enabled until at least one transaction is posted
to the Pending Transaction List.
At any time, you can review the Pending Transaction List and remove any transactions that
were entered in error.
8. Check the Print Receipt option to print a receipt when the transactions are Committed.
9. Click Commit to submit the transaction(s) to your database or Discard to close without
submitting the transactions.
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9.7 Adjusting Inventory Amounts
The Adjust Inventory screen allows you to modify the quantity (inventory amount) of existing items.
Adjust is like a "mini" Audit and will update the quantity using FIFO (First In First Out) to make the total
equal to the quantity you enter here. The Adjust function is useful if too much or too little quantity is
accidentally entered for an item (on a mobile device, for example), inventory is lost, found, broken, etc.
and you need to quickly correct the quantity for that item. Adjusting is different from an Audit in that the
Audit function makes other functions of the software, such as adding inventory, unavailable to ensure
inventory is not added or removed while you are doing the counts. All features are still available when
adjusting inventory.
Note: An item tracked by Serial Number which has been Checked-Out cannot be Adjusted.
This topic covers:
Adjusting Inventory
Duplicate Serial Numbers Warning
9.7.1 Adjusting Inventory:
1. From the Main screen, click the Inventory icon. The Inventory menu appears at the bottom of
the screen.
2. On the Inventory menu, click the Adjust icon. The Adjust screen appears.
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button located to the right of the field
Note: To prevent fields from clearing, click the pushpin
you want to lock. This is helpful when you have to perform multiple Adds at one Location, for
example. ushpins can be used to lock the values in all but one required field so that a scanner
can be used to rapidly add inventory just by repeatedly scanning barcodes into that field. (The
Add, Adjust, etc. button does not have to clicked between each scan to post these transactions
to the Pending Transaction List.)
Clicking the
button will unlock the field.
3. Complete the Item fields: To input an Item Number, you can type or scan the value into the
field, or you can use the drop down list to select an existing item from the Item List.
You can use the drop down list of any enabled field to select an existing value for that field.
Entering an item number populates the Item Number field as well as the Description and
enables the following fields:

Location - filtered by Site.

Quantity

Any of the associated Track By fields: Any of the associated Track By fields: Serial
Number, Date Code, Lot or Pallet. A Tracked By field is enabled or disabled at the time the
Item is created.
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Below is an example of the screen with the fields enabled:
Selecting a Reason from the drop down list allows you to track why this adjustment is being made.
The Reason also determines if the quantity is positive or negative for By Difference adjusts.
When to select the By Counts or By Difference check boxes:
By Count indicates that the Quantity you are entering is the total count of that item at the
specified Location. For instance, if the software shows that you have 3 of Item A at Location 1,
but you have counted 5, you should enter 5.
By Difference indicates that the Quantity you are entering is the change you want to see in the
Quantity for that Item at that Location. For instance, if you just damaged 2 of Item A at Location 1,
you can enter 2, set the Reason to Breakage (-), and the total will be adjusted downward by 2.
4. Complete the Track By fields: The Track By fields are enabled based on the Item Number you
enter. If there are no Track Bys set for the selected item, these fields will be disabled. Track By
fields are enabled or disabled at the time the item is entered on the Create New Item screen or
when editing an item on the Edit Item screen.
When an item is tracked by Serial Number, 0 and 1 are the only valid values for Quantity.
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5. Enter the Quantity: After you have specified the Item, Location and Track Bys, you should
input the total Quantity you are adding to the item.
6. Enter the Transaction Code: This field allows you to type a new or select a previously
committed code that describes the transaction. Transaction Codes can be any code your
business assigns to certain types of adjustment transactions. Assigning these codes can help
you with reporting as each type of adjustment can (breakage, return, etc.) can be given it's own
code. This software does not contain any preset codes. This gives you the opportunity to assign
a code that best suits your needs, and allows for the entry of codes you already use in your
business for these types of transactions.
7. Enter Notes (Optional): The Notes field allows you to add and store additional information that
describes the transaction.
8. Click the Adjust button to add the transaction to the Pending Transaction List. All fields on the
screen will be cleared and all but the Item Number field will be disabled. You can either select
another item to Adjust or you can click Commit on the Pending Transaction List to submit the
transaction(s).
The Adjust button will not be enabled until all required information is entered in the appropriate
fields. The Commit button will not be enabled until at least one transaction is posted to the
Pending Transaction List.
At any time, you can review the Pending Transaction List and remove any transactions that
were entered in error using the Remove or Remove All buttons.
9. If you want to print a receipt of this transaction, enter the number of receipts in the Print receipt
on Commit - Copies field.
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10. Click Commit to submit the transaction(s) to your database.
9.7.2 Duplicate Serial Numbers Warning:
If you are tracking the item by Serial Number and the system detects an item with the same serial
number in a location other than the one you selected on the Adjust screen, when you click the Adjust
button you will receive a warning message that states:
"You are trying to adjust an item that is tracked by serial number. We have found that serial number at a
different location. Do you want to adjust the item at that location to 0 so you can movie it to this location?"
Select Yes on this message to adjust the quantity of the item to 0 at the location detected by the software.
The quantity adjustment will be made in the location detected by the software and the item will
automatically be moved to the location you selected on the Adjust screen. The transaction will appear
on the Pending Transaction List.
Select No if you think you have selected the incorrect location. The Adjust transaction will not appear on
the Pending Transaction List and you will be able to correct the location on the Adjust screen.
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Chapter 10 - Kit Items
10.1 Kitting Overview
This function applies to Pro and Enterprise Version users only.
Note: For information on the benefits of upgrading your version of InventoryControl or WaspNest
Inventory, please select Help > Benefits of Upgrading on the Main screen.
Kit items are a group of items that are sold together, but are still considered separate inventory items.
As opposed to Assembly Items, you cannot add inventory, move or check out/in Kit Items. While
Assembly Items can be created in advance (pre-assembled) and kept in inventory, Kit Items are created
at pick or remove time.
Kit Items vs Assembly Items
While these two item types are used to accomplish similar goals - the grouping of items - they are used
for different reasons. Assembly Items are a collection of items that, once grouped, are considered to be
a new, single item. The inventory quantities for the individual component items are reduced at the time
the Assembly Items are built and the quantity for the Assembly Item is increased. You can build
several Assembly Items and keep them on hand in your inventory. In addition, you can move and check
in/out Assembly Items.
Kit Items are a collection of items that are sold together, but are listed separately in the transaction
(similar to a bill of goods) and continue to be tracked as separate items. A Kit Item is created at the time
of sale. You cannot Add inventory in order to have multiple Kit Items on hand. Inventory amounts for the
component parts are reduced when the Kit Item is Removed from inventory.
Kit Item Example:
Here is an example of the workflow for creating a Kit Item:
John's Computer Store sells custom configured computers. While he keeps all components (monitors,
keyboards, CPUs, Printers etc.) in stock, he tracks each of these as separate items. When a customer
buys a computer, he or she designates which monitor is needed, which printer, etc. John then creates a
Kit Item in InventoryControl made up of the selected components. The Kit Item goes onto his Inventory
List with zero quantity and stays that way until he Removes it, which would be the time of customer pick
up or shipping. At the time of Removal, the quantity for each component item is reduced and the Kit
Item is completely removed from the Item List.
Kit Items should not be confused with Pick Orders. Pick Orders can contain many unrelated items, Kit
Items are a group of items that make up a new item (as in the Computer Store example). Kit Items can
be included on Pick Orders.
Flow of Kit Items:
1. Create the Kit Item: Use the Create New Item screen to create your kit item. When you access
the Create New Item screen for Kit items, there will be a tab labeled Kitting Information. Use
this tab to designate which items you want included in this Kit Item. Keep in mind that inventory
amounts for the component items are not changed when you create the Kit Item. The Kit Item is
added to your Item List.
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2. Remove the Kit Item: After the Kit Item has been picked and sold, use the Remove function to
remove the designated quantity from inventory. At this time, inventory amounts for the
component parts will be reduced.
Detailed instructions on how to create Kit Items and Remove them are provided in the following topics:
Creating Kit Item
Removing Kit Items
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10.2 Creating a Kit Item
This function applies to Pro and Enterprise Version users only.
Note: For information on the benefits of upgrading your version of InventoryControl or WaspNest
Inventory, please select Help > Benefits of Upgrading on the Main screen.
Kit Items are used when you want to combine two or more existing items in order for them to be sold
together. Kit items are not kept or tracked in inventory (you cannot add, move, check out, etc.). We
recommend you read the Kitting Overview topic before you begin creating Kit Items.
Note: You can import the general information for a Kit Item, but not the compositional information (i.e.
which items make up the component items). If you import Kit Items, you must then finish setting them up
manually on the Edit Item screen.
This topic discusses:
Accessing the Create New Items Screen
General Information Tab
Kit Information Tab
Additional Information Tab
Custom Texts/Custom Numbers and Dates Tab
Saving the New Item
10.2.1 Accessing the Create New Items Screen:
1. From the Main Screen, select New > Item > Kit.
The Create New Item screen appears:
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Note that in addition to the usual tabs that appear on the Create New Item screen, there is also a
tab labeled Kit Information.
10.2.2 General Information Tab:
The General Information tab is where you will enter the basic information about the item. Please see
the screen shot above for an example of this tab.
Input the appropriate information in the fields provided:
Field
Description
The Item Number is often available on a barcode label already attached to the
item, such as a UPC code or SKU number. Using an existing barcode for the
Item Number allows you to scan or manually enter the number from each item as
Item Number it comes in without having to print and affix your own barcode inventory item
(Required) labels. Item numbers in InventoryControl cannot exceed 31 characters.
Do not use a description as the item number. You should enter a numeric value
in the Item Number field. A description of the item can be entered in the
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Description field.
Category
Automatic Item Numbers: If you have the Automatic Item Numbers option
selected on the Options screen, the Item Number field will appear populated
with the next number in the sequence. For example, if you just created item
number 1001, the next number will be 1002. For further information on this
option, please refer to the Options Screen topic.
A Category is an optional classification you can give to your items. This provides
you with another way to group your items. For example, you could create a
Category called laptops and assign that category to any laptop items you have.
You might have multiple items representing different makes and models of
laptops. If you assign the category "Laptops" to all of those items, you can then
group your list by Category and quickly see all laptop items.
You can create new Categories by typing in the desired name in the Category
field. You will receive a message asking if you want to save the new Category.
Select Yes to save. Categories you have already created will appear in a drop
down list.
Checkout
Length
Check Out is not allowed for Kit items.
This is the entity that manufactured the item. This field is optional and provides
another way to sort and group your items. When a new Manufacturer is typed
Manufacturer
into the Manufacturer field, you will receive a message asking if you want to save
the value as a new Manufacturer.
Type (Pro and
When you access the Create New Item screen by selecting New > Item > Kit,
Enterprise
this field will automatically be set to Kit. If you accessed it any other way, you
Versions
can select Kit from the Type drop down.
Only)
Tracking it not available for Kit items. Component items can be tracked.
Item to be
Tracked By
Cost specifies the amount your company paid to get this item into inventory. This
is an optional tool to help you track your average cost. Cost handling in
InventoryControl is designed to show you the average cost and current value of
your inventory. You can use this cost information for other purposes as well,
such as determining pre-tax and purchase order totals and receiving totals.
Cost
This amount represents your cost for purchasing one of the stocking units for this
item. If one Barcode Laser Scanner costs $300.00 you will enter 300 into the
cost field. If you have items in your inventory that are sold in fractional quantities,
you will need to decide which stocking unit to use. For example, if you have
Rope as an item and it costs you $0.12 a foot, you would enter 12 in the Cost
field and Feet as the Stocking Unit (entered on the Additional tab). If you rarely
sell the rope in exact multiples of feet, you may want to enter your Stocking Unit
as Inches, since this is the lowest unit measured, and enter your cost per inch in
the Cost field. It is up to you how you want to calculate this; however, you should
make sure that the Cost you enter is the cost for one whole Stocking Unit (either
Feet or Inches, in our example).
Keep in mind that you can enter a new cost on the Add Inventory screen if you
purchase this item at a discount.
Cost Method Cost Method does not apply to Kit items.
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This is a calculated value that averages the cost paid for the current Quantity.
This will be blank when you are entering a new item, but will appear when you
are viewing the Edit Item screen for an item that has inventory (quantity).
If you have 20 quantity of this item at cost 10.00 and add another 30 quantity at
cost 8.00,
Average Cost = ((20 x 10.00) + (30 x 8.00)) / 50 = 8.80
Average Cost
Removes are calculated using the inventory calculation method you specified.
For example, if you are using the FIFO method, if you later remove 5, 5 of the
$10.00 items will be removed first,
Average Cost = ((15 x 10.00) + (30 x 8.00)) / 45 = 8.67
List Price
Sale Price
When calculating Average Cost, the software does not include records that have
an average cost of zero. When you run an Inventory Cost Report, the software
does include zero cost quantities when calculating Total Cost.
This field specifies a manufacturer's list price for an item. This field is for your
information only and is not included on any reports.
This field specifies the price at which you sell an item. This field is for your
information only and is not included on any reports.
Min Stock
Not available for Kit items.
Level
Max Stock
Not available for Kit items.
Level
Reorder Qty Not available for Kit items.
The total on hand amount minus committed quantities for all component items.
Total
(Committed is inventory that is contained on a pick order.)
Shippable
10.2.2 Kit Information Tab:
This tab is where you will indicate which items you want included in this Kit.
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To select items to include in your Kit Item:
1. In the Type drop down, select Inventory, Non-Inventory or Assembly.
2. In the Item Number field, select which item you want to add to this assembly. If you select Full
List, the Item List will be filtered by the Type you selected (i.e., if Non-Inventory is selected,
only non-inventory items will appear on the Item List. If Assembly is selected, only Assembly
items will appear in the List).
When you tab out of the Item Number field after selecting an item, the Description, Stocking
Unit and Total In-House fields will populate with the information for that item.
3. Enter the Quantity you want included in this Kit Item.
4. Press Enter to access a new line and enter another Item, then repeat the steps above.
Note: The cost will be calculated and updated based on your selections on this tab unless you have
checked the Do Not Override Cost on the General Tab checkbox located at the bottom of the Kit
Information tab.
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10.2.3 Additional Information Tab:
When you have finished entering information on the Kit Information tab, click the Additional tab. The
Additional Information tab provides optional fields where other information about the Item can be
recorded. An example of this tab is shown below:
Complete the fields on this tab as described below:

Stocking Unit is the portion by which the quantity will be tracked. At the item level, this
should be "Eaches", meaning you should enter how you want each item of this type to be
measured. (Examples: bag, barrel, basket, block, bottle, box, carton, container, drum,
gallon, jar, pack, package, pallet, section, tub, vial, etc.)
You will have the opportunity on the Managing Suppliers tab to enter the Order Unit
used by the supplier for shipping purposes (Box, Pallet, Lot, etc.). The Order Unit will be
used when creating Purchase Orders rather than the "Eaches" UOM that is entered on
this tab. Please see the Managing Suppliers Tab section, below.

Dimension Unit is the increment to be used for Length, Width and Height. (Examples:
inch, foot, yard, millimeter, centimeter, meter, etc.)

Length is the length of one Unit of Measure expressed in Dimension Units.

Width is the width of one Unit of Measure expressed in Dimension Units.
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
Height is the height of one Unit of Measure expressed in Dimension Units.

Weight Unit is the increment to be used for mass. (Examples: ounce, pound, ton,
milligram, gram, kilogram, metric ton, etc.)

Weight is the mass of one Unit of Measure expressed in Weight Units.

File Reference is used to record the path to a relevant file that might be an image file,
documentation, specifications, etc. This field does not function as a hyperlink. It's just a
static field where a filename or path and filename can be recorded.

Add Notes allows you to record any additional information.
10.2.4 Custom Text and Custom Numbers and Dates Tab:
For information about the Custom Texts and Custom Numbers and Dates tabs, see Using Custom
Fields.
10.2.5 Saving the New Item:
When you have finished adding information, click the OK/Save button. The system behaves differently at
this point depending on your settings on the Options screen.

When the Close New Form option is turned off: Click Save to commit your entry or click
Close to exit the form.

When the Close New Form option is turned on: Click OK to commit your entry and exit
the form or Cancel to exit the form without saving your entry.
For more information about the Options screen, please refer to the Options Screen
topic.
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10.3 Removing Kit Items
This function applies to Pro and Enterprise Version users only.
Note: For information on the benefits of upgrading your version of InventoryControl or WaspNest
Inventory, please select Help > Benefits of Upgrading on the Main screen.
The Remove screen allows you to remove a kit item from the database. This can be considered the
same as shipping inventory. You can designate which customer this inventory was shipped to on this
screen.
The Remove function uses FIFO (First in First Out) to determine what inventory is removed first. If you
Add 5 of Item 123 to Location Bin 1, for example, then another 5 come in on another day, you will have
ten of that item. When you later remove 3 of Item 123, the first set of 5 will be subtracted from inventory
before the second set.
Removing Inventory from an Item:
1. From the Main screen, click the Inventory icon. The Inventory menu appears at the bottom of
the screen.
2. On the Inventory menu, click the Remove icon. The Remove screen appears.
OR
1. From the Main Screen, select Lists > Item. The Item List appears.
2. On the Item List, highlight an item in the grid, then click the Remove icon.
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button located to the right of the field you
To prevent fields from clearing, click the Pushpin
want to lock for subsequent transactions. This is helpful when you have to perform multiple
removes at one Location, for example. Pushpins can be used to lock the values in all but one
required field so that a scanner can be used to rapidly remove inventory just by repeatedly
scanning barcodes into that field. (The Remove button does not have to clicked between each
scan to post these remove transactions to the Pending Transaction List.)
button will unlock the field.
Clicking the
3. Complete the Item fields: Enter the Item Number of the item from which you want to remove
inventory. To enter an Item Number, you can type or scan the value into the field, or you can use the
drop down list to select an existing item from the first 10 Items shown there, or select <more> to
select an Item from the Item List. You can only Remove quantity from items with quantity greater
than 0. The Item Number list on this screen will not display or accept numbers that do not have
quantity.
Entering an Item Number populates the Item Number field as well as the Description field and
enables the following fields:

Quantity (unless the item is Tracked By Serial Number - Set on the Add or
Edit Item screens, which fixes the Quantity to a value of 1).

Location

Any of the associated Tracked By fields: Track by fields are not used for Kit
items, though the individual component items may have track bys.

Customer

Notes
You can use the drop down list of any enabled field to select an existing value for that field.
Note: If the Automatic New option is enabled on the Options screen, the Create New Customer
screen will be opened automatically if an unknown Customer is entered. If the Automatic New
option is turned off when an unknown Customer is entered, a prompt will ask if you want to use the
Create New screen. For more information on the enabling and disabling the Automatic New option,
please refer to the Options screen topic.
4. Enter the Customer: Select a Customer from the drop down list. Select <New> from the
Customer drop list to open the Create New Customer screen.
The Notes field allows you to add and store additional information that describes the transaction.
5. After you have completed entering the information, click the Remove button to add the transaction to
the Pending Transaction List. All fields on the Remove screen will be cleared and all but the Item
Number field will be disabled. You can either select another item to be removed or you can click
Commit on the Pending Transaction List to submit the transaction(s).
The Remove button will not be enabled until all required information is entered in the appropriate
fields. Click the Remove button to continue Removing the kit item. If no additional information
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(such as serial numbers) is needed for any of the associated component items, you can click
Commit at this point to complete the remove process.
If additional information is needed for one or more items, this Remove screen appears.
This Remove screen displays all items tied to this Kit Item. Those items that appear checked as in
the example above are ready to be removed.
Items that are not checked need additional information, usually a Track By or Location, if inventory
is kept at more than one location.
6. In the Item Number field, enter the Item Number, or highlight an unchecked item in the display
screen. The selected item's information will populate the screen.
7. Enter any missing information, usually a Track By such as Serial Number. When you are tracking
by serial number, click on the Serial Number drop down to see a list of all unique serial numbers
associated with the selected item. You can also scan this information.
button located to the right of the field you
Note: To prevent fields from clearing, click the pushpin
want to lock. This is helpful when you have to enter multiple serial numbers, for example. Pushpins
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can be used to lock the values in all but one required field so that a scanner can be used to rapidly
add inventory just by repeatedly scanning barcodes into that field. This feature is especially useful
when scanning serial numbers.
Clicking the
button will unlock the field.
8. Click the Next button to continue. You will be returned to the Remove screen where you can enter
another item for removal, if needed.
9. If you want to print a receipt of this transaction, enter the number of receipts in the Print receipt on
Commit - Copies field.
10. Click Commit to submit the transaction(s) to your database.
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Chapter 11 - Pick Orders
11.1 Pick Order Overview
This function applies to Pro and Enterprise Version users only.
Note: For information on the benefits of upgrading your version of InventoryControl or WaspNest
Inventory, please select Help > Benefits of Upgrading on the Main screen.
Pick Orders are orders that you create when inventory is requested by a customer and needs to be taken
(picked) from your warehouse, store, storage facility, etc. and shipped to the customer. InventoryControl
allows you to create a pick order that can then be automatically emailed to the warehouse and/or printed
for reference.
The basic flow of pick orders is as follows:
1. Your business receives a request for inventory (through an invoice, a sales slip, etc.).
2. A pick order for the requested merchandise is entered on the Create New Pick Order screen.
You can enter any item in any quantity on this screen. Actual on-hand amounts are not checked
at this point. You can choose to email the order and/or print the order. These two actions occur
when you click the Save button.
A newly created Pick Order has a status of New. The status remains New until pick quantities
are entered on the Picking Order screen. If the order becomes overdue before it begins to be
picked, the status changes to New - Overdue.
For detailed information creating pick orders, please see the Creating a Pick Order topic.
3. The Pick Order now appears on your Pick Order List (Lists > Pick Orders). From the Pick
Order List you can Edit or Delete (as long as the order is not in process) the order as needed.
For an example of the Pick Order List, please refer to the Pick Order List Example topic. For
detailed information on using the list screen, please refer to the Working with Lists topic.
4. When the order is actually being picked, that is, the inventory is being readied for shipping to the
customer, the picked quantities for each item on the order are entered in the Picking Order
screen (Receive/Pick menu > Pick). This can be done on the PC or on the mobile devices. At
this time, the quantities are checked and you cannot pick more than you actually have in
inventory.
For detailed information on picking orders on the PC, please refer to Picking Orders. For
detailed information on picking orders on a Windows Mobile Device, please refer to Windows
Mobile Device - Picking Items for Orders. For detailed information on picking orders on the
WDT2200, please refer to WDT2200 - Picking Inventory for Orders.
Pick orders that have some items picked have a status of In Process. If the order becomes
overdue, it will have a status of In Process - Overdue.
For detailed information on the Picking Order screen, please refer to the Picking Orders topic.
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5. After the order is fully picked it has a status of Completed. You can have InventoryControl
automatically email the packing slip to the customer.
11.2 Creating a Pick Order
This function applies to Pro and Enterprise Version users only.
Note: For information on the benefits of upgrading your version of InventoryControl or WaspNest
Inventory, please select Help > Benefits of Upgrading on the Main screen.
Pick orders are created to designate certain inventory to be shipped to a customer. On the Create New
Pick Order screen, you are creating an order that tells your staff to get the order ready and what
inventory to include. These orders can be sent to the mobile devices (although pick orders cannot be
created on mobile devices). After the order has been picked, you need to mark it as ready to be shipped
on the Pick Order screen accessed from the Receive/Pick menu. At this point, the inventory is removed
from the system. For more information on the Pick Order screen, please refer to the Shipping Pick
Orders topic.
We recommend you review the Pick/Ship Overview before creating pick orders for the first time.
Creating New Pick Orders:
1. From the Main screen, select New > Pick Order.
OR
From the Main screen, click Lists > Pick Order. On the Pick Order List, click the New icon.
The Create New Pick Order screen appears.
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Notice that the screen prominently displays the status as New. This status message changes
based on the state the order is in.
Possible statuses are:

New - This always displays when creating a new order.

Issued - Once the pick order is printed or emailed, the status changes to Issued.

In Process - Once the order has started to be picked (via the Pick Order screen
accessed from the Receive/Pick menu), the status becomes In Process and the Picked
Quantity will display for each item on the order.

Overdue - This status can appear for New or In Process orders that have passed the
designated due date. These orders will appear with a symbol on the Pick Order List to
alert you of their overdue status.

Closed - This status means the order has been completed and marked as closed.
button located to the right of the field
Note: To prevent fields from clearing, click the pushpin
you want to lock. Pushpins can be used to lock the values in all but one required field so that a
scanner can be used to rapidly add inventory just by repeatedly scanning barcodes into that field.
Clicking the
button will unlock the field.
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1. Enter a Pick Order Number. Each pick order is assigned a unique identifier consisting of an
alpha-numeric value up to 36 characters. This number can be manually entered each time you
create a new pick order or you can create a template that the software will use to automatically
generate a number for you. If you have set up a template, click the Generate button to have
InventoryControl create and assign an order number. The template can contain any combination
of custom text, dates and/or counters enabling you to create a unique identifier that is meaningful
to your company. For more information on setting up automatically generated Order Numbers,
please refer to the Formatting PO and Pick Order Numbers topic.
2. Enter a Customer in the Customer field. You can scan a value into this field, manually enter a
value or click on the field to view a drop down list. The list contains the last 10 Customers
selected on this screen. Select <MORE> to view the entire Customer List or click <New> to go
to the Create Customer Supplier screen to add a new customer to the database.
When a customer is selected, the Customer Address information automatically populates. If the
selected customer has more than one address entered for it, you can select the Address Type
from the drop down list.
3. Enter an Order Date for this order. This date defaults to today, but you can change this date by
clicking the down arrow and selecting a new date.
4. Enter a Due Date for this order. You can type in a date in this field or click the down arrow to
select a date.
5. Enter a Reference Number for this Pick Order (optional).
6. Select the preferred shipping method for this order in the Ship Via field from the drop down list.
This list contains several commonly used shipping methods, however; you can type in a new
shipping method if desired. The new entry will appear in the drop down list for future purchase
orders.
Note: If you need to delete a Ship Method you have entered, you can do so on the Manage
Ship Methods screen. This screen also allows you to Print, Export and Add New methods. For
more information on the Manage Ship Methods screen, please refer to the Managing Shipping
Methods topic.
7. Enter any notes you want to associate with this order in the Notes field.
8. Now you are ready to enter your item information in the Line Item Details section. Complete this
information as follows:

Type - Select the type of item that needs to be picked. Options are:
o
Inventory - This item is in your inventory database. Use this to pick existing
items.
o
Non-Inventory - This item is not in your inventory database. Use this to pick
items that you do not want to appear in your inventory database, such as
marketing fliers or business cards.
o
Assembly - Assembly Items are a collection of items that, once grouped, are
considered to be a new, single item. Assembly Items are pre-assembled and
kept in stock.
o
Kit - Kit items are a collection of items that are grouped, or picked, at the time
they are sold.
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o

Manual - Use this option to add one-time items, such as shipping and handling,
to an order. Manual items cannot be picked on the mobile devices.
Item Number - Enter the Item Number of the item you want to add to the order. To
enter an Item Number, you can type or scan the value into the field, or you can use the
drop down list to see the first 10 items in the database, select <more> on the drop down
list to see all items in the Item List.
You can create a new item by selecting <New> or by entering an unknown item number.
When either of these two situations occur, the Create New Item screen appears. For
more information on creating items, please refer to the Creating New Items topic.
When you enter an Item Number the Description field populates.

Request Qty - Enter the requested number of this item. This value can also be
scanned. You cannot enter negative numbers. You can enter any item held in your
inventory in any amount on this screen. Actual on-hand amounts are not checked at
this point so you are not limited to creating pick orders for the quantity of items in
your inventory.

Stocking Unit - This field displays the stocking unit entered for this item on the New
Item/Edit Item screen. The stocking unit represents how you stock this item in your
inventory. For instance, if you stock the unit in boxes of 10. Box of 10 would display
in the Stocking Unit field on this screen. For more information on creating items,
please refer to the Creating New Items topic.

Description - This field populates after the item number is entered and cannot be
changed on this screen. If you need to change the description, you can do so on the
Edit Item screen.
9. After you have entered all items for this order, you can optionally select to:

Print on Save - If this box is checked, a copy of this order automatically prints when
you click the Save button.

Email on Save - If this box is checked, a copy of this order is automatically sent to
the email address listed in the Customer screen for this customer when you click the
Save button. If you have selected to view the Email Destination List (selected on
the Options screen), the list will appear allowing you to select email addresses or
change email addresses as needed. If you have selected not to view the list, the
order will automatically be sent to the email address listed in the Customer screen
from the email address listed in the Company Information screen. Please note that
if the email addresses are not entered on the Customer or Company Information
screens, you will receive an error message when you try to send emails.
An email is also sent to any CC addresses designated on the Options screen. You
can choose to ignore the CC address by deselecting the checkbox next to the CC
Addresses field on the Email Destination List.
Below is an example of the Email Destination List:
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In order for the email feature to work correctly, you must set your SMTP Server,
User Name and Password (if authentication is required for outgoing mail) and the
SMTP Port on the Options screen. If these are not set, an error message will
appear.
For more information on setting these email options on the Options screen, please
refer to the Options Screen topic. For more information on the Email Distribution
List, please see the Email Distribution List topic.
10. Click Save to save this order to the database. A newly created pick order has a status of
New. The status remains New until pick quantities are entered on the Pick screen. If the
order becomes overdue before it begins to be picked, the status changes to New- Overdue.
11.3 Editing Pick Orders
Pro and Enterprise Versions Only
Note: For information on the benefits of upgrading your version of InventoryControl or WaspNest
Inventory, please select Help > Benefits of Upgrading on the Main screen.
The Edit Pick Order screen allows you to modify an existing purchase order. This screen is accessed
from the Pick Order List by highlighting an item in the list, then clicking the Edit button on the toolbar.
For more information on using the List screens, see the Working with Lists topic.
The Edit Purchase Order screen is identical to the New Purchase Order screen, except all the
information previously entered for the order appears on the screen. You can change any of this
information. For information on using each tab of the screen, please refer to the Creating a Pick Order
topic.
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11.4 Pick Order List Example
This function applies to Pro and Enterprise Version users only.
Note: For information on the benefits of upgrading your version of InventoryControl or WaspNest
Inventory, please select Help > Benefits of Upgrading on the Main screen.
The Pick Order List displays all active pick orders entered in the system. Active pick orders are those
that have a status of New, New-Over Due, In Process or In Process-Over Due. Below is an example of
the Pick Order List.
Notice the red flags next to some of the orders on the list. These red flags indicate that the order is past
due. The status may be New-Past Due or In Process-Past Due. Overdue orders will appear at the top
of the list by default, but you can reorder the list as needed.
The Pick Order List screen allows you to Edit, create New, Copy, Delete, Show, Filter, Export or Print
the list of Pick Orders. For detailed information regarding each of these options, refer to the Working
with Lists topic.
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11.5 Picking Orders
This function applies to Pro and Enterprise Version users only.
Note: For information on the benefits of upgrading your version of InventoryControl or WaspNest
Inventory, please select Help > Benefits of Upgrading on the Main screen.
When a pick order is actually being picked, meaning the inventory is being readied for shipping to the
customer, the quantities that are removed from inventory for each item on the order are entered in the
Pick screen. At this time, the quantities are checked and you cannot pick more than you actually have in
inventory unless the Over Pick option is enabled on the Options screen.
Picking Orders:
1. From the Main screen, click the Receive/Pick icon. The Receive/Pick menu appears at the
bottom of the screen.
2. On the Receive/Pick menu, click the Pick button. The Pick screen appears:
3. Select which pick order you will be working on from the Order Number drop down list. The most
recently selected orders will appear in the list or select <More> to view the Pick Order List.
When you select an Order Number, the information for the selected picking order populates the
screen:
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4. Enter the date these items are to be shipped in the Ship Date field.
5. You can optionally type in notes for this order in the Notes screen.
6. How you can mark the items as picked. Select the checkbox next to the item you are picking:
The Quantity field becomes enabled allowing you to enter the quantity you picked.
You must mark these items as picked from one or more locations by clicking the plus sign in front
of the listing:
A box appears allowing you to select a Location and a Quantity for that location. The Available
Qty is also shown so you can easily see how many of this item are available at this location.
7. You can select options to be performed upon clicking Save from the On Save section. Options
are:

Print Packing Slip. Copies - Prints the packing slip containing all items picked for this
order. Enter the number of copies of this packing slip you want to print in the field
provided.
You can open a pick order and print one or more copies of the packing slip regardless of
what state the pick order is in (new, issued). To do this, enter the number of copies you
want to print, then click OK. All items picked for this order will be included on the packing
slip, regardless of the setting of the Packing Slip for Session option (see Note, below,
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for more information on the Packing Slip for Session option).

Email Packing Slip - Sends an email containing this packing slip to the selected
addresses. If you have selected to view the Email Destination List (selected on the
Options screen), the list will appear allowing you to select email address or change email
addresses as needed. If you have selected not to view the list, the packing slip will
automatically be sent to the email address listed in the Customer screen from the email
address listed in the Company Information screen. Please note that if the email
addresses are not entered on the Customer or Company Information screens, you will
receive an error message when you try to send emails.
An email is also sent to any CC addresses designated on the Options screen. You can
choose to ignore the CC address by deselecting the checkbox next to the CC Addresses
field on the Email Destination List.
In order for the email feature to work correctly, you must set your SMTP Server, User
Name and Password (if authentication is required for outgoing mail) and the SMTP Port
on the Options screen. If these are not set, an error message will appear.
For more information on the Options screen, please refer to the Options Screen topic.

Close this Pick Order - Marks this order as closed. Select this option after all items for
the order have been picked.
Note on the Packing Slip for Session Option:
By default, the packing slip that can be printed and/or emailed upon saving displays only
items picked in the current pick session. If you want to pick multiple times and print a
packing slip that displays all the picks for this pick order, including items picked previously,
you can select to do so on the Options screen.
For example:
Assume Pick Order 001 a quantity of 5 for item ABC and a quantity of 4 for item XYZ.
Today I pick 2 of item ABC and 2 of item XYZ and ship them. The packing slip will display 2
ABC and 2 XYZ. Tomorrow I pick the other 3 of item ABC and 2 of item XYZ and ship them.
The packing slip has 3 ABC and 2 XYZ.
This would also be exactly the same if both picks and ships were done on the same day.
If, however, I pick what I have in the morning and don’t ship it and a shipment comes in that
day or the next and I complete the order before shipping anything, I will want all of the items
picked throughout the day to display on one packing slip. To do this the option must be set
on the Options screen to accumulate all of the picks on the pick slip. For more information
on this option, please refer to the Options Screen topic.
After entering the pick quantities, click Save to update the amounts on the screen. Inventory is removed
for those items you marked as picked. Click Close to close the screen.
Quick/Scan Entry:
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This feature opens a screen that allows you to quickly type in or scan in information. When you click the
Quick/Scan Entry button, a screen similar to the one shown below appears:
You can scan the barcode label on the item and the fields on the Quick/Scan Entry screen will populate
with the scanned information. Click the Pick button, then scan the next item and the screen clears and
repopulates with the new information. This is an easy method for quickly marking items as picked.
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Chapter 12 - Purchase Orders/Receiving
12.1 Purchase Orders/Receiving Overview
This function applies to Pro and Enterprise Version users only.
Note: For information on the benefits of upgrading your version of InventoryControl or WaspNest
Inventory, please select Help > Benefits of Upgrading on the Main screen.
Purchase orders can be created in InventoryControl when you need to order additional inventory from
suppliers. These orders can be emailed to the supplier and/or printed upon creation and can be easily
referenced and searched in the system. When you receive shipment of the items on the purchase order,
the items can be marked as received either on the PC's Receive screen or on the mobile devices.
InventoryControl allows you to create purchase orders for:




Inventory Items - This item is already in your inventory database. Use this to re-order existing
items.
Assembly Items - Assembly items are created when you combine two or more existing items or
multiple quantity of one item to create a new item.
Non-Inventory Items - This item is not listed as inventory in your database. Use this to order
items for which you do not want to track inventory, such as marketing fliers or business cards.
Manually Entered Items - Use this option to add one-time items, such as shipping and handling,
to an order. Be aware that manual items cannot be received on the mobile devices.
With a little advanced planning much of the purchase order creation process can be automated for
you. Setting up these four pieces before you begin creating purchase orders will speed the process:

Set up preferred suppliers for your items (Pro and Enterprise versions only), then you can simply
enter the item number on the purchase order and the supplier information will automatically
appear on the order.

Enter a supplier or suppliers for an item and enter that supplier's shipping unit of measures, this
information will also automatically appear. Preferred suppliers are entered on the Create New or
Edit Item screen, Manage Suppliers tab. Supplier unit of measure information is entered on the
Create New or Edit Supplier screen.

Create a template for your purchase order numbers so that they will be automatically generated
for each purchase order you create. These templates are set up on the Formatting PO and Pick
Order Numbers screen.

Make sure you enter a minimum stock level for your items and enable the Automatic
Notification option. This enables InventoryControl to notify you of items that have reached their
reorder point in a report broken down by location. Minimum stock levels are entered on the
Create New or Edit Item screen, General tab. The Automatic Notification option is enabled
on the Options screen.

Enter email addresses for your suppliers. If email addresses are entered, you can select the
Email on Save option at the bottom of the Create New Purchase Order screen to automatically
send notification emails to the supplier attached the current PO. In addition, you can enable
InventoryControl to send notification emails to PO managers, receiving, or anyone for whom you
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have entered an email address. You can enter email addresses for your suppliers on the Create
New or Edit Supplier screen.
To further streamline the process, you can use a barcode scanner to add information to the scannable
fields on the Create New Purchase Order screen, including Supplier, Purchase Order Number and
Item Number.
The basic flow from purchase order creation to receiving the items is as follows:
1. When you need to
replenish inventory for
an item or items,
create a purchase
order on the Create
New Purchase Order
screen (accessed from
New > Purchase
Order). After you
select a Supplier for
this purchase order,
you can click the
Items at Re-Order
Point button at the
bottom of the screen.
The system will then
check for any items for
this supplier that are at
or below their reorder
points and populate
the purchase order
with those items.
A newly created
Purchase Order has a
status of New. The
status remains New
until item quantities
are entered on the
Receive screen. If the
order becomes
overdue before you
receive it, the status
changes to New Overdue.
For detailed
information creating
purchase orders,
please see the
Creating a Purchase
Order topic.
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The Purchase Order
now appears on your
Purchase Order List
(Lists > Purchase
Orders). From the
Purchase Order List
you can Edit or Delete
(as long as the order
has not been partially
received) the order as
needed.
For an example of the
Purchase Order List,
please refer to the
Purchase Order List
Example topic. For
detailed information on
using the list screen,
please refer to the
Working with Lists
topic.
2. When you begin to receive inventory for the purchase order, you will enter the quantity received
for each item on the Receive screen (Receive/Pick menu > Receive). Inventory for an item can
be marked as received on the PC's Receive screen or on the mobile devices. This screen allows
you to enter quantities received by location, and can optionally show you costing information as
well. Receiving inventory on the Receive screen adds inventory to that item.
Purchase orders that have some items received have a status of In Process. If the order
becomes overdue, it will have a status of In Process - Overdue.
For detailed information on the Receive screen, please refer to the Receiving Inventory topic.
For detailed information on receiving inventory on the WDT2200, please refer to WDT2200 Receiving Inventory. For detailed information on receiving inventory on a Windows Mobile
Device, please refer to Windows Mobile Device - Receiving Inventory.
3. After the order is fully picked it has a status of Completed.
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12.2 Creating a New Purchase Order
This function applies to Pro and Enterprise Version users only.
Note: For information on the benefits of upgrading your version of InventoryControl or WaspNest
Inventory, please select Help > Benefits of Upgrading on the Main screen.
Purchase orders can be created in InventoryControl and emailed directly to your supplier, or printed for
faxing or mailing. We recommend you review the topic Purchase Orders/ Receiving Overview before
using the purchase order feature for the first time.
Creating New Purchase Orders:
1. From the Main screen, select New > Purchase Order.
OR
From the Main screen, select Lists > Purchase Order. On the Purchase Order List, click the
New icon.
The Create New Purchase Order screen appears.
Notice that the screen prominently displays the status as New. This status message changes
based on the stage the purchase order is in.
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Possible statuses are:

New - This always displays when creating a new order.

Issued - Once the purchase order is printed or emailed, the status changes to Issued.

In Process - Once the order has started to be received (via the Receive screen
accessed from the Receive/Pick menu), the status becomes In Process and the
Received Quantity will display for each item on the order.

Overdue - This status can appear for New or In Process orders that have passed the
designated due date. This orders will appear with a symbol on the Purchase Order List
to alert you of their overdue status.

Closed - This status means the order has been completed and marked as closed.
button located to the right of the field
Note: To prevent fields from clearing, click the pushpin
you want to lock. Pushpins can be used to lock the values in all but one required field so that a
scanner can be used to rapidly add inventory just by repeatedly scanning barcodes into that field.
Clicking the
button will unlock the field.
2. Enter a supplier in the Supplier field. You can scan a value into this field, manually enter a value
or click on the field to view a drop down list. The list contains the last 10 Suppliers selected on
this screen. Select <More> to view the entire Supplier List or click <New> to go to the Create
New Supplier screen to add a new supplier to the database.
When a supplier is selected, the Supplier Address information automatically populates. If the
selected supplier has more than one address, you can select the Address Type from the drop
down list.
After you enter the Supplier information, you can click the Items at Minimum Stock Level
button at the bottom of the screen. The system will then check for any items for this supplier that
are at or below their minimum stock levels and populate the purchase order with those items.
3. Enter a Purchase Order Number. Each purchase order is assigned a unique identifier
consisting of an alpha-numeric value up to 36 characters. This number can be manually entered
each time you create a new purchase order or you can create a template that the software will
use to automatically generate a number for you. If you have set up a template, click the
Generate button to have InventoryControl create and assign a PO number. The template can
contain any combination of custom text, dates and/or counters enabling you to create a unique
identifier that is meaningful to your company. For more information on setting up automatically
generated Purchase Order Numbers, please refer to the Formatting PO and Pick Order
Numbers topic.
You should set up your numbers to contain a date field, followed by a serialized (count field), at
the very least.
4. Select a Ship To Address using the drop down menu. All address types you entered on the
Company Information screen will appear in the list, or you can select <New> to enter a new
address. Selecting <New> opens the Company Information screen allowing you to enter a new
address. For more information on the Company Information screen, please refer to the
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Entering Company Information topic.
5. Enter a Reference Number for this Purchase Order (optional).
6. The Order Date defaults to today's date. You can change this date by clicking the button next to
the field and selecting a new date.
7. Select a Due Date for this Purchase Order. You can type in a date or click the button next to the
field and select a date.
8. Select the preferred Ship Method for this order from the drop down list. This list contains several
commonly used shipping methods, however; you can type in a new shipping method if desired.
The new entry will appear in the drop down list for future purchase orders.
9. Select the Payment Method from the drop down list. This list contains several commonly used
shipping methods, however; you can type in a new shipping method if desired. The new entry will
appear in the drop down list for future purchase orders.
Note: If you need to delete a Ship or Payment Method you have entered, you can do so on the
Manage Ship Methods or Manage Payment Methods screens. These screens also allow you
to Print, Export and Add New methods. For more information on the Manage Ship Methods
screen, please refer to the Managing Shipping Methods topic. For more information on the
Manage Payment Methods screen, please refer to the Managing Payment Methods topic.
10. Now you are ready to enter your item information in the Line Item Details section. Complete this
information as follows:

Type - Select the type of item you are ordering. Options are:
o
o
o

Inventory - This item is already in your inventory database. Use this to re-order
existing items.
Non-Inventory - This item is not listed as inventory in your database. Use this to
order items for which you do not want to track quantity, such as marketing fliers
or business cards.
Manual - Use this option to add one-time items, such as shipping and handling,
to an order. Manual items cannot be received on the mobile devices.
Item Number - Enter the Item Number of the item you want to order. To enter an Item
Number, you can type or scan the value into the field, or you can use the drop down list
to see the first 10 items in the database, select <more> on the drop down list to see all
items in the Item List.
When you enter an Item Number, the Description field populates.

Description - This field populates after the item number is entered. This field can only
be edited if Manual was selected in the Type field. If you need to change the description,
you can do so on the Edit Item screen.

Vendor SKU - This field populates after the item number is entered if a SKU was entered
on the Add/Edit Item screen for this vendor. This field can only be edited if Manual was
selected in the Type field.
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
Ordered QTY - Enter the quantity you are ordering of this item. This field defaults to 1.
You cannot enter negative values in this field.

Order Unit - Select the Order Unit from the drop down field or select <New> to enter a
new Unit. You may want to enter a new unit here that is not an "eaches" or Stocking Unit
measurement. For example, if you want to order 1 box of an item and this item ships in
boxes containing 15 units, the "eaches", or Stocking Unit measurement is 15, but for
ordering purposes, you could create a new unit that is BOX containing 15 units. You
would then order 1 box rather than 15 units to avoid confusion for the supplier.
You can setup multiple Order Unit types for each supplier on the Create New/Edit Item
screen - Manage Suppliers tab. This allows you to enter units based on the suppliers
method of shipping (whether the supplier ships in boxes of 15, pallets of 50, etc.) For
instance, you could set up a Box and Pallet Order Unit on the Suppliers tab so that when
you create a Purchase Order for that item to go to the supplier, you can quickly select
whether you want a box or a pallet. For more information on the Add Item screen Manage Suppliers tab, please refer to the Creating New Items topic.

Cost - The cost will populate based on the Order Unit selected. You can also type in a
new cost here.

Line Total - This field calculates based on the Quantity multiplied by the cost.
11. After you have entered all items for this order, you can optionally select to:

Print on Save - If this box is checked, a copy of this order automatically prints when you
click the Save button.

Email on Save - If this box is checked, a copy of this order is automatically sent to the
email address listed in the Supplier screen for this supplier when you click the Save
button. If you have selected to view the Email Destination List (selected on the
Options screen), the list will appear allowing you to select email addresses or change
email addresses as needed. If you have selected not to view the list, the order will
automatically be sent to the email address listed in the Supplier screen from the email
address listed in the Company Information screen. Please note that if the email
addresses are not entered on the Supplier or Company Information screens, you will
receive an error message when you try to send emails.
Below is an example of the Email Destination List:
An email is also sent to any CC addresses designated on the Options screen. You can
choose to ignore the CC address by deselecting the checkbox next to the CC Addresses
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field on the Email Destination List.
It is a good idea to send yourself or someone else internal to your company a copy of any
orders you email to a supplier.
In order for the email feature to work correctly, you must set your SMTP Server, User
Name and Password (if authentication is required for outgoing mail) and the SMTP Port
on the Options screen. If these are not set, an error message will appear.
For more information on setting these email options on the Options screen, please refer
to the Options Screen topic.

Items at Minimum Stock Level - To help you keep track of items that are in danger of
becoming understocked, InventoryControl has an automatic notification system built in.
Click the Items at Minimum Stock Level to view a list of all items that are currently at
their minimum stock levels and whose default supplier is the supplier selected for this
purchase order.
To use this feature, make sure you turn on the Automatic Notification option via the
Options screen, then enter a quantity in the Minimum Stock Level field on the Create
New or Edit Item screen, Location tab.
12. Click Save to save this purchase order to the database.
12.3 Editing Purchase Orders
Pro and Enterprise Versions Only
Note: For information on the benefits of upgrading your version of InventoryControl or WaspNest
Inventory, please select Help > Benefits of Upgrading on the Main screen.
The Edit Purchase Order screen allows you to modify an existing purchase order. This screen is
accessed from the Purchase Order List by highlighting an item in the list, then clicking the Edit button
on the toolbar. For more information on using the List screens, see the Working with Lists topic.
The Edit Purchase Order screen is identical to the New Purchase Order screen, except all the
information previously entered for the order appears on the screen. You can change any of this
information. For information on using each tab of the screen, please refer to the Creating a Purchase
Order topic.
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12.4 Purchase Order List Example
This function applies to Pro and Enterprise Version users only.
Note: For information on the benefits of upgrading your version of InventoryControl or WaspNest
Inventory, please select Help > Benefits of Upgrading on the Main screen.
The Purchase Order List displays all active purchase orders you have in your system. Active purchase
orders are those that have a status of New, New-Over Due, In Process or In Process-Over Due. Below
is an example of the Purchase Order List.
Notice the red flags next to some of the orders on the list. These red flags indicate that the order is past
due. The status may be New-Past Due or In Process-Past Due. Overdue orders will appear at the top
of the list by default, but you can reorder the list as needed.
The Purchase Order List allows you to Edit, create New, Copy, Delete, Show, Filter, Export or Print
the list of Purchase Orders. For detailed information regarding each of these options, refer to the
Working with Lists topic.
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12.5 Receiving Inventory from Purchase Orders
This function applies to Pro and Enterprise Version users only.
Note: For information on the benefits of upgrading your version of InventoryControl or WaspNest
Inventory, please select Help > Benefits of Upgrading on the Main screen.
When you begin receiving inventory on a purchase order you created in the system, you will mark that
inventory as received on the Receive screen. This screen allows you to select which purchase order you
are receiving on and to mark individual items on that purchase order as received into a specific location.
You can also optionally view costing information on this screen as well.
Receiving Inventory:
1. From the Main screen, click the Receive/Pick icon. The Receive/Pick menu appears at the
bottom of the screen.
2. On the Receive/Pick menu, click Receive. The Receive screen appears:
3. On the Receive screen, select which Purchase Order you are receiving on from the drop down
list. When you select a Purchase Order, the screen populates with the information from that
order as shown below:
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Note: In the example above, the Show Costing Information option is enabled on the Options
screen show costing information is displaying on the Receive screen. If this option was not
enabled, the costing information would not appear on this screen. For more information on
enabling the Show Costing Information option, please refer to the Options Screen topic.
4. Enter the date these items were received in the Date field. You can enter previous dates, but not
future dates.
5. You can optionally type in a receipt number in the Receipt Number field. If you receive this order
in more than one shipment, you can partially receive it and enter in each receipt number as you
access the screen. Previously entered receipt numbers, if any, will appear in the Receipt
Number drop down list.
6. Now you can mark the items as received. Select the checkbox next to the item you are receiving:
The Quantity field becomes enabled allowing you to enter the quantity you received. In the
example above, you would enter however many cartons of this item you received.
You must mark these items as received into one or more locations by clicking the plus sign in
front of the listing:
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A box appears allowing you to select a Location and a Quantity for that location. Please be
aware that quantities entered here are broken into Eaches. For instance, in the example above,
18 cartons of Item 400003 were ordered. Assume there are 200 items per carton. When you
enter 5 in the Location/Quantity field, you are telling the system that 5 items from a carton were
received into this specific location, rather than 5 cartons being received. If you wanted to receive
5 cartons into this location, you would need to enter 1000 (5 x 200).
7. After you have entered quantity amounts for all items you are receiving, you can (optionally)
select tasks from the On Save section. You can select to:




Print Receipts: When this is selected, when you click Save all receipts entered for this
Receive screen will print. This means that if you received this order in two separate
shipments, and entered two separate receipts in the Receipt Number field, both receipts
will print.
Print Labels: When this is selected, when you click Save, labels will print for the
received items.
Close This PO: When this is selected, when you click Save, the selected Purchase
Order will be marked as closed. You would want to use this when you have received all
items from the purchase order.
Create Backorder, if necessary: When this is selected, after you click Save, a
backorder will be created for any items that have not been received on this Purchase
Order. When a backorder is created you will see the order on the Purchase Order List
with the status of New and BO appended to the end of the order number.
8. Click Save to save your changes. The Received Quantity field for each item will go up by the
amount you entered as received. When you click Save, the on hand quantities for the items you
just received will increase by the amounts you entered.
If you partially received the order, the order's status will change to In Process.
Tips
Quick/Scan Entry:
This feature opens a screen that allows you to quickly type in or scan in information. When
you click the Quick/Scan Entry button, a screen similar to the one shown below appears:
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You can scan the barcode label on the item and the fields on the Quick/Scan Entry screen
will populate with the scanned information. Click the Receive button, then scan the next item
and the screen clears and repopulates with the new information. This is an easy method for
quickly marking items as picked.
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12.6 Purchase Order FAQ
What is the difference between the Shipping Unit of Measure and the Stocking Unit of Measure?
The Stocking Unit, entered on the Create New Item or Edit Item screen, Additional tab, is the portion
by which the quantity will be stored in your inventory. This unit represents "Eaches", meaning it
represents how you want each item of this type to be measured. Examples are: bag, barrel, basket, block,
bottle, box, carton, container, drum, gallon, jar, pack, package, pallet, section, tub, vial, etc.)
The Shipping Unit, entered on the Create New Item or Edit Item screen, Manage Suppliers tab, (Pro
and Enterprise versions only) isthe unit used by the supplier when shipping this item. This may be box,
pallet, etc. This is different from the "Eaches" Stocking Unit. For example, you may have entered "jar"
for the stocking unit, but the supplier may ship the item in boxes containing 10 jars. In this example,
when creating purchase orders, you would specify the Order Unit as "box" rather than "jar" (or you could
end up with 100 boxes of jars rather than 100 jars).
I have the Standard version of InventoryControl. Can I set up preferred suppliers for my items?
Standard version users are limited to one supplier per item, so this is automatically your preferred
supplier. Pro and Enterprise version users can enter multiple suppliers for each item and select one as
their preferred supplier.
What is the difference between the Reorder Quantity field found on the Create New Item or Edit
Item screen, General tab and the Reorder Quantity field found on the Create New Item or Edit Item
screen, Location tab?
The Reorder Quantity field on the General tab is the reorder quantity for the item throughout all sites
and locations. The Reorder Quantity field on the Location tab is the reorder quantity for the item at a
specific location (you can enter this quantity for each location that contains this item).
When you are creating purchase orders, you can click the Items at Re-Order Quantity button to see a list
of items that have reached their minimum stock levels (by location) for the selected supplier. You can
then select which items to add to the purchase order and they will be inserted into the current order. The
quantity in the Reorder Quantity field on the Location tab will be used for the quantity requested on the
purchase order.
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12.7 Deleting Purchase Orders/Pick Orders
Pro and Enterprise Versions Only
Note: For information on the benefits of upgrading your version of InventoryControl or WaspNest
Inventory, please select Help > Benefits of Upgrading on the Main screen.
You can quickly delete a Purchase Order or Pick Order from the Purchase Order or Pick Order List. Only
orders with a status of New can be deleted. Once the status changes to In Process, meaning the order is
partially received or partially picked, the order can no longer be deleted (however, these can still be
edited or closed).
Deleting Purchase Orders/Pick Orders:
1. From the Main screem, select Lists > Purchase Orders or Lists > Pick Orders, depending on
which type of order you want to delete. The List screen appears.
2. On the List screen, highlight the order you want to delete, then click the Delete button. If this
order cannot be deleted (has a status of In Process), a warning message will appear notifying
you. If the order can be deleted, a confirmation message will appear.
3. Click Yes on the confirmation message to delete the order.
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12.8 Receive/Pick Menu
This function applies to Pro and Enterprise Version users only.
Note: For information on the benefits of upgrading your version of InventoryControl or WaspNest
Inventory, please select Help > Benefits of Upgrading on the Main screen.
The Receive/Pick Menu groups functions for receiving inventory from purchase orders and shipping pick
orders into one location. You can also manage your shipping methods and payment methods from this
screen as well as customize automatically generated purchase order and pick order numbers.
Receiving can be done either through the PC or on the mobile devices and adds inventory to your
database. Pick orders are orders to pick and ship inventory to a customer, thus removing the inventory
from your database.
To Access the Receive/Pick Menu:
1. On the Main screen, click the Receive/Pick icon. The Receive/Pick menu appears at the
bottom of the screen.
2. Click on any of the Receive/Pick Menu icons to go to that function. Detailed descriptions of the
options found on the Receive/Pick Menu are provided below:

Receive - The Receive function allows you to receive inventory from a purchase order.
This adds inventory to an item in the same way you manually add inventory via the Add
Inventory screen (accessed from the Inventory menu or from the Item and Inventory
lists). For detailed information on this screen, please refer to the Receiving Inventory
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topic.

Pick - The Pick function allows you to designate pick orders for shipping or to close a
pick order. Pick Orders list inventory that needs to be sent to a customer. Pick orders
remove inventory from an item in the same way you manually remove inventory via the
Remove Inventory screen (accessed from the Inventory menu or from the Item and
Inventory lists.) For information creating a new pick order, please refer to the Creating
a Pick Order topic. For information on shipping Pick Orders, please refer to the Picking
Orders topic. For an overview of Pick Orders, please refer to the Pick Orders Overview
topic.

Manage Ship Methods - This function access a screen that allows you to add, delete,
export or print shipping methods you have entered into the system (via the Shipping
Method field on the Create New Purchase Order or Create New Pick Order screens).
For detailed information on this function, please refer to the Managing Shipping
Methods topic.

Manage Payment Methods - This function access a screen that allows you to add,
delete, export or print shipping methods you have entered into the system (via the
Shipping Method field on the Create New Purchase Order screen). For detailed
information on this function, please refer to the Managing Payment Methods topic.

Customize Numbers - This feature allows you to customize the format of Purchase
Order Numbers and Pick Order Numbers that the software automatically generates
when creating a new Purchase Order or Pick Order. For detailed information on this
feature, please refer to the Customizing Numbers topic.
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12.9 Managing Payment Methods
This function applies to Pro and Enterprise Version users only.
Note: For information on the benefits of upgrading your version of InventoryControl or WaspNest
Inventory, please select Help > Benefits of Upgrading on the Main screen.
This function accesses a screen that allows you to delete, export or print shipping methods you have
entered into the system via the Payment Method field on the Create New Purchase Order screen.
This topic discusses:
Adding Payment Methods
Deleting/Printing/Exporting Payment Methods
12.9.1 Adding Payment Methods:
Note: Payment Methods can also be added on the Create New Purchase Order screen by typing in a
new method in the Payment Method field.
1. From the Main screen, click the Receive/Pick icon. The Receive/Pick menu appears at the
bottom of the screen.
2. On the Receive/Pick menu, click the Manage Payment Methods icon. The Payment Method
List appears displaying all payment methods entered into the system.
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3. The last row on the grid is blank. Click in the row and type in the new payment method.
4. Press ENTER or the down arrow key on your keybord to go to the next new row and enter
another payment method.
5. Click Save to save your additions or Cancel to close the screen without saving.
12.9.2 Deleting/Printing/Exporting Payment Methods:
1. From the Main screen, click the Receive/Pick icon. The Receive/Pick menu appears at the
bottom of the screen.
2. On the Receive/Pick menu, click the Manage Payment Methods icon. The Payment Method
List appears displaying all shipping methods entered into the system.
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3. Highlight the desired listing, then select the function you want to perform. Options are:

Delete - This deletes the highlighted shipping method from the database. When you
select this option, a confirmation message will appear. Select Yes on the confirmation
message to delete the method. It will no longer appear in the Payment Methods drop
down list.

Print - Allows you to print the Payment Method List. When this option is selected, a
standard Page Setup screen appears allowing you to enter margins. An example of this
screen is shown below:
Click the OK button on the Page Setup screen to print the list. The list will print to your
default printer.

Export - Allows you to export the Payment Method List to an external text file. When the
Export option is selected, a screen appears allowing you to specify where the exported
data will be saved on your computer. An example of the Export screen is shown below:
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Make sure you save this to a location you can remember. You must also choose a name
for your file on this screen. After you have made your selections, click Save to export your
data.
A confirmation message will appear when your data has been successfully exported by the
system.
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12.10 Managing Shipping Methods
This function applies to Pro and Enterprise Version users only.
Note: For information on the benefits of upgrading your version of InventoryControl or WaspNest
Inventory, please select Help > Benefits of Upgrading on the Main screen.
This function accesses a screen that allows you to delete, export or print shipping methods you have
entered into the system via the Shipping Method field on the Create New Purchase Order or Create
New Pick Order screens. You can also add additional new shipping methods on this screen.
This topic discusses:
Adding Shipping Methods
Deleting/Printing/Exporting Shipping Methods
12.10.1 Adding Shipping Methods:
Note: Shipping Methods can also be added on the Create New Purchase Order and Create New Pick
Order screens by typing in a new method in the Shipping Method field.
1. From the Main screen, click the Receive/Pick icon. The Receive/Pick menu appears at the
bottom of the screen.
2. On the Receive/Pick menu, click the Manage Shipping Methods icon. The Ship Method List
appears displaying all shipping methods entered into the system.
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3. The last row on the grid is blank. Click in the row and type in the new shipping method.
4. Click ENTER to go to the next new row and enter another shipping method.
5. Click Save to save your additions or Cancel to close the screen without saving.
12.10.2 Deleting/Printing/Exporting Ship Methods:
1. From the Main screen, click the Receive/Pick icon. The Receive/Pick menu appears at the
bottom of the screen.
2. On the Receive/Pick menu, click the Manage Ship Methods icon. The Ship Method List
appears displaying all shipping methods entered into the system.
3. Highlight the desired listing, then select the function you want to perform. Options are:
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
Delete - This deletes the highlighted shipping method from the database. When you
select this option, a confirmation message will appear. Select Yes on the confirmation
message to delete the method. It will no longer appear in the Shipping Methods drop
down list. Note that you cannot delete the standard shopping methods that came
preloaded in InventoryControl.

Print - Allows you to print the Ship Method List. When this option is selected, a standard
Page Setup screen appears allowing you to enter margins. An example of this screen is
shown below:
Click the OK button on the Page Setup screen to print the list. The list will print to your
default printer.

Export - Allows you to export the Ship Method List to an external text file. When the
Export option is selected, a screen appears allowing you to specify where the exported
data will be saved on your computer. An example of the Export screen is shown below:
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Make sure you save this to a location you can remember. You must also choose a name
for your file on this screen. After you have made your selections, click Save to export your
data.
A confirmation message will appear when your data has been successfully exported by the
system.
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12.11 Formatting PO and Pick Order Numbers
Pro and Enterprise Versions Only
Note: For information on the benefits of upgrading your version of InventoryControl or WaspNest
Inventory, please select Help > Benefits of Upgrading on the Main screen.
To make creating Purchase Orders and Pick Orders easier, InventoryControl allows you to set up autogenerated numbers. This allows you to quickly create sequential numbers by clicking the Generate
button on the Create New Purchase Order and Create New Pick Order screens.
InventoryControl allows you to enter custom text, dates and/or counters, in any combination, to create a
unique identifier that is meaningful to your business. You should set up your numbers to contain a date
field, followed by a serialized count field, at the very least.
Formatting Purchase Order and Pick Order Numbers:
1. From the Main screen, click the Receive/Pick icon. The Receive/Pick menu appears at the
bottom of the screen.
2. On the Receive/Pick menu, click Number Formats. A menu appears allowing you to select to
customize Purchase Order Numbers (PO Number) or Pick Order Numbers (Order Number).
3. Click on Purchase Order Numbers or Pick Order Numbers, depending on what you want to
customize. The screen for these two are identical so for this example, we are going to select PO
Numbers. The Define PO Number Format screen appears.
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4. Select the type of value you are entering from the Type drop down list. Your options are:

Text - This option enters text or numeric data into the number. If you select Text, a text
field appears allowing you to enter the text you want to appear in the number.

Date - This option inserts the date into the number. If you select Date, a format field
appears allowing you to select how you want the date to appear (mm/dd/yy. etc.)

Counter - This option inserts a sequential counter into the number. If you select
Counter, fields appear allowing you to select how many digits you want to appear in the
counter and at what number the counter should start. In the example below, we entered
5 in the Digits field and 2 in the counter field. This means the counter will display up to 5
digits and begin counting at 2.
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5. When you have chosen your Type and entered the required values, select Add. Your entries will
appear in the grid at the top of the screen and an example of how your number will look appears
in the screen at the bottom of the screen.
6. Repeat steps 4 and 5 until you have entered all types of data you want to appear in your number.
Your selections will appear in the number in the order they are displayed in the grid.
You can change the order by highlighting a listing in the grid and clicking the Up or Down
buttons.
You can delete an item in the grid by highlighting it and clicking the Delete button.
7. Click the OK button when you are finished formatting the number.
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12.12 Email Distribution List
Pro and Enterprise Versions Only
Note: For information on the benefits of upgrading your version of InventoryControl or WaspNest
Inventory, please select Help > Benefits of Upgrading on the Main screen.
If the Email on Save box is checked on the Create New Pick Order or Create New Purchase Order
screen, a copy of this order is automatically sent to the email address listed in the Customer screen for
this customer (for Pick Orders) or to the email address listed in the Supplier screen for this supplier (for
Purchase Orders) when you click the Save button. If you have selected to view the Email Destination
List (selected on the Options screen), the list will appear allowing you to select email addresses or
change email addresses as needed. If you have selected not to view the list, the order will automatically
be sent. An example of this screen is shown below:
To Addresses: The order is sent to the email address listed in the Customer or Supplier screen. If
there is no email address listed on the Customer or Supplier screen, you will receive an error message
when you try to send emails. You can add an address to the Customer or Supplier screen, and/or edit
the address listing on these screens at any time. See Creating New Suppliers or Creating New
Customers for information on the Suppliers or Customers screen.
From Addresses: The order is sent from the email address listed in the Company Information screen.
If there is no email address listed on the Company Information screen (this should be your company
email address), you will receive an error message when you try to send emails. You can add/edit your
company email address at any time on the Company Information screen. See Entering Company
Information for more details on the Company Information screen.
CC Addresses: An email is also sent to any CC addresses designated on the Options screen. You can
choose to ignore the CC address by deselecting the checkbox next to the CC Addresses field on the
Email Destination List.
In order for the email feature to work correctly, you must set your SMTP Server, User Name and
Password (if authentication is required for outgoing mail) and the SMTP Port on the Options screen. If
these are not set, an error message will appear.
For more information on setting these email options on the Options screen, please refer to the Options
Screen topic. For more information on creating pick orders, please refer to the Creating a Pick Order
topic. For more information on creating purchase orders, please refer to the Creating a Purchase Order
topic.
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Chapter 13 - Creating/Editing/Printing Labels
13.1 Selecting a Label Printer
The Labels menu provides access to pre-built labels contained in the software or allows you to create
new labels.
Printing, Editing, Creating, Browsing Labels:
1. Select a Label Printer: From the Main Screen, click Options > Select Label Printer. The
Select Label Printer screen appears.
2. All printers currently connected to this computer will appear. Highlight the printer you want to
use, then click OK. You can now begin printing labels.
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13.2 Using the Labels Menu
The software allows you to select from several pre-built labels that can be printed the list screens or
edited from the Labels menu. You can also create your own unique labels from the Labels menu.
The following topics are covered in this section:
Editing Labels
Creating Custom Labels
Browsing to an Existing Label
13.2.1 Editing Labels:
1. To edit labels, from the Main screen, click Labels.
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A list of available labels will appear. If you do not see all the label files shown here upon
accessing the list, expand the menu by clicking the + in front of the Labels fields.
2. Click on the label you would like to edit. Wasp Labeler will open with the selected label
displayed. You can make changes as needed. Please see the Wasp Labeler online help for
detailed instructions on editing labels. To access the help, select Help > Contents from the
Wasp Labeler toolbar.
13.2.2 Creating Custom Labels:
1. To create custom labels, from the Main screen, click Labels. A list of available labels will appear.
2. Select Create New Label to open Wasp Labeler without opening an existing .LAB file.
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3. Create your label as desired. Please see the Wasp Labeler online help for detailed instructions
on creating labels. To access the help, select Help > Contents from the Wasp Labeler toolbar.
Note: When saving new labels you have created with Wasp Labeler, they will be listed with the default
names shown on the Labels List. The files will automatically save to the .LAB files in the \Labels folder
under the folder where you installed InventoryControl. If you are unsure where this is, just use the
Windows Find (or Search) command to locate the folder containing the file InventoryControl.exe, then
save your .LAB files in the .\Labels folder beneath it.
13.2.3 Browsing to an Existing Label:
You may have custom labels you have already created that you want to access. To do this:
1. To browse to an existing label file (.LAB file), from the Main screen, click Labels. A list of
available labels will appear.
2. Select Browse to Other Labels. The standard Windows Explorer screen appears.
3. Navigate to the desired .LAB file and select it. The label will open in Wasp Labeler allowing you
to edit or print it.
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13.3 Printing Labels from the List Screens
InventoryControl allows you to print Location and Item labels directly from the List screens. The following
List screens have label printing functionality:
Location List - Print Location Labels
Item List - Print Item Labels
Note: You must select a label printer prior to printing tags from the List screens. To do this, see the topic
Selecting a Label Printer.
To Print Labels:
1. With the desired List screen open (Location or Item), highlight the listing you want to print. You
can select multiple listings by holding down the Ctrl key on your keyboard while clicking on
listings.
2. Click the Print Tags/Labels button on the toolbar.
The following screen appears:
3. Enter the number of copies of the selected labels you want to print. If you want to view a preview
of how your label will appear, check the Preview box.
4. Click the OK button.
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Chapter 14 - Reports
14.1 Report Selection
This software comes with many built-in reports to help you maintain your inventory.
Selecting a Report:
1. From the Main screen, click the Reports icon. The Reports screen appears:
2. Highlight the desired report, then click the OK button, or double-click on the report name. The
report opens in the Report Viewer. For more information on viewing reports, please refer to the
Report Viewer topic.
Selecting <Browse To Other Reports> lets you select the .RPT file you want to open by
browsing your drives.
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14.2 Report Viewer
The Report Viewer presents reports in an interactive environment that permits keyword searches,
printing and export to Adobe Acrobat® Reader™ (. pdf), Microsoft® Excel (. xls), Microsoft® Word (.doc)
or Rich Text Format (. rtf) files.
The Report Viewer is accessed by selecting a report name from the Report Selection screen.
The Status Bar in this example reports the current page being viewed, the total number of pages and the
current zoom factor.
The left panel shows the report tree that shows how the report is organized and allows you to chose
specific nodes.
The ReportViewer Tool Bar provides the following functions:
Go to First Page takes you to the beginning of the report.
Go to Previous Page
Go to Next Page
Go to Last Page takes you to the end of the report.
Print Report launches the Print dialog.
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Refresh updates the report with current data.
Export Report allows you to save the report as your choice of any of the following formats:
Adobe Acrobat® Reader™ (. pdf file)
Microsoft® Excel (. xls file)
Microsoft® Word (.doc file)
or Rich Text Format (. rtf file)
Toggle Group Tree OFF/ON - When this is turned off, it will increase the width of the Report display
by turning off the Group Tree area at the left of the ReportViewer screen. When it is on, it will restore the
Group Tree display at the left of the ReportViewer screen - the default display.
Zoom allows you to scale the Report display via a drop list of percentages:
Search allows you to find all occurrences of a specified keyword within the displayed Report:
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Specify a keyword and click Find Next to find the next occurrence.
Filter allows you to create filters for the selected report using the Report Filter Setup dialog.
Once a filter has been applied, the filter criteria will be displayed to the right of the Filter tool in the
toolbar.
Depending on the number of transactions in your database, the Report you have selected, and the
performance of your PC, ReportViewer can remain blank for quite some time while it access the database
and dynamically builds the Report for display.
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Chapter 15 - Administration
15.1 Administration Menu
The Administration Menu groups tasks such as creating/editing your company information,
Importing/Exporting functions and maintaining security settings into one place.
Note: All screen shots in this help file are of InventoryControl Professional Edition. The screens and
available features in other versions of InventoryControl and in WaspNest Inventory may differ. For more
information on the benefits of upgrading your version of InventoryControl or WaspNest Inventory, please
select Help > Benefits of Upgrading on the Main screen.
To Access the Administration Menu:
1. From the Main screen, click the Administration icon. The Administration Menu appears at the
bottom of the screen.
2. Click on any of the Administration Menu icons to go to that function. Detailed descriptions of
the options found on the Administration Menu are provided below:

Company Info - The Company Information screen allows you to enter or update your
company information such as address, phone and email. The Company Name you enter
on this screen will be used as the "header" for InventoryControl and will appear on all
reports and pre-defined labels. The information on the Company Information screen
should be filled out first when you are initially setting up the software. For detailed
information on this screen, please refer to the Company Information Screen topic.
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
Security - The Security Privileges screen allows users set up as Administrators to add
users to the system, set user privileges, assign users to specific sites, and delete users.
For detailed information on this screen, please refer to the Security Privileges topic.
Note: This option is not available in WaspNest Inventory.

Import/Export - Import/Export allows you to import data into the database from an file
or export data to an external file. Importing data from an external text or .csv file is a
quick way to setup your software. For detailed information on Importing, please refer to
Importing Into the Database. For detailed information on Exporting, please refer to
Exporting to a Text File.

Backup/Restore - The Backup and Restore functions allow you to quickly backup your
entire inventory database or restore the database as of the last backup. Backing up your
database regular is critical to maintaining your business continuity in the event of a
system failure. If you backup regularly, you can easily restore the database and minimize
disruption to your business. For detailed information on these functions please refer to
the Backup Database topic or the Restore Database topic.
Note: Backup and Restore is not available in the Enterprise version of InventoryControl.
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15.2 Company Information Screen
The Company Information screen allows you to enter or update information about your business. The
name entered in the Company Name field on this screen is used as the application header as well as the
header for all reports and pre-defined labels. The information on this screen should be completed first
when setting up your software.
This topic covers:
Entering Company Information
Entering Multiple Address Types
Deleting an Address Type
15.2.1 Entering Company Information:
1. From the Main screen, click the Administration icon. The Administration Menu appears at the
bottom of the screen.
2. On the Administration Menu, click the Company Info icon. The Company Information screen
appears.
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3. Type in the requested information. The Company Name field is mandatory; all other fields on
this screen are optional.
4. Click OK to save your changes.
15.2.2 Entering Multiple Address Types:
This software provides you with the ability to enter a Billing Address, Receiving Address and/or Shipping
Address for your company and to create new address types as well. You can enter an address for each
site that might have inventory shipped to it from purchase orders. To enter multiple address, follow the
steps below:
1. On the Company Information screen, enter your company name. Select what type of address
you will be entering from the Address Type drop down menu, or type in a new address type. For
example, you could enter Warehouse 1 in the Address Type field.
2. If you entered a new address type, a confirmation message will appear verifying that you want to
add it to the database. Select Yes on this message to save the new address type. The new
entry will now appear in the Address Type drop down menu on all screens on which you can
enter multiple address types (Create/Edit Suppliers, Create/Edit Customers, Create/Edit
Manufacturers).
3. Enter the remainder of the address information, then click OK. You will be returned to the
Administration Menu.
4. Click the Company Info icon again. The Company Information screen will reappear populated
with the information you just entered.
5. Select a different address type of the Address Type drop down menu, or enter a new one. The
address lines (Address 1 and 2, City, State, Postal Code and Country) will clear while all other
company information will remain on the screen.
6. Enter the new address information, then click OK. Repeat these steps for each address type.
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15.2.3 Deleting an Address Type:
You can delete one or more addresses for your company by following the steps below. The delete button
is only enabled when you have selected one of the address types you entered. It is not enabled when
one of the standard address types (Corporate, Receiving, etc.) is selected.
1. On the Company Information screen, select the address type you want to delete by choosing
from the Address Type drop down menu.
2. Click the Delete button. A confirmation screen will appear.
3. Select Yes on the confirmation screen to delete the information for the selected Address Type.
Note: You cannot delete addresses that are part of active Pick Orders.
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15.3 Adding Users/Editing Security Privileges
The Security Privileges screen allows those users setup as Administrators in the system to add users,
set privileges, and/or delete users.
Note for WaspNest Users: The Security Privileges feature is not available in WaspNest Inventory. For
more information on the benefits of upgrading your version of InventoryControl or WaspNest Inventory,
please select Help > Benefits of Upgrading on the Main screen.
A user with Administration Privileges, called an Admin User can add new users and make changes to
existing users' security options. We recommend that at least one Admin user in addition to the default
Admin user be added to the system soon after installation.
This topic covers:
Accessing the Security Privileges Screen
Adding Users on the Security Privileges Screen
Editing User Profiles on the Security Privileges Screen
Making Users Inactive
Copying User Security Profiles
Security Privileges Definitions
Business Examples
15.3.1 Accessing the Security Privileges Screen:
1. To access the screen, from the Main screen, click the Administration icon. The Administration
Menu appears at the bottom of the screen.
2. Click the Security icon on the Administration Menu. The Security Privileges screen appears.
Note: The Receive, Pick, Build Assembly and Disassemble Privileges are only available to
Pro and Enterprise Version Users.
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When you first access this screen, you will see a user listed as Admin, User (as shown in the
screen shot above). This is the default Admin User and this user cannot be changed or deleted.
The Admin User profile allows you to access the system for the first time after installation and
setup your system. The password for this user can be changed, if needed.
15.3.2 Adding Users to the Security Privileges Screen:
1. On the Security Privileges screen, click File > Add User. The Add New User screen appears.
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2. First Name, Last Name, a User Name (used when logging on to the system), a Password and
Status (which is normally set to Active) are required. You can optionally enter a Title,
Department, Manager and/or Email address. If you mark this employee as Inactive in the Status
field, Inactive will appear next to his/her name in the User List.
3. Click OK to save the new user information. You will be returned to the Security Privileges
screen which will now display the new user's profile.
4. All privileges and sites are initially disabled when you enter a new user. This means the user will
not be able to access anything in the system. You must select which features you want the user
to be able to access by selecting the desired checkboxes in the Privileges screen. For example,
in the screen shot below, the user Roger Dodger was given access to Add Inventory, Adjust
Inventory and Delete and to Site 200.
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5. Click OK when you have selected all privileges to which you want this user to have access.
These selections can later be changed by any user who has Administration Privilege.
6. If you have more than one Site, you can limit this user's access to whichever sites you want. To
do this, select the Sites to which you want this user to have access. Click Select All to quickly
give the user access to all sites.
Click the "User can access all current and future sites" to automatically give this user access
to any sites you may add in the future.
7. Click Save to save your changes to this user.
16.3.3 Editing User Profiles on the Security Privileges Screen:
1. On the Security Privileges screen, highlight the user name you want to edit in the User List.
You can now change the selections in the Privileges screen by selecting or de-selecting
checkboxes. An existing user's information can be updated by any user with Administration
Privilege. In addition to the ability to change other values, this is where an Administration user
can reset a Password for a user that has forgotten it.
2. If you want to change the user name or personal information, highlight the user name in the User
List and click Edit > Update User. The Update Existing User screen will appear populated with
the selected user's information.
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3. Type in new data as needed, then click the OK button. You will be returned to the Security
Privileges screen.
4. Click OK on the Security Privileges screen to save your changes. If you change your own
security privileges the changes will not go into effect until the next time you log on.
Note: If you select Cancel, you will exit the screen without saving changes made to the
Privileges section on the currently selected user. Changes previously made to other users will
be saved. A message will appear asking if you want to discard changes. Select Yes to close the
screen without saving the changes, or No to save any changes.
The Admin,User is unique in that its user name and privileges cannot be changed. Only the
password can be changed for the Admin user.
15.3.4 Making Users Inactive:
Admin Users can mark users as Inactive, meaning all privileges are revoked and the user's login will be
inactivated.
1. On the Security Privileges screen, highlight the user name you want to make inactive in the
User List.
2. Select Edit > Update User. The Update Existing User screen appears.
3. Select Inactive from the Status drop down menu.
4. Click OK on the Update Existing User screen. You will be returned to the Security Privileges
screen.
5. Select OK on the Security Privileges screen.
15.3.5 Copying User Security Profiles:
If you have multiple users who will have the same security privileges, you can create one profile, then
copy it to other users, streamlining the setup process. To do this:
1. On the Security Privileges screen, highlight the user name you want to copy in the User List.
2. Select Edit > Copy User Settings. The Add New User screen appears.
3. Enter the name and personal information of the user you are adding, then click OK on the Add
New User screen. You will be returned to the Security Privileges screen. The user name you
just added will appear in the User List and the Privileges will be those that you copied.
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15.3.6 Security Privileges Definitions:
Add Inventory: The user will be able to manually add inventory to the system.
Adjust Inventory: The user will be able to adjust inventory amounts.
Administration Privilege: The user will be able to modify existing users' Security Privileges and
perform all functions in the system.
Allow PC Login: The user will be able to login to the program.
Audit: The user will be able to perform all audit functions.
Backup and Restore: The user will be able to backup and restore the inventory database.
Be aware that Restore can cause a loss of data added to the database since the date
and time of the backup file chosen.
Build Assembly - The user will be able to use the Build Assembly function to add inventory to
Assembly Items.
Check In: The user will be able to Check-In inventory.
Check Out: The user will be able to Check-Out inventory.
Delete: The user will be able to delete records.
Disassembly - The user will be able to disassemble Assembly items.
Edit: The user will be able to make changes to records.
Labels: The user will be able to create labels.
Move: The user will be able to Move inventory to another location.
New: The user will be able to create new items, suppliers, etc.
Pick: The user will be able to pick inventory from pick orders on the Pick screen.
Process Mobile Device Data: The user will be able to process and apply transactions that have
been downloaded from a mobile device.
Receive Inventory: The user will be able to mark inventory as Received from purchase orders on
the Receive screen.
Remove Inventory: The user will be able to manually Remove inventory.
WDT2200: The user will be able to use a WDT2200 mobile device to perform transactions.
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15.4 Backing up the Database
Note for Enterprise Users: The Backup feature is not available in the Enterprise version. You must use
SQL to perform backups.
Backing up your database is an important maintenance step that should be performed on a regular basis.
Having a current backup helps to minimize data loss in the case of a system shut down or power failure. If
you do experience a catastrophic system failure of some kind, having a current backup ensures you can
quickly restore the most recent database. For information on restoring your database, please refer to the
Restoring the Database topic.
Note: Each time you Audit your inventory, a backup file is automatically created with the date/time
included in the file name. For more information on performing an Audit, please refer to the Auditing
Your Inventory topic.
Note for Remote Installations:
If you have installed your database on a remote PC/Server (a PC/Server other than the one where you
are running InventoryControl), you can specify a folder on that PC/Server to which the backup file will be
saved. This option is set on the Options screen. For more information on designating a backup folder,
please refer to the Options Screen topic.
Backing Up Your Database:
1. From the Main screen, click the Administration icon. The Administration Menu appears at the
bottom of the screen.
2. On the Administration Menu, click Backup. The Backup Database screen appears.
3. Enter a name for this backup in the Backup File field. It is a good idea to specify a name that will
help you select the right backup file later if you need to restore the database. Adding the date in
the file name is a good way to know which file is the latest.
By default, the backup file is written to:
C:\Program Files\Microsoft SQL Server\MSSQL.1\MSSQL\Backup
Use the Browse button to select a different location.
4. Click OK to backup the database.
Important Note: The network version of the InventoryControl does NOT browse the file system on the
local machine. Instead of the local file system the file system on the machine where the database is
installed will be displayed.
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15.5 Restore the Database
Then software allows you to quickly restore a backup database. This is usually used when there has
been some type of catastrophic system loss and allows you to minimize downtime in your business by
restoring the last saved database.
You can also restore over an existing database, but keep in mind that restoring erases all data currently
in your database and replaces it with the data in the backup, including all inventory, users and items. If
there is a chance you will want to recover transactions that have been entered since the backup was
done, it is a good idea to backup again before restoring. Save the backup to a different file name than the
one you are about to restore.
Note for Enterprise Users: The Backup feature is not available in the Enterprise version. You must use
SQL to perform backups.
Restoring Your Database:
1. From the Main screen, click the Administration icon. The Administration menu appears at the
bottom of the screen.
2. On the Administration menu, click Restore. The Restore Database screen appears.
3. Enter the location and name of the backup in the Restore From File field, or you can click
Browse to search for a file
By default, backup files are located in:
C:\Program Files\Microsoft SQL Server\MSSQL.1\MSSQL\Backup
4. Click OK to perform the database restore.
Important Notes:
The network version does NOT browse the file system on the local machine. Instead of the local
machine file system, the file system on the machine where the database is installed will be
displayed.
If you receive an error when trying to restore the database that states "not all connections to the
database are closed", make sure no other users are logged in to the system. Close
InventoryControl and try to restore again.
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15.6 Options Screen
The Options screen is where you can turn off and on some automatic processes for inventory functions
and control how the software performs in certain situations.
Note: This topic lists all options available in the Professional and Enterprise version of InventoryControl.
Not all options are available in the Standard version of InventoryControl or in WaspNest Inventory. For
information on the benefits of upgrading your version of InventoryControl or WaspNest Inventory, please
select Help > Benefits of Upgrading on the Main screen.
This topic covers the following:
Accessing the Options Screen
Inventory Options
Allow Negative Quantities on Mobile Devices (Batch devices only)
Allow Over Pick
Allow Over Receive
Automatic Customer Number
Automatic Item Numbers
Automatic New
Automatic Notification of Low Order Items
Decimal Places
Enforce Date Code as a True Date
Item Cost When Add Inventory from Mobile Device
Packing Slip for Session
Transaction Code List
Support Options
Check for Software Updates
Close New Form
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Edit Field Names
Max Row Count
Previously Processed Mobile Data
Show Cost Information During Receiving (applies to Pro and Enterprise Versions Only)
Show Warning Messages
SQL Server Backup Location
Email Options
Always Show Email Destination List
Packing Slip CC Emails
Pick Order CC Emails
Purchase Order CC Emails
SMTP Password
SMTP Port
SMTP Server
SMTP SSL/TSL
SMTP User
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15.6.1 Accessing the Options Screen:
From the Main screen, select Tools > Options. The Options screen appears.
All of these options affect all users. Changes made by one user will affect other users who log in.
If the user accessing the Options screen does not have Administration Privileges (setup on the
Security screen), the Options screen will look like the following:
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15.6.2 Allow Negative Quantities on Mobile Devices
This option pertains to batch devices only. Negative quantities are not allowed on wireless devices.
This option allows you to remove or move items from inventory on the mobile device even though the
quantity of those items may have been at zero, according to the database, the last time the mobile device
was synchronized. This option is valuable in a batch processing environment.
If you have more than one mobile device, a situation might arise where some inventory is Added on one
mobile device for a location. The next mobile device comes along and sees the inventory ready for
Remove, but since both devices have not been synchronized to the PC, the second device does not show
that inventory exists. In this case, if Allow Negative Quantities on Mobile Devices is turned off, mobile
devices would have to synchronize before the item could be removed.
Leaving this option turned on allows mobile device users to do their job in the field but opens up the
possibility of error. The responsibility for confirmation of batch processing on multiple mobile devices falls
to the PC user. Many safeguards and methods of verifying the recurring data have been added to help
facilitate this effort. See the Pending Uploads topic for more information.
To enable this option, select the Yes checkbox.
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15.6.3 Allow Over Pick
When this option is selected, users can mark more inventory as "picked" than is indicated on the Pick
Order. This applies to the PC and mobile devices.
15.6.4 Allow Over Receive
When this option is selected, users can mark more inventory as "received" than is indicated on the
Purchase Order. This applies to the PC and mobile devices.
15.6.5 Automatic Customer Number
This options allows you to enable automatic generation of a Customer Number when you are creating
new customers.
An automatically generated Customer Number will always be 1 greater than the value of the largest
customer number currently in your database.
If you are using alphabetic or alphanumeric values as Customer Numbers, the Automatic Customer
Number option will still generate a numeric Customer Number, beginning with a value of 1, if it does not
exist already.
15.6.6 Automatic Item Numbers:
This options allows you to enable automatic generation of an Item Number when you are creating a new
item or when duplicating an existing item from the Item List.
An automatically generated Item Number will always be 1 greater than the value of the largest Item
Number currently in your database.
If you are using alphabetic or alphanumeric values as Item Numbers, the Automatic Item Number
option will still generate a numeric Item Number, beginning with a value of 1, if it does not exist already.
15.6.7 Automatic New
This option enables the automatic opening the New screen when an entered value (Item Number, for
example) is not in the database.
When the Automatic New option is enabled:
The Create New Item screen is opened if an unknown Item Number is entered on the Add
Inventory, Create New Purchase Order or Create New Pick Order screen.
The Create New Location screen is opened if an unknown Location is entered on the Add
Inventory screen or in the To Location field of the Move Inventory screen.
The Create New Supplier screen will be opened if an unknown Supplier is entered on the Add
Inventory or Create New Purchase Order screen.
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The Create New Customer screen will be opened if an unknown Customer is entered on the
Remove Inventory, Create New Pick Order or Check-Out Inventory screens.
When the Automatic New option is disabled:
A prompt will ask you if you want to continue to the appropriate Create New screen. Sometimes,
when data input has a high error rate, this is more desirable as it allows the user to verify the
number entered.
15.6.8 Automatic Notification of Low Order Items
When this option is enabled, the software will notify you if the Item Stock Level List contains items that
have a Quantity value equal to or less than the Min. Stock Level value set for that item and location on
the Create New Item or screen/Location tab. This notification appears for the location level only. This
notification will appear immediately after logging in to the software.
15.6.9 Decimal Places
This option allows you to set the number of decimal places to display in numeric fields where this is
possible.
All values entered in numeric fields are stored to the number of Decimal Places allowed by this option at
the time you entered the value, but screens and reports will always display numeric values to the number
of Decimal Places currently allowed by this option.
If the number of decimal places currently allowed by this option is greater than the number of
decimal places allowed when a value was stored, the value will be displayed with trailing zeros.
For example, if a value of 25.5 was stored when Decimal Places was set to 1, it will be displayed
as 25.500 if Decimal Places is later set to 3.
If the number of decimal places currently allowed is less than the number of decimal places
allowed when a value was stored, the value, as displayed, will be rounded. For example, if a value
of 25.5 was stored when Decimal Places was set to 1, it will be displayed as 26 if Decimal places is
later set to 0. (Values rounded for display at the currently specified number of Decimal Places will
retain their original number of decimal places as stored in the database.)
Enter a value within the range 0 through 4.
15.6.10 Enforce Date Code as a True Date
When this option is selected, any dates entered into InventoryControl must be in the format mm/dd/yyyy.
15.6.11 Item Cost When Add Inventory from Mobile Device:
Turn this option on to use the item's average cost when adding from a mobile device. Leave this option
off (default) to use the item's set cost when adding from a mobile device. Average Cost is the cost of an
item over time, including any discounts, price increases, etc. The Item Cost is the value you have
entered on the Create New/Edit Item screen > General Tab.
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15.6.12 Packing Slip for Session:
The packing slip that can be printed and/or emailed upon saving by default displays only items picked in
the current pick session. If you want to pick multiple times and print a packing slip that displays all the
picks for this pick order, including items picked previously, you can select to do so on the Options screen.
For example:
Assume Pick Order 001 a quantity of 5 for item ABC and a quantity of 4 for item XYZ. Today I pick 2 of
item ABC and 2 of item XYZ and ship them. The packing slip will display 2 ABC and 2 XYZ. Tomorrow I
pick the other 3 of item ABC and 2 of item XYZ and ship them. The packing slip has 3 ABC and 2 XYZ.
This would also be exactly the same if both picks and ships were done on the same day.
If, however, I pick what I have in the morning and don’t ship it and a shipment comes in that day or the
next and I complete the order before shipping anything I will want all of the items picked throughout the
day to display on one packing slip. To do this, select Yes for this option.
15.6.13 Transaction Code List:
This option affects what displays in the Transaction Code drop down lists on the Audit and Adjust
screens. You can choose to show only those transaction codes created by the currently logged in user,
or show all transaction codes regardless of who created them. The options available are:
Logged In User - Select this option to display the last ten transaction codes created by the currently
logged in user. The last 10 codes created by the current user will display.
All Users - Select this option to display transaction codes created by all users. When you select this
option you can also enter the number of transaction codes to show (up to 30).
15.6.14 Check for Software Updates:
When this option is enabled, the system will automatically search for a newer version of the software
when you log on to the system. If a new version is found, you will receive a notification and can then go
to the Wasp website to download the new version.
This option is enabled when the Yes checkbox is selected. This option is enabled by default. You can
disable the option by deselecting the checkbox. Manual checks can still be performed (via the Help
menu). For more information on manually checking for updates, please refer to Checking for Software
Updates.
15.6.15 Close New Form:
When this option is turned on, the Create New screen is automatically closed each time a new record is
created.
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When this option is disabled, upon clicking the Save button on the Create New screen, the entry will be
saved, the screen will remain open with the fields cleared, ready for another entry. Clicking the Close
button will exit the Create New screen.
When this option is enabled, upon clicking the OK button on the Create New screen, the screen will close
automatically. Clicking the Cancel button on the Create New screen will exit the form without saving any
entry made.
It might be desirable to turn this option off when first entering data, for speed, then turn it on later to avoid
confusion when using it infrequently.
15.6.16 Edit Field Names:
When this option is enabled, users setup with Administrative Privileges on the Security screen can edit
the names of some labels and tool tips in the software. You might want to change a field name if your
business calls one of the functions or fields something different than the default values. Or, you might
want to change the tool tip if you want to give special instructions to your users.
For detailed instructions on how to edit fields once this option is enabled, please refer to the Editing Field
Names topic.
15.6.17 Max Row Count:
This option allows you to specify the maximum number of rows to be displayed on most lists. The
number of rows can be limited to improve performance. If you notice that it takes more than a few
seconds for your list screens to appear you can reduce the number of rows to speed this up.
A value of 0 indicates all rows should be displayed.
Values between 1 and 99 are invalid.
100 is the smallest maximum that can be specified.
Transaction List - The Transaction List is handled differently than other lists due to the usually large
amount of listings. In the case of the transaction list:


if 0 is entered, the transaction list is limited to 10,000 rows,
if there is a maximum set (either higher or lower than 10,000), the list will be limited to the number
of rows specified.
For example, if you enter 16,000 in the Maximum Number field, 16,000 rows will be displayed on the
Transaction List.
15.6.18 Previously Processed Mobile Data:
When this option is turned on, the software alerts you if you attempt to upload data from the mobile
device to the PC when that data has previously been uploaded.
With this option turned on, if you upload and process data from the mobile device to the PC and then
attempt to upload and process that same data again, in the Pending Uploads wizard, a symbol displays
in the Accept column indicating this data will not be processed again because it has already been
processed. Below is an example of the symbol that will appear:
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When this option is turned off, you still will not be able to re-process data that has already been
processed. The drop-down list in the first screen of the Pending Uploads wizard simply will not display
the processed XML file.
15.6.19 Show Cost Information During Receiving:
(applies to Pro and Enterprise Versions Only)
When this option is enabled, cost information will display on the Receive screen when you are receiving
inventory from a purchase order. This option is disabled by default. To enable this option, select the
checkbox.
15.6.20 Show Warning Messages:
This options allows you to enable or disable the display of warning messages.
15.6.21 SQL Server Backup Location:
This option is useful if you have your database installed on a different PC/Server than where you are
running the software.
Enter an existing directory on the PC/Server where the SQL database is installed (this is where you
installed the database during the initial installation process). Make sure the user who will be performing
the backups (Administration Menu > Backup) has permission to the database.
If a location is not entered, the Microsoft SQL Server backup directory will be used to store backups. This
is where the system will look for backup files when you try to restore the database as well.
If you specify a folder and SQL Server does not have rights to write to that folder, you will receive an error
message and the backup will fail. It is your responsibility to give SQL Server the proper rights to write the
backup in the specified folder.
For information on how to give permissions to a folder, please refer to Wasp Technical Support,
Knowledge Base and Downloads on the internet.
By default, if you do not have a remote connection to your database, the backup folder is: C:\Program
Files\Microsoft SQL Server\MSSQL.1\MSSQL\Backup
15.6.22 Always Show Email Destination List:
Select Yes to always have the list of email destinations appear when you select the Send Emails Upon
Save on the New Purchase Order and New Pick Order or the Pick (to email the packing slip) screens.
This list allows you to select the email addresses to which the order will be sent.
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If you deselect the Yes checkbox, the list will not appear and the emails will automatically be sent to
every address on the list.
15.6.23 Packing Slip CC Emails:
You can enter email address here to which a copy of the slip will automatically be sent if you have the
Email Packing Slip checkbox selected on the Pick screen. The CC email addresses are in addition to
any email addresses selected on the Pick screen - Email Destination List (see above).
15.6.24 Pick Order CC Emails:
You can enter email address here to which a copy of the order will automatically be sent if you have the
Email On Save checkbox selected on the Create New Pick Order screen. The CC email addresses are
in addition to any email addresses selected on the Create New Pick Order screen - Email Destination
List (see above).
15.6.25 Purchase Order CC Emails:
You can enter email address here to which a copy of the order will automatically be sent if you have the
Email On Save checkbox selected on the Create New Purchase Order screen. The CC email
addresses are in addition to any email addresses selected on the Create New Purchase Order screen Email Destination List (see above).
15.6.26 SMTP Password:
If your SMTP server requires authentication to send outgoing mail, enter the password here. If it does not
require authentication, leave this field blank.
15.6.27 SMTP Port:
Enter the SMTP mail server listening port here. The default port is 25.
15.6.28 SMTP Server:
Enter the name of an outgoing mail server that supports SMTP for delivering notification emails. Enter
the name of the same outgoing mail server that is setup in your own email program. If you do not was
InventoryControl to send notification emails, leave this field blank.
15.6.29 SMTP SSL/TSL:
Turn this option on for all SMTP servers that require SSL or TSL, including GMail SMTP servers.
Note on using GMail: To use a GMail SMTP server to send out mail from InventoryControl:
1. Go to www.gmail.com and setup your gmail account.
2. Have your IT department open port 587 and 465 on your computer.
3. Turn on the SMTP SSL/TSL option, and set up the other SMTP related options on the Options
screen.
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The GMail SMTP server address is smtp.gmail.com. The SMTP user should be
'[email protected]' (don't forget @gmail.com). The SMTP Password is your Gmail account
password.
Please be aware that you need to turn this option on for all SMTP servers that require SSL or TSL,
not just for GMail SMTP servers.
15.6.30 SMTP User:
If your SMTP server requires authentication to send outgoing mail, enter the user name here. If it does
not require authentication, leave this field blank.
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15.7 Archiving Transactions
The Archive Transaction feature allows you to archive inactive transactions prior to a specified date.
This date defaults to the value specified when you enabled this option on the Options screen. For more
information on enabling this option, please refer to the Options Screen topic.
Only inactive transactions are eligible for archive. These are transactions that no longer impact the
current inventory. For instance, if you added a quantity of 10 to a specific item number and all of those
have since been removed, the initial add transaction is inactive and will be archived if it occurred before
the date specified.
Archiving is useful to keep your database running quickly by storing unused information.
Archiving Transactions:
1. From the Main screen, click Tools > Archive Transactions. The Archive Transactions screen
appears.
2. Set the Transaction Date to the date before which inactive transactions will be archived, or leave
it at the default date.
3. Click OK to archive the selected inactive transactions or click Cancel to close the screen without
archiving any data.
4. If desired, you can run the Transaction History (Archived) Report to review the archived
transactions.
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15.8 Editing Field Names
When the Edit Field Names option is enabled on the Options screen, users setup with Administrative
Privileges on the Security screen can edit some field and function names. Editing Field Names is useful
if your business calls one of the functions or fields something different than the default values, or if you
want to change the Tool Tip (the text that appears when you hover the cursor over a field) to provide
special instructions to your users. For example, if your business refers to adding inventory as increasing
inventory, you may want to change the name of the Add field to Increase to avoid confusion for your
employees.
For more information on the Options screen, please refer to the Options Screen topic. For more
information on setting security privileges, please refer to the Security Privileges topic.
Please see the Using Custom Fields topic for additional information about customizing this software.
This topic discusses:
Editing Field Names
Resetting Field Names to their Default Values
15.8.1 Editing Field Names:
1. When this option is enabled several field names throughout the program will appear in recessed
boxes, as seen below. Note: The Check-In and Check-Out options are disabled for WaspNest
Inventory.
Click on a recessed label, such as Add. The Customize Field screen appears:
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2. You can change the text of the Label (or field name) and that field's associated Tool Tip or click
Set to Default to reset the field and tool tip to its original name.
Note: Some fields allow the you to edit the tool tip and not the label itself. This is because some
label names must remain fixed due to internal constraints.
The Form field is disabled, as shown above, for labels throughout the program except for some
of the labels on the Create New Item screen. The Form field for these few labels on the Create
New Item screen permit you to specify custom tool tips for different Inventory screens like Add,
Remove, etc. The same label is used for each, but the tool tips can be unique.
For example, in the screen shot below, we are customizing the Item Number label on the Create
New Item screen. Here, the Form field is enabled and Item has been selected from the drop
down list.
The custom Label value, "Stock #:" that we entered will appear on all screens instead of the
default Label value, "Item Number", and the custom Tool Tip value, "Enter Stock # in this
field. Stock # must be unique.", will appear on all screens as well (instead of the original Tool
tip).
Next we change the Form value from Item (the default Form value shown above) to
Inventory_Transactions, as seen in the drop down list below.
Now the custom Label, "Stock #", will continue to appear on all screens instead of the default
Label value, "Item Number", but the custom Tool Tip will only be displayed where this field
occurs within all of the Inventory transactions.
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The scope of the custom Tool Tip for this field could be narrowed further by selecting a single
Inventory transaction, such as Remove from the Form drop down list.
3. Now select if you want this field to be Visible and/or Required.
De-selecting the Visible option completely removes the field from the forms where it occurs. This
can be used to streamline data input operations by removing the distraction of unused fields. (The
label will still be visible while the Edit Labels option is turned on.)
Selecting the Required option makes data entry mandatory for transactions that use the field
being customized. The Visible option will be grayed-out when the Required option is selected
(Required fields must be visible).
Some customizable fields must be both visible and required for the software to perform correctly.
In this case, the Visible and Required checkboxes will be disabled.
4. Click OK to save your changes.
15.8.2 Resetting Field Names to their Default Values:
You can quickly restore the default values for all editable fields by following the instructions below.
1. From the Main screen, click Tools > Reset All Field Names.
A message appears asking if you want to reset all field names to their default values.
2. Select Yes on the message. All field names you have changed will return to their original values.
Note: The Reset All Field Names option on the Tools menu is disabled if the Edit Field Names option
is disabled on the Options screen or the user currently logged in does not have Administrative
Privileges.
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15.9 Using Custom Fields
InventoryControl allows you to create custom fields on your Items, Sites, etc. This enables you to capture
information that is specific to your business needs. The Custom Texts and Custom Numbers and
Dates tabs can be found on each of the following screens:
Create New Customer
Create New Manufacturer
Create New Item
Create New Site
Create New Location
Create New Supplier.
Note: The Edit Field Names option on the Options screen must be enabled in order to enter custom
text, numbers and dates. For more information on the Options screen, please refer to the Options
Screen topic. Below is an example of the Custom Texts tab found on the screens mentioned above:
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Note: The fields seen above are not visible when the Edit Field Names option is turned off and no
customizations have been applied.
Custom Numbers fields will accept values ranging from -999999999999999.9999 to
999999999999999.9999.
Custom Dates will be displayed in the same format as found elsewhere in the product: "day of the
week, month dd, ccyy"
Example:
Here, with the Edit Field Names option enabled, we have clicked on the Custom Text 1 label (on the
Custom Texts tab of the Create New Customer screen) to edit it. The Form field is grayed-out because
this label only occurs on the Customer screen.
Click OK to save the customization or Cancel to abort.
When the Edit Field Names option is subsequently disabled, the Customer Screen/Custom Texts tab
appear as shown below:
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This field will also be seen in the Edit Customer screen.
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Chapter 16 - Importing/Exporting
16.1 Importing Into the Database
Import allows you to bring data into the program's database from external sources such as .CSV or .TXT
files. This allows you to quickly add information to your database rather than having to manually add it
when you are initially setting up your software.
Data must be imported into the database in the following order:
1.
2.
3.
4.
5.
6.
7.
Site
Locations
Suppliers
Manufacturers
Customers
Items
Inventory
Samples for each import type are installed in the InventoryControl/Import Samples folder. Use these
samples to verify you have the correct data and format.
This topic covers:
Tips for Importing Data
How to Import Data
Required Fields
Handling Import Errors
Notes on Importing Inventory
16.1.1 Tips for Importing Data:

Do not attempt to use Import to modify existing records.

Imported data will be truncated if field lengths exceed those within the program's database. Data
Types and Sizes for each Table that can receive data via Import are documented in the
Database Properties topic.

If your data normally resides in a different data format, you must first use your existing database
software's File > Export or File > Save As function to translate the data to a .csv or .txt file.

You must strip out all currency symbols, including (but not limited to) these examples: $, ¢ , ¥, £,
§, or ¤, if you are about to import them into a numeric field, such as Cost, List Price, etc. They
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are permissible in text fields.

Commas, sometimes used as "thousands" separators, should be removed from numeric fields.

Commas are permissible in text fields only when residing within a pair of double quotes, which
will cause them to be treated as normal text, not as field delimiters.

If you intend to import data to all available tables, make sure you import in the order specified
above. It is also a good idea to review the information found in the Related Data Fields topic
before proceeding with importing information.
16.1.2 How to Import Data:
In the example below, we will show how to import Locations. The steps are the same for importing all
other types of information.
1. From the Main screen, click the Administration icon. The Administration Menu appears at the
bottom of the screen.
2. On the Administration Menu, click Import. The Import Wizard/Step 1: Origination and
Destination Data screen will appear.
3. Enter the location and file name of the file you want to import, or click the ... button located to the
right of the Import File field to search for a file. Then select the table to which you want to import
data from the To table drop down menu.
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4. Click Next when you are ready to proceed. The Step 2: Field Delimiter screen appears.
Delimiters are used to separate the data items in a database (the columns in the database table)
when transporting the database to another application. For example, a comma-separated values
file (CSV file) is one in which each value in the cells of a table row is delimited by and separated
from the next value by a comma. The beginning of a row is indicated by a new line character.
5. Specify the field Delimiter used in the file from which you are importing data. This will always be
a comma for .csv files, but any of the characters shown in the list box can be used with .txt files.
The preview window at the bottom of the screen will show you if your selected Delimiter is correct
by displaying each column the system finds in your file when using that Delimiter. If all the data is
in one column of the preview pane, you have not selected the right Delimiter.
Select the First row contains column headings option only if the first record of the file you are
importing does not contain actual data. Import cannot remove subtotals, section headers, or any
other records within the file that do not match the format of the actual data records. These must
be removed before you attempt the import.
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6. Click Next when you are ready to proceed. The Step 3: Field Mapping screen appears.
The Field Mapping screen allows you to associate columns which occur within your imported
data file and corresponding fields within the table into which data will be written. Depending on
the contents of your original database, not every column in your imported data needs to be
mapped to a corresponding field in the program. The object is to bring over at least the required
fields and any others that may be of use.
Note: If the First Row Contains Column Heading checkbox was checked in Step 2, the Import
Wizard automatically compares the import file's Import Data Column heading to the Map To
column heading. If a match is found, the Import Wizard populates the Field Mapping Import Data
Column and Map To values. You may change the mapping for any column if necessary.
Special Note for Importing Items: When importing into the Item table, there are seven Map To
fields which allow you to use the Import Data Columns for the purpose of enabling or disabling
the Item To Be Tracked By or Require the user to fill out options found on the Create New Item
and Edit Item screens. For more information on these options, please refer to the Create New
Item topic.
Tracked By or Required Option is
Enabled For This Record
True
T
Yes
Tracked By or Required Option is
Disabled For This Record
False
F
No
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0
1
These values are case-insensitive, but they are the only values allowed. Anything else will be
rejected by Import. The default value is False.
The Map To fields, to which data columns containing these True/False values can be mapped, are
named as follows in the Map To drop list:







Date Code (Track by?)
Lot (Track by?)
Pallet (Track by?)
Serial Number (Track by?)
Customer (Required ?)
PO (Required ?)
Supplier (Required ?)
If, for example, you wanted every item being imported to be tracked by Serial Number, you could create
a new column in your source data that contains the word "yes" in every cell of that column. If you chose
to name this column TrackSer in your source data, you would then map from the TrackSer column to the
Serial Number (Track by?) field.
You could just as easily edit this TrackSer column to turn on Serial Number tracking for some items and
not others, by specifying values of "yes" or "no", as necessary. In either case, when you import the items,
mapping your TrackSer column to the Serial Number (Track by?) field will correctly set the Tracked By
Serial Number option for each item being imported. This negates the need to manually edit each
imported item's Item To Be Tracked By Serial Number option after importing the items.
True/False, T/F, Yes/No or 0/1 columns can be added to your source data for any or all of the seven Map
To fields shown above, so that the Tracked By and Required options are set for each item at the time of
import.
Each record added to an Auto Generated Number field takes the maximum number present in its
column and increments this value by 1. For an import, if the Employee table already has an ID field value
that is equal to 100 and the Import Wizard recognized that your import file contains a value in a mapped
column that is equal to or less than 100, it will present you with a Default Value of the first import record.
All subsequent imported records will increment this value by 1. If this condition does not exist, the import
will proceed with the values included in the import delimited text file.
7. Click Finish when you are done mapping all the desired fields to the table. A confirmation screen
will appear that the data has been imported. You can verify the import by going to the List screen
(Main Screen > Lists) and viewing the list for that type of information. For example, if you just
imported Locations, view the Locations List to verify the new information is there.
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16.1.3 Required Import Fields:
All tables have some required fields that must be mapped. These are listed below:
Table
Site
Location
Supplier
Manufacturer
Customer
Item
Inventory
Required Fields
Site
Location, Site
Supplier Code
Name
Customer Number
Item Number, Item Type
Item Number, Quantity, Site and Location
Example: Site and Location are required fields for importing Locations. If you fail to map columns for the
Location table's required fields, you will receive this prompt:
16.1.4 Handling Import Errors:
If any of the information you just imported contains errors, a message will appear when you click the
Finish button telling you to check the error report. Click OK on this message to view the Error report.
It is not uncommon to get an error like this when duplicates occur in your source data. Duplicate errors
can be ignored and the Import can be considered to have completed successfully. For other error types,
find the records that are in error; fix them; make a new import file (.txt or .csv) containing only these
records and do another Import. Alternatively, you can enter these records manually.
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16.1.5 Notes on Importing Inventory:
The steps for importing inventory are the same as those listed above; however, there is some important
information to be aware of when you are importing inventory:

Importing data into the Inventory table is optional. It is equivalent to manually adding inventory at
the PC. Quantity and Location data, imported along with an Item Number, increases Item
quantities in the database. You cannot remove inventory by importing negative quantities.

The value specified in the Select Site screen/From Site field can impact the Locations into which
imported Inventory information will be recorded. When something other than <all> is specified as
your From site, imported inventory will be put into Locations at the specified From Site. If you
have varying Site information you wish to import along with the Location and Quantity data for
each Item Number, you must make sure the From Site is set to <all> in Select Site before
importing data into the Inventory table. For further information on the Select Site screen, please
see the Select Site topic.

Item Number, Quantity, Site and Location are all required fields for Importing into the Inventory
table. If, while importing Inventory data, a previously unknown value for either Item Number,
Site, Location, or Supplier Code is read, a new Item Number, Site, Location or Supplier Code
will not be created using the new value. Instead, the Inventory record being imported will be
rejected. Negative values for Quantity can also cause an Inventory record to be rejected.

If one or more Tracked By or Require the user to fill out options are enabled for the Item Number
specified in an Inventory record that fails to supply that information, the record will be rejected.
For more information on these options, please refer to the Create New Item topic.
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16.2 Exporting to a Text File
This software allows you to create text files containing data from one or more fields within each of the
program's tables. For example, if you want to create a text file of all of the manufacturers in your
database, the Export function allows you to quickly do this.
Data types and sizes for each table from which data can be exported are documented in the Database
Properties topic.
How to Export Data:
1. From the Main screen, click the Administration icon. The Administration Menu appears at the
bottom of the screen.
2. On the Administration Menu, click Export. The Export Wizard/Step 1: Origination and
Destination Data screen appears.
3. Select the table from which you want to export from the Export Table drop down menu. Then
select the file to which you want to export the data. Here, the Supplier table has been selected
for import to an external file named Suppliers.csv (a comma separated values file). Export also
supports creation of .TXT files.
4. Click Next to continue. The Step 2: Export Field Selection screen appears.
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The Export Field Selection screen allows you to select which of the Fields available in the table
you have chosen to pull data from will be exported to the specified file.
button to
To select a field, highlight a listing in the Fields available screen, then click the
add it to the Fields selected box.
Click the
button to add all of the available fields to the Fields selected box.
After adding one or more fields to the Fields selected box, you can use the
buttons to return fields to the Fields available box.
The graphic below displays this screen with all Fields available selected.
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5. When you are finished selecting all the fields you want to use, click the Up or Down buttons to
sequence the fields in the desired order. This is the order they will appear in your exported file.
The Preview window at the bottom of the screen displays how your file will look.
6. Click Next to continue. The Step 3: Destination File Format screen appears.
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The Destination File Format screen allows you to specify the Field Delimiter of choice and
whether or not to Include field names on first row.
Delimiters are used to separate the data items in a database (the columns in the database table)
when transporting the database to another application. For example, a comma-separated values
file(CSV file) is one in which each value in the cells of a table row is delimited by and separated
from the next value by a comma. The beginning of a row is indicated by a new line character.
If the file name you specified in Step 1 uses the extension .CSV, you must specify <Comma> as
your field delimiter (the default). If you specified a file name with the extension of .TXT in Step 1,
you may use any of the field delimiters available in the drop list (as long as the chosen character
does not occur within the data itself.)
7. Click the Finish button to perform the export. On completion, you'll receive a confirmation screen
stating your export was successful.
You can confirm the export by opening and reviewing the .csv or .txt file you specified in Step 1.
Exports can be performed from any of the program's tables: Location, Supplier, Manufacturer,
Item, Customer or Inventory.
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16.3 Related Data Fields
Location Table
Supplier Table
Manufacturer
Table
Item Table
Site
Location
Supplier Code
Supplier Code
Manufacturer
Item Number
Name
Inventory
Table
Site
Location
Supplier Code
Item Number
The chart above shows the related data fields that exist within the database tables. The chart should be
interpreted from left to right:

If you will be importing data into both the Location table and the Inventory table:
The same values that reside within the Import Data Columns you choose to map to the Location
table's Site and Location fields must also occur within the Import Data Columns you choose to
map to the Inventory table's Site and Location fields. The actual Import file used for the Location
import does not have to be used for the Inventory import. It's the Site and Location values
themselves which must be the same in both Imports to create the proper connections between the
Location and Inventory tables.
If, while importing Inventory data, a previously unknown Site or Location value is read, a new
Site and/or Location will be created using the new value; the Inventory record being imported will
not be associated with an existing Site and Location.

If you will be importing data into the Supplier table and the Item table (or into the Supplier table
and both the Item and Inventory tables):
The same values that reside within the Import Data Columns you choose to map to the Supplier
table's Supplier Code field must also occur within the Import Data Columns you choose to map to
the Item or Inventory table's Supplier Code field. The actual Import file used for the Supplier import
does not have to be used for the Item or Inventory import. It's the Supplier Code values
themselves which must be the same in both Imports (or in all three Imports) to create the proper
connections between the Supplier and Item tables (or between the Supplier, Item and Inventory
tables).
If, while importing Item data, a previously unknown Supplier Code value is read, a new
Supplier Code will be created using the new value; the Item record being imported will not be
associated with an existing Supplier Code.
If, while importing Inventory data, a previously unknown Supplier Code value is read, a new
Supplier Code will not be created using the new value; the Inventory record being imported will be
rejected.
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
If you will be importing data into both the Manufacturer table and the Item table:
The same values that reside within the Import Data Columns you choose to map to the
Manufacturer table's Name field must also occur within the Import Data Columns you choose to
map to the Item table's Manufacturer field. The actual Import file used for the Manufacturer import
does not have to be used for the Item import. It's the Name and Manufacturer values themselves
which must be the same in both Imports to create the proper connections between the
Manufacturer and Item tables.
If, while importing Item data, a previously unknown Manufacturer value is read, a new
Manufacturer will be created using the new value; the Item record being imported will not be
associated with an existing Manufacturer.

If you will be importing data into both the Item table and the Inventory table:
The same values that reside within the Import Data Columns you choose to map to the Item table's
Item Number's field must also occur within the Import Data Columns you choose to map to the
Inventory table's Item Number field. The actual Import file used for the Item import does not have
to be used for the Inventory import. It's the Item Number values themselves which must be the
same in both Imports to create the proper connections between the Item and Inventory tables.
If, while importing Inventory data, a previously unknown value for either Item Number, Site,
Location, or Supplier Code is read, a new Item Number, Site, Location or Supplier Code will not
be created using the new value; the Inventory record being imported will be rejected. Negative
values for Quantity can also cause an Inventory record to be rejected. Lastly, if one or more
Tracked By or Require the user to fill out options are enabled for the Item Number specified in an
Inventory record that fails to supply that information, the record will be rejected. These errors will
be listed in the Import-Export Error Report.
These same relationships apply when using Create New Location, Create New Supplier, Create New
Manufacturer, Create New Item or Add Inventory.
The Customer table's fields are not related to fields within any of the other tables.
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16.4 Import Specifics
This topic lists all Field Names, Data Types and Sizes for the fields that can be imported.
The import wizard contained in this software can automatically map the columns in your import files to the
correct column in the database. To do this, however, the column header must match one that the wizard
is looking for and the data type must be correct. Below is the header and data type the import wizard is
expecting. Modify your .csv or .txt file with the correct column header to simply the import process. The
order in which your columns are arranged in your file does not matter. You can also find a .csv file with
the header and one row of sample data on the installation cd that came with this product.
The imported file formats discussed in this topic are:
Customer
Inventory
Item
Location
Manufacturer
Supplier
Data Type Definitions are listed after the Table Properties.
16.4.1 Customer Import Format:
Column Header
Data Type
Cell No
Company Name
Custom Date 1
Custom Date 2
Custom Date 3
Custom Date 4
Custom Date 5
Custom Number 1
Custom Number 2
Custom Number 3
Custom Number 4
Custom Number 5
Custom Text 1
Custom Text 2
Custom Text 3
varchar
varchar
datetime
datetime
datetime
datetime
datetime
decimal
decimal
decimal
decimal
decimal
varchar
varchar
varchar
Size (Precision,
Scale)
20
50
8
8
8
8
8
9(15,4)
9(15,4)
9(15,4)
9(15,4)
9(15,4)
100
100
100
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Custom Text 4
Custom Text 5
Custom Text 6
Custom Text 7
Custom Text 8
Custom Text 9
Custom Text 10
Customer No.
Date Added
Department
Email
FAX
Home Phone
Name
Notes
Phone
Cell Phone
Customer Billing Address
1
Customer Billing Address
2
Customer Billing City
Customer Billing State
Customer Billing Postal
Code
Customer Billing Country
Customer Billing Mail
Drop
varchar
varchar
varchar
varchar
varchar
varchar
varchar
varchar
datetime
varchar
varchar
varchar
varchar
varchar
varchar
varchar
varchar
varchar
100
100
100
100
100
100
100
30
8
20
250
20
20
100
1000
20
20
100
varchar
100
varchar
varchar
varchar
50
50
10
varchar
varchar
50
20
Note: You may have multiple address information for shipping, mailing, etc.
16.4.2 Inventory Import Format:
Field Name
Date Acquired
Date Code
Item Description
Item Number
Location
Lot
Pallet
PO
Quantity
Serial Number
Data Type
datetime
varchar
varchar
varchar
varchar
varchar
varchar
varchar
decimal
varchar
Size (Precision,
Scale)
8
25
255
31
30
25
25
25
9(18,4)
25
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Site
Supplier Code
varchar
varchar
50
30
16.4.3 Item Import Format:
Field Name
Alt Item Number
Category
Checkout Length
Cost
Custom Date 1
Custom Date 2
Custom Date 3
Custom Date 4
Custom Date 5
Custom Number 1
Custom Number 2
Custom Number 3
Custom Number 4
Custom Number 5
Custom Text 1
Custom Text 2
Custom Text 3
Custom Text 4
Custom Text 5
Custom Text 6
Custom Text 7
Custom Text 8
Custom Text 9
Custom Text 10
Customer (Required ?)
Date Code (Track By?)
Description
Dimension Unit
File Reference
Height
Item Number
Length
List Price
Lot (Track By?)
Manager
Manufacturer
Max Stock Level
Min Stock Level
Notes
Data Type
varchar
varchar
int
money
datetime
datetime
datetime
datetime
datetime
decimal
decimal
decimal
decimal
decimal
varchar
varchar
varchar
varchar
varchar
varchar
varchar
varchar
varchar
varchar
char
char
varchar
varchar
varchar
varchar
varchar
varchar
money
char
varchar
varchar
decimal
decimal
varchar
Size (Precision,
Scale)
30
255
4
8
8
8
8
8
8
9(15,4)
9(15,4)
9(15,4)
9(15,4)
9(15,4)
100
100
100
100
100
100
100
100
100
100
1
1
255
50
255
50
31
50
8
1
50
50
9(15,4)
9(15,4)
1000
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Pallet (Track By?)
PO (Required?)
Reorder Qty
Sale Price
Serial Number (Track
By?)
Supplier (Required?)
Supplier Code
Supplier Name
Unit of Measure
Weight
Weight Unit
Width
char
char
decimal
money
char
1
1
9(15,4)
8
1
char
varchar
varchar
varchar
varchar
varchar
varchar
1
30
50
10
50
50
50
16.4.4 Location Table Properties:
Field Name
Custom Date 1
Custom Date 2
Custom Date 3
Custom Date 4
Custom Date 5
Custom Number 1
Custom Number 2
Custom Number 3
Custom Number 4
Custom Number 5
Custom Text 1
Custom Text 2
Custom Text 3
Custom Text 4
Custom Text 5
Custom Text 6
Custom Text 7
Custom Text 8
Custom Text 9
Custom Text 10
Description
Location
Notes
Site
Data Type
datetime
datetime
datetime
datetime
datetime
decimal
decimal
decimal
decimal
decimal
varchar
varchar
varchar
varchar
varchar
varchar
varchar
varchar
varchar
varchar
varchar
varchar
varchar
varchar
Size (Precision,
Scale)
8
8
8
8
8
9(15,4)
9(15,4)
9(15,4)
9(15,4)
9(15,4)
100
100
100
100
100
100
100
100
100
100
255
30
1000
50
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16.4.5 Manufacturer Table Properties:
Field Name
Address 1
Address 2
City
Contact Cell No
Contact Ext.
Contact FAX
Contact Name
Contact Phone
Country
Custom Date 1
Custom Date 2
Custom Date 3
Custom Date 4
Custom Date 5
Custom Number 1
Custom Number 2
Custom Number 3
Custom Number 4
Custom Number 5
Custom Text 1
Custom Text 2
Custom Text 3
Custom Text 4
Custom Text 5
Custom Text 6
Custom Text 7
Custom Text 8
Custom Text 9
Custom Text 10
Email
Extension
FAX
Mail Stop
Name
Notes
Phone
Postal Code
State
Web Site
Data Type
varchar
varchar
varchar
varchar
varchar
varchar
varchar
varchar
varchar
datetime
datetime
datetime
datetime
datetime
decimal
decimal
decimal
decimal
decimal
varchar
varchar
varchar
varchar
varchar
varchar
varchar
varchar
varchar
varchar
varchar
varchar
varchar
varchar
varchar
varchar
varchar
varchar
varchar
varchar
Size (Precision,
Scale)
100
100
50
20
10
20
50
20
50
8
8
8
8
8
9(15,4)
9(15,4)
9(15,4)
9(15,4)
9(15,4)
100
100
100
100
100
100
100
100
100
100
250
10
20
20
50
1000
20
10
50
255
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16.4.6 Supplier Table Properties:
Field Name
Address 1
Address 2
City
Contact Cell No
Contact Ext.
Contact FAX
Contact Name
Contact Phone
Country
Custom Date 1
Custom Date 2
Custom Date 3
Custom Date 4
Custom Date 5
Custom Number 1
Custom Number 2
Custom Number 3
Custom Number 4
Custom Number 5
Custom Text 1
Custom Text 2
Custom Text 3
Custom Text 4
Custom Text 5
Custom Text 6
Custom Text 7
Custom Text 8
Custom Text 9
Custom Text 10
Email
Extension
FAX
Mail Stop
Name
Notes
Phone
Postal Code
State
Supplier Code
Web Site
Data Type
varchar
varchar
varchar
varchar
varchar
varchar
varchar
varchar
varchar
datetime
datetime
datetime
datetime
datetime
decimal
decimal
decimal
decimal
decimal
varchar
varchar
varchar
varchar
varchar
varchar
varchar
varchar
varchar
varchar
varchar
varchar
varchar
varchar
varchar
varchar
varchar
varchar
varchar
varchar
varchar
Size (Precision,
Scale)
100
100
50
20
10
20
50
20
50
8
8
8
8
8
9(15,4)
9(15,4)
9(15,4)
9(15,4)
9(15,4)
100
100
100
100
100
100
100
100
100
100
250
10
20
20
50
1000
20
10
50
30
255
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16.4.7 Data Type Definitions:


The maximum sizes permitted by the data types defined below are greater than the field lengths
used in the database. Refer to the sizes given in the tables above to avoid truncation when using
Import.
Any field defined in the tables above that has a length of only one character expects one of the
following values (case insensitive):
o For False: "0", "F", "False", "No", "N"
o For True: "1", "T", "True", "Yes", "Y"
char Fixed-length non-Unicode character data with a maximum length of 8,000 characters.
datetime Date and time data from January 1, 1753, through December 31, 9999, with an accuracy of
three-hundredths of a second, or 3.33 milliseconds.
Valid Alphabetic datetime Formats for Microsoft® SQL Server™ 2000 date data
(characters enclosed in brackets are optional):
Apr[il] [15][,] 1996 -- (mdy)
Apr[il] 15[,] [19]96 -- (mdy)
Apr[il] 1996 [15] -- (mdy)
[15] Apr[il][,] 1996 -- (dmy)
15 Apr[il][,][19]96 -- (dmy)
15 [19]96 apr[il] -- (dmy)
[15] 1996 apr[il] -- (dmy)
1996 APR[IL] [15] -- (ymd)
1996 [15] APR[IL] -- (ymd)
Suggestion: To avoid ambiguity, use four-digit years.
If the day is missing, the first day of the month is supplied.
Any of the alphabetic datetime formats shown above may be used -as long asthe format you select conforms to the year, month and date sequence exhibited by
the Long Date format in effect on your PC. This can be found at:
Start > Settings > Control Panel > Regional Options > Date tab > Long Date
format
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For example, if your Long Date format, as shown in Regional Options is dddd,
MMMM dd, yyyy (Friday, June 27, 2003), you can use any of the mdy alphabetic
formats shown above, but you can not use any of the dmy or ymd formats.
Valid Numeric datetime Formats for Microsoft® SQL Server™ 2000 (characters
enclosed in brackets are optional):
number separator number separator number [time] [time]
[0]4/15/[19]96 -- (mdy)
[0]4-15-[19]96 -- (mdy)
[0]4.15.[19]96 -- (mdy)
[04]/[19]96/15 -- (myd)
15/[0]4/[19]96 -- (dmy)
15/[19]96/[0]4 -- (dym)
[19]96/15/[0]4 -- (ydm)
[19]96/[04]/15 -- (ymd)
Slash marks (/), hyphens (-), or periods (.) may be used as separators.
Any of the numeric datetime formats shown above may be used -as long as- the
format you select conforms to the year, month and date sequence exhibited by the
Short Date format in effect on your PC. This can be found at:
Start > Settings > Control Panel > Regional Options > Date tab > Short Date
format
For example, if your Short Date format, as shown in Regional Options is M/d/yyyy
(6/27/2003), you can use any of the mdy numeric formats shown above, but you can
not use any of the dmy, ydm, ymd, myd, or dym formats.
decimal
Fixed precision and scale numeric data from -10^38 +1 through 10^38 -1.
Precision specifies the maximum total number of decimal digits that can be stored, both to
the left and to the right of the decimal point.
Scale specifies the maximum number of decimal digits that can be stored to the right of the
decimal point.
Size is the number of storage bytes consumed internally - this value should be ignored
when determining whether or not a decimal value will be truncated - use Precision and
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Scale instead, to make this assessment. Size can and should be used for all other Data
Types.
int Integer (whole number) data from -2^63 (-9223372036854775808) through 2^63-1
(9223372036854775807).
money Monetary data values from -2^63 (-922,337,203,685,477.5808) through 2^63 - 1
(+922,337,203,685,477.5807), with accuracy to a ten-thousandth of a monetary unit.
This data type is limited to a maximum of four decimal points. Use a period to separate partial
monetary units, like cents, from whole monetary units. For example, 2.15 specifies 2 dollars and
15 cents.
Comma separators are not allowed.
varchar
Variable-length non-Unicode data with a maximum of 8,000 characters.
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Chapter 17 - Performing an Audit
17.1 Auditing Your Inventory
As many business owners know, keeping accurate counts of inventory is a critical part of maintaining a
well-run business. For instance, if an inventory item is listed in the system as having met its reorder point,
but the quantity in the system is based on an inaccurate count, your business could end up wasting
money on reordering inventory that was not in danger of being depleted. On the other hand, if your
system lists plenty of inventory for an item that is actually at or below the reorder point, you could be
faced with too little stock on hand to fulfill orders, creating a costly back-order situation. Many business
owners also know that getting accurate counts can be a time-consuming task.
Note: All screen shots in this help file are of InventoryControl Professional Edition. The screens and
available features in other versions of InventoryControl and in WaspNest Inventory may differ. For
information on the benefits of upgrading your version of InventoryControl or WaspNest Inventory, please
select Help > Benefits of Upgrading on the Main screen.
With these issues in mind, the software was designed with a built-in audit mode that allows you to
conveniently conduct audits at the PC and on one or more mobile devices while preventing access to
such features as Remove and Add so that you can be assured you are getting accurate count
comparisons.
Audit Mode allows you to check the counts of all your inventory while disabling the Add, Remove, Move,
Adjust and Check-In and Check-Out features to make sure inventory counts in the system do not change
while you are performing the audit. If you are using mobile devices, you can use them simultaneously
with the PC to perform an audit by downloading the database in audit mode to each device. Audit Mode
features a simple Audit screen that allows you to enter your counts for inventory in each location and
compares these to the counts already in the system. You can then view the Complete Audit screen to
review any discrepancies between your counts and what was in the system. At the click of a button you
can reconcile the counts or you can select certain transactions to accept or reject. This software also
comes equipped with several Audit Reports that allow you to review a variety of information at-a-glance.
The topics listed below are included in this section. It is best to review these topics in order as they
outline the flow of performing an audit.
Audit Flow Overview
Beginning the Audit
Using the Audit Screen
Reviewing the Not Counted Items Report
Reconciling Your Counts on the Complete Audit screen
Reviewing the Remainder of the Audit Reports
Ending the Audit
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17.2 Audit Flow Overview
The audit process in this software is broken into 7 steps:
1. Create a pre-audit backup of your database.
2. Start the Audit Mode on the PC. If you are using mobile devices, create a database of the
system while in audit mode and download it to the mobile devices to be used during the audit. If
you are using a wireless connection, you will not need to download the audit database. Your
mobile device will connect to the database as usual.
3. Use the Audit screen or the mobile devices to enter counts (and sync the mobile device data
back to the PC).
4. Review the Items Not Counted Report.
5. Reconcile your counts entered in the Audit screen against the counts that were in the system.
6. Review the remainder of the Audit Reports.
7. End the Audit Mode.
17.3 Beginning the Audit
1. On the Main screen, click the Inventory icon. The Inventory menu appears at the bottom of the
screen.
2. On the Inventory menu, click the Audit icon. The following confirmation message appears:
3. Click Yes to begin the audit. If you are using the Pro or Enterprise version of InventoryControl, a
message appears reminding you to create a pre-audit backup of your database, if you have not
already done so.
4. Select Cancel on the Backup Reminder message, then to the Backup screen and create the
backup now. We recommend you create the backup file with a name similar to the following:
Pre-Audit-yyyy-mm-dd-hh-mm-ss.bkp
This backup of your database can be restored later, if necessary, but you will lose any
transactions completed since that backup. For more information on creating backups, please
refer to the Backing Up the Database topic.
Select OK to begin the audit without creating a backup (this is not recommended).
The screen will prominently display a message that Audit Mode is active and most of the
Inventory menu will be disabled. An example of the Inventory menu with Audit Mode activated
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is displayed below:
With Audit Mode Active, you should next create mobile databases and download them to
mobile devices if you will be using mobile devices for the audit. If you are using a wireless
device, you will not need to download the database.
5. Now you can begin entering counts manually on the PC or on the mobile devices via the Audit
screen. For information on using the Audit screen on the mobile device, please refer to the
Working with Mobile Devices section of this help file:
WDT2200 - Auditing Inventory
Windows Mobile Device - Auditing Inventory
17.4 Using the Audit Screen
Now that you have started the Audit Mode on the PC and (optionally) downloaded the audit database to
your mobile devices, you can begin your counts.
To enter your counts on the PC:
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1. On the Inventory menu, click the Audit icon (this is the same icon you clicked to begin the Audit
Mode). The Audit screen appears:
button located to the right of the field
Note: To prevent fields from clearing, click the pushpin
you want to lock. This is helpful when you have to perform multiple Adds at one Location, for
example. Pushpins can be used to lock the values in all but one required field so that a scanner
can be used to rapidly add inventory just by repeatedly scanning barcodes into that field. (The
Add button does not have to clicked between each scan to post these add transactions to the
Pending Transaction List.)
button will unlock the field.
Clicking the
2. Complete the Item fields: Enter the Item Number of the item you want to audit. To enter an
Item Number, you can type or scan the value into the field, or you can use the drop down list to
see the first 10 items in the database, select <more> on the drop down list to see all items in the
Item List. You cannot create a new item during an audit.
Entering an Item Number populates the Item Number field as well as the Description field and
enables the following fields:



Location
Quantity (unless the item is Tracked By Serial Number - Set on the Add or
Edit Item screens, which fixes the Quantity to a value of 0 or 1)
Any of the associated Tracked By fields: Serial Number, Date Code, Lot or
Pallet (Set on the Add or Edit Item screens). A Tracked By field is enabled or
disabled at the time the item is created.
Items tracked by serial number that are checked-out cannot be audited.
Below is an example of the Audit screen enabled:
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3. Enter a Transaction Code (optional): This field allows you to type in a value or select a
previously-entered code that describes the transaction.
4. Enter Notes (optional): This field allows you to add and store additional information that
describes the transaction.
5. After you have entered all information on the screen, click the Audit button. The audit
transaction will be added to the Pending Transaction List.
The Audit button is not enabled until a valid value is entered in the Item Number field and the
Location field.
6. After reviewing the Pending Transaction List, click the OK button to post the audit transactions
to your database.
You can highlight an item in the Pending Transaction List and click the Remove button to remove
it from the list. You can select the Remove All button to remove all pending transactions from the
list.
Audit's pending transactions are handled differently than other inventory transactions. All
pending transactions are listed (those just added as well as those previously added.) They do not
go away until they are reconciled or removed from the list.
7. Repeat these steps for each item for which you want to update quantity. After you have finished
updating quantity for all audited items (and downloaded any audit data from the mobile devices, if
used) you are ready to review the Not Counted Items Report.
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17.5 Reviewing the Not Counted Items Report
This software contains several audit reports that allow you to review count and discrepancy information.
Most of these reports are useful for review after the audit is completed and are discussed later in this
topic. The Not Counted Items Report, however, should be reviewed before you reconcile your counts.
This report lists any items for which quantity was not entered into the system either through the Audit
screen on the PC or via the mobile devices. By reviewing this report, you can quickly determine if any
items were missed during the audit.
To View the Not Counted Items Report:
1. Click the Reports icon in the main functions section of the Main Screen. The Reports Selection
screen appears displaying all Audit reports.
2. Highlight the Not Counted Items Report and click OK or just double-click the report. The report
opens in the Report Viewer. For more information on viewing reports, please refer to the Report
Viewer topic.
3. Review the report and add counts for any items that were missed. After you have entered any
additional quantities into the system, you are ready to reconcile your counts.
17.6 Reconciling the Counts
The next step in the audit process is to reconcile your counts against those that were already in the
system. You can view this screen and reconcile as you go along, or you can wait until all counts are
entered and reconcile once before ending the audit.
To Reconcile:
1. On the Inventory Menu (in Audit Mode), click the Reconcile/End icon. The Complete Audit
screen appears:
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This screen lists all audit transactions and includes the following columns:





Item Number
Current Quantity - This is the quantity that was listed for this item in the system prior to
the audit.
Audited Quantity - This is the quantity that you entered for this item on the Audit
screen. You can update this field on the Complete Audit screen by selecting the field
and typing in a new number or by using the up or down arrow buttons next to the field.
Location - The location you selected for this item on the Audit screen.
Serial Number, Lot, Pallet - These appear populated only if this item is tracked by one
or more of these fields.
2. Select from the Action column what action you want to take with the selected item. Your options
are:



Audited Qty - Selecting this option means the system will keep the audited quantity you
entered for this item on the Audit screen.
Current Qty - Selecting this option means the system will keep the quantity that was
listed in the system prior to the audit.
Ignore Record - When the audit is ended, no action will be taken on this record.
Quantity amounts will stay the same for this item. The system will behave as though this
item was not audited. The item will not appear on any audit reports.
You must remove those items you mark as Ignore Record from the Pending
Transaction List tab on the Audit screen before you can end the audit.
3. After you have selected an action for all items on the list, click the OK button to post the
transactions to your database. You are now ready to end the audit.
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17.7 Reviewing the Remainder of the Audit Reports
This software contains several audit reports that allow you to review a variety of information. Available
reports are:







Accepted Audit Discrepancies Report
Accepted Audit Result Report
Audit History by Audit Date
Audit History by Item Number
Not Counted Item Report
Unreconciled Audit Discrepancies
Unreconciled Audit Report
These reports are accessed by click the Reports icon on the Main Screen. The reports are viewed in the
Reports Viewer. For more information on viewing reports, please refer to the Report Viewer topic.
17.8 Ending the Audit
The last step in the audit process is to end the Audit Mode session on your PC so all features are
enabled. To do this:
1. On the Inventory menu (in Audit Mode), click the Reconcile/End icon.
If you have not reconciled all transactions on the Complete Audit screen (including removing any
records marked as Ignore Record from the Audit screen/Pending Transactions List tab), the
Complete Audit screen will appear. For information on using this screen, please refer to the
Reconciling the Counts topic, above.
If you have reconciled all transactions, the following message will appear:
2. Click Yes on the message screen to end the audit. The system will go back into regular mode
and you will have access to all features on the Inventory menu.
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Chapter 18 - Search Function
18.1 Searching for Information
The Find screen allows you to easily search for information within the Inventory Control database. You
can limit your search to a specific table(Information you enter into each field in InventoryControl is stored
in a database "table" behind the scenes. You can extract this information using the Export Wizard.) in the
database, field or even a value within a field on the Find screen.
Searching for Information:
1. From the Main screen, select the Find icon. A menu of tables from which to search appears.
2. Select what you want to search for by clicking on an option in the Find menu. In this example we
are going to search for Customers.
You can also access this screen by clicking the Filter button at the top of the List screens.
Note: If the table you select (Customers, Manufacturers, Items, etc.) contains over 1000
pieces of data, you will automatically be taken to the Advanced Find screen. For further
information on the Advanced Find screen, please refer to the Advanced Find topic.
3. The Find screen contains three fields:



Table is used to select the table you want to search.
Field is used to select the field in the listed table to be searched.
Value is the information for which you are searching.
Selecting the Whole Word Only checkbox will search the selected table based upon the your
entire entry in the Value field. Partial matches will be excluded from the search results.
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Selecting the Find All checkbox disables the Field and Value fields. The search results will
display all of the records from the table selected in Search.
You can click the Advanced button to go to the Advanced Find screen which provides you with
more search options.
4. Click the Find button to start the search. When the search is complete, a list will appear
displaying all the records that match your criteria.
All searches are case insensitive.
Your most recent Find criteria are saved and will automatically be loaded the next time you access
the Find screen.
Examples:
For these examples, assume that the Customer table is made up of three records containing one field,
called FirstName. The values in this field are Fred, Frederick, and Sam.
Example
Table
Field
Value
Fred
Whole
Word Only
Option
Off
Find
All
Option
Off
1
Customer
FirstName
2
Customer
FirstName
Fred
On
Off
3
Customer
FirstName
Mike
Off
On
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Search
Result
2 records:
Fred;
Frederick
1 record:
Fred
3 records:
Fred;
Frederick;
Sam
InventoryControl Printable Help
18.2 Advanced Find
The Advanced Find screen allows you to search a table in the database using multiple values and
logical expressions. This screen is useful when the table you are searching contains a lot of data. You
can enter several parameters by which to filter your search.
When you use this screen, you will construct a filter, which limits the information you are searching for to
certain parameters.
Using the Advanced Find Screen:
1. From the Main screen, click the Find icon. A menu of tables from which to search appears.
2. Select what you want to search for by clicking on an option in the Find menu. In this example we
are going to search for Customers.
Note: If the table you select (Customers, Manufacturers, Items, etc.) contains over 1000
pieces of data, you will automatically be taken to the Advanced Find screen. If you are not
automatically taken to the Advanced Find screen, the Find screen will appear.
3. Select the Advanced button on the Find screen. The Advanced Find screen appears.
The Advanced Find screen consists of seven input fields and a Filter Expression panel that
displays the resulting filter as you build it. These fields are described below:


Table is used to select the table you want to search.
Parenthesis (open and close) can be used to control the order in which criteria will be
processed. The inner most pair of parentheses in any filter expression are evaluated first.

Field is used to select the field in the listed table to be searched.
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
Operator is a comparison operator used to evaluate an expression.
Comparison Operator
=
<>
>=
>
<=
<
Like
Not Like
Is Null
Is Not Null

Meaning
equal
not equal
greater than or equal
greater than
less than or equal
less than
is similar to value
is not similar to value
no value
any value
Like and Not Like are used for text pattern matching. They can only be used with plain
text fields, not with dates. The following characters, used within the text value, have a
special meaning for the Like and Not Like operators:
LIKE Operator
_ (underscore)
%
\
Meaning
matches any
single
character
matches zero
or more
characters of
any value
Escapes the
special
characters
(gives them
their normal
meaning)
Examples
LIKE '_-inch' matches
'2-inch', '3-inch', etc.
LIKE 'Eric W%'
matches 'Eric White',
'Eric Williams', etc.
LIKE '\%' matches '%'
LIKE '\\' matches a
single '\'

Value is the information you are searching for. (This may included special characters for
the Like or Not Like operators).

Logical is a Boolean operator that combines one or more filter expressions into a single
logical group:
Boolean Operator
AND
OR
Meaning
gives you the intersection of
two conditions
gives you the union of two
conditions
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4. Enter the desired values for the seven Advanced Find fields to construct a filter fragment. For
example, assume you make the following selections:
Table - Customer
Field - Address 1
Operator - =
Value - 2205 Anywhere Road
The Customer table will be searched for any instance of 2205 Anywhere Road appearing in the
Address 1 field.
5. Click the Add button after building each filter fragment. The filter will appear in the Filter
Expression list as shown in the example below:
6. The Move Up and Move Down buttons allow you to move a filter fragment toward the top or
toward the bottom of the list, respectively. To reposition a filter fragment in the Filter Expression
panel, click on it, then click either the Move Up or Move Down button.
You may edit a filter fragment by first selecting the fragment in the Filter Expression list. The
values of the filter fragment populate the seven input fields. Update any of these fields, then click
Replace to update the selected filter fragment in the Filter Expression list.
7. Click the Check button to check the syntax of the Filter Expression.
8. Click the Find button to start the search process. When complete, a list will be displayed
showing all the records that match your criteria.
All searches are case insensitive.
To search for a specific date, build your filter expression to include a time range of 12:00am
to 11:59pm for the given date. For example, the filter expression Date >= 12/25/02 12:00am to
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12/25/02 11:59pm will return all records that have the date 12/25/02.
9. Click the Simplified button to revert to the standard Find screen.
Chapter 19 – WDT2200
19.1 WDT2200 - Setup the Device
The Wasp WDT2200 Communication Wizard allows you to setup your Wasp WDT2200 PDT for use with
InventoryControl, filter the database to be used on the PDT, and transfer data to and from the PDT.
Note: The WDT2200 must be powered on and connected to the PC's serial port before proceeding.
Setting Up the Device:
1. On the InventoryControl Main screen, click the Mobility icon. If you have more than one type
of mobile device installed, a menu will appear allowing you to select which device you will be
working with. If you have only one type, the Mobility Menu for that device will appear at the
bottom of the screen.
2. On the Mobility Menu, select Setup Mobile.
The Wasp WDT2200 Communication Wizard screen appears with the Setup WDT2200 tab
displayed.
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3. Click Auto Detect COM Port Settings. A status screen appears as the system is detecting the
default settings:
The default settings are:
Parity: None
Baud Rate: 19200
Stop Bits: 1
When the system is finished looking for the settings, they will appear in the fields:
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4. Normally, you should not have to make changes to the values set by the Auto Detect function, but
changes can be made to the COM Port Settings, if necessary:
Specify the Serial Port to which your PDT is connected. The Serial Port drop list will display
COM1 through COMn where 'n' is the highest address found on your system.
Specify the Baud Rate at which your PC is to communicate with the PDT. It is recommended that
you use the default value of 19200, reducing the Baud Rate to lesser values only if you encounter
difficulty transferring files.
Specify the Parity and Stop Bits for the serial port if it is not defined with the defaults shown
above (None and 1, respectively.)
If InventoryControl is not already installed, you will receive the following message:
5. Click Yes to install the program.
While it is loading you will see a status bar and the device will beep occasionally.
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When the install has completed, the following confirmation message will appear:
6. Click OK on the confirmation message.
After the first install of InventoryControl, you can resend the program at any time by connecting
the device and clicking the Transfer Program to Mobile Device button.
7. Next you need to create the mobile database. For more information, please refer to the WDT
2200 - Creating the PDT Database topic.
19.2 WDT2200 - Creating the PDT Database
After you send the InventoryControl program to your mobile device, you will need to create a mobile
version of the database so you can transfer the data from the pc to the mobile device. You will also need
to create a new database each time you want to send changes from the PC to the mobile device. Create
PDT Database builds the database that will be transferred to the PDT.
Note: If there are inventory transactions on the PDT which have not yet been transferred to the PC, you
should Receive the Data from PDT first. For more information on receiving data from the PDT, please
refer to the WDT2200 - Receiving Data from the PDT topic. Sending a new database first will result in
losing the data on the PDT.
Creating the Database:
1. If you are continuing the setup process, click the Next button at the bottom of the Setup WDT
2200 tab, or click the Create PDT Database tab. (You must send the InventoryControl program
to the device before you can send the database.) Please refer to the WDT 2200 - Setting Up the
Device topic for more information.
OR
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If you are creating a database for a device that already has the program, from the
InventoryControl Main Screen, click the Mobility icon. If you have more than one type of
mobile device installed, a menu will appear allowing you to select which device you will be
working with. If you have only one type, the Mobility Menu for that device will appear at the
bottom of the screen.
On the Mobility Menu, select Create Mobile.
The Create PDT Database tab displays:
Filter Records allows you to specify which data will be used to create the PDT database. By
filtering the records to include only those that are needed at the PDT, memory is conserved as is
the time necessary to do transfers between the PC and the PDT.
The default values, shown above, apply no filtering to your data. All Items will be selected,
including those which are not yet in a Location.
If the specified filters produce no eligible Items or Sites, no data will be transmitted to the
PDT when a Send Data to PDT is attempted. An error will display on the PDT to verify/send Data
to PDT.
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2. Select the Site, Location, Item Numbers, Customers, Suppliers, Purchase Orders (Pro and
Enterprise Versions Only) and Pick Orders (Pro and Enterprise Versions Only) to be downloaded
to the device, then click OK.
Select the Specify Filter button if you will be limiting the data. Click the Hand icon to access the
Find screen to search for data. The data you select on the Find screen will be entered in the text
box for that section and only that data will be sent to the mobile device. Please refer to the
Searching for Information topic for more information on the Find screen.
Select the Minimally Required checkbox to only send data that is required for normal operation.
For example, if you select to send all Items, but don't want to send all locations, only those
locations designated as Primary Locations for individual items will be sent. Or, if you don't want
to send all Suppliers, but some Suppliers are entered on the Item screen/Managing Suppliers
tab for items, only those suppliers entered on the Item screen will be sent.
Tips for Filtering Information
The default values apply no filtering to your data. All Items will be selected, including those which
are not yet in a Location.
Site:
Source: Specify <all> or one of the Sites listed in the drop down list. This determines
which Sites will be shown in the Source Site list on the WDT2200.
This is the Site for all inventory transactions to be performed by the device. If you
want the device's database to include Items at more than one Site, select <all>.
You can only select ALL or 1 specific site. For example, if you have 5 sites, you
cannot select 2 to be a Source. You can either select 1 or all.
Destination: If more than one Site is defined on the system and you have selected a
specific Site in the Source Site field, you can select one of the Sites listed in the
Destination drop down list. This determines which Sites will be shown in the Destination
Site list of the WDT2200 Site Configuration function and which locations will be listed in
the Move To list.
This field will be grayed-out with a value of <all>, as shown above, if only one Site is
defined in InventoryControl or if a value of <all> has been specified for the Source
Site. If a specific Site has been selected for the Source Site, that same site will be
the default value for Destination Site, but you can change the Destination Site to a
different value using the drop down list.
Source Site:
Destination
Site:
296
The Source
Sites Listed in
the WDT2200
Site
Configuration
will Include:
The
Destination
Sites Listed
in the
WDT2200
Site
Configuration
will Include:
InventoryControl Printable Help
<all>
<all>
This value is
forced to <all>
when there is
only one Site
setup in the
system.
A Specific
Site
This value is
forced to <all>
when <all> is
specified as
the Source
Site.
Destination
Site is the
Same as the
Source Site
A Different
Site
A Specific
Site
All Sites
All Sites
The Specified
Source Site
The Same
Site
The Specified
Source Site
The Specified
Destination
Site
As an example, if you have more than two Sites and want to be able to move
inventory from Site 1 to Site 2 -and- from Site 1 to Site 3 on the mobile device, you
will have to create a mobile database for Source Site 1 and Destination Site 2,
transfer the database to the mobile device, use the device for those Moves, send
the information back to the PC, then repeat the entire process beginning with by
creating a second database to do Moves from Source Site 1 to Destination Site 3.
Alternately, if your device has enough memory to hold a database containing
records for all of your Items, at all Sites, you can specify a Source value of <all> and
then control Source Site and Destination Site on the mobile device (see WDT2200 Site Configuration for more information.
Location:
From: Specify <all> or use <More> from the drop list to find a specific Location at the
Source Site that denotes the first in a range of Locations that will be included in the mobile
database. The last 10 Locations used will be also be listed in the From drop list.
Specifying <all> will include all Locations for the specified Source Site in the mobile
Database.
To: Specify <all> or click the Hand icon to find a specific Location at the Source Site that
denotes the last in a range of Locations that will be included in the mobile database. The
last 10 Locations used will also be listed in the To drop list.
Specifying <all> will include all Locations for the specified Destination Site in the
mobile Database.
A specific value can be used for From even though <all> is used for To: (For example,
From: Bin 50 used with To: <all>, would select Bin 50 through whatever the largest Bin
number is.)
Similarly, a specific value can be used for To in combination with From: <all>. (For
example, From: <all> used with To: Bin 100, would select every bin up through Bin 100.)
Item Number:
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From: Specify <all> or click the Hand icon to find a specific Item Number that will
establish the first valid value in a range of Item Numbers. The last 10 Item Numbers used
will be also be listed in the From drop list.
To: Specify <all> or click the Hand icon to find a specific Item Number that will establish
the last valid value in a range of Item Numbers. The last 10 Item Numbers used will be
also be listed in the To drop list.
Include Items not in a Location: This is an option that is turned on and grayed-out when no
filtering is applied. When filtering is applied in one or more of the above fields, this option
becomes user-controllable. It allows you to include in the mobile database Items which are not
yet in a Location, in addition to those selected via the filters specified. (This can be employed
when you expect to use the mobile device to Add quantity for Items that have never been
inventoried before. The mobile device user can specify previously defined Locations or create
new Locations while adding the previously "Location-less" Items.)
3. Click OK when you have finished specifying filter criteria. You will see this message:
4. Click No if you want to return to the Filter Records dialog. Click Yes if you want to proceed with
creating the PDT database.
Several status bars will be displayed as the PDT database is created. Depending on the filter
criteria, the database may take several minutes to create.
If you have not yet created any Location, Supplier or Item data in InventoryControl, or your
Filter Records criteria exclude all the data, you will receive the following message:
"Create PDT database completed. The criteria entered has resulted in no items being
selected for the mobile databse. Please click Back button to modify the criteria and try
again."
If the above message is displayed, click OK and then the Back button to restart the Filter
Records dialog. Finish creating your PC database before attempting another transfer to the
PDT.
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5. Click Next if you want to proceed to the PC to Mobile Device tab where you can send the
database you just created to the device.
Click Back to restart the Filter Records dialog.
Click Cancel if you want to avoid transferring the newly created PDT database to the PDT at this
time. The Create PDT Database screen will close. The database you just created for the PDT
can still be transferred later.
6. You are now ready to send the database to the PDT. For more information, please refer to the
WDT2200 - Sending Data to the PDT topic.
19.3 WDT2200 - Sending Data to PDT
The Send Data to PDT function is used to transfer data from the PC to the PDT. You will need to create
the mobile database first on the Create PDT Database tab before using this function. For more
information on creating the database, please refer to the WDT2200 - Creating the PDT Database topic.
Sending Data to the PDT:
1. If you are continuing the setup process, click the Next button at the bottom of the Create PDT
Database tab, or click the PC to Mobile Device tab. (You must create the mobile database
before you can send it to the device.) Please refer to the WDT 2200 - Creating the PDT
Database topic for more information.
OR
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If you are creating a database for a device that already has the program, from the
InventoryControl Main screen, click the Mobility icon. If you have more than one type of mobile
device installed, a menu will appear allowing you to select which device you will be working with.
If you have only one type, the Mobility Menu for that device will appear at the bottom of the
screen.
On the Mobility Menu, select Send Data To.
The PC to Mobile Device tab displays:|
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If the specified filters produce no eligible Items or Sites, no data will be transmitted to the PDT
when a Send Data to PDT is attempted.
2. Make sure the WDT2200 is connected to the PC and powered on, then click the Next button on
the PC screen to proceed.
Note: If you click the Next button while still logged in on the PDT, the PC screen will prompt you
to log out of InventoryControl on the PDT before proceeding.
After clicking Next, the PC will transfer the database to the PDT:
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When finished transferring the data, the following message will be displayed on the PC:
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Having received both the InventoryControl program and a database, the PDT will now display the
logon screen:
InventoryControl
V4
User:
Password
F1-About
Once you've entered values for User and Password, you'll be able to perform against the
downloaded database.
4.
After performing inventory transactions on the PDT, you can retrieve them on the Mobile Device
to PC tab.
or
Click Finish now to close this dialog and return to the InventoryControl Main Menu.
or
Click the Back button to restart the Send Data to PDT dialog.
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19.4 WDT2200 - Receiving Data from PDT
The Receive Data from PDT function is used to transfer data from the PDT to the PC.
Receiving Data from the PDT:
1. If you are continuing the setup process, click the Next button at the bottom of the Create PDT
Database tab, or click the PC to Mobile Device tab. (You must create the mobile database
before you can send it to the device.) Please refer to the WDT 2200 - Creating the PDT
Database topic for more information.
OR
If you are creating a database for a device that already has the program, from the
InventoryControl Main screen, click the Mobility icon. If you have more than one type of mobile
device installed, a menu will appear allowing you to select which device you will be working with.
If you have only one type, the Mobility Menu for that device will appear at the bottom of the
screen.
On the Mobility Menu, select Retreive Data From.
The Receive Data from PDT function can be accessed via the Mobile Devices > PDT > WDT2200 >
Receive Data from PDT menu item:
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The following conditions must be true before proceeding:


The WDT2200 must be powered on and connected to the PC's serial port.
The InventoryControl Log On screen must be displayed on the PDT. Logout if the PDT is
still running the InventoryControl program.
If you attempt to Receive Data From PDT while InventoryControl is running on the PDT, you will
receive a message that you need to logout of the program on the PDT, then try again.
After logging out of inventoryControl on the PDT, click the Back button to restart the dialog.
Click the Next button to start the transfer.
If no inventory transactions were performed on the PDT since the last time data was transferred to or
from the PDT, the following message will be displayed:
If transactions were received from the PDT successfully, you will receive a confirmation message.
Click Finish to close this dialog and return to InventoryControl
or
Click the Mobile Device to PC tab or the Back button to restart the dialog if you want to receive
data from another PDT.
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When finished transferring data from one or more PDT's, proceed to Upload From Mobile Devices.
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19.5 WDT2200 - Data Cycle
1. The WDT2200's Date and Time should be set first, then Setup Device is used to define COM
Port settings prior to transferring the InventoryControl program.
2. Send Program to PDT transfers the InventoryControl program to the PDT.
3. Create PDT Database builds a database for the PDT that can contain all the data in the PC
database or a subset of the PC's records (via the Filter Records dialog.)
4. Send Data to PDT sends the InventoryControl database to the PDT.
5. Use the PDT. With both the InventoryControl program and the PDT database transferred to the
PDT, the PDT User can now use the PDT for Add, Remove, Move, Adjust, Details, Receive (Pro
and Enterprise Version only), Pick (Pro and Enterprise Version onlyl) or Audit transactions (when
Audit Mode is active).
6. Receive Data from PDT transfers all the PDT transactions to the PC along with any new
Customers, Suppliers or Locations the PDT User has created.
7. Upload From Mobile Devices allows you to select and validate data for upload into the
InventoryControl database. If you make mistakes on the PDT the data can be modified before
being accepted into the PC database.
Steps 1 and 2 are typically done only once per PDT. From then on, steps 3 through 7 might be
repeated multiple times.
19.6 WDT2200 - Logging On
When you turn on the device loaded with InventoryControl, the screen will appear as follows:
InventoryControl
Users:
Password:
Key in a valid User and Password for this PDT, pressing the Enter
key after each.
InventoryControl PC Users who have the appropriate security settings can log on to any InventoryControl
PDT.
Successful log on will take you to the PDT Main Menu.
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19.7 WDT2200 - Resetting the Device
The following steps can be performed to clear all data from the WDT2200.
Any inventory transactions not yet uploaded to the PC will be lost if the PDT is reset per the following
instructions:
1) Power off the WDT2200 by pressing and holding the power
on the screen.
key until no text is displayed
2) With the WDT2200 powered off...
...hold down the CMD and left-arrow keys, then press the power key.
The Start Menu will be displayed:
If you do not see the Start Menu shown above, power off the PDT and repeat the key sequence
described above.
3) From the Start Menu, select 3. COLD START by pressing the 3 key on the PDT.
4) Respond with 1=YES to delete all data by pressing the 1 key on the PDT. The WDT2200 will
be Cold Started and all data will be lost.
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At the PC, with the WDT2200 connected to your PC and powered on, you must now perform a Setup
Device on the PC, to set your COM Port Settings and then Send Program to PDT before you can proceed
to Create PDT Database.
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19.8 WDT2200 - Setting the Date and Time
If the InventoryControl program and a database have already been transferred to the WDT2200, the
InventoryControl Log On screen will be displayed when you first power on the PDT:
InventoryControl
User:
Password:
If the WDT2200 displays the screen above when powered on, jump to Instructions for Setting Date and
Time on a WDT2200 That Already Has InventoryControl Installed.
-ORIf InventoryControl has not yet been loaded to the WDT2200, the default power-on prompt will be
displayed, showing the ROM version and memory capacity:
Instructions for Setting Date and Time on a Cold Started WDT2200:
1) Press and hold the Command
key until the following system menu is displayed:
2) Press the 8 key to select 8.SET
3) Press the 1 key to select 1.DATE & TIME
4) Overwrite the Date shown with today's date in the format mm-dd-yyyyy. You can use the
right-arrow key to correct any entry errors or press the Enter
and advance to setting the Time of Day.
key to accept the current date
5) Overwrite the Time shown with the current time of day in the format hh-mm-ss using values of
0 through 12 for Midnight through Noon and 13 through 23 for the hours of 1:00 PM through 11:00
PM.
6) Press the 5 key to select 5.EXIT
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7) Press the Escape
prompt.
key to exit the system menu and return to the default power-on
You should now perform the Setup Device function to load the InventoryControl program to your
WDT2200.
Instructions for Setting Date and Time on a WDT2200 That Already Has InventoryControl Installed:
1) If the InventoryControl Main Menu is currently displayed:
select 8-LOGOUT to exit to the InventoryControl Log On screen:
InventoryControl
User:
Password:
2) From the Log On screen, power off the WDT2200 by pressing and holding the power
until no text is displayed on the screen.
3) With the WDT2200 powered off...
...hold down the CMD and left-arrow keys, then press the power key.
A START MENU will be displayed:
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key
InventoryControl Printable Help
If you do not see the Start Menu shown above, power off the PDT and repeat the key sequence
described above.
4) From the Start Menu, select 2. WARM START by pressing the 2 key on the PDT.
5) The default power-on prompt will be displayed, showing the ROM version and memory
capacity:
Press and hold the Command
key until the following system menu is displayed:
6) Press the 8 key to select 8.SET
7) Press the 1 key to select 1.DATE & TIME
8) Overwrite the Date shown with today's date in the format mm-dd-yyyyy.
You can use the right-arrow key to correct any entry errors or press the Enter
the current date and advance to setting the Time of Day.
key to accept
9) Overwrite the Time shown with the current time of day in the format hh-mm-ss using values of
0 through 12 for Midnight through Noon and 13 through 23 for the hours of 1:00 PM through 11:00
PM.
10) Press the 5 key to select 5.EXIT
11) Press the 1 key to select 1.RUN from the system menu.
12) Use the left- and right-arrow keys, if necessary to select MI3WDT.EXE from the list of
programs installed on the WDT2200.
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InventoryControl Printable Help
Press the Enter
key when the screen above is displayed:
The InventoryControl Log On screen will then be displayed, allowing you to continue operations
with the new date and time settings.
19.9 WDT2200 - Main Menu
The InventoryControl WDT2200 PDT Main Menu (not in Audit Mode):
1-Add
2-Remove
3-Move
4-Adjust
5-Details
6-Site Config
7-Logout
8-Receive
9-Pick
0-About
Press the appropriate number key on the PDT to perform that function.
To Logout, press the 8 key. You will be returned to the Log On screen.
The Audit function is disabled when InventoryControl is not in Audit Mode.
The WDT2200 PDT Main Menu in Audit Mode:
Audit Mode
1-Audit
2-Details
3-Site Config
4-About
8-LOGOUT
Press the appropriate number key on the PDT to perform that function.
To Logout, press the 8 key. You will be returned to the Log On screen.
The Add, Remove, Move and Adjust functions are disabled when in Audit Mode.
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InventoryControl Printable Help
19.10 WDT2200 - Interface
The Wasp WDT2200 Keypad

Press and hold the power

Press and release the Alpha
key to turn the unit On or Off.
key to toggle between Alphabetic and Numeric input.
Cursor style in Alphabetic mode:
_
Cursor style in Numeric mode:
☐

Double- or triple-tap an alphabetic key to obtain the second or third character.

Use the Space

Use the Clear

Press and release the CMD
characters shown in yellow.

Press the large yellow Scan
for an inventory transaction.
key to input a blank space.
key to backspace over a character entered in error.
key just prior to accessing any of the secondary functions or
key to activate the bar code scanner when input is needed
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InventoryControl Printable Help
19.11 WDT2200 - About Screen
The About screen can be accessed by selecting the 7 key on the PDT Main Menu or the 4 key when the
PDT is in Audit Mode.
About displays the current User, the device's Serial Number, and the current state of the Allow Negative
Quantities on Mobile Devices option.
InventoryControl
(C) 2011
Wasp Barcode
Technologies
Build #:
User:
Allow Negative:
ESC=Exit
Allow Negative: T (True) indicates that the User is allowed to Remove or Move more quantity than is
shown in Details for that Item. This option is set on the Options screen on the PC. For more information
on this option, please refer to the Options Screen topic.
Allow Negative: F (False) indicates that Remove and Move transactions are limited to the quantity
shown in Details for that Item.
Press the Escape
key to return to the Main menu.
19.12 WDT2200 - Site Configuration
When data for multiple Sites has been included in the mobile database, the WDT 2200's Site Config
screen allows the PDT User to specify which of those Sites is to be used for inventory transactions he or
she is about to perform.
The Source Site will determine the locations available in the Location field of the Add, Remove, Adjust
and Audit functions. It will also determine the locations available in the From: location field of the Move
function.
The Destination Site will determine the locations available in the Move function's To: location field.
No inventory transactions can be performed on the PDT until Source and Destination Sites have been
selected in Site Config. This must be done at least once following after sending a new mobile database
to the device.
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InventoryControl Printable Help
Configuring Sites:
1. The Site Config function can be accessed by selecting the 6 key on the PDT Main Menu, or the
3 key if the PDT is in Audit Mode.
Site Config
Source/Dest Site
*(Select)
*(Select)
F1=Src F2=Dest
ESC=Menu
2. Select a Source Site by pressing the F1 key.
Source Site:
Warehouse 1
Press Ent to accept.
ESC to cancel
F1=Prev F4=Next
Above, the site WAREHOUSE 1 can be accepted as the Source Site by pressing the
to accept the value.
or
Press the F4 key to scroll to the next Site in the PDT database.
or
Press the F1 key to scroll to the next Site in the PDT database.
or
Press the Escape
key to cancel.
When a Source Site is selected, a screen similar to the one below will appear:
Site Config
Source/Dest Site
*Warehouse 2
*(Select)
F1=Src F2=Dest
ESC=Menu
3. Select a Destination Site by pressing the F2 key.
Dest Site:
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key
InventoryControl Printable Help
Warehouse 3
Press Ent to accept,
ESC to cancel
F1=Prev F4=Next
Above, the site WAREHOUSE 3 can be accepted as the Destination Site by pressing the ENT
key to accept the value.
or
Press the F4 key to scroll to the next Site in the PDT database.
or
Press the F1 key to scroll to the next Site in the PDT database.
or
Press the ESC key to cancel.
4. Use F1 or F2 again to change your Site selections or press ESC to return to the Main Menu if you
are done making your Site selections.
Note: In this example, the Source and Destination Sites are different. Every inventory transaction will be
for Items at the Source Site's Locations except for Moves, where the To Locations will be limited to those
at the Destination Site: All Moves will be from Warehouse 2 locations to Warehouse 3 locations.
Had Warehouse 2 been selected as both the Source Site and the Destination Site, all Moves would be
from locations within Warehouse 2 to other locations within Warehouse 2.
19.13 WDT2200 - Adding Inventory
The Add function is used to add quantity to any item defined in the PDT database.
Notes:



Adds can also be done at the PC.
Make sure the PDT's date and time are set correctly before performing inventory transactions.
If Source and/or Destination sites are not specified during on the database you sent to the PDT,
the following message will be displayed the first time you attempt to perform an inventory
transaction on the PDT:
Please use the Site
Config function to
Select Source and
Destination Sites.
ESC=Exit
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InventoryControl Printable Help
Press the Escape key to return to the Main Menu, then select the 6 key to go to the Site Config
function. For more information on configuring sites on the PDT, please refer to the topic,
WDT2200 - Configuring Sites.
The following topics discussed in this section are:
Adding Inventory
Looping on Serial Number
Looping on Location
Looping on Item Number
Looping on a Track By
Tips for Speeding Up Data Entry
Adding Inventory:
1. From the Main Menu, press the 1 key. The Add screen appears.
Add
Item #:
123
Scan or key in value
and press Ent.
Press ESC for Menu
2. Press the Ent key after supplying an Item # or press the ESC key to return to the Main Menu.
Add
Item #:
9999999
Entry not found.
Scan or key in value
and press Ent.
ESC=Menu
If the Item # entered is not found in the PDT's database, you will be prompted to try again, as
shown above.
If the Item # entered is found in the database, the Item's Description will be displayed beneath the
Item #.
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InventoryControl Printable Help
1. Scan or key in a Location value. The Location field is required for all Add transactions.
Enter a Location and press F4 to advance to the next data entry field.
Press F1 to go back to the previous data entry field.
Press ESC to cancel transaction and return to the previous screen.
Add
123
Monitor
Location:
Warehouse1
ESC=Cancel
F1=Prev F4=Next
2. If you press F4 to advance to the Supplier field, without first providing a Location value, the
following message will be displayed:
Please scan or key
in location
ESC=Exit
Press ESC to Exit the error message and then provide the required Location value.
If you are prompted to confirm a new Location that you believe should already exist in the
database, press the ESC key to cancel, then return to the Main Menu to check Site Config. If the
Location you entered exists only at a Site other than the currently selected Source Site,
InventoryControl must treat that value as a new Location for the Source Site. Select a different
Source Site in Site Config if that's where you intended to perform this transaction.
When a Location value has been entered, press F4 to advance to the next required field.
Add
123
Monitor
Supplier:
ESC=Cancel
F1=Prev F4=Next
3. PO and Supplier values might be required for this Item # if track bys were set when the item was
created. If not, the fields can be left empty or values may be entered optionally. For more
information on Track by fields, please refer to the topic Creating New Items.
Press F4 to advance to the next data entry field.
Supplier:
ACME
New entry. Press ENT
to accept or ESC to
cancel.
Ent=OK
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InventoryControl Printable Help
ESC=Cancel
As shown above, if you enter a Location or Supplier that's not currently in the PDT database, you
will be prompted to accept or reject the entry as a new value to be added to the database. The
currently selected Source Site will be displayed when you are about to create a new Location.
4. Press the ENT key to accept the new value or the ESC key to Cancel the creation of a new
Location or Supplier.
Add
123
Monitor
Qty:
ESC=Cancel
F1=Prev F4=Next
Key in the inventory quantity being added and press Enter to complete the Add transaction. The
Qty value entered must be numeric and it must be greater than zero.
NO TRACK BY FIELDS: If this Item does not have enabled for the Date Code, Pallet or Lot
fields, a screen like the one above will be shown, prompting the entry of Qty.
TRACK BY FIELDS: If this Item does have enabled for Date Code, Pallet or Lot fields, a screen
like the one below will be shown, expecting input for each Tracked By field that's enabled. In this
example, Date Code is required for this item:
Add
123
Monitor
Date Code:
ESC=Cancel
F1=Prev F4=Next
Key in or scan values for each of the Tracked By fields, pressing F4 to advance to the next data
entry field.
If you press F4 to advance to the next data entry field, without first inputting a required Tracked By
value, a screen similar to the following will be displayed:
Please scan or key
in Date Code
ESC=Exit
Press ESC to exit the error message and then provide the required Tracked By value (a Date
Code, in this example).
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InventoryControl Printable Help
Looping on Serial Number:
Fields can be looped, or pinned, by pressing the F3 key. An asterisk displays next to the looped field.
If track by Serial Number is enabled for this Item, the Qty field will be set to 1. A quantity of one is
assumed for each Serial Number. Looping will determine the final count for this Add transaction, as you
scan (or key in) one or more Serial Numbers for this Item:
1000066
Qty:1
SN:
*
Count:0
F4=Done
As each SN is keyed in or scanned, the Count will be increased. Press ENT after inputting each serial
number.
Press F4 after entering the last Serial Number to the Add screen.
Notes:


When an Item is tracked by Serial Number, you can only loop on Serial Number.
When an Item is not Tracked By Serial Number, you can use F3 to designate a field that will be
used for looping. The values in every field except Qty will remain locked while looping.
Looping on Location:
Fields can be looped, or pinned, by pressing the F3 key.
In the example below the F3 key was pressed when prompted for Location while doing an Add for this
Item:
Add
123
Monitor
Location:
*
ESC=Cancel
F1=Prev F4=Next
An asterisk (*) indicates the intention to do more than one Add for this Item #, to more than one
Location. Values entered for Item #, PO and Supplier, if any, will remain locked while looping on
Location after entering them for the first Add. Tracking fields are needed only for any Tracked By options
enabled for the Item entered.
In the example below F3 was pressed when prompted for Location and then values for Location, PO,
Supplier, any Tracked By's, and a Qty of 10 were entered, this screen is ready to receive inputs for
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InventoryControl Printable Help
another Add. PO, Supplier and Tracked By values, if any, for this second Add will be the same as those
supplied at the beginning of the loop, if any.
123
Qty:
Location:
Total Qty:
10.00000
F4=Done
While looping on Location, all that is required for each Add are values for Qty and Location. The Total
Qty field is incremented each time an Add is submitted while looping.
Press the ENT key to submit the Add transaction and continue looping or press the F4 key to exit the
loop.
Looping on Item Number:
Fields can be looped, or pinned, by pressing the F3 key.
In the following example, F3 was pressed when prompted for Item #:
Add
Item #:
*
Scan or key in value
and press Ent.
Press ESC for Menu
Above, the asterisk (*) indicates the intention to loop on Item #. Values entered for Location, PO,
Supplier and any Tracked By fields (other than Serial Number) will remain locked after entering them for
the first Add:
Qty:
Item #:
Count:25
F4=Done
Above, having pressed F3 when prompted for Item # and then having entered the item number and
values for Location, PO, Supplier, any Tracked By's, and a value of 25 for Qty, this screen is ready to
receive Qty and Item # inputs for the second Add. The Location, PO, Supplier, and any Tracked By
values just specified will be used with every Add transaction entered until F4 is used to exit the loop.
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InventoryControl Printable Help
While looping on Item #, all that is required for each transaction here are values for Qty and Item #. The
Count is incremented each time an Add is done while looping.
Press the ENT key to submit the Add transaction and continue looping
or
Press the F4 key to exit the loop.
When looping on Item #, all items entered should have the same Tracked By requirements. If a
different Tracked By field is required, you will be prompted to enter the information before continuing.
Looping will need to be reset.
Looping on a Tracked By (other than Serial Number)
Here, for example, F3 was pressed when prompted for Pallet while doing an Add for this Item:
Add
123
Monitor
Pallet:
*
ESC=Cancel
F1=Prev F4=Next
An asterisk (*) indicates the intention to do more than one Add for this Item #, for more than one Pallet.
Values entered for Item #, Location, PO, Supplier, and any other Tracked By fields will remain locked
while looping on Pallet, after entering them for the first Add:
123
Qty:
Pallet:
*
Total Qty:
30.00000
F4=Done
Above, having entered a value for Pallet and a value of 30 for Qty on the previous screen for the first
Add, this screen is ready to receive inputs for another Add. Item #, Location, PO and Supplier values
for this second Add will be the same as those supplied at the beginning of the loop.
While looping on this Tracked By field, all that is required for each Add are values for Qty and Pallet.
The Total Qty is incremented each time an Add is submitted while looping.
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InventoryControl Printable Help
Press the ENT key to submit the Add transaction and continue looping
or
Press the F4 key to exit the loop.
When looping on a Tracked By field, all items entered should have the same Tracked By requirements. If
a different Tracked By field is required, you will be prompted to enter the information before continuing.
Looping will need to be restarted.
Tips for Speeding Up Data Entry:


When you create a new item, if the Category, Manufacturer, UOM or any combination of pinnable
fields will be used on a large number of items, create one item with those fields, then pin the
fields. Now, the information will be retained in those fields so you don't have to keep re-entering
it for each new item.
Make sure you have the Close New Forms option turned off (on the InventoryControl Options
screen) so the New Item screen, or any other screen where new information is added, stays open
after each new item is saved.
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InventoryControl Printable Help
19.14 WDT2200 - Details Screen
The Details function is used to display Location and Quantity information for any Item in the PDT's
database for the Sites selected in Site Configuration.
Details is an abbreviated version of the functionality available in the PC's Inventory List.
Note: Source and/or Destination sites are not specified during on the database you sent to the PDT, the
following message will be displayed the first time you attempt to perform an inventory transaction on the
PDT:
Please use the Site
Config function to
Select Source and
Destination Sites.
ESC=Exit
Press the Escape key to return to the Main Menu, then select the 6 key to go to the Site Config function.
For more information on configuring sites on the PDT, please refer to the topic, WDT2200 - Configuring
Sites.
19.14.1 Viewing Details for Items with Tracked By options disabled:
1. The Details function can be accessed by pressing the 5 key on the PDT Main Menu or the 2 key
if the PDT is in Audit Mode. The screen shown below appears:
Details
Item #:
Scan or key in value
and press Ent.
Press ESC for Menu
2. Press the PDT's ENT key after supplying an Item # or press the PDT's ESC key to return to the
Main Menu.
If the Item # you enter is not found in the PDT's database, you will be prompted to try again, as
shown below:
Details
Item #:
9999999
Entry not found.
Scan or key in
value and perss
Ent. ESC=Menu
If the Item # entered is found in the database, the Item's Description will be displayed beneath
the Item #.
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InventoryControl Printable Help
Details
100007
Monitor
Location:
ESC=Cancel
F1=Prev F4=Next
3. The Location field is required for all Details transactions. Enter a Location and press F4 to
advance to the next data entry field.
or
Press F1 to go back to the previous data entry field.
or
Press ESC to cancel the transaction and return to the previous screen.
If you press F4 to advance without first providing a Location value, the following message will be
displayed:
Please scan or key
in Location
ESC=Exit
Press Esc to return and enter Location.
When a Location value has been entered, the screen will appear as shown below:
1000007
Monitor
Total Qty
626.00000
ENT=OK F4=Next
Details first reports the Item's Total Qty across all Locations at every Site.
4. Press F4 to display the next Details screen for this item:
1000007
Loc: 1
Qty at Loc:
500.0000
TrackBy Qty:
0.0000
F1=Prev ENT=OK
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InventoryControl Printable Help
In the example shown above, Qty at Loc has a value of 500.00000, showing that 500 of the 626
Total Qty are at Location 1. The TrackBy Qty is 0.00000 because no Tracked By options are
enabled,entered or valid for this Item #.
19.14.2 Viewing Details for Items with One or More Tracked By Options Enabled:
When a Location value has been entered for an Item # that has one or more Tracked By options
enabled, you will be given the opportunity to narrow the Details display by entering values for any of the
Tracked By fields displayed on the consecutive screens. Press F4 to advance to each field.
If an item has all four Tracked By options enabled, all are available for inputting values which you can
use to limit the TrackBy Qty that will shown in the Details display.
Input fields will only be displayed for those Tracked By options that are enabled for the Item specified.
1. The Details function can be accessed by pressing the 5 key on the PDT Main Menu or the 2 key
if the PDT is in Audit Mode. The screen shown below appears:
Details
Item #:
Scan or key in value
and press Ent.
Press ESC for Menu
2. Press the PDT's ENT key after supplying an Item # or press the PDT's ESC key to return to the
Main Menu.
If the Item # you enter is not found in the PDT's database, you will be prompted to try again, as
shown below:
Details
Item #:
9999999
Entry not found.
Scan or key in
value and perss
Ent. ESC=Menu
If the Item # entered is found in the database, the Item's Description will be displayed beneath
the Item #.
Details
10067
Mouse
Pallet:
33
ESC=Cancel
F1=Prev F4=Next
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InventoryControl Printable Help
In the example above, the Item # specified has the Tracked By Pallet option enabled. Having
previously supplied the Item # and a Location, the can supply a Pallet number, but doing so is
optional.
Values you specify here will limit the TrackBy Qty shown on the Details display to some number
less than or equal to the Qty value shown for the specified Location. Use of these fields is
optional. If they are left blank, TrackBy Qty will equal Qty at Loc in the Details display.
In the example below, having specified a value for the Tracked By field Pallet, in addition to
Location, Details is reporting a Qty at Loc of 17.00000 and a TrackBy Qty for the specified
Pallet of 4.00000.
10067
LOC: AISLE 1
Qty at Loc:
17.00000
TrackBy Qty:
4.00000
F1=Prev ENT=OK
If the TrackBy Qty is zero for an Item that has one or more Tracked By options enabled, no
quantity matching the TrackBy values you just specified exists for the Item at the specified
Location.
3. Press F4 to advance to the next field.
or
Press F1 to return to the previous field.
or
Press the Enter key to return to the Details function for another query.
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InventoryControl Printable Help
19.15 WDT2200 - Adjusting Inventory
The Adjust function allows you to modify the quantity of existing items. Adjust is like a "mini" Audit and
will update the quantity using FIFO (First In First Out) to make the total equal to the quantity you enter
here. The Adjust function is useful if too much or too little quantity is accidentally entered for an item (on
a mobile device, for example), inventory is lost, found, broken, etc. and you need to quickly correct the
quantity for that item. Adjusting is different from an Audit in that the Audit function makes other functions
of the software, such as adding inventory, unavailable to ensure inventory is not added or removed while
you are doing the counts. All features are still available when adjusting inventory.
The Allow Negative Quantities option applies to batch devices only. Mobile devices that are
communicating with the database via a wireless connection will not allow negative quantity
transactions regardless of the option settings.
Notes:




An item tracked by Serial Number which has been Checked-Out can not be Adjusted.
Inventory adjustments can also be made at the PC using the Adjust screen.
Make sure the PDT's date and time are set correctly before performing inventory transactions.
Source and/or Destination sites are not specified during on the database you sent to the PDT, the
following message will be displayed the first time you attempt to perform an inventory transaction
on the PDT:
Please use the Site
Config function to
Select Source and
Destination Sites.
ESC=Exit
Press the Escape key to return to the Main Menu, then select the 6 key to go to the Site Config
function. For more information on configuring sites on the PDT, please refer to the topic,
WDT2200 - Configuring Sites.
The following topics are covered in this section:
Adjusting Inventory
Looping on Serial Number
Looping on Location
Looping on Item Number
Looping on a Track By (other than Serial Number)
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InventoryControl Printable Help
Adjusting Inventory:
1. From the Main Menu, press the 4 key.
Adjust
Item #:
123
Scan or key in
value and press
Ent. Press ESC
for Menu.
2. Press the Enter key after supplying an Item # or press the ESC key to return to the Main Menu.
If the Item # entered is not found in the PDT's database, you will be prompted to try again, as
shown below.
Adjust
Item #:
99999999
Entry not found.
Scan or key in value
and press Ent.
ESC=Menu.
If the Item # entered is found in the PDT's database, the Item's Description will be displayed
beneath the Item #.
3. Scan or key in a Location value. If the Item # entered is found in the database, the Item's
Description will be displayed beneath the Item #.
Adjust
100007
Monitor
Location:
AREA 2
ESC=Cancel
F1=Prev F4=Next
The Location field is required for all Adjust transactions.
4. After entering a Location and press F4 to advance to the next data entry field.
or
Press F1 to go back to the previous data entry field.
or
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InventoryControl Printable Help
Press ESC to cancel transaction and return to the previous screen.
If you press F4 to advance to the next data entry field, without first providing a Location value, the
following message will be displayed:
Please scan or key
in Location
ESC=Exit
Press ESC to Exit the error message and then provide the required Location value.
As shown below, if you enter a Location that's not currently in the PDT database, you will be
prompted to accept or reject the entry as a new value to be added to the database. The currently
selected Source Site will be displayed when you are about to create a new Location.
Site:
Warehouse2
New Location:
Area 7
Ent=OK
ESC=Cancel
If you are prompted to confirm a new Location that you believe should already exist in the
database, press the ESC key to cancel, then return to the Main Menu to check Site Config. If the
Location you entered exists only at a Site other than the currently selected Source Site,
InventoryControl must treat that value as a new Location for the Source Site. Select a different
Source Site in Site Config if that's where you intended to perform this transaction.
Press the ENT key to accept the new location or the ESC key to cancel the creation of a new
Location.
5. If this Item does not have Tracked By enabled for the Date Code, Pallet or Lot fields, a screen
like the one below will be shown, prompting the entry of Qty.
Adjust
100007
Monitor
Qty:
ESC=Cancel
F1=Prev F4=Next
Key in the inventory quantity at this Location and press F4 to complete the Adjust transaction. The
Qty value entered must be numeric and it must be greater than or equal to zero.
If this Item does have Tracked By enabled for Date Code, Pallet or Lot fields, screens like the
one below will be shown, expecting input for each Tracked By field that's enabled. A Date Code is
required for this Item:
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InventoryControl Printable Help
Adjust
100007
Monitor
Date Code:
ESC=Cancel
F1=Prev F4=Next
Key in or scan values for each of the Tracked By fields, pressing F4 to advance to the next data
entry field.
If you press F4 to advance to the next data entry field, without first inputting a required Tracked By
value, a screen similar to the following will be displayed:
Please scan or key
in Date Code
ESC=Exit
Press ESC to exit the error message and then provide the required Tracked By value (a Date
Code, in this example).
Looping on Serial Number:
Fields can be looped, or pinned, by pressing the F3 key. An asterisk displays next to the looped field.
If track by Serial Number is enabled for this Item, the Qty field will be set to 1. A quantity of one is
assumed for each Serial Number. Looping will determine the final count for this Adjust transaction, as
you scan (or key in) one or more Serial Numbers for this Item:
1000066
Qty:1
SN:
*
Count:0
F4=Done
As each SN is keyed in or scanned, the Count will be increased. Press ENT after inputting each serial
number.
Press F4 after entering the last Serial Number to the Adjust screen.
Notes:


When an Item is tracked by Serial Number, you can only loop on Serial Number.
When an Item is not Tracked By Serial Number, you can use F3 to designate a field that will be
used for looping. The values in every field except Qty will remain locked while looping.
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InventoryControl Printable Help
Looping on Location:
Fields can be looped, or pinned, by pressing the F3 key.
In the example below the F3 key was pressed when prompted for Location while doing an Adjust for this
Item:
Add
123
Monitor
Location:
*
ESC=Cancel
F1=Prev F4=Next
An asterisk (*) indicates the intention to do more than one Adjust for this Item #, to more than one
Location. Values entered for Item #, PO and Supplier, if any, will remain locked while looping on
Location after entering them for the first Adjust. Tracking fields are needed only for any Tracked By
options enabled for the Item entered.
In the example below F3 was pressed when prompted for Location and then values for Location, PO,
Supplier, any Tracked By's, and a Qty of 10 were entered, this screen is ready to receive inputs for
another Adjust. PO, Supplier and Tracked By values, if any, for this second Adjust will be the same as
those supplied at the beginning of the loop, if any.
123
Qty:
Location:
Total Qty:
10.00000
F4=Done
While looping on Location, all that is required for each Adjust are values for Qty and Location. The Total
Qty field is incremented each time an Adjust is submitted while looping.
Press the ENT key to submit the Adjust transaction and continue looping or press the F4 key to exit the
loop.
Looping on Item Number:
Fields can be looped, or pinned, by pressing the F3 key.
In the following example, F3 was pressed when prompted for Item #:
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InventoryControl Printable Help
Adjust
Item #:
*
Scan or key in value
and press Ent.
Press ESC for Menu
Above, the asterisk (*) indicates the intention to loop on Item #. Values entered for Location, PO,
Supplier and any Tracked By fields (other than Serial Number) will remain locked after entering them for
the first Adjust:
Qty:
Item #:
Count:25
F4=Done
Above, having pressed F3 when prompted for Item # and then having entered the item number and
values for Location, PO, Supplier, any Tracked By's, and a value of 25 for Qty, this screen is ready to
receive Qty and Item # inputs for the second Add. The Location, PO, Supplier, and any Tracked By
values just specified will be used with every Adjust transaction entered until F4 is used to exit the loop.
While looping on Item #, all that is required for each transaction here are values for Qty and Item #. The
Count is incremented each time an Adjust is done while looping.
Press the ENT key to submit the Adjust transaction and continue looping
or
Press the F4 key to exit the loop.
When looping on Item #, all items entered should have the same Tracked By requirements. If a
different Tracked By field is required, you will be prompted to enter the information before continuing.
Looping will need to be reset.
Looping on a Tracked By (other than Serial Number)
Here, for example, F3 was pressed when prompted for Pallet while doing an adjust for this Item:
Adjust
123
Monitor
Pallet:
*
ESC=Cancel
F1=Prev F4=Next
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InventoryControl Printable Help
An asterisk (*) indicates the intention to do more than one adjust for this Item #, for more than one Pallet.
Values entered for Item #, Location, PO, Supplier, and any other Tracked By fields will remain locked
while looping on Pallet, after entering them for the first adjust:
123
Qty:
Pallet:
*
Total Qty:
30.00000
F4=Done
Above, having entered a value for Pallet and a value of 30 for Qty on the previous screen for the first
adjust, this screen is ready to receive inputs for another adjust. Item #, Location, PO and Supplier
values for this second adjust will be the same as those supplied at the beginning of the loop.
While looping on this Tracked By field, all that is required for each adjust are values for Qty and Pallet.
The Total Qty is incremented each time an adjust is submitted while looping.
Press the ENT key to submit the adjust transaction and continue looping
or
Press the F4 key to exit the loop.
When looping on a Tracked By field, all items entered should have the same Tracked By requirements. If
a different Tracked By field is required, you will be prompted to enter the information before continuing.
Looping will need to be restarted.
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InventoryControl Printable Help
19.16 WDT2200 - Auditing Inventory
Audit allows you to count the Quantity of one or more Items in your inventory when in Audit Mode.
Before you can conduct an audit using the mobile device, you must download a new database created
while InventoryControl is in audit mode. For more information on turning on the audit mode on the PC,
please refer to the topic Auditing Your Inventory. For more information on creating the database,
please refer to the topic WDT2200 - Creating the PDT Database.
Notes:



Audits can also be done at the PC.
Make sure the PDT's date and time are set correctly before performing inventory transactions.
If Source and/or Destination sites are not specified during on the database you sent to the PDT,
the following message will be displayed the first time you attempt to perform an inventory
transaction on the PDT:
Please use the Site
Config function to
Select Source and
Destination Sites.
ESC=Exit
Press the Escape key to return to the Main Menu, then select the 6 key to go to the Site Config
function. For more information on configuring sites on the PDT, please refer to the topic,
WDT2200 - Configuring Sites.
Topics discussed in this section:
Auditing Inventory
Looping on Serial Number
Looping on Location
Looping on Item Number
Looping on Track Bys (Other than Serial Number)
Auditing Inventory:
1. The Audit function can be accessed by selecting the 1 key on the PDT Main Menu.
2. Press the Enter
Menu
key after supplying an Item # or press the ESC key to return to the Main
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InventoryControl Printable Help
Audit
Item #:
123
Scan or key in value
and press Ent.
Press ESC for Menu
If the Item # you entered is not found in the PDT's database, you will be prompted to try again.
Audit
Item #:
9999999
Entry not found.
Scan or key in value
and press Ent.
ESC=Menu
If the Item # entered is found in the database, the Item's Description will be displayed beneath
the Item #:
3. Scan or key in a Location value. The Location field is required for all Audit transactions.
Audit
10007
Monitor
Location:
AREA 2
ESC=Cancel
F1=Prev F4=Next
Enter a Location and press F4 to advance to the next data entry field.
or
Press F1 to go back to the previous data entry field.
or
Press ESC to cancel transaction and return to the previous screen.
If you press F4 to advance to the next data entry field, without first providing a Location value,
the following message will be displayed:
Please scan or key
in Location
ESC=Exit
Press ESC to Exit the error message and then provide the required Location value.
As shown below, if you enter a Location that's not currently in the PDT database, you will be
prompted to accept or reject the entry as a new value to be added to the database. The currently
selected Source Site will be displayed when you are about to create a new Location.
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InventoryControl Printable Help
Site:
Warehouse 2
New Location:
Area 7
ENT=OK
ESC=Cancel
If you are prompted to confirm a new Location that you believe should already exist in the
database, press the ESC key to cancel, then return to the Main Menu to check Site Config. If
the Location you entered exists only at a Site other than the currently selected Source Site,
InventoryControl must treat that value as a new Location for the Source Site. Select a different
Source Site in Site Config if that's where you intended to perform this transaction.
Press the ENT key to accept the new value or the ESC key to Cancel the creation of a new
Location.
4. If this Item does not have Tracked By enabled for the Date Code, Pallet or Lot fields, a screen
like the one above will be shown, prompting the entry of Qty.
Audit
100007
Monitor
Qty:
ESC=Cancel
F1=Prev F4=Next
Key in the inventory quantity at this Location and press ENT or F4 to complete the Audit
transaction. The Qty value entered must be numeric and it must be greater than or equal to zero.
If this Item does have Tracked By enabled for Date Code, Pallet or Lot fields, screens like the
one below will be shown, expecting input for each Tracked By field that's enabled.
Audit
100007
Monitor
Date Code:
ESC=Cancel
F1=Prev F4=Next
Key in or scan values for each of the Tracked By fields, pressing F4 to advance to the next data
entry field.
If you press F4 to advance to the next data entry field, without first inputting a required Tracked
By value, a screen similar to the following will be displayed:
Please scan or key
in Date Code
ESC=Exit
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InventoryControl Printable Help
Press Esc to Exit the error message and then provide the required Tracked By value (a Date
Code, in this example).
5. When the you are finished doing Audits, even just for an afternoon of counting during a week-long
Audit, the Counts can be uploaded to the PC (please refer to the topic WDT2200 - Receiving
Data from the PDT for more information).. Multiple PDTs can upload their counts multiple times
throughout the Audit Mode period.
6. When the PC is no longer in Audit Mode, you can create another mobile database to send to the
PDT. This will return the PDT to its normal mode.
Looping on Serial Number:
Fields can be looped, or pinned, by pressing the F3 key. An asterisk displays next to the looped field.
If track by Serial Number is enabled for this Item, the Qty field will be set to 1. A quantity of one is
assumed for each Serial Number. Looping will determine the final count for this Audit transaction, as
you scan (or key in) one or more Serial Numbers for this Item:
1000066
Qty:1
SN:
*
Count:0
F4=Done
As each SN is keyed in or scanned, the Count will be increased. Press ENT after inputting each serial
number.
Press F4 after entering the last Serial Number to the Audit screen.
Notes:


When an Item is tracked by Serial Number, you can only loop on Serial Number.
When an Item is not Tracked By Serial Number, you can use F3 to designate a field that will be
used for looping. The values in every field except Qty will remain locked while looping.
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InventoryControl Printable Help
Looping on Location:
Fields can be looped, or pinned, by pressing the F3 key.
In the example below the F3 key was pressed when prompted for Location while doing an Audit for this
Item:
Audit
123
Monitor
Location:
*
ESC=Cancel
F1=Prev F4=Next
An asterisk (*) indicates the intention to do more than one Audit for this Item #, to more than one
Location. Values entered for Item #, PO and Supplier, if any, will remain locked while looping on
Location after entering them for the first Audit. Tracking fields are needed only for any Tracked By
options enabled for the Item entered.
In the example below F3 was pressed when prompted for Location and then values for Location, PO,
Supplier, any Tracked By's, and a Qty of 10 were entered, this screen is ready to receive inputs for
another Audit. PO, Supplier and Tracked By values, if any, for this second Audit will be the same as
those supplied at the beginning of the loop, if any.
123
Qty:
Location:
Total Qty:
10.00000
F4=Done
While looping on Location, all that is required for each Audit are values for Qty and Location. The Total
Qty field is incremented each time an Audit is submitted while looping.
Press the ENT key to submit the Audit transaction and continue looping or press the F4 key to exit the
loop.
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InventoryControl Printable Help
Looping on Item Number:
Fields can be looped, or pinned, by pressing the F3 key.
In the following example, F3 was pressed when prompted for Item #:
Audit
Item #:
*
Scan or key in value
and press Ent.
Press ESC for Menu
Above, the asterisk (*) indicates the intention to loop on Item #. Values entered for Location, PO,
Supplier and any Tracked By fields (other than Serial Number) will remain locked after entering them for
the first Audit:
Qty:
Item #:
Count:25
F4=Done
Above, having pressed F3 when prompted for Item # and then having entered the item number and
values for Location, PO, Supplier, any Tracked By's, and a value of 25 for Qty, this screen is ready to
receive Qty and Item # inputs for the second Audit. The Location, PO, Supplier, and any Tracked By
values just specified will be used with every Audit transaction entered until F4 is used to exit the loop.
While looping on Item #, all that is required for each transaction here are values for Qty and Item #. The
Count is incremented each time an Audit is done while looping.
Press the ENT key to submit the Audit transaction and continue looping
or
Press the F4 key to exit the loop.
When looping on Item #, all items entered should have the same Tracked By requirements. If a
different Tracked By field is required, you will be prompted to enter the information before continuing.
Looping will need to be reset.
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InventoryControl Printable Help
Looping on a Tracked By (other than Serial Number)
Here, for example, F3 was pressed when prompted for Pallet while doing an Audit for this Item:
Audit
123
Monitor
Pallet:
*
ESC=Cancel
F1=Prev F4=Next
An asterisk (*) indicates the intention to do more than one Audit for this Item #, for more than one Pallet.
Values entered for Item #, Location, PO, Supplier, and any other Tracked By fields will remain locked
while looping on Pallet, after entering them for the first Audit:
123
Qty:
Pallet:
*
Total Qty:
30.00000
F4=Done
Above, having entered a value for Pallet and a value of 30 for Qty on the previous screen for the first
Audit, this screen is ready to receive inputs for another Audit. Item #, Location, PO and Supplier values
for this second Audit will be the same as those supplied at the beginning of the loop.
While looping on this Tracked By field, all that is required for each Audit are values for Qty and Pallet.
The Total Qty is incremented each time an Audit is submitted while looping.
Press the ENT key to submit the Audit transaction and continue looping
or
Press the F4 key to exit the loop.
When looping on a Tracked By field, all items entered should have the same Tracked By requirements. If
a different Tracked By field is required, you will be prompted to enter the information before continuing.
Looping will need to be restarted.
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InventoryControl Printable Help
19.17 WDT2200 - Moving Inventory
The Move function allows you to move inventory quantity for an item from one Location to another. When
you create an item, you can add which locations it may be. When you then add inventory (quantity) to the
item, you select in which location that quantity will reside. The Move function allows you to move that
inventory from the originally assigned location to another. By moving inventory in the software, you can
easily keep accurate records of where all of your inventory is currently located.
Note:



Make sure the PDT's date and time are set correctly before performing inventory transactions.
Move transactions can also be performed on the PC's Move screen.
Source and/or Destination sites are not specified during on the database you sent to the PDT, the
following message will be displayed the first time you attempt to perform an inventory transaction
on the PDT:
Please use the Site
Config function to
Select Source and
Destination Sites.
ESC=Exit
Press the Escape key to return to the Main Menu, then select the 6 key to go to the Site Config
function. For more information on configuring sites on the PDT, please refer to the topic,
WDT2200 - Configuring Sites.
The following topics are discussed in this section:
Moving Inventory
Looping on Serial Number
Looping on Location
Looping on Item Number
Looping on Track Bys (Other than Serial Number)
Moving Inventory:
1. The Move function can be accessed by pressing the 3 key on the PDT Main Menu.
2. Press the PDT's Enter key after supplying an Item # or press the PDT's ESC key to return to the
Main Menu.
Move
Item #:
123
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InventoryControl Printable Help
Scan or key in value
and press Ent.
Press ESC for Menu
If the Item # entered is not found in the PDT's database, you will be prompted to try again, as
shown below.
Move
Item #:
99999999
Entry not found.
Scan or key in value
and press Ent.
ESC=Menu
If the Item # entered is found in the database, the Item's Description will be displayed beneath
the Item #.
3. Scan or key in a From location value.
Move
1000052
Fence-Rail
From:
A1
ESC=Cancel
F1=Prev F4=Next
The From and To fields are required for all Move transactions.
Enter a From Location and press F4 to advance to the next data entry field.
or
Press F1 to go back to the previous data entry field.
or
Press ESC to cancel transaction and return to the previous screen.
If you press F4 to advance to the To location field without first providing a From location value,
the following message will be displayed:
Please scan or key
in From
ESC=Exit
Press ESC to Exit the error message and then provide the required From location value.
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InventoryControl Printable Help
Note: If the Allow Negative Quantities on Mobile Devices Option is disabled on the Options
screen, you will receive a warning message if you attempt to Move quantity from a location that
does not exist in the PDT database. The Allow Negative option must be set on the PC prior to
creating the mobile database. You can check the state of this option on the PDT by viewing the
PDT About screen.
New Source Site From locations can only be created during Move when the Allow Negative
Quantities on Mobile Devices option is enabled. Please see the Options Screen topic for more
information on this option.
When a From location value has been entered, press F4 or ENT to advance to the To location
field.
4. Provide the required To location value.
Move
1000052
Fence-Rail
To:
A2
ESC=Cancel
F1=Prev F4=Next
As shown below, if a From or To Location value is entered that's not currently in the database,
you will be prompted to accept or reject the entry as a new value to be added to the database for
the Source or Destination Site shown.
Site:
Warehouse 2
New Location:
Area 2
ENT=OK
ESC=Cancel
If you are prompted to confirm a new Location that you believe should already exist in the
database at that Site, press ESC to cancel, then return to the Main Menu to check Site Config.
If the From location you entered exists only at a Site other than the currently selected Source
Site, InventoryControl must treat that value as a new Location for the Source Site. Select a
different Source Site in Site Config if that's where you intended to perform this transaction.
Press the ENT key to accept the new value or the ESC key to Cancel the creation of a new
Location.
5. If this Item does not have Tracked By enabled for the Date Code, Pallet or Lot fields, a screen
like the one below will be shown, prompting the entry of Qty.
Move
1000052
Fence-Rail
Qty:
ESC=Cancel
F1=Prev F4=Next
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InventoryControl Printable Help
Key in the inventory Qty being Moved and press F4 or ENT to complete the Move transaction.
The Qty value entered must be numeric and it must be greater than zero.
If the Allow Negative Quantities on Mobile Devices option is disabled, you will see the
following message if you attempt to Move more quantity than that which is available for this Item
at the specified From location.
Available:
15.0000
Not enough qty avail
able to complete the
transaction.
ESC=Exit
Press ESC and enter a value that does not exceed the Available amount.
6. If the Item does have Tracked By enabled for Date Code, Pallet or Lot fields, a screen like the
one below will be shown, expecting input for each Tracked By field that's enabled before entering
a value for Qty.
Move
100068
Paint Can
Pallet:
ESC=Cancel
F1=Prev F4=Next
Key in or scan values for each of the Tracked By fields, pressing F4 to advance to the next data
entry field.
If you press F4 to advance to the next data entry field, without first inputting a required Tracked
By value, a screen similar to the following will be displayed:
Please scan or key
in Pallet
ESC=Exit
Press ESC to Exit the error message and then provide the required Tracked By value (a Pallet,
in this example).
Note: If the Allow Negative Quantities on Mobile Devices option is disabled, any entered
Tracked By value that does not match a value associated with inventory available at the
previously specified From location, the following screen display will be displayed:
No item with this tr
ackby specific in st
ock
ESC=Exit
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InventoryControl Printable Help
If Allow Negative Quantities on Mobile Devices is enabled, any Tracked By value is allowed.
Press ESC to exit the error message and then provide a Tracked By value that matches inventory
in stock at the From location.
Looping on Serial Number:
Fields can be looped, or pinned, by pressing the F3 key. An asterisk displays next to the looped field.
If track by Serial Number is enabled for this Item, the Qty field will be set to 1. A quantity of one is
assumed for each Serial Number. Looping will determine the final count for this Add transaction, as you
scan (or key in) one or more Serial Numbers for this Item:
1000066
Qty:1
SN:
*
Count:0
F4=Done
As each SN is keyed in or scanned, the Count will be increased. Press ENT after inputting each serial
number.
Press F4 after entering the last Serial Number to the Move screen.
Notes:


When an Item is tracked by Serial Number, you can only loop on Serial Number.
When an Item is not Tracked By Serial Number, you can use F3 to designate a field that will be
used for looping. The values in every field except Qty will remain locked while looping.
Looping on Location:
Fields can be looped, or pinned, by pressing the F3 key.
In the example below the F3 key was pressed when prompted for Location while doing an Move for this
Item:
Move
123
Monitor
Location:
*
ESC=Cancel
F1=Prev F4=Next
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InventoryControl Printable Help
An asterisk (*) indicates the intention to do more than one Move for this Item #, to more than one
Location. Values entered for Item #, PO and Supplier, if any, will remain locked while looping on
Location after entering them for the first Add. Tracking fields are needed only for any Tracked By options
enabled for the Item entered.
In the example below F3 was pressed when prompted for Location and then values for Location, PO,
Supplier, any Tracked By's, and a Qty of 10 were entered, this screen is ready to receive inputs for
another Add. PO, Supplier and Tracked By values, if any, for this second Add will be the same as those
supplied at the beginning of the loop, if any.
123
Qty:
Location:
Total Qty:
10.00000
F4=Done
While looping on Location, all that is required for each Move are values for Qty and Location. The Total
Qty field is incremented each time a Move is submitted while looping.
Press the ENT key to submit the Move transaction and continue looping or press the F4 key to exit the
loop.
Looping on Item Number:
Fields can be looped, or pinned, by pressing the F3 key.
In the following example, F3 was pressed when prompted for Item #:
Move
Item #:
*
Scan or key in value
and press Ent.
Press ESC for Menu
Above, the asterisk (*) indicates the intention to loop on Item #. Values entered for Location, PO,
Supplier and any Tracked By fields (other than Serial Number) will remain locked after entering them for
the first Move:
Qty:
Item #:
Count:25
F4=Done
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InventoryControl Printable Help
Above, having pressed F3 when prompted for Item # and then having entered the item number and
values for Location, PO, Supplier, any Tracked By's, and a value of 25 for Qty, this screen is ready to
receive Qty and Item # inputs for the second Move. The Location, PO, Supplier, and any Tracked By
values just specified will be used with every Move transaction entered until F4 is used to exit the loop.
While looping on Item #, all that is required for each transaction here are values for Qty and Item #. The
Count is incremented each time an Move is done while looping.
Press the ENT key to submit the Move transaction and continue looping
or
Press the F4 key to exit the loop.
When looping on Item #, all items entered should have the same Tracked By requirements. If a
different Tracked By field is required, you will be prompted to enter the information before continuing.
Looping will need to be reset.
Looping on a Tracked By (other than Serial Number)
Here, for example, F3 was pressed when prompted for Pallet while doing an Move for this Item:
Move
123
Monitor
Pallet:
*
ESC=Cancel
F1=Prev F4=Next
An asterisk (*) indicates the intention to do more than one Move for this Item #, for more than one Pallet.
Values entered for Item #, Location, PO, Supplier, and any other Tracked By fields will remain locked
while looping on Pallet, after entering them for the first Move:
123
Qty:
Pallet:
*
Total Qty:
30.00000
F4=Done
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InventoryControl Printable Help
Above, having entered a value for Pallet and a value of 30 for Qty on the previous screen for the first
Move, this screen is ready to receive inputs for another Move. Item #, Location, PO and Supplier
values for this second Move will be the same as those supplied at the beginning of the loop.
While looping on this Tracked By field, all that is required for each Move are values for Qty and Pallet.
The Total Qty is incremented each time an Move is submitted while looping.
Press the ENT key to submit the Move transaction and continue looping
or
Press the F4 key to exit the loop.
When looping on a Tracked By field, all items entered should have the same Tracked By requirements. If
a different Tracked By field is required, you will be prompted to enter the information before continuing.
Looping will need to be restarted.
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InventoryControl Printable Help
19.18 WDT2200 - Removing Inventory
The Remove function allows you to remove quantity from any item in the database. Inventory is the
amount or quantity of a particular item. Items must first be imported or entered on the Add Item screen
before you can add quantity or remove quantity.
Inventory is also removed when you pick items for a Pick Order (Applies to Pro and Enterprise
Versions only). For further information on Picking Orders, please refer to the topic WDT2200 - Picking
Orders.
Notes:



Removes can also be done at the PC using the Remove screen.
Make sure the PDT's date and time are set correctly before performing inventory transactions.
Source and/or Destination sites are not specified during on the database you sent to the PDT, the
following message will be displayed the first time you attempt to perform an inventory transaction
on the PDT:
Please use the Site
Config function to
Select Source and
Destination Sites.
ESC=Exit
Press the Escape key to return to the Main Menu, then select the 6 key to go to the Site Config
function. For more information on configuring sites on the PDT, please refer to the topic,
WDT2200 - Configuring Sites.
Topics discussed in this section are:
Removing Inventory
Looping on Serial Number
Looping on Location
Looping on Item Number
Looping on Track Bys (Other than Serial Number)
Removing Inventory:
1. The Remove function can be accessed by pressing the 2 key on the Main Menu.
Remove
Item #:
123
Scan or key in value
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InventoryControl Printable Help
and press Ent.
Press ESC for Menu
2. Press the PDT's Enter
to the Main Menu.
key after supplying an Item # or press the PDT's ESC key to return
If the Item # entered is not found in the PDT's database, you will be prompted to try again, as
shown below:
Remove
Item #:
9999999
Entry not found.
Scan or key in value
and press Ent.
ESC=Menu
If the Item # entered is found in the database, the Item's Description will be displayed beneath
the Item #.
3. Scan or key in a Location value:
Remove
123
Monitor
Location:
AREA 2
ESC=Cancel
F1=Prev F4=Next
The Location field is required for all Remove transactions.
Enter a Location and press F4 to advance to the next data entry field.
or
Press F1 to go back to the previous data entry field.
or
Press ESC to cancel transaction and return to the previous screen.
If you press F4 to advance to the Customer field, without first providing a Location value, the
following message will be displayed:
Please scan or key
in Location
ESC=Exit
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InventoryControl Printable Help
Press ESC to Exit the error message and then provide the required Location value.
Note: If the Allow Negative Quantities on Mobile Devices option is disabled, you will see a
warning message if you attempt to Remove quantity from a Location that does not exist in the
PDT database. The Allow Negative option must be set on the PC prior to creating the database.
You can check the state of this option on the PDT by using the 7 key on the Main Menu to go to
the PDT About screen.
New Locations can only be created during Remove when the Allow Negative Quantities on
Mobile Devices option is enabled. If you are prompted to confirm a new Location that you
believe should already exist in the database, press ESC to cancel, then return to the Main Menu
to check Site Config. If the Location you entered exists only at a Site other than the currently
selected Source Site, InventoryControl must treat that value as a new Location for the Source
Site. Select a different Source Site in Site Config if that's where you intended to perform this
transaction.
The Allow Negative Quantities option applies to batch devices only. Mobile devices that
are communicating with the database via a wireless connection will not allow negative
quantity transactions regardless of the option settings.
4. Enter a Customer Number, then press F4.
Remove
123
Monitor
Customer:
00001
ESC=Cancel
F1=Prev F4=Next
A Customer value might be required for this Item #. If not, the Customer field can be left empty
or a value may be entered optionally.
As shown below, if a Customer value is entered that's not currently in the PDT database, you will
be prompted to accept or reject the entry as a new value to be added to the database. The
currently selected Source Site will be displayed when you are about to create a new Location.
Customer:
ACME
New entry. Press Ent
To accept or ESC to
Cancel.
ENT=OK
ESC=Cancel
5. If this Item does not have Tracked By enabled for the Date Code, Pallet or Lot fields, a screen
like the one below will be shown, prompting the entry of Qty.
Remove
100007
Paint Can
Qty:
ESC=Cancel
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InventoryControl Printable Help
F1=Prev F4=Next
Key in the inventory quantity being Removed and press ENT to complete the Remove
transaction. The Qty value entered must be numeric and it must be greater than zero.
If the Allow Negative Quantities on Mobile Devices option is disabled, you will see the
following message if you attempt to Remove more quantity than that which is available for this
Item at the specified Location.
Available:
83.0000
Not enough qty avail
able to complete the
transaction
ESC=Exit
Press ESC and enter a value that does not exceed the Available amount.
If this Item does have Tracked By enabled for Date Code, Pallet or Lot fields, a screen like the
one below will be shown, expecting input for each Tracked By field that's enabled.
Remove
100006
Paint Can
Pallet:
ESC=Cancel
F1=Prev F4=Next
Key in or scan values for each of the Tracked By fields, pressing F4 to advance to the next data
entry field.
If you press F4 to advance to the next data entry field, without first inputting a required Tracked
By value, a screen similar to the following will be displayed:
Please scan or key
in Pallet
ESC=Exit
Press ESC to Exit the error message and then provide the required Tracked By value (a Pallet,
in this example).
If the Allow Negative Quantities on Mobile Devices options is disabled, and a Tracked By
value that does not match a value associated with inventory available at the previously specified
Location is entered, the following screen will be displayed:
No item with this tr
ackby specific in st
ock
ESC=Exit
If Allow Negative Quantities on Mobile Devices is enabled, any Tracked By value is allowed.
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Press Esc to Exit the error message and then provide a Tracked By value that matches inventory
in stock at the specified Location.
Looping on Serial Number:
Fields can be looped, or pinned, by pressing the F3 key. An asterisk displays next to the looped field.
If track by Serial Number is enabled for this Item, the Qty field will be set to 1. A quantity of one is
assumed for each Serial Number. Looping will determine the final count for this Add transaction, as you
scan (or key in) one or more Serial Numbers for this Item:
1000066
Qty:1
SN:
*
Count:0
F4=Done
As each SN is keyed in or scanned, the Count will be increased. Press ENT after inputting each serial
number.
Press F4 after entering the last Serial Number to the Remove screen.
Notes:


When an Item is tracked by Serial Number, you can only loop on Serial Number.
When an Item is not Tracked By Serial Number, you can use F3 to designate a field that will be
used for looping. The values in every field except Qty will remain locked while looping.
Looping on Location:
Fields can be looped, or pinned, by pressing the F3 key.
In the example below the F3 key was pressed when prompted for Location while doing a Remove for this
Item:
Add
123
Monitor
Location:
*
ESC=Cancel
F1=Prev F4=Next
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InventoryControl Printable Help
An asterisk (*) indicates the intention to do more than one Remove for this Item #, to more than one
Location. Values entered for Item #, PO and Supplier, if any, will remain locked while looping on
Location after entering them for the first Add. Tracking fields are needed only for any Tracked By options
enabled for the Item entered.
In the example below F3 was pressed when prompted for Location and then values for Location, PO,
Supplier, any Tracked By's, and a Qty of 10 were entered, this screen is ready to receive inputs for
another Add. PO, Supplier and Tracked By values, if any, for this second Remove will be the same as
those supplied at the beginning of the loop, if any.
123
Qty:
Location:
Total Qty:
10.00000
F4=Done
While looping on Location, all that is required for each Remove are values for Qty and Location. The
Total Qty field is incremented each time a Remove is submitted while looping.
Press the ENT key to submit the Remove transaction and continue looping or press the F4 key to exit the
loop.
Looping on Item Number:
Fields can be looped, or pinned, by pressing the F3 key.
In the following example, F3 was pressed when prompted for Item #:
Remove
Item #:
*
Scan or key in value
and press Ent.
Press ESC for Menu
Above, the asterisk (*) indicates the intention to loop on Item #. Values entered for Location, PO,
Supplier and any Tracked By fields (other than Serial Number) will remain locked after entering them for
the first Remove:
Qty:
Item #:
Count:25
F4=Done
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InventoryControl Printable Help
Above, having pressed F3 when prompted for Item # and then having entered the item number and
values for Location, PO, Supplier, any Tracked By's, and a value of 25 for Qty, this screen is ready to
receive Qty and Item # inputs for the second Remove. The Location, PO, Supplier, and any Tracked
By values just specified will be used with every Remove transaction entered until F4 is used to exit the
loop.
While looping on Item #, all that is required for each transaction here are values for Qty and Item #. The
Count is incremented each time a Remove is done while looping.
Press the ENT key to submit the Remove transaction and continue looping
or
Press the F4 key to exit the loop.
When looping on Item #, all items entered should have the same Tracked By requirements. If a
different Tracked By field is required, you will be prompted to enter the information before continuing.
Looping will need to be reset.
Looping on a Tracked By (other than Serial Number)
Here, for example, F3 was pressed when prompted for Pallet while doing a Remove for this Item:
Remove
123
Monitor
Pallet:
*
ESC=Cancel
F1=Prev F4=Next
An asterisk (*) indicates the intention to do more than one Remove for this Item #, for more than one
Pallet. Values entered for Item #, Location, PO, Supplier, and any other Tracked By fields will remain
locked while looping on Pallet, after entering them for the first Remove:
123
Qty:
Pallet:
*
Total Qty:
30.00000
F4=Done
Above, having entered a value for Pallet and a value of 30 for Qty on the previous screen for the first
Remove, this screen is ready to receive inputs for another Remove. Item #, Location, PO and Supplier
values for this second Remove will be the same as those supplied at the beginning of the loop.
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InventoryControl Printable Help
While looping on this Tracked By field, all that is required for each Remove are values for Qty and Pallet.
The Total Qty is incremented each time a Remove is submitted while looping.
Press the ENT key to submit the Remove transaction and continue looping
or
Press the F4 key to exit the loop.
When looping on a Tracked By field, all items entered should have the same Tracked By requirements. If
a different Tracked By field is required, you will be prompted to enter the information before continuing.
Looping will need to be restarted.
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InventoryControl Printable Help
19.19 WDT2200 - Removing Kit Items
This function applies to Pro and Enterprise Version users only.
The Remove Kit function allows you to remove a kit item from the database. This can be considered the
same as shipping inventory. You can designate which customer this inventory was shipped to on this
screen.
Notes:


Make sure the PDT's date and time are set correctly before performing inventory transactions.
Source and/or Destination sites are not specified during on the database you sent to the PDT, the
following message will be displayed the first time you attempt to perform an inventory transaction
on the PDT:
Please use the Site
Config function to
Select Source and
Destination Sites.
ESC=Exit
Press the Escape key to return to the Main Menu, then select the 6 key to go to the Site Config
function. For more information on configuring sites on the PDT, please refer to the topic,
WDT2200 - Configuring Sites.
Topics discussed in this section are:
Removing Kit Items
Looping on Serial Number
Looping on Location
Looping on Item Number
Looping on Track Bys (Other than Serial Number)
Removing Kit Items:
1. The Remove Kit function can be accessed by pressing the 2 key on the Main Menu. The
Remove screen appears
Remove
Item #:
123
Scan or key in value
and press Ent.
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InventoryControl Printable Help
Press ESC for Menu
2. Press the PDT's Enter
to the Main Menu.
key after supplying an Item # or press the PDT's ESC key to return
If the Item # entered is not found in the PDT's database, you will be prompted to try again, as
shown below:
Remove
Item #:
9999999
Entry not found.
Scan or key in value
and press Ent.
ESC=Menu
If the Item # entered is found in the database, the Item's Description will be displayed beneath
the Item #.
3. Enter the Quantity you want to remove. This is the how many Kits you want to remove.
Remove Kit
123
123 Description
QTY:
12
ESC=Cancel
F1=Prev F4=Next
4. Next a screen will appear allowing you to scan or enter the component items for this kit item.
Scan the Item Number, or use the F1/F4 keys or the arrow keys to browse through a list of the
component items. Press F2 to clear your selection.
Scan/Select Item #:
1001
Rem Qty: 12
Total Qty: 30
ESC=Cancel Ent= OK
F1/F4 Browse F2=CLR
Rem Qty represents how many Kits you have removed so far and the Total Qty is how many of
that component item you have removed. For example, if you have 5 of item 1001 contained in Kit
123, then the Total Qty would be 12 x 5 = 60.
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InventoryControl Printable Help
5. Scan or key in a Location value (Note: If this is a non-inventory item, you will be taken directly to
the Quantity screen - See Step 6):
Remove
123
Item Description
Location:
AREA 2
ESC=Cancel
F1=Prev F4=Next
The Location field is required for all Remove transactions.
Enter a Location and press F4 to advance to the next data entry field.
or
Press F1 to go back to the previous data entry field.
or
Press ESC to cancel transaction and return to the previous screen.
If you press F4 to advance to the next field, without first providing a Location value, the following
message will be displayed:
Please scan or key
in Location
ESC=Exit
Press ESC to Exit the error message and then provide the required Location value.
Note: If the Allow Negative Quantities on Mobile Devices option is disabled, you will see a
warning message if you attempt to Remove quantity from a Location that does not exist in the
PDT database. The Allow Negative option must be set on the PC prior to creating the database.
You can check the state of this option on the PDT by using the 7 key on the Main Menu to go to
the PDT About screen.
New Locations can only be created during Remove when the Allow Negative Quantities on
Mobile Devices option is enabled. If you are prompted to confirm a new Location that you
believe should already exist in the database, press ESC to cancel, then return to the Main Menu
to check Site Config. If the Location you entered exists only at a Site other than the currently
selected Source Site, InventoryControl must treat that value as a new Location for the Source
Site. Select a different Source Site in Site Config if that's where you intended to perform this
transaction.
The Allow Negative Quantities option applies to batch devices only. Mobile devices that
are communicating with the database via a wireless connection will not allow negative
quantity transactions regardless of the option settings.
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InventoryControl Printable Help
6. If this Item does not have Tracked By enabled for the Date Code, Pallet or Lot fields, a screen
like the one below will be shown, prompting the entry of Qty.
Remove
100007
Paint Can
Qty:
ESC=Cancel
F1=Prev F4=Next
Key in the inventory quantity being Removed and press ENT to complete the Remove
transaction. The Qty value entered must be numeric and it must be greater than zero.
If the Allow Negative Quantities on Mobile Devices option is disabled, you will see the
following message if you attempt to Remove more quantity than that which is available for this
Item at the specified Location.
Available:
83.0000
Not enough qty avail
able to complete the
transaction
ESC=Exit
Press ESC and enter a value that does not exceed the Available amount.
If this Item does have Tracked By enabled for Date Code, Pallet or Lot fields, a screen like the
one below will be shown, expecting input for each Tracked By field that's enabled.
Remove
100006
Paint Can
Pallet:
ESC=Cancel
F1=Prev F4=Next
Key in or scan values for each of the Tracked By fields, pressing F4 to advance to the next data
entry field.
If you press F4 to advance to the next data entry field, without first inputting a required Tracked
By value, a screen similar to the following will be displayed:
Please scan or key
in Pallet
ESC=Exit
Press ESC to Exit the error message and then provide the required Tracked By value (a Pallet,
in this example).
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InventoryControl Printable Help
Note: You can press the F2 key to view the last Serial Number entered.
If the Allow Negative Quantities on Mobile Devices options is disabled, and a Tracked By
value that does not match a value associated with inventory available at the previously specified
Location is entered, the following screen will be displayed:
No item with this tr
ackby specific in st
ock
ESC=Exit
If Allow Negative Quantities on Mobile Devices is enabled, any Tracked By value is allowed.
Press Esc to Exit the error message and then provide a Tracked By value that matches inventory
in stock at the specified Location.
Looping on Serial Number:
Fields can be looped, or pinned, by pressing the F3 key. An asterisk displays next to the looped field.
If track by Serial Number is enabled for this Item, the Qty field will be set to 1. A quantity of one is
assumed for each Serial Number. Looping will determine the final count for this Add transaction, as you
scan (or key in) one or more Serial Numbers for this Item:
1000066
Qty:1
SN:
*
Count:0
F4=Done
As each SN is keyed in or scanned, the Count will be increased. Press ENT after inputting each serial
number.
Press F4 after entering the last Serial Number to the Remove screen.
Notes:


When an Item is tracked by Serial Number, you can only loop on Serial Number.
When an Item is not Tracked By Serial Number, you can use F3 to designate a field that will be
used for looping. The values in every field except Qty will remain locked while looping.
Looping on Location:
Fields can be looped, or pinned, by pressing the F3 key.
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InventoryControl Printable Help
In the example below the F3 key was pressed when prompted for Location while doing a Remove for this
Item:
Add
123
Monitor
Location:
*
ESC=Cancel
F1=Prev F4=Next
An asterisk (*) indicates the intention to do more than one Remove for this Item #, to more than one
Location. Values entered for Item #, PO and Supplier, if any, will remain locked while looping on
Location after entering them for the first Add. Tracking fields are needed only for any Tracked By options
enabled for the Item entered.
In the example below F3 was pressed when prompted for Location and then values for Location, PO,
Supplier, any Tracked By's, and a Qty of 10 were entered, this screen is ready to receive inputs for
another Add. PO, Supplier and Tracked By values, if any, for this second Remove will be the same as
those supplied at the beginning of the loop, if any.
123
Qty:
Location:
Total Qty:
10.00000
F4=Done
While looping on Location, all that is required for each Remove are values for Qty and Location. The
Total Qty field is incremented each time a Remove is submitted while looping.
Press the ENT key to submit the Remove transaction and continue looping or press the F4 key to exit the
loop.
Looping on Item Number:
Fields can be looped, or pinned, by pressing the F3 key.
In the following example, F3 was pressed when prompted for Item #:
Remove
Item #:
*
Scan or key in value
and press Ent.
Press ESC for Menu
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InventoryControl Printable Help
Above, the asterisk (*) indicates the intention to loop on Item #. Values entered for Location, PO,
Supplier and any Tracked By fields (other than Serial Number) will remain locked after entering them for
the first Remove:
Qty:
Item #:
Count:25
F4=Done
Above, having pressed F3 when prompted for Item # and then having entered the item number and
values for Location, PO, Supplier, any Tracked By's, and a value of 25 for Qty, this screen is ready to
receive Qty and Item # inputs for the second Remove. The Location, PO, Supplier, and any Tracked
By values just specified will be used with every Remove transaction entered until F4 is used to exit the
loop.
While looping on Item #, all that is required for each transaction here are values for Qty and Item #. The
Count is incremented each time a Remove is done while looping.
Press the ENT key to submit the Remove transaction and continue looping
or
Press the F4 key to exit the loop.
When looping on Item #, all items entered should have the same Tracked By requirements. If a
different Tracked By field is required, you will be prompted to enter the information before continuing.
Looping will need to be reset.
Looping on a Tracked By (other than Serial Number)
Here, for example, F3 was pressed when prompted for Pallet while doing a Remove for this Item:
Remove
123
Monitor
Pallet:
*
ESC=Cancel
F1=Prev F4=Next
An asterisk (*) indicates the intention to do more than one Remove for this Item #, for more than one
Pallet. Values entered for Item #, Location, PO, Supplier, and any other Tracked By fields will remain
locked while looping on Pallet, after entering them for the first Remove:
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InventoryControl Printable Help
123
Qty:
Pallet:
*
Total Qty:
30.00000
F4=Done
Above, having entered a value for Pallet and a value of 30 for Qty on the previous screen for the first
Remove, this screen is ready to receive inputs for another Remove. Item #, Location, PO and Supplier
values for this second Remove will be the same as those supplied at the beginning of the loop.
While looping on this Tracked By field, all that is required for each Remove are values for Qty and Pallet.
The Total Qty is incremented each time a Remove is submitted while looping.
Press the ENT key to submit the Remove transaction and continue looping
or
Press the F4 key to exit the loop.
When looping on a Tracked By field, all items entered should have the same Tracked By requirements. If
a different Tracked By field is required, you will be prompted to enter the information before continuing.
Looping will need to be restarted.
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InventoryControl Printable Help
19.20 WDT2200 - Picking Inventory for Orders
This function applies to Pro and Enterprise Version users only.
When a pick order is actually being picked, that is, the inventory is being readied for shipping to the
customer, the quantities that are removed from inventory for each item on the order are entered in the
Pick screen.
Notes:




Picks can also be done at the PC.
Manual items cannot be picked on the mobile devices. Please refer to Creating a Pick Order for
more information on Manual items.
Make sure the PDT's date and time are set correctly before performing inventory transactions.
If Source and/or Destination sites are not specified during on the database you sent to the PDT,
the following message will be displayed the first time you attempt to perform an inventory
transaction on the PDT:
Please use the Site
Config function to
Select Source and
Destination Sites.
ESC=Exit
Press the Escape key to return to the Main Menu, then select the 6 key to go to the Site Config
function. For more information on configuring sites on the PDT, please refer to the topic,
WDT2200 - Configuring Sites.
The topics discussed in this section are:
Picking Inventory
Looping on Serial Number
Looping on Location
Looping on Item Number
Looping on Track Bys (Other than Serial Number)
Picking Inventory:
1. From the Main Menu, press 9. The Pick screen appears:
Pick
Order #:
Scan or key in value
and press Ent.
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InventoryControl Printable Help
Press ESC for Menu
2. Enter the Pick Order number, then press the Ent key. Press ESC to return to the Main Menu.
Pick
Order #:
00001
Scan or key in value
and press Ent.
Press ESC for Menu
3. Enter the Item Number you are picking, then press Ent. Press ESC to return to the Main Menu.
Pick
Item #:
1002
Scan or key in value
and press Ent.
Press ESC for Menu
If the Item # entered is not found in the PDT's database, you will be prompted to try again after
you press Ent.
If the Item # entered is found in the database, the Item's Description will be displayed beneath
the Item # after you press Ent.
4. Enter the Location of this item, then press F4. Press F1 to return to the previous screen and
select a different item.
Pick
1002
Monitor
Location:
001
ESC=Cancel
F1=Prev F4=Next
5. Picks are always calculated in Eaches, meaning the quantity in which you stock them (as
opposed to the quantity in which they are shipped to you, which may differ). Enter how many of
this item you will be picking.
Pick
1002
Monitor
EA.Qty
1
ESC=Cancel
F1=Prev F4=Next
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InventoryControl Printable Help
Note: If this item has any track bys set (serial number, date code, pallet, etc.), you will required to
enter those prior to entering a quantity. If this item is tracked by Serial Number, the quantity is
limited to 1.
6. Press F4 to complete the transaction.
Note: If the Allow Negative Quantities on Mobile Devices option is disabled, you will see a
warning message if you attempt to Pick quantity from a Location that does not exist in the PDT
database. The Allow Negative option must be set on the PC prior to creating the database. You
can check the state of this option on the PDT by using the 7 key on the Main Menu to go to the
PDT About screen.
New Locations can only be created during Pick when the Allow Negative Quantities on Mobile
Devices option is enabled. If you are prompted to confirm a new Location that you believe
should already exist in the database, press ESC to cancel, then return to the Main Menu to check
Site Config. If the Location you entered exists only at a Site other than the currently selected
Source Site, InventoryControl must treat that value as a new Location for the Source Site.
Select a different Source Site in Site Config if that's where you intended to perform this
transaction.
The Allow Negative Quantities option applies to batch devices only. Mobile devices that
are communicating with the database via a wireless connection will not allow negative
quantity transactions regardless of the option settings.
Looping on Serial Number:
Fields can be looped, or pinned, by pressing the F3 key. An asterisk displays next to the looped field.
If track by Serial Number is enabled for this Item, the Qty field will be set to 1. A quantity of one is
assumed for each Serial Number. Looping will determine the final count for this Pick transaction, as you
scan (or key in) one or more Serial Numbers for this Item:
1000066
Qty:1
SN:
*
Count:0
F4=Done
As each SN is keyed in or scanned, the Count will be increased. Press ENT after inputting each serial
number. Press F4 after entering the last Serial Number to the Pick screen.
Notes:


When an Item is tracked by Serial Number, you can only loop on Serial Number.
When an Item is not Tracked By Serial Number, you can use F3 to designate a field that will be
used for looping. The values in every field except Qty will remain locked while looping.
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InventoryControl Printable Help
Looping on Location:
Fields can be looped, or pinned, by pressing the F3 key.
In the example below the F3 key was pressed when prompted for Location while doing an Pick for this
Item:
Pick
123
Monitor
Location:
*
ESC=Cancel
F1=Prev F4=Next
An asterisk (*) indicates the intention to do more than one Pick for this Item #, to more than one
Location. Values entered for Item #, PO and Supplier, if any, will remain locked while looping on
Location after entering them for the first Add. Tracking fields are needed only for any Tracked By options
enabled for the Item entered.
In the example below F3 was pressed when prompted for Location and then values for Location, PO,
Supplier, any Tracked By's, and a Qty of 10 were entered, this screen is ready to receive inputs for
another Pick. PO, Supplier and Tracked By values, if any, for this second Pick will be the same as those
supplied at the beginning of the loop, if any.
123
Qty:
Location:
Total Qty:
10.00000
F4=Done
While looping on Location, all that is required for each Pick are values for Qty and Location. The Total
Qty field is incremented each time a Pick is submitted while looping.
Press the ENT key to submit the Pick transaction and continue looping or press the F4 key to exit the
loop.
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InventoryControl Printable Help
Looping on Item Number:
Fields can be looped, or pinned, by pressing the F3 key.
In the following example, F3 was pressed when prompted for Item #:
Pick
Item #:
*
Scan or key in value
and press Ent.
Press ESC for Menu
Above, the asterisk (*) indicates the intention to loop on Item #. Values entered for Location, PO,
Supplier and any Tracked By fields (other than Serial Number) will remain locked after entering them for
the first Pick:
Qty:
Item #:
Count:25
F4=Done
Above, having pressed F3 when prompted for Item # and then having entered the item number and
values for Location, PO, Supplier, any Tracked By's, and a value of 25 for Qty, this screen is ready to
receive Qty and Item # inputs for the second Pick. The Location, PO, Supplier, and any Tracked By
values just specified will be used with every Pick transaction entered until F4 is used to exit the loop.
While looping on Item #, all that is required for each transaction here are values for Qty and Item #. The
Count is incremented each time a Pick is done while looping.
Press the ENT key to submit the Pick transaction and continue looping
or
Press the F4 key to exit the loop.
When looping on Item #, all items entered should have the same Tracked By requirements. If a
different Tracked By field is required, you will be prompted to enter the information before continuing.
Looping will need to be reset.
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InventoryControl Printable Help
Looping on a Tracked By (other than Serial Number)
Here, for example, F3 was pressed when prompted for Pallet while doing a Pick for this Item:
Pick
123
Monitor
Pallet:
*
ESC=Cancel
F1=Prev F4=Next
An asterisk (*) indicates the intention to do more than one Pick for this Item #, for more than one Pallet.
Values entered for Item #, Location, PO, Supplier, and any other Tracked By fields will remain locked
while looping on Pallet, after entering them for the first Pick:
123
Qty:
Pallet:
*
Total Qty:
30.00000
F4=Done
Above, having entered a value for Pallet and a value of 30 for Qty on the previous screen for the first
Pick, this screen is ready to receive inputs for another Pick. Item #, Location, PO and Supplier values
for this second Pick will be the same as those supplied at the beginning of the loop.
While looping on this Tracked By field, all that is required for each Pick are values for Qty and Pallet.The
Total Qty is incremented each time an Pick is submitted while looping.
Press the ENT key to submit the Pick transaction and continue looping
or
Press the F4 key to exit the loop.
When looping on a Tracked By field, all items entered should have the same Tracked By requirements. If
a different Tracked By field is required, you will be prompted to enter the information before continuing.
Looping will need to be restarted.
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InventoryControl Printable Help
19.21 WDT2200 - Picking Kit Items
This function applies to Pro and Enterprise Version users only.
When a pick order is actually being picked, that is, the inventory is being readied for shipping to the
customer, the quantities that are removed from inventory for each item on the order are entered in the
Pick screen.
Notes:


Make sure the PDT's date and time are set correctly before performing inventory transactions.
If Source and/or Destination sites are not specified during on the database you sent to the PDT,
the following message will be displayed the first time you attempt to perform an inventory
transaction on the PDT:
Please use the Site
Config function to
Select Source and
Destination Sites.
ESC=Exit
Press the Escape key to return to the Main Menu, then select the 6 key to go to the Site Config
function. For more information on configuring sites on the PDT, please refer to the topic,
WDT2200 - Configuring Sites.
The topics discussed in this section are:
Picking Inventory
Looping on Serial Number
Looping on Location
Looping on Item Number
Looping on Track Bys (Other than Serial Number)
Picking Inventory:
1. From the Main Menu, press 9. The Pick screen appears:
Pick
Order #:
Scan or key in value
and press Ent.
Press ESC for Menu
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2. Enter the Pick Order number, then press the Ent key. Press ESC to return to the Main Menu.
Pick
Order #:
00001
Scan or key in value
and press Ent.
Press ESC for Menu
3. Enter the Item Number you are picking, then press Ent. Press ESC to return to the Main Menu.
Pick
Item #:
123
Scan or key in value
and press Ent.
Press ESC for Menu
If the Item # entered is not found in the PDT's database, you will be prompted to try again after
you press Ent.
If the Item # entered is found in the database, the Item's Description will be displayed beneath
the Item # after you press Ent.
4. Enter the Quantity: This is how many Kits you want to pick.
Pick Kit
123
123 Description
Qty:
12
ESC=Cancel
F1=Prev F4=Next
5. Next a screen will appear allowing you to scan or enter the component items for this kit item.
Scan the Item Number, or use the F1/F4 keys to browse through a list of the component items.
Press F2 to clear your selection.
Scan/Select Item #:
1001
Rem Qty: 12
Total Qty: 30
ESC=Cancel Ent= OK
F1/F4 Browse F2=CLR
Rem Qty represents how many Kits you have picked so far and the Total Qty is how many of that
component item you have picked. For example, if you have 5 of item 1001 contained in Kit 123,
then the Total Qty would be 12 x 5 = 60. Continuing this example, if you pick more than 60, a
warning will appear that you are picking more than indicated on the Pick Order. You can
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continue, but the discrepancy will be caught when you sync that data back to the PC and you will
have to correct the quantity on the Edit Transaction screen.
6. Enter the Location of this item, then press F4. Press F1 to return to the previous screen and
select a different item.
Pick
1001
Monitor
Location:
001
ESC=Cancel
F1=Prev F4=Next
7. If a track by other than Serial Number is required, you will enter it now.
Pick
1001
Monitor
Date Code:
DC-1234
ESC=Cancel
F1=Prev F4=Next
8. Picks are always calculated in Eaches, meaning the quantity in which you stock them (as
opposed to the quantity in which they are shipped to you, which may differ). Enter how many of
this item you will be picking.
Pick
1001
Monitor
EA.Qty
1
ESC=Cancel
F1=Prev F4=Next
9. If this item is tracked by Serial Number or Lot, you will be required to enter the numbers/codes
now.
1001
EA. QTY:1
SN:
100023021
Qty:4/100
F4=Done F2=Last SN
When looping on serial number, note that the Qty field displays how many serial numbers exist
for this item and how many you have entered so far. In the example above, 4 serial numbers
have been entered out of a possible 100 (4/100). You can press F2 to display the last serial
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number entered.
10. Press F4 to complete the transaction.
Note: If the Allow Negative Quantities on Mobile Devices option is disabled, you will see a
warning message if you attempt to Pick quantity from a Location that does not exist in the PDT
database. The Allow Negative option must be set on the PC prior to creating the database. You
can check the state of this option on the PDT by using the 7 key on the Main Menu to go to the
PDT About screen.
New Locations can only be created during Pick when the Allow Negative Quantities on Mobile
Devices option is enabled. If you are prompted to confirm a new Location that you believe
should already exist in the database, press ESC to cancel, then return to the Main Menu to check
Site Config. If the Location you entered exists only at a Site other than the currently selected
Source Site, InventoryControl must treat that value as a new Location for the Source Site.
Select a different Source Site in Site Config if that's where you intended to perform this
transaction.
The Allow Negative Quantities option applies to batch devices only. Mobile devices that
are communicating with the database via a wireless connection will not allow negative
quantity transactions regardless of the option settings.
Looping on Serial Number:
Fields can be looped, or pinned, by pressing the F3 key. An asterisk displays next to the looped field.
If track by Serial Number is enabled for this Item, the Qty field will be set to 1. A quantity of one is
assumed for each Serial Number. Looping will determine the final count for this Pick transaction, as you
scan (or key in) one or more Serial Numbers for this Item:
1000066
Qty:1
SN:
*
Count:0
F4=Done F2=Last SN
As each SN is keyed in or scanned, the Count will be increased. Press ENT after inputting each serial
number. When looping on serial number, note that the Qty field displays how many serial numbers exist
for this item and how many you have entered so far. In the example above, 4 serial numbers have been
entered out of a possible 100 (4/100). You can press F2 to display the last serial number entered.
Press F4 after entering the last Serial Number to the Pick screen.
Notes:


When an Item is tracked by Serial Number, you can only loop on Serial Number.
When an Item is not Tracked By Serial Number, you can use F3 to designate a field that will be
used for looping. The values in every field except Qty will remain locked while looping.
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Looping on Location:
Fields can be looped, or pinned, by pressing the F3 key.
In the example below the F3 key was pressed when prompted for Location while doing an Pick for this
Item:
Pick
123
Monitor
Location:
*
ESC=Cancel
F1=Prev F4=Next
An asterisk (*) indicates the intention to do more than one Pick for this Item #, to more than one
Location. Values entered for Item #, PO and Supplier, if any, will remain locked while looping on
Location after entering them for the first Add. Tracking fields are needed only for any Tracked By options
enabled for the Item entered.
In the example below F3 was pressed when prompted for Location and then values for Location, PO,
Supplier, any Tracked By's, and a Qty of 10 were entered, this screen is ready to receive inputs for
another Pick. PO, Supplier and Tracked By values, if any, for this second Pick will be the same as those
supplied at the beginning of the loop, if any.
123
Qty:
Location:
Total Qty:
10.00000
F4=Done
While looping on Location, all that is required for each Pick are values for Qty and Location. The Total
Qty field is incremented each time a Pick is submitted while looping.
Press the ENT key to submit the Pick transaction and continue looping or press the F4 key to exit the
loop.
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Looping on Item Number:
Fields can be looped, or pinned, by pressing the F3 key.
In the following example, F3 was pressed when prompted for Item #:
Pick
Item #:
*
Scan or key in value
and press Ent.
Press ESC for Menu
Above, the asterisk (*) indicates the intention to loop on Item #. Values entered for Location, PO,
Supplier and any Tracked By fields (other than Serial Number) will remain locked after entering them for
the first Pick:
Qty:
Item #:
Count:25
F4=Done
Above, having pressed F3 when prompted for Item # and then having entered the item number and
values for Location, PO, Supplier, any Tracked By's, and a value of 25 for Qty, this screen is ready to
receive Qty and Item # inputs for the second Pick. The Location, PO, Supplier, and any Tracked By
values just specified will be used with every Pick transaction entered until F4 is used to exit the loop.
While looping on Item #, all that is required for each transaction here are values for Qty and Item #. The
Count is incremented each time a Pick is done while looping.
Press the ENT key to submit the Pick transaction and continue looping
or
Press the F4 key to exit the loop.
When looping on Item #, all items entered should have the same Tracked By requirements. If a
different Tracked By field is required, you will be prompted to enter the information before continuing.
Looping will need to be reset.
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Looping on a Tracked By (other than Serial Number)
Here, for example, F3 was pressed when prompted for Pallet while doing a Pick for this Item:
Pick
123
Monitor
Pallet:
*
ESC=Cancel
F1=Prev F4=Next
An asterisk (*) indicates the intention to do more than one Pick for this Item #, for more than one Pallet.
Values entered for Item #, Location, PO, Supplier, and any other Tracked By fields will remain locked
while looping on Pallet, after entering them for the first Pick:
123
Qty:
Pallet:
*
Total Qty:
30.00000
F4=Done
Above, having entered a value for Pallet and a value of 30 for Qty on the previous screen for the first
Pick, this screen is ready to receive inputs for another Pick. Item #, Location, PO and Supplier values
for this second Pick will be the same as those supplied at the beginning of the loop.
While looping on this Tracked By field, all that is required for each Pick are values for Qty and Pallet.
The Total Qty is incremented each time an Pick is submitted while looping.
Press the ENT key to submit the Pick transaction and continue looping
or
Press the F4 key to exit the loop.
When looping on a Tracked By field, all items entered should have the same Tracked By requirements. If
a different Tracked By field is required, you will be prompted to enter the information before continuing.
Looping will need to be restarted.
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19.22 WDT2200 - Receiving Inventory
This function applies to Pro and Enterprise Versions only.
This screen allows you to select which purchase order you are receiving on and to mark individual items
on that purchase order as received into a specific location.
Notes:




Picks can also be done at the PC.
Manual items cannot be received on the mobile devices. Please refer to Creating a Purchase
Order for more information on Manual items.
Make sure the PDT's date and time are set correctly before performing inventory transactions.
If Source and/or Destination sites are not specified during on the database you sent to the PDT,
the following message will be displayed the first time you attempt to perform an inventory
transaction on the PDT:
Please use the Site
Config function to
Select Source and
Destination Sites.
ESC=Exit
Press the Escape key to return to the Main Menu, then select the 6 key to go to the Site Config
function. For more information on configuring sites on the PDT, please refer to the topic,
WDT2200 - Configuring Sites.
The topics discussed in this section are:
Receiving Inventory
Looping on Serial Number
Looping on Item Number
Looping on Location
Looping on Track Bys (Other than Serial Number)
Tips for Speeding Up Data Entry
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Receiving Inventory:
1. From the Main Menu, press the 9 key. The Receive screen appears:
Receive
PO:
Scan or key in value
and press Ent.
Pres ESC for Menu
2. Enter the PO number that contains the items you are receiving:
Receive
PO:
10007
Scan or key in value
and press Ent.
Pres ESC for Menu
3. Enter the Item Number you are receiving:
Receive
Item:
1001
Scan or key in value
and press Ent.
Pres ESC for Menu
If the Item # entered is not found in the PDT's database, you will be prompted to try again after
you press Ent.
If the Item # entered is found in the database, the Item's Description will be displayed beneath
the Item # after you press Ent.
4. Enter the Location into which you will be receiving the item. Note: If this item has a designated
primary location (setup on the Create New Item or Edit Item screen on the PC), then that
location will appear by default. You can change this location, if needed.
A location must be entered.
Receive
1001
Monitor
Location:
Location 1
ESC=Cancel
F1=Prev F4=Next
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5. The quantity ordered for this item on the PO will appear followed by the order unit quantity. The
order unit quantity is the unit of measure used by this supplier for shipping purposes. In the
example below, 100 boxes were ordered, each box contains 10 items and 1 is being received.
Receive
1001
Monitor
PO Qty: 100.0000
box/10.0000:
1
ESC=Cancel
F1=Prev F4=Next
Note: If this item has any track bys set (serial number, date code, pallet, etc.), you will required to
enter those prior to entering a quantity. If this item is tracked by Serial Number, the quantity is
limited to 1.
6. Press F4 to complete the transaction.
Looping on Serial Number:
Fields can be looped, or pinned, by pressing the F3 key. An asterisk displays next to the looped field.
If track by Serial Number is enabled for this Item, the Qty field will be set to 1. A quantity of one is
assumed for each Serial Number. Looping will determine the final count for this Receive transaction, as
you scan (or key in) one or more Serial Numbers for this Item:
1000066
Qty:1
SN:
*
Count:0
F4=Done
As each SN is keyed in or scanned, the Count will be increased. Press ENT after inputting each serial
number.
Press F4 after entering the last Serial Number to the Receive screen.
Notes:


When an Item is tracked by Serial Number, you can only loop on Serial Number.
When an Item is not Tracked By Serial Number, you can use F3 to designate a field that will be
used for looping. The values in every field except Qty will remain locked while looping.
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Looping on Location:
Fields can be looped, or pinned, by pressing the F3 key.
In the example below the F3 key was pressed when prompted for Location while doing a Receive for this
Item:
Receive
123
Monitor
Location:
*
ESC=Cancel
F1=Prev F4=Next
An asterisk (*) indicates the intention to do more than one Receive for this Item #, to more than one
Location. Values entered for Item #, PO and Supplier, if any, will remain locked while looping on
Location after entering them for the first Add. Tracking fields are needed only for any Tracked By options
enabled for the Item entered.
In the example below F3 was pressed when prompted for Location and then values for Location, PO,
Supplier, any Tracked By's, and a Qty of 10 were entered, this screen is ready to receive inputs for
another Pick. PO, Supplier and Tracked By values, if any, for this second Pick will be the same as those
supplied at the beginning of the loop, if any.
123
Qty:
Location:
Total Qty:
10.00000
F4=Done
While looping on Location, all that is required for each Receive are values for Qty and Location. The
Total Qty field is incremented each time a Receive is submitted while looping.
Press the ENT key to submit the Receive transaction and continue looping or press the F4 key to exit the
loop.
Looping on Item Number:
Fields can be looped, or pinned, by pressing the F3 key.
In the following example, F3 was pressed when prompted for Item #:
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Receive
Item #:
*
Scan or key in value
and press Ent.
Press ESC for Menu
Above, the asterisk (*) indicates the intention to loop on Item #. Values entered for Location, PO,
Supplier and any Tracked By fields (other than Serial Number) will remain locked after entering them for
the first Receive:
Qty:
Item #:
Count:25
F4=Done
Above, having pressed F3 when prompted for Item # and then having entered the item number and
values for Location, PO, Supplier, any Tracked By's, and a value of 25 for Qty, this screen is ready to
receive Qty and Item # inputs for the second Receive. The Location, PO, Supplier, and any Tracked By
values just specified will be used with every Receive transaction entered until F4 is used to exit the loop.
While looping on Item #, all that is required for each transaction here are values for Qty and Item #. The
Count is incremented each time a Receive is done while looping.
Press the ENT key to submit the Receive transaction and continue looping
or
Press the F4 key to exit the loop.
When looping on Item #, all items entered should have the same Tracked By requirements. If a
different Tracked By field is required, you will be prompted to enter the information before continuing.
Looping will need to be reset.
Looping on a Tracked By (other than Serial Number)
Here, for example, F3 was pressed when prompted for Pallet while doing a Receive for this Item:
Receive
123
Monitor
Pallet:
*
ESC=Cancel
F1=Prev F4=Next
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An asterisk (*) indicates the intention to do more than one Receive for this Item #, for more than one
Pallet. Values entered for Item #, Location, PO, Supplier, and any other Tracked By fields will remain
locked while looping on Pallet, after entering them for the first Receive:
123
Qty:
Pallet:
*
Total Qty:
30.00000
F4=Done
Above, having entered a value for Pallet and a value of 30 for Qty on the previous screen for the first
Receive, this screen is ready to receive inputs for another Receive. Item #, Location, PO and Supplier
values for this second Receive will be the same as those supplied at the beginning of the loop.
While looping on this Tracked By field, all that is required for each Receive are values for Qty and Pallet.
The Total Qty is incremented each time an Receive is submitted while looping.
Press the ENT key to submit the Receive transaction and continue looping
or
Press the F4 key to exit the loop.
When looping on a Tracked By field, all items entered should have the same Tracked By requirements. If
a different Tracked By field is required, you will be prompted to enter the information before continuing.
Looping will need to be restarted.
Tips for Speeding Up Data Entry:

When you create a new item, if the Category, Manufacturer, UOM or any combination of pinnable
fields will be used on a large number of items, create one item with those fields, then pin the
fields. Now, the information will be retained in those fields so you don't have to keep re-entering
it for each new item.

Make sure you have the Close New Forms option turned off (on the InventoryControl Options
screen) so the New Item screen, or any other screen where new information is added, stays open
after each new item is saved.
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Chapter 20 - Windows Mobile Device
20.1 Windows Mobile Device Data Cycle - Batch Device (No Wireless
Connection)
PC:
1. Windows Mobile Device Setup: Setup Device
3. Create Mobile Database: Created on PC
4. Synchronize Mobile Device: Download PC to Windows Mobile Device
Mobile Device:
5. Get Data from PC on Windows Mobile Device
6. Use Mobile Device
7. Send Data to PC from Windows Mobile Device
PC:
8. Synchronize Mobile Device: Upload Windows Mobile Device to PC
9. Process Mobile Device Data
20.2 Windows Mobile Device Data Cycle - Wireless Connection
PC:
Windows Mobile Device Wireless Setup
Mobile Device:
Use Mobile Device
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20.3 Windows Mobile Device - Interface
Once the database has been sent to the mobile device, it will be ready for conducting inventory
operations. For more information on setting up your device, please refer to the Windows Mobile Device
- Setup Mobile Device topic.
Tap the device's InventoryControl icon with the stylus to start the application.
An hour glass icon displays while the application opens.
The Logon screen displays.
Enter your user name and password, then tap OK.
The first time you log on to InventoryControl on your mobile device, enter Admin in the User Name
field and leave the Password field blank. After you have sent the database from the PC to the mobile
device, user names and passwords that are stored on the PC will be downloaded to the mobile device.
Once this has occurred, you must use your normal user name and password to log on to the mobile
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version of InventoryControl. For more information on sending the database to the mobile device,
please refer to the Windows Mobile Device - Sending New Data from the PC topic.
Below is an example of the InventoryControl Main Menu.
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20.4 Windows Mobile Device - Default Settings
The Windows Mobile version of InventoryControl offers several time-saving features:
Site Configuration: If your company uses the same two Sites for all inventory purpose, in the Site
Configuration screen, you can set up your device to automatically include these Sites in the appropriate
fields in InventoryControl.
Pinning: Pinning can be used to lock the values in any field. This enables you to enter repeated
information rapidly without having to manually re-enter repetitive data.
20.5 Windows Mobile Device - Rebooting
If your device locks up, you can perform a warm reboot. This will reset the device and should return it to
normal functioning. A warm reboot will not affect your data.
To perform a warm reboot, gently insert a pin into the Reset hole on the back of the device, then remove
the pin.
The device will reset.
20.6 Windows Mobile Device - Enabling the Scanner
Before you use InventoryControl on your Windows Mobile Device for the first time, you may need to
enable the scanner.
If at any time the scanner on your mobile device stops functioning, this procedure should also restore its
functionality.
Enabling the Scanner:
1. Tap the Start icon at the bottom left corner of the device screen.
2. Select Settings > Control Panel.
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The Control Panel screen displays.
3. Scroll down to locate the Scanner Settings icon. Double-tap the Scanner Settings icon.
The Scanner Control Panel displays.
4. Tap the To Kpd tab.
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The To Kpd tab displays.
5. Select the Start Scan2Key When Exit check box. Make sure the check box has a check in it.
6. Tap the OK button in the upper right corner of the screen to apply the setting and close the
Scanner Control Panel screen.
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20.7 Windows Mobile Device - Entering Alphanumeric Data
You can enter letters and numbers in fields on the mobile device by using the device's key pad, using the
keyboard or by scanning barcodes.
Regardless of the method you use to enter data, note that once you enter data in the first field and
move to the next field, only the fields that are relevant to the data you entered will display. For example, if
you enter an Item that is tracked by serial number, the Serial # field would remain on the screen, but
other fields such as Date Code and Pallet would no longer display. If you enter an Item that is not
tracked, all tracking fields - PO, Supplier, Lot, Date Code, Serial # and Pallet - will no longer display.
Using the Device's Key Pad
The method for using your device's numeric or alphanumeric keypad is documented in the user manual
for that device. Please refer to that documentation for full details.
Using the Software Keyboard
Tap the keyboard icon
at the bottom of the screen.
The keyboard options menu displays.
To open the keyboard, select Keyboard.
The keyboard (Input Panel) displays.
Tap in the field in which you want to enter data, then use your stylus to select the characters on the
keyboard.
To close the keyboard, tap the keyboard icon
at the bottom of the screen.
Select Hide Input Panel.
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Scanning
If you have information -- such as an Item Number, Site or Location -- in barcode format, and your mobile
device has a barcode scanner, you can scan the barcode to enter the data in a chosen field.
Tap in the field in which you want to enter data, then scan the barcode by aiming the scanner at the
barcode and pressing the scan button.
If you find that the scanner is not responding, you may need to enable the scanner.
20.8 Setup and Synchronization Information
Batch Devices
20.8.1 Batch Windows Mobile Device Synchronization
The synchronization process involves actions on both the PC and the mobile device side. Whenever data
is added or edited on the PC, it is necessary to synchronize the PC database with the mobile database
before the updated data will be reflected on the mobile device. The same is true for additions and
changes made on the mobile device. The databases on the mobile device and the PC must be
synchronized before the changes made on the mobile device database will be reflected in the PC
database.
Note: This applies to batch devices only. If you are using a wireless connection you will not need to
retrieve information from the mobile device. Your mobile device will be connected directly to the
database and any changes/additions you make on the mobile device will immediately update the
database. For information about using a wireless connection, please refer to the topic Using a Mobile
Device with a Wireless Connection.
The following topics will guide you through the different required synchronization procedures.



Setup Mobile Device
Create Database
Send Data to PC
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20.8.2 Batch Windows Mobile Device - Setup the Mobile Device
This is the first step in sending the InventoryControl database to your mobile device.
Note: This applies to batch devices only. If you are using a wireless connection you will not need to
manually send information to the mobile device. Your mobile device will be connected directly to the
database and any changes/additions you make on the mobile device will immediately update the
database and vice versa. For information about using a wireless connection, please refer to the topic
Using a Mobile Device with a Wireless Connection.
Setting Up the Mobile Device:
1. On the InventoryControl Main screen, click the Mobility icon. A menu will appear allowing you
to select which device you will be working with. If you have only one type, the Mobility Menu for
that device will appear at the bottom of the screen.
2. On the Mobility Menu, select Setup Mobile.
The Wasp Mobile Device Communication Wizard opens with the Mobile Device Setup tab
selected.
If this is the first install of the program on the mobile device, the software will automatically send
the Platform, Program and a Clean Database to the mobile device.
Once the mobile device has been found, the Setup Mobile Device tab displays the following
information:
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InventoryControl Printable Help




If this is the first time you are setting up the device, you can skip this screen by clicking
the Next button. The platform, program and a clean database are automatically sent to
the device.
If there was a problem with the initial setup, you can select Platform, Program and
Clean Database.
If you already have a platform set up, select either Program or Program and Clean
Database.
If you click the Install Programs button, the Add/Remove Programs screen will display.
2. Click the Install button. A message displays:
"You have chosen to send an empty database to the mobile device. This will wipe out any data
that currently resides on the mobile device. Lost data cannot be recovered!"
3. Click Yes to send the database. A message displays regarding additional steps on the Windows
Mobile Device.
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4. If you are using Windows CE 5, you can click OK on this message and disregard it. If you are
using any other version, you will need to click OK on this screen and follow the steps on the
mobile device to continue. You may receive this message again during the install. Each time you
receive it, you will need to check the mobile device for additional instructions.
5. When the install completed successfully, you will see the following screen:
6. Next the Printing Setup screen appears:
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First, select Yes or No under the question "Do you plan to print from the mobile device?". If
you select No, the Finish button will become enabled. Click Finish to complete the setup
process. If you select Yes, select one of the following options:
Yes, I will be printing from a network printer - select this option if you will be printing to a
printer on your network. You do not need to do anything else to enable printing. Click Finish to
complete the setup process.
OR
Yes, I will be printing with a Laser Mobile Printer - select this option if you will be printing to a
laser mobile printer. You will need to enter a COM Port and Baud Rate for this printer. Click
Finish to complete the setup process.
OR
Yes, - I will printing with a Receipt Mobile Printer - select this option if you will be printing to a
receipt mobile printer. You will need to enter a COM Port and Baud Rate for this printer. Click
Finish to complete the setup process.
7. After the install is complete, click the Next button at the bottom of the screen. The Create Mobile
Database tab displays.
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This tab allows you to filter the information that will be sent to the mobile device, if desired.
Filtering helps save memory space on the mobile device by allowing you to select only the data
you need to load onto the device as opposed to loading all available data. You can load all data,
if desired.
8. Select the Site, Location, Item Numbers, Customers, Suppliers, Purchase Orders (Pro and
Enterprise Versions Only) and Pick Orders (Pro and Enterprise Versions Only) to be downloaded
to the device, then click Next.
Select the Specify Filter button if you will be limiting the data. Click the Hand icon to access the
Find screen to search for data. The data you select on the Find screen will be entered in the text
box for that section and only that data will be sent to the mobile device. Please refer to the
Searching for Information topic for more information on the Find screen.
Select the Minimally Required checkbox to only send data that is required for normal operation.
For example, if you select to send all Items, but don't want to send all locations, only those
locations designated as Primary Locations for individual items will be sent. Or, if you don't want
to send all Suppliers, but some Suppliers are entered on the Item screen/Managing Suppliers
tab for items, only those suppliers entered on the Item screen will be sent.
Tips for Filtering Information
The default values apply no filtering to your data. All Items will be selected, including those which
are not yet in a Location.
Site:
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Source: Specify <all> or one of the Sites listed in the drop down list. This determines
which Sites will be shown in the Source Site list on the mobile device.
This is the Site for all inventory transactions to be performed by the device. If you
want the device's database to include Items at more than one Site, select <all>.
You can only select ALL or 1 specific site. For example, if you have 5 sites, you
cannot select 2 to be a Source. You can either select 1 or all.
Destination: If more than one Site is defined on the system and you have selected a
specific Site in the Source Site field, you can select one of the Sites listed in the
Destination drop down list. This determines which Sites will be shown in the Destination
Site list of the mobile device's Site Configuration function and which locations will be
listed in the Move To list.
This field will be grayed-out with a value of <all>, as shown above, if only one Site is
defined in InventoryControl or if a value of <all> has been specified for the Source
Site. If a specific Site has been selected for the Source Site, that same site will be
the default value for Destination Site, but you can change the Destination Site to a
different value using the drop down list.
Source Site:
Destination
Site:
The Source
Sites Listed in
the Mobile
Device Site
Configuration
will Include:
<all>
<all>
All Sites
The
Destination
Sites Listed
in the Mobile
Device Site
Configuration
will Include:
All Sites
This value is
forced to <all>
when there is
only one Site
setup in the
system.
A Specific
Site
This value is
forced to <all>
when <all> is
specified as
the Source
Site.
Destination
Site is the
Same as the
Source Site
A Different
Site
The Specified
Source Site
The Same
Site
The Specified
Source Site
The Specified
Destination
Site
A Specific
Site
As an example, if you have more than two Sites and want to be able to move
inventory from Site 1 to Site 2 -and- from Site 1 to Site 3 on the mobile device, you
will have to create a mobile database for Source Site 1 and Destination Site 2,
transfer the database to the mobile device, use the device for those Moves, send
the information back to the PC, then repeat the entire process beginning with by
creating a second database to do Moves from Source Site 1 to Destination Site 3.
Alternately, if your device has enough memory to hold a database containing
records for all of your Items, at all Sites, you can specify a Source value of <all> and
then control Source Site and Destination Site on the mobile device (see Windows
Mobile Device - Configuring Sites for more information.
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Location:
From: Specify <all> or use <More> from the drop list to find a specific Location at the
Source Site that denotes the first in a range of Locations that will be included in the mobile
database. The last 10 Locations used will be also be listed in the From drop list.
Specifying <all> will include all Locations for the specified Source Site in the mobile
Database.
To: Specify <all> or click the Hand icon to find a specific Location at the Source Site that
denotes the last in a range of Locations that will be included in the mobile database. The
last 10 Locations used will also be listed in the To drop list.
Specifying <all> will include all Locations for the specified Destination Site in the
mobile device Database.
A specific value can be used for From even though <all> is used for To: (For example,
From: Bin 50 used with To: <all>, would select Bin 50 through whatever the largest Bin
number is.)
Similarly, a specific value can be used for To in combination with From: <all>. (For
example, From: <all> used with To: Bin 100, would select every bin up through Bin 100.)
Item Number:
From: Specify <all> or click the Hand icon to find a specific Item Number that will
establish the first valid value in a range of Item Numbers. The last 10 Item Numbers used
will be also be listed in the From drop list.
To: Specify <all> or click the Hand icon to find a specific Item Number that will establish
the last valid value in a range of Item Numbers. The last 10 Item Numbers used will be
also be listed in the To drop list.
Include Items not in a Location: This is an option that is turned on and grayed-out when no
filtering is applied. When filtering is applied in one or more of the above fields, this option
becomes user-controllable. It allows you to include in the mobile database Items which are not
yet in a Location, in addition to those selected via the filters specified. (This can be employed
when you expect to use the mobile device to Add quantity for Items that have never been
inventoried before. The mobile device user can specify previously defined Locations or create
new Locations while adding the previously "Location-less" Items.)
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9. After you have made your filter selections, click the Next button. The following message
appears:
10. Click Yes to create the database. The wizard displays a confirmation message that the database
has been successfully created.
11. Click the Next button. The PC to Mobile Device tab displays. Note at the bottom of the screen
the wizard indicates there are two steps on this tab.
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12. After checking to make sure the device is connected to your PC, click Next. A status bar will
appear as the data is transferred. A confirmation message appears after the transfer is complete:
13. Click Finish to close the Wizard screen.
14. On the mobile device, you will see a message similar to the following:
Click OK to insert the records into the mobile database. InventoryControl will start automatically
on the device after the transfer.
You can now perform transactions on the mobile device.
After you have performed transactions on the mobile device, you need to send the data back to the PC.
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20.8.3 Batch Windows Mobile Device - Sending the Database from the PC
As you add, change or remove data from the InventoryControl database, you will need to create and send
a new database to your mobile devices. Follow the instructions below to do this.
Note: This applies to batch devices only. If you are using a wireless connection you will not need to
retrieve information from the mobile device. Your mobile device will be connected directly to the
database and any changes/additions you make on the mobile device will immediately update the
database. For information about using a wireless connection, please refer to the topic Using a Mobile
Device with a Wireless Connection.
There are two separate procedures you must complete to successfully send data from the PC to the
mobile device. You must first complete the procedure on the PC side before you can finish the procedure
on the mobile device side.


PC Procedure
Mobile Device Procedure
PC Procedure
1. On the InventoryControl Main screen, click the Mobility icon. A menu will appear allowing you
to select which device you will be working with. If you have only one type, the Mobility Menu for
that device will appear at the bottom of the screen.
2. On the Mobility Menu, select Create Mobile.
The Wasp Mobile Device Communication Wizard opens with the Create Mobile Database tab
selected.
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This tab allows you to filter the information that will be sent to the mobile device, if desired.
Filtering helps save memory space on the mobile device by allowing you to select only the data
you need to load onto the device as opposed to loading all available data. You can load all data,
if desired.
3. Select the Site, Location, Item Numbers, Customers, Suppliers, Purchase Orders (Pro and
Enterprise Versions Only) and Pick Orders (Pro and Enterprise Versions Only) to be downloaded
to the device, then click OK.
Select the Specify Filter button if you will be limiting the data. Click the Hand icon to access the
Find screen to search for data. The data you select on the Find screen will be entered in the text
box for that section and only that data will be sent to the mobile device. Please refer to the
Searching for Information topic for more information on the Find screen.
Select the Minimally Required checkbox to only send data that is required for normal operation.
For example, if you select to send all Items, but don't want to send all locations, only those
locations designated as Primary Locations for individual items will be sent. Or, if you don't want
to send all Suppliers, but some Suppliers are entered on the Item screen/Managing Suppliers
tab for items, only those suppliers entered on the Item screen will be sent.
Tips for Filtering Information
The default values apply no filtering to your data. All Items will be selected, including those which
are not yet in a Location.
Site:
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Source: Specify <all> or one of the Sites listed in the drop down list. This determines
which Sites will be shown in the Source Site list on the mobile device.
This is the Site for all inventory transactions to be performed by the device. If you
want the device's database to include Items at more than one Site, select <all>.
You can only select ALL or 1 specific site. For example, if you have 5 sites, you
cannot select 2 to be a Source. You can either select 1 or all.
Destination: If more than one Site is defined on the system and you have selected a
specific Site in the Source Site field, you can select one of the Sites listed in the
Destination drop down list. This determines which Sites will be shown in the Destination
Site list of the mobile device Site Configuration function and which locations will be listed
in the Move To list.
This field will be grayed-out with a value of <all>, as shown above, if only one Site is
defined in InventoryControl or if a value of <all> has been specified for the Source
Site. If a specific Site has been selected for the Source Site, that same site will be
the default value for Destination Site, but you can change the Destination Site to a
different value using the drop down list.
Source Site:
Destination
Site:
The Source
Sites Listed in
the Mobile
Device Site
Configuration
will Include:
<all>
<all>
All Sites
The
Destination
Sites Listed
in the Mobile
Device Site
Configuration
will Include:
All Sites
This value is
forced to <all>
when there is
only one Site
setup in the
system.
A Specific
Site
This value is
forced to <all>
when <all> is
specified as
the Source
Site.
Destination
Site is the
Same as the
Source Site
A Different
Site
The Specified
Source Site
The Same
Site
The Specified
Source Site
The Specified
Destination
Site
A Specific
Site
As an example, if you have more than two Sites and want to be able to move
inventory from Site 1 to Site 2 -and- from Site 1 to Site 3 on the mobile device, you
will have to create a mobile database for Source Site 1 and Destination Site 2,
transfer the database to the mobile device, use the device for those Moves, send
the information back to the PC, then repeat the entire process beginning with by
creating a second database to do Moves from Source Site 1 to Destination Site 3.
Alternately, if your device has enough memory to hold a database containing
records for all of your Items, at all Sites, you can specify a Source value of <all> and
then control Source Site and Destination Site on the mobile device (see Windows
Mobile Device - Configuring Sites for more information.
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Location:
From: Specify <all> or use <More> from the drop list to find a specific Location at the
Source Site that denotes the first in a range of Locations that will be included in the mobile
database. The last 10 Locations used will be also be listed in the From drop list.
Specifying <all> will include all Locations for the specified Source Site in the mobile
Database.
To: Specify <all> or click the Hand icon to find a specific Location at the Source Site that
denotes the last in a range of Locations that will be included in the mobile database. The
last 10 Locations used will also be listed in the To drop list.
Specifying <all> will include all Locations for the specified Destination Site in the
mobile device Database.
A specific value can be used for From even though <all> is used for To: (For example,
From: Bin 50 used with To: <all>, would select Bin 50 through whatever the largest Bin
number is.)
Similarly, a specific value can be used for To in combination with From: <all>. (For
example, From: <all> used with To: Bin 100, would select every bin up through Bin 100.)
Item Number:
From: Specify <all> or click the Hand icon to find a specific Item Number that will
establish the first valid value in a range of Item Numbers. The last 10 Item Numbers used
will be also be listed in the From drop list.
To: Specify <all> or click the Hand icon to find a specific Item Number that will establish
the last valid value in a range of Item Numbers. The last 10 Item Numbers used will be
also be listed in the To drop list.
Include Items not in a Location: This is an option that is turned on and grayed-out when no
filtering is applied. When filtering is applied in one or more of the above fields, this option
becomes user-controllable. It allows you to include in the mobile database Items which are not
yet in a Location, in addition to those selected via the filters specified. (This can be employed
when you expect to use the mobile device to Add quantity for Items that have never been
inventoried before. The mobile device user can specify previously defined Locations or create
new Locations while adding the previously "Location-less" Items.)
4. After you have made your filter selections, click the Next button. The following message
appears:
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5. Click Yes to create the database. The wizard displays a confirmation message that the database
has been successfully created.
6. Click the Next button. The PC to Mobile Device tab displays. Note at the bottom of the screen
the wizard indicates there are two steps on this tab.
Note: Make sure you have the InventoryControl application closed on the mobile device before
clicking Next on this tab. Otherwise you will receive a warning message that you need to exit the
InventoryControl application on the mobile device before proceeding.
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7. After checking to make sure the device is connected to your PC, click Next. A status bar will
appear as the data is transferred. A confirmation message appears after the transfer is complete:
8. Click Finish to close the Wizard screen.
Mobile Device Procedure
On the mobile device, you will see a message similar to the following:
Click OK to insert the records into the mobile database. InventoryControl automatically starts on the
device after the transfer.
See the Mobile Device Troubleshooting topic if you encounter errors while using this function.
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20.8.4 Batch Windows Mobile Device - Retrieving Data from the Device
The Send Data to PC function enables you to send data from the mobile device to your PC. You will use
this function after you have performed transactions (add, move, etc.) and need to send the data back to
the PC.
Note: This applies to batch devices only. If you are using a wireless connection you will not need to
retrieve information from the mobile device. Your mobile device will be connected directly to the
database and any changes/additions you make on the mobile device will immediately update the
database. For information about using a wireless connection, please refer to the topic Using a Mobile
Device with a Wireless Connection.
Sending Data to the PC:
1. On the InventoryControl Main Window, click the Mobility icon. If you have more than one type
of mobile device installed, a menu will appear allowing you to select which device you will be
working with. If you have only one type, the Mobility Menu for that device will appear at the
bottom of the screen.
2. On the Mobility Menu, select Get Data From.
The Wasp Mobile Device Communication Wizard screen displays with the Mobile Device to
PC tab displayed:
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Make sure the device is attached to the PC, then click Next.
3. The data uploaded from the Windows Mobile Device is sent to an XML file.
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The Pending Uploads screen will display to allow you to process the uploaded data in the XML
file.
See the Windows Mobile Device Troubleshooting topic if you encounter errors while using this
function.
20.8.5 Batch Pending Uploads Screen
This function does not apply to WaspNest Inventory.
This screen is used when uploading a batch file from a mobile device. Users with a wireless
connection will not use this screen.
Note: For information on the benefits of upgrading your version of InventoryControl or WaspNest
Inventory, please select Help > Benefits of Upgrading on the Main screen.
The Pending Uploads screen allows you to select and validate data for upload into the InventoryControl
database (on the PC). This data has previously been collected from one or more mobile devices.
Using the Pending Uploads Screen:
1. This screen will automatically appear after transferring data from the mobile device to the PC.
OR
From the Mobility Menu, click Process Mobile.
Step 1: Upload Selection is the first screen presented:
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2. Use the Upload Selection screen to select one of the sets of data that has been downloaded
from a mobile device. There may be several files in the list, depending on how many mobile
devices you use and how often you do this step to process accumulated files.
We recommend that you always select the oldest file and process those transactions first.
The example above shows transactions uploaded from WindowsCE232 on May 31, 2007 at
19:31:30.
The device WindowsCE232 has been selected from the drop down list that displays all the mobile
devices that have transferred mobile data to the PC, but have not yet been uploaded into the
InventoryControl database.
3. Click Next.
If you had a new addition (customer, location, etc.) the New Records screen appears listing
these. You can accept or reject each of them. If the new data was created in error, you can also
assign an existing value to take its place.
If no new Customers, Suppliers or Locations were created by the mobile device User,
InventoryControl will skip this step.
On occasion, you might notice that the number of new Customer, Supplier or Location records
displayed here in Step 2 are less than the quantity shown in Step 1. This can happen when an
existing Customer, Supplier or Location was not downloaded to the mobile device due to filtering
done creating a mobile database. When the mobile device user subsequently specifies a "new"
Customer, Supplier or Location while performing an inventory transaction, the "new" mobile
device record gets automatically mapped to the existing PC record between Steps 1 and 2.
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The New Records toolbar has the following functions:

Select all transactions in the list for Acceptance.

De-Select transactions in the list.

Assign an Existing Value instead of creating a new record
When this button is clicked, a screen appears with a drop down list of existing locations
from which a value can be selected. Click OK after selecting the Existing Location you
want to Assign from the drop down list.
4. Click Next to continue. The Transactions screen appears:
This screen displays any pending transactions.
5. Mark the transactions you wish to Accept by clicking the checkbox. Here, we have a Receive
transaction that has been Accepted. Each transaction completed on the mobile device is listed.
errors or
warnings are marked and you are allowed to accept or reject transactions
Any
or make changes to fix errors.
The Transactions toolbar has the following functions:
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
Select all transactions in the list for Acceptance.

De-Select transactions in the list.

Display Error (or Warning) associated with the highlighted record.
This example shows an Add transaction that has been de-selected because there is an
Error associated with it:
Click on the Display Error
toolbar button to see details about this
record's error.
This example shows an Add transaction that has been de-selected because there is a
Warning associated with it:
Click on the Display Error
toolbar button to see details about this
record's warning
.
or Warning
message associated with the selected transaction will be
The Error
displayed in the XML Process Errors screen.
Click Close to return to the Pending Transaction screen.
The Display Error toolbar button will be
Warning
symbol is highlighted.
grayed-out when no record with an Error
or
Edit Transactions allows you to make changes to the values specified at the mobile device.
6. Click Finish when you've decided which transactions to Accept and marked them appropriately.
Pending Uploads will post the Accepted transactions to the InventoryControl database and then return to
the Main Window.
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20.8.6 Batch Mobile Devices Pending Uploads - Edit Transactions
This function does not apply to WaspNest Inventory.
This screen is used when uploading a batch file from a mobile device. Users with a wireless
connection will not use this screen.
Note: For information on the benefits of upgrading your version of InventoryControl or WaspNest
Inventory, please select Help > Benefits of Upgrading on the Main screen.
The Edit Transactions screen allows you to make changes to the values specified for a transaction (add,
remove, etc.) before they are added to the database. Users with a wireless connection will not use this
screen.
Editing Transactions
Edit Transactions containing Kit Items
Editing Transactions:
1. From the Pending Transactions screen, click the Edit Transactions
Transactions screen appears:
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2. Make changes to the enabled fields as necessary.
3. Click OK to save the changes or Cancel to return to the Pending Transactions screen without
making changes.
Edit Transactions - Kit Items
The steps for editing Pick or Remove Transactions containing Kit Items is slightly different.
1. The process is the same for uploading these transactions. If you want to edit it, on the Step 3 Transactions screen, click on the component item of the Kit item you want to edit and select Edit
Transaction.
2. The Edit Transactions screen shown below appears:
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Change the Quantity or Location, then click the Replace button (or Remove, in the case of a
Remove transaction).
3. The screen now shows your changes. Click Save on the Edit Transactions screen to save your
changes and return to the Step 3 - Transactions screen.
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20.9 Wireless Devices
20.9.1 Windows Mobile Device Wireless Setup
InventoryControl RF allows you to setup a wireless connection between your mobile device (if it is
capable of a wireless connection) and InventoryControl. This allows you to update your InventoryControl
database in real time rather than capturing data on the mobile device, then having to sync that data back
to the PC (batch process). You can perform all of the basic InventoryControl functions, such as adding,
removing, picking, adjusting inventory, etc. You can also print from the wireless device to any
printer/label printer on your network.
Important! Make sure you have enabled wifi on your mobile device before you perform the steps listed in
this topic. For help enabling wifi, please refer to the topic Windows Mobile Device - Tips for Setting Up
and Using Mobile Devices (Wifi).
There are only two steps to set up your wireless device for use with InventoryControl RF. These steps
are outlined below:
1. From the Main screen click the Mobility icon. The Mobility menu appears:
Select Windows Mobile/CE (Wireless). The Wasp Mobile Device Communication Wizard Setup Mobile Device screen appears. InventoryControl will automatically try to locate and
connect to any wireless devices. If a device is detected that does not already have
InventoryControl RF installed, the message shown below appears:
Click Yes to install InventoryControl RF. A progress bar similar to the one shown below will
appear:
During the installation process, you may see the screen shown below:
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If you see this screen, click OK and check your mobile device. If additional steps are needed,
such as a reboot of the device, instructions will be provided on your mobile device's screen.
When the installation is completed, the following message appears:
After installation you will see the InventoryControl RF icon on the mobile device screen:
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Note: If InventoryControl RF cannot detect the device, the screen will appear as shown below:
Click Search for Device to enable InventoryControl to search for your mobile device.
Click Next to continue.
2. The next screen is the Windows CE Printing Setup screen (shown below). This screen allows
you to enable printing from your wireless device.
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First, select Yes or No under the question "Do you plan to print from the mobile device?". If
you select No, the Finish button will become enabled. Click Finish to complete the setup
process. If you select Yes, select one of the following options:
Yes, I will be printing from a network printer - select this option if you will be printing to a
printer on your network. You do not need to do anything else to enable printing. Click Finish to
complete the setup process.
If you will be printing from network printer, you will need to manually enable InventoryControlRF
to locate your printer. For instructions on how to do this, please refer to the section Enabling
InventoryControl RF to Communicate with your Network Printer, below.
OR
Yes, I will be printing with a Laser Mobile Printer - select this option if you will be printing to a
laser mobile printer. You will need to enter a COM Port and Baud Rate for this printer. Click
Finish to complete the setup process.
OR
Yes, - I will printing with a Receipt Mobile Printer - select this option if you will be printing to a
receipt mobile printer. You will need to enter a COM Port and Baud Rate for this printer. Click
Finish to complete the setup process.
20.9.2 Enabling InventoryControl RF to Communicate with your Network Printer
1. On your PC, navigate to Control Panel > Administrative Tools > Services.
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2. On the Services screen scroll to Wasp Inventory Windows Service. Right-click on Wasp
Inventory Windows Service and select Properties.
3. On the Properties screen, select the Log On tab.
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4. Select the "This account" checkbox and then the Browse button.
5. Enter the printer name in the box provided, then click the Check Names button.
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6. Click OK.
7. On the Log On tab, enter the password and confirmed password, then click Apply.
8. Click the Apply button.
9. A confirmation message similar to the following will appear:
"The account .\<account name> has been granted the Log On As A Service right."
Click OK on this message.
10. A message similar to the following will appear:
"The new logon name will not take effect until you stop and restart the service."
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11. Click OK again to close out of the screen.
12. On the Services screen, right- click Wasp Inventory Windows Services and select Stop, then
right click again and select Start.
Now you will be able to choose which network printer you want to use on the Mobile Devices Wizard >
Windows CE Printing Setup screen.
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20.10 Tips for Setting Up and Using Windows Mobile Devices
This section describes errors that may occur when setting up a wireless connection, printing to a
bluetooth printer and tips for getting various Wasp supported mobile devices up and running The
information in this topic will help get you up and running with InventoryControl and InventoryControl RF
on your wireless device. For help with your device that is not related to InventoryControl or
InventoryControl RF, keep in mind that detailed instructions specific to your device can be found in the
device manual.
The devices below are discussed in this section:
WDT3200 and WDT3250II
WPA1000 and WPA1000II
WDT1200, 1250, 1200II, 1250II
Other Devices
20.10.1 WDT3200, 3200II, 3250 and 3250II Tips
TIPS:
Enabling Bluetooth
Setting up the 3200 and 3250II to Print to a Bluetooth Printer
Setting up the 3200II to Print to a Bluetooth Printer
ERRORS:
Bluetooth Locks Up
Error Message: System.Net.Sockets.Socket Exception: An error message is available for the
exception but cannot be displayed because these messages are optional and are not currently
installed on this device. Please install .NETCFv35.Messages.EN.wm.cab to Windows Mobile.
Tip: Enabling Bluetooth
Navigate to: Start > Programs > Bluetooth > Bluetooth Power On
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Tip: Setting up the 3200 and 3250II to Print to a Bluetooth Printer
1. Navigate to Start > Programs > Bluetooth > Bluetooth PowerON.
2. Select Bluetooth Module Power ON > OK.
3. Navigate to Start > Programs > Bluetooth > Bluetooth Printer.
4. Select the black and white icon that displays at the bottom, left of the mobile device screen.
5. Make sure your bluetooth printer is on, then select Inquiry on the mobile device.
6. When your bluetooth printer shows in the list, select it, then select OK.
7. A popup screen appears prompting for your pin number. Enter your pin number and select OK.
8. Select your printer, then select OK.
9. A popup screen appears prompting you to select a channel. Enter 7, then OK.
Now your mobile device is ready to print to your bluetooth printer. To verify, click the bottom icon again.
The status should display "<your printer id> Running on COM7".
Tip: Setting up the 3200II to Print to a Bluetooth Printer:
1. Enable Bluetooth on the WDT3200II by navigating to Start > Programs > Bluetooth >
Bluetooth PowerON.
2. Navigate to Start > Settings > Control Panel > Bluetooth Device. (Make sure your bluetooth
printer is turned on.)
3. Click the Scan Device button on the WDT3200II. Your Bluetooth printer should show in the list of
found devices.
4. At the prompt, enter the pin number for your Bluetooth printer.
5. Double click the device name with the printer icon in front of it. Select Trusted from the drop
down and enter the pin number again.
6. From the same drop down menu, select Active.
7. To find the COM port for the printer (varies per mobile device), navigate to Start > Programs >
Windows Explore. Double click on the Windows folder.
8. Select Details from top, right drop down. Scroll to file: BTMAN, double click it and select the
Scan Device tab.
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9. Double click the Bluetooth printer. From the resulting drop down menu, select Serial Port. The
COM port selected for the device will display along with the Baud Rate.
Error: "System.Net.Sockets.Socket Exception: An error message is available for the exception
but cannot be displayed because these messages are optional and are not currently installed on
this device. Please install .NETCFv35.Messages.EN.wm.cab to Windows Mobile."
This is a connection error meaning the device cannot find the network. To enable the device to locate the
network, perform the follow steps:
1. On the mobile device, navigate to Start > Settings > Control Panel.
2. Double click Wifi icon at bottom of the Control Panel screen. The Summit Client Utility screen
appears.
3. On the Main tab (the first tab on the screen), select the Admin Login button.
4. Enter your password in the password field. On the Profile tab the Configure button at bottom
will become enabled after you login as Admin.
5. Select the Scan button and your network should appear.
a. Select your network and click the Configure button.
b. Click the OK button. The PSK password prompt appears.
c.
Enter your network password.
d. Select the Commit button.
If your network does not appear:
a. Click New.
b. Type in your network name.
c.
Select Encryption Type: WPA2-PSK.
d. Click WEP keys/PSKs.
e. Enter your network password.
f.
Select the Commit button.
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6. On the Main tab, select your network from the Active Profile list.
7. Click OK. The RF is now enabled.
Error: Bluetooth Locks Up:
Your Bluetooth connection may become frozen if you have manually enabled Bluetooth (Start >
Programs > Bluetooth > Bluetooth Power On), then selected SCAN twice. When Bluetooth locks up,
you will not be able to open a connection from Start > Settings > Control Panel > Bluetooth or from
Start > Programs > Bluetooth > Bluetooth Manager. If your Bluetooth connection becomes frozen,
follow the steps below:
Insert a pin or a paperclip in the reset button located on the front of the WDT3250II. This causes a warm
boot of the mobile device.. Now Bluetooth > Bluetooth Manager will open.
20.10.2 WPA1000 and WPA1000II Tips
TIPS:
Setting up a Wireless Connection
Enabling Bluetooth and Printing to a Local Printer
ERRORS:
Mobile Device Locks Up
Receiving Connection Error When Trying to Access InventoryControl RF
Tip: Setting up a Wireless Connection
To enable and set up wireless capabilities on the WPA1000 device, perform the following steps:
1. If your WPA1000 device is plugged into a computer, unplug it. You cannot set up WiFi with the
device plugged into a computer.
2. Close all applications on the WPA1000.
3. On the Main screen, in the far-right, lower-corner, to the right of the keyboard icon, there is
another icon that may be partially hidden as shown in the graphic below:
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Click that icon and make sure "Enable wifi card"is selected.
4. Navigate to Start > Settings > Connections tab > Wireless Manager.
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5. At the bottom of the Wireless Manager screen click Menu > Wifi.
6. On the WiFi screen, click Connect.
7. The Network Name and Internet screen appears. Select Next.
8. A screen appears displaying Authentication: WPA2-PSK and Data Encryption: AES. Enter
your Network Key and click Next.
9. Click Finish and then OK.
10. Select the COM Ports tab from the bottom of the screen.
11. On the COM Ports tab, select New Outgoing Port.
12. Highlight your bluetooth printer in the list and select Next.
13. Select COM 7 and Secure Connection.
Tip: Setting up Bluetooth and Printing to a Local Printer
Make sure your Bluetooth printer is turned on and ready to connect before proceeding.
1. Navigate to Start > Settings > Connections tab > Wireless Manager.
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2. On the Wireless Manager screen, make sure Bluetooth is listed as turned ON.
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3. At bottom of the Wireless Manager screen, click Menu, then Bluetooth Settings.
4. On the Settings screen, click on the Devices tab.
5. Click Add new device. The WPA1000 will search for other Bluetooth devices and display them
on the screen.
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6. Click on your printer in the resulting list, then click Next.
7. Enter your Network Password in the Passcode field, then click Next.
8. Select the Serial Port for the printer and then select Finish.
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Error: Mobile device locks up
If your WPA1000 locks up (no keys work, etc.), perform the following steps:
1. Take the battery out of the mobile device.
2. Insert a pin or a paperclip in the reset button located on the back of the device.
3.
While holding the pin in the reset button, put the battery back into the device.
Error: Receiving Connection Error when trying to access InventoryControl RF
Make sure you allow time for the device to connect to your wireless network before you attempt to login to
InventoryControl RF.
1. After sending InventoryControlRF to the WPA1000, disconnect the cable from the computer (if it
is connected).
2. Return to the desktop on your mobile device (close all programs). Directly below the date, the
screen should display WiFi:<status>. The status will change from "Not Connected" to
"Connecting..." to network name. When it is connected, the screen will display WiFi: <your
network name>.
Note: If your screen does not display WiFi <status>, make sure you have enabled wifi on this
device.
3. Now you can log into InventoryControl RF from Start > Programs > InventoryControlRF or by
clicking the icon on your desktop.
20.10.3 WDT1200, 1250, 1200II and 1250II
Tip: WPA1200II Connectivity Status to Bluetooth Printer
Please note that the Bluetooth connection status may display Not Connect or Disconnected anytime you
are not actively printing. When you print, the connection will automatically change to Connected.
20.10.4 Other Devices
For devices not supported by Wasp Barcode Technologies, please refer to the device manual for
information on enabling WIFI.
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20.11 Using InventoryControl and InventoryControl RF
20.11.1 Windows Mobile Device - About Screen
The About screen displays basic information about the version of InventoryControl installed on your
device.
Viewing the About Screen:
To open the About screen, select Help > About.
The About screen displays:
Information on this screen includes:




Application title (InventoryControl or InventoryControlRF)
Version number and build number
Setting for the Allow Negative Numbers on the Mobile Device option. This option is set on the
Options screen in the PC version of InventoryControl. For more information on this option, please
refer to the Options Screen topic.
Note: Negative quantities are NOT allowed on a wireless connection regardless of the settings on
the Options screen.
Source Site and Destination Site. These are the sites and locations to which the mobile device will
default when moving, adding, etc. inventory. These are set on the PC. For more information on
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setting the Source and Destination Sites, please refer to the Selecting Sites topic.


Note: Setting Source and Destination sites is NOT available on a wireless connection.
Copyright information
The Wasp Barcode website address.
20.11.2 Windows Mobile Device - Site Configuration
InventoryControl provides a time-saving feature for companies who use the same two Sites for all
inventory transactions on the mobile device. On the Site Configuration screen, you can set up your
device to automatically include these Sites in the appropriate fields in InventoryControl
Configuring Site:
1. To access the Site Configuration screen, select Tools > Site Configuration.
The Site Configuration screen displays.
You can enter the data by scanning, using the device's key pad, or using the device's keyboard.
Click here for more information about entering data.
2. Enter the Source Site. The Source Site field is used as the default for Add, Remove, Move
(from), Adjust and Details fields.
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3. Enter the Destination Site. The Dest Site field is used as the default for Move (to).
4. Tap OK.
After you have configured the Sites, you will see that the appropriate fields are pre-populated with
the selected sites in all the device's InventoryControl screens.
20.11.3 Windows Mobile Device - Pinning Fields
"Pinning" can be used to lock values you have entered in any field. Pinning enables you to enter repeated
information rapidly without having to re-enter repetitive data. After a field is pinned, you can manually
enter data, or you can use a scanner to rapidly Add, Remove, Move, Adjust, etc. by repeatedly scanning
barcodes.
For example, if you need to add the same inventory Item Number multiple times, you can pin the Item #
field and perform continuous Adds without having to re-enter the Item Number for each Add.
Note: Before pinning a field, make sure the data you want pinned in the field is entered. Once you pin the
field, you cannot change the data entered in the field until the field is unpinned.
Remember that once you close a screen, the field will no longer be pinned when you re-open that screen.
Pinning Fields:
To pin a field, tap the field name.
The entire field turns grey. This indicates the field is now pinned. Whatever information that has been
entered in this field will remain until the screen is closed.
Unpinning Fields:
To unpin the field, click the field name again. The field will no longer be grey, and you may now change
the information in the field.
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20.11.4 Windows Mobile Device - Adding New Customers
You can add new Customers in InventoryControl on the Windows Mobile Device only in the Remove
screen.
The new Customer will not be added unless the data for all other fields is completed correctly and the
inventory is successfully removed.
Adding a Customer on the Remove Screen:
In this example, a new Customer will be added and an Item will be removed.
1. On the Remove screen, enter the data for the Item you want to remove.
2. In the Customer field, enter the new Customer you want to add.
3. Click OK. The message below appears:
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4. Click Yes.
The fields are now reset in the Remove screen.
5. If no errors display, this indicates that both the removal of the Item and the addition of the
Customer were successful. To check, tap the Search icon next to the Customer field.
6. The Search Customers screen displays, and the Customer you added displays in the Customer
list.
See the Mobile Device Troubleshooting topic if you encounter errors while using this function.
20.11.5 Windows Mobile Device - Adding a New Location
You can add new Locations in InventoryControl on the mobile device. However, you cannot add new
Sites. New Locations can be added in the Add, Remove, Move, Adjust, Pick (Pro and Enterprise
Versions Only) and Receive (Pro and Enterprise Versions Only) screens on the mobile device.
Notes:

You can only add a new Location if the Allow Negative Quantities on the Mobile Device
option is enabled on the Options screen (on the PC). For more information on this option, please
refer to the Options Screen topic.

The new Location will not be added unless the data for all other fields is completed correctly and
the function (Add, Remove, Move, etc.) is successfully completed.
Adding a New Location:
In this example, a new Location - Location 4 - will be added in the Add screen. The steps are the same
for the Remove, Move, Adjust and Receive (Pro and Enterprise Versions Only) screens.
1. On the Add screen, enter the data for the Item you want to add.
2. In the Location field, enter the new Location you want to add.
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3. Click OK. The following message displays.
4. Click Yes. The fields are now reset in the Add screen.
If no errors display, this indicates that both the addition of the Location and the Item were
successful.
5. To verify that the addition was successful, enter the Site with which the Location you added is
next to the Location field.
associated, then tap the Search icon
6. The Search Locations screen displays, and the Location you added displays in the Location
list.
See the Mobile Device Troubleshooting topic if you encounter errors while using this function.
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20.11.6 Windows Mobile Device - Adding New Suppliers
You can add new Suppliers in InventoryControl on the Windows Mobile Device. New Suppliers can
only be added in the Add screen.
Notes:


You will only be able to add a Supplier for an Item that is tracked by supplier.
The new Supplier will not be added unless the data for all other fields is completed correctly and
the Add is successfully completed.
Adding New Suppliers:
In this example, a new Supplier will be added to the database while an Item is added.
1. On the Add screen, enter the data for the Item you want to add.
2. In the Supplier field, enter the new Supplier you want to add.
3. Click OK. The following message displays.
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4. Click Yes. The Item and the new Supplier are added, and the fields are now reset in the Add
screen.
If no errors display, this indicates that both the addition of the Supplier and the Item were
successful.
5. To verify the supplier was added, tap the Search icon next to the Supplier field.
The Search Suppliers screen displays, and the Supplier you added displays in the Supplier #
list.
See the Mobile Device Troubleshooting topic if you encounter errors while using this function.
20.11.7 Windows Mobile Device - Adding Inventory
The Add inventory function is used to add quantity to any item setup in the database.
Inventory can also be added at the PC. See the Adding Inventory and Importing into the Database
topics for more information.
Adding Inventory:
1. From the Main Menu, click the Add icon. The Add screen displays.
Note: On the Add screen, you can enter characters manually, scan in data (see Entering
Alphanumeric Data on the Windows Mobile Device for details) or use the Search function.
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2. Enter the number of the item to which you want to add inventory in the Item # field.
In the example above, one Item (1001) is being added to Site 2, Location 1.
After the Item Number is entered, the Add screen displays only the fields that are necessary for
adding this particular Item. For example, if you enter an Item that is tracked by serial number, the
Serial No field will remain on the screen, but other fields such as Date Code and Pallet will no
longer display. Exception: The PO and Supplier fields will always display in the Add screen,
even if the Item you entered is not tracked by these fields.
3. Enter the Site and Location to which the Item is to be added.
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4. Enter the Quantity of the Item to be added.
Note: If the Item Number you are adding is tracked by serial number, the quantity (Qty field) must
be 1.
5. When all required information is entered, tap OK. The Item is added and the Add screen resets,
ready for the next Item to be added.
Tapping the Reset button clears all fields and restores all available fields to the Add screen
display.
6. When you are finished with the Add screen, tap Close to return to InventoryControl main menu.
See the Mobile Device Troubleshooting topic if you encounter errors while using this function.
Tips for Speeding Up Data Entry:

When you create a new item, if the Category, Manufacturer, UOM or any combination of pinnable
fields will be used on a large number of items, create one item with those fields, then pin the
fields. Now, the information will be retained in those fields so you don't have to keep re-entering
it for each new item.
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20.11.8 Windows Mobile Device - Details Screen
The Details screen is used to display Location and Quantity information for any Item in the mobile
database for the Site selected. You can also view transactions on this screen.
Details is an abbreviated version of the functionality available in the PC's Inventory and Transactions
Lists.
To View Details:
1. From the Main Menu, tap Details. The Details screen appears.
Note: You can enter characters manually, scan in data (see Entering Alphanumeric Data on
the Windows Mobile Device for details) or use the Search function.
2. This screen consists of two sections: Filter and Search Results. The Filter section is expanded
by default. To open or close a section, click on the blue arrow that precedes the section name.
If the arrow is pointing down,
Details screen example, above.
that section is expanded, as the Filter section is in the
, that section is collapsed, as the Search Results
If the arrow is pointing right,
section is in the Details screen example, above.
Select the data you want to view by entering Filter information, then tapping the Inventory or
Transactions buttons. Keep in mind that after you enter an item number, the fields on the
screen may change. For instance, if you enter an item number that is tracked only by Serial
Number, Lot, Date Code and Pallet fields will disappear because you do not need to information
in those fields for this particular item.
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If you want to view all Inventory or all Transaction in the database, click the Inventory or
Transactions button without entering any filter information. Transactions displays all events that
have been performed on this device since the last sync. Transactions can be used to verify if
certain actions have been completed or to check that counts are correct.
Inventory can be used to locate items, check quantity or determine where to move an item.
The Search Results section automatically expands displaying the requested data:
You can view details for only one field, or for a combination of fields. For example, if you select
only an Item Number and leave all other fields blank, the Details screen will display the total
quantity of the Item Number in all Sites and Locations. If you select an Item Number and a
specific Site, the Details screen will display the quantity of that Item at the specified Site only.
You can scroll right to left through the data using the bar at the bottom of the results grid.
3. You can expand the Filter section again by tapping the blue arrow or by clicking the Show Filter
button. Enter new Filter information, then click Inventory or Transactions to view the search
results.
To clear the fields and find details for another Item, select the Reset button.
4. To close the Details screen and return to the InventoryControl main menu, click the Close
button.
See the Mobile Device Troubleshooting topic if you encounter errors while using this function.
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20.11.9 Windows Mobile Device - Checking Out Inventory
The Check-Out screen allows you to check-out, or assign, inventory to customers for a specified length
of time. Checking out inventory decreases the quantity of that item that you have on-hand, but does not
remove the inventory from your database (since it is assumed the inventory will be checked back in). The
check-out function is useful if you lease equipment to customers or have a need to temporarily loan-out
inventory.
You can only check-out inventory that has been added. This means that when you create an item, you
must add inventory (quantity) to it before you can check out that item to a customer. Remember that
inventory is the amount or quantity of an item. You can add inventory to an item either on the Add
Inventory screen or by Receiving inventory.
To Check Out Inventory:
1. From the Main menu, click the Check Out icon. The Check Out screen appears:
Note: You can enter characters manually, scan in data (see Entering Alphanumeric Data on
the Window Mobile Device for details) or use the Search function.
2. Enter the Customer to whom this piece of inventory will be checked out. Click the i icon to
search for a customer.
3. Enter the Item # you want to check out. Click the i icon to search for a item.
4. Enter the Site and Location of the item you want to check out. Click the i icon to search for a
site or location.
5. Enter the Quantity you want to check out. You cannot check out more than you have available in
stock.
6. Select the due date for this item from the drop down menu. You can choose the Default date
(today's date), No Due Date or Custom (select your own due date). Below is an example of the
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Due Date drop down menu:
7. If you are printing receipts, enter the number of receipts you want to print.
8. Click OK to check out the selected item.
20.11.10 Windows Mobile Device - Checking In Inventory
The Check-In screen allows you to Check-In inventory that has previously been Checked-Out to one or
more customers. While checking in inventory does not actually add inventory (quantity) to an item, it
does free up that inventory to be checked-out to another customer or to be included in a pick order.
You can only check-out inventory that has been added. This means that when you create an item, you
must add inventory (quantity) to it before you can check out that item to a customer. Remember that
inventory is the amount or quantity of an item. You can add inventory to an item either on the Add
Inventory screen or by Receiving inventory.
To Check In Inventory:
1. From the Main menu, Click the Check In icon. The Check In screen appears:
Note: You can enter characters manually, scan in data (see Entering Alphanumeric Data on
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the Window Mobile Device for details) or use the Search function.
1. Enter the Item # you want to check in. Click the i icon to search for a item.
2. Enter the Customer to whom this piece of inventory was checked out. Click the i icon to search
for a customer.
3. Enter the Site and Location into which you want to check in this item. Click the i icon to search
for a site or location.
4. Enter any track bys you have set up for this item.
5. Enter the Quantity you want to check in. You cannot check in more than you have checked out
to the selected customer.
6. If you are printing receipts, enter the number of receipts you want to print.
7. Click OK to check out the selected item.
20.11.11 Windows Mobile Device - Moving Inventory
The Move function is used to move inventory quantity from one Location to another. This allows you to
move inventory quantity for an item from one Location to another. When you create an item, you can add
which locations it may be. When you then add inventory (quantity) to the item, you select in which
location that quantity will reside. The Move function allows you to move that inventory from the originally
assigned location to another. By moving inventory in the software, you can easily keep accurate records
of where all of your inventory is currently located.
If the Allow Negative Quantities on Mobile Devices option is enabled on the Options screen, you can
also move more quantity than is available at the source Location. For more information on this option,
please refer to the Options Screen topic.
When moving an Item, the From Site and the To Site must be different. For example, you cannot move
an Item from Site 100, Location 13 to Site 100, Location 13.
Inventory can also be moved at the PC. See the Moving Inventory topic for more information.
Moving Inventory:
1. From the Main Menu, tap the Move icon. The Move screen displays.
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Note: You can enter characters manually, scan in data (see Entering Alphanumeric Data on
the Window Mobile Device for details) or use the Search function.
2. In this example, a quantity of Item (1001) is being moved from Site 1, Location 2 to Site 2,
Location 3.
Enter the Item Number in the Item field.
Note that once the Item Number is selected, the Move screen displays only the fields that are
necessary for adding this particular Item. For example, if you enter an Item that is tracked by
serial number, the Serial # field will remain on the screen, but other fields such as Date Code
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and Pallet will no longer display. If you enter an Item that is not tracked, all tracking fields - PO,
Supplier, Lot, Date Code, Serial # and Pallet - will no longer display.
3. Enter the Site and Location from which the Item will be moved.
4. Enter the Site and Location to which the Item will be moved.
5. Indicate the Quantity of the Item that will be moved.
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6. When all required information is entered, tap OK.
The Item is moved and the Move screen resets, ready for the next Item to be moved.
Tapping the Reset button clears all fields and restores all available fields to the Move screen
display.
7. When you are finished with the Move screen, tap Close to return to the InventoryControl main
menu.
See the Windows Mobile Device Troubleshooting topic if you encounter errors while using this
function.
20.11.12 Windows Mobile Device - Removing Inventory
The Remove function is used to remove quantity from any Item that has quantity recorded in the
database. Inventory is the amount or quantity of a particular item.
Notes regarding the Allow Negative Quantities option:


If this option is enabled (on the PC's Options Screen), you can enter a Quantity larger than the
actual amount currently shown in the mobile database for that inventory Item. If the option is not
enabled, you will not be allowed to enter a Quantity larger than the amount shown in the database.
The Allow Negative Quantities option also must be enabled before you can add a new Location in
this screen. If the Allow Negative Quantities on Mobile Devices option is disabled, you will see a
warning message if you attempt to Remove quantity from a Location that does not exist in the PDT
database. The Allow Negative option must be set on the PC prior to creating the database. You can
check the state of this option on the PDT by using the 7 key on the Main Menu to go to the PDT
About screen.
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New Locations can only be created during Remove when the Allow Negative Quantities on
Mobile Devices option is enabled. If you are prompted to confirm a new Location that you believe
should already exist in the database, press ESC to cancel, then return to the Main Menu to check
Site Config. If the Location you entered exists only at a Site other than the currently selected
Source Site, InventoryControl must treat that value as a new Location for the Source Site. Select a
different Source Site in Site Config if that's where you intended to perform this transaction.

The Allow Negative Quantities option applies to batch devices only. Mobile devices that are
communicating with the database via a wireless connection will not allow negative quantity
transactions regardless of the option settings.
For more information on this option, please refer to the Options Screen topic.
Inventory can also be removed at the PC. See the Removing Inventory topic for more information.
Removing Inventory:
1. From the Main Menu, tap the Remove icon. The Remove screen appears.
You can enter characters manually, scan in data (see Entering Alphanumeric Data on the
Windows Mobile Device for details) or use the Search function.
In this example, Mouse 1001 is being removed from Site 1, Location 2.
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2. Enter the Item Number to be removed in the Item field.
Note that once the Item Number is selected, the Remove screen displays only the fields that are
necessary for adding this particular Item. For example, if you enter an Item that is tracked by
serial number, the Serial # field will remain on the screen, but other fields such as Date Code
and Pallet will no longer display. If you enter an Item that is not tracked, all tracking fields - PO,
Supplier, Lot, Date Code, Serial # and Pallet - will no longer display.
3. Enter the Site and Location from which this Item should be removed.
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4. Optionally enter a Customer.
5. Enter the Quantity of the Item to be removed.
6. When all required information is entered, tap OK. The Item is removed and the Remove screen
resets, ready for the next Item to be removed.
Tapping the Reset button clears all fields and restores all available fields to the Remove screen
display.
7. When you are finished with the Remove screen, tap Close to return to the InventoryControl
main menu.
See the Windows Mobile Device Troubleshooting topic if you encounter errors while using this
function.
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20.11.13 Windows Mobile Device - Removing a Kit Item
This function applies to Pro and Enterprise Version users only.
The Remove Kit function allows you to remove a kit item, which means removing quantity from the
component items from your database.. This can be considered the same as shipping inventory. You can
designate which customer this inventory was shipped to on this screen.
Kit Items can also be removed at the PC. See the Removing Kit Items topic for more information.
Note: If the Allow Negative Quantities on Mobile Devices option is disabled, you will see a warning
message if you attempt to Remove quantity from a Location that does not exist in the PDT database. The
Allow Negative option must be set on the PC prior to creating the database. You can check the state of
this option on the PDT by using the 7 key on the Main Menu to go to the PDT About screen.
New Locations can only be created during Remove when the Allow Negative Quantities on Mobile
Devices option is enabled. If you are prompted to confirm a new Location that you believe should
already exist in the database, press ESC to cancel, then return to the Main Menu to check Site Config. If
the Location you entered exists only at a Site other than the currently selected Source Site,
InventoryControl must treat that value as a new Location for the Source Site. Select a different Source
Site in Site Config if that's where you intended to perform this transaction.
The Allow Negative Quantities option applies to batch devices only. Mobile devices that are
communicating with the database via a wireless connection will not allow negative quantity
transactions regardless of the option settings.
Removing Kit Items:
1. From the Main Menu, tap the Remove icon. The Remove screen appears.
You can enter characters manually, scan in data (see Entering Alphanumeric Data for details) or
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use the Search function.
2. Enter the Item number you want to remove in the Item # field, or tap the i icon to access the Find
screen. Please refer to the Search Function topic for information on using the Find screen.
The Remove screen changes when a Kit item is selected:
3. You can optionally enter a customer number or search for a customer.
4. Enter the quantity you want to remove and click OK. The quantity is the number of Kits you
want to remove. The Remove Kit screen appears.
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This is where you will select the Kit's component items to remove.
5. Enter the Item # of the component item, or tap the i icon to view the Kit Info screen. Only
items contained in this Kit will appear.
The Kit Info screen displays all component items for this Kit item.
The Item # is the item number of the component item.
The Total Qty is the total quantity of this item in this kit multiplied by the quantity you want to
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remove. If there are 5 items in the kit and you have indicated you want to remove 12, 60 will
display here (5 x 12 = 60). If there are 10 items in the kit and you want to remove 12, 120 will
display here (10 x 12 = 120).
Undo will "undo" all of the transactions for that component item and reset the quantity
processed back to zero.
Doubleclick on the desired item. The Remove Kit screen will reappear with the selected item
populated in the Item # field.
6. Enter the Site, Location and any Track Bys for this item.
7. Enter the Quantity you want to remove.
8. Click OK to remove the item. Now you can select another component item to remove.
20.11.14 Windows Mobile Device - Receiving Inventory
The Receive inventory function is used to add quantity to an item from a purchase order. Purchase
Orders are created on the PC. For more information on creating Purchase Orders, please refer to the
Creating a Purchase Order topic.
Inventory can also be received at the PC. Manual items cannot be received on the mobile devices.
Please refer to Creating a Purchase Order for more information on Manual items.
Receiving Inventory on the Windows Mobile Device:
1. From the Main Menu, tap the Receive icon. The Receive screen displays.
Note: On the Receive screen, you can enter characters manually, scan in data (see Entering
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Alphanumeric Data on the Windows Mobile Device for details) or use the Search function.
2. Enter or search for the PO number that contains the item you are receiving.
3. Enter the number of the item you are receiving in the Item # field.
In the example above, Item 1002 is being received.
The Details section displays the shipping unit of measure, how many of the item is contained in
the shipping unit of measure (eaches) and the cost information. Cost only displays if the Show
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Costing Information During Receive option is enabled on the PC Options screen. For more
information on this option, please refer to the Options Screen topic.
You can expand the Details section by tapping the blue arrow next to word Details. If there is
more than one possible order unit, the Details section will open automatically and you must pick
one of the UOM entries to receive. An example of the expanded section is shown below:
In this example, each box contains 10 items and costs 10 per item ($100.00 per box).
4. Enter the Site and Location into which the Item is to be received.
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5. Enter the Quantity of the Item to be received. Keep in mind that you should enter the Order Unit
of measure here. For instance, if you are receive 1 box of 10, enter 1 rather than 10.
InventoryControl will do the math behind the scenes and break the shipment down to 10 for you.
Note: If this item were tracked by serial number, the quantity would be entered in eaches since
you can only have 1 item per serial number.
If you enter a quantity that is higher than the quantity entered on the Purchase Order, a warning
will appear. You can continue with the higher quantity if you so choose.
6. When all required information is entered, tap OK. The Item(s) is marked as Received and the
Receive screen resets, ready for the next Item to be received.
Tapping the Reset button clears all fields and restores all available fields to the Receive screen
display.
7. When you are finished with the Add screen, tap Close to return to InventoryControl main menu.
See the Windows Mobile Device Troubleshooting topic if you encounter errors while using this
function.
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20.11.15 Windows Mobile Device - Picking Items for Orders
The Pick inventory function is used to remove quantity from an item as it is added to a pick order. Pick
Orders are created on the PC when an order comes in from a customer. For more information on
creating Pick Orders, please refer to the Creating a Pick Order topic.
Inventory can also be picked at the PC. Manual items cannot be picked on the mobile devices. Please
refer to Creating a Pick Order for more information on Manual items.
Note: If the Allow Negative Quantities on Mobile Devices option is disabled, you will see a warning
message if you attempt to Pick quantity from a Location that does not exist in the PDT database. The
Allow Negative option must be set on the PC prior to creating the database. You can check the state of
this option on the PDT by using the 7 key on the Main Menu to go to the PDT About screen.
New Locations can only be created during Pick when the Allow Negative Quantities on Mobile
Devices option is enabled. If you are prompted to confirm a new Location that you believe should
already exist in the database, press ESC to cancel, then return to the Main Menu to check Site Config. If
the Location you entered exists only at a Site other than the currently selected Source Site,
InventoryControl must treat that value as a new Location for the Source Site. Select a different Source
Site in Site Config if that's where you intended to perform this transaction.
The Allow Negative Quantities option applies to batch devices only. Mobile devices that are
communicating with the database via a wireless connection will not allow negative quantity
transactions regardless of the option settings.
Picking Inventory on the Windows Mobile Device:
1. From the Main Menu, tap the Pick icon. The Pick screen displays.
Note: On the Pick screen, you can enter characters manually, scan in data (see Entering
Alphanumeric Data on the Windows Mobile Device for details) or use the Search function.
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2. Enter or search for the Order # that contains the item you are picking.
3. Enter the number of the item you are picking in the Item # field.
In the example above, one Item 1001 is being picked.
4. Enter the Site and Location from which the item is being picked. If you have selected a Primary
Location for this item (on the Add/Edit Item screen) the Site and Location fields will
automatically populate. You can change these fields if needed.
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5. Enter the Quantity of the Item to be picked. If you enter a higher quantity than is indicated on the
Pick Order, a warning will appear, but you will be allowed to enter the higher quantity.
Note: Notice that this is in eaches.
6. When all required information is entered, tap OK. The Item(s) is marked as Received and the
Receive screen resets, ready for the next Item to be received.
Tapping the Reset button clears all fields and restores all available fields to the Receive screen
display.
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7. When you are finished with the Add screen, tap Close to return to InventoryControl main menu.
See the Windows Mobile Device Troubleshooting topic if you encounter errors while using this
function.
20.11.16 Windows Mobile Device - Picking Kit Items
The Pick inventory function is used to remove quantity from an item as it is added to a pick order. Pick
Orders are created on the PC when an order comes in from a customer requesting inventory. For more
information on creating Pick Orders, please refer to the Creating a Pick Order topic.
Note: If the Allow Negative Quantities on Mobile Devices option is disabled, you will see a warning
message if you attempt to Pick quantity from a Location that does not exist in the PDT database. The
Allow Negative option must be set on the PC prior to creating the database. You can check the state of
this option on the PDT by using the 7 key on the Main Menu to go to the PDT About screen.
New Locations can only be created during Pick when the Allow Negative Quantities on Mobile
Devices option is enabled. If you are prompted to confirm a new Location that you believe should
already exist in the database, press ESC to cancel, then return to the Main Menu to check Site Config. If
the Location you entered exists only at a Site other than the currently selected Source Site,
InventoryControl must treat that value as a new Location for the Source Site. Select a different Source
Site in Site Config if that's where you intended to perform this transaction.
The Allow Negative Quantities option applies to batch devices only. Mobile devices that are
communicating with the database via a wireless connection will not allow negative quantity
transactions regardless of the option settings.
Picking Inventory on the Windows Mobile Device:
1. From the Main Menu, tap the Pick icon. The Pick screen displays.
Note: On the Pick screen, you can enter characters manually, scan in data (see Entering
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Alphanumeric Data on the Windows Mobile Device for details) or use the Search function.
2. Enter or search for the Order # that contains the item you are picking.
3. Enter the number of the item you are picking in the Item # field or click the i icon to search..
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4. Enter the Quantity you want to pick. This is the number of kits you want to pick.
5. On the Pick Kit screen, enter the Item number of the component item you want to pick or click
the i icon to search.
If you click the search icon, the following Kit Info screen will appear allowing you to select a
component item. Only items contained in the selected Kit will appear on this screen.
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The Kit Info screen displays all component items for this Kit item.
The Item # is the item number of the component item.
The Total Qty is the total quantity of this item in this kit multiplied by the quantity you want to
pick. If there are 5 items in the kit and you have indicated you want to pick 12, 60 will display
here (5 x 12 = 60). If there are 10 items in the kit and you want to pick 12, 120 will display here
(10 x 12 = 120).
Undo will "undo" all of the transactions for that component item and reset the quantity processed
back to zero.
Doubleclick on the desired item. The Remove Kit screen will reappear with the selected item
populated in the Item # field.
6. Enter the Site and/or Location from which the item is being picked. If you have selected a
Primary Location for this item (on the Add/Edit Item screen) the Site and Location fields will
automatically populate. You can change these fields if needed.
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7. Enter the Quantity of the Item to be picked. If you enter a higher quantity than is indicated on the
Pick Order, a warning will appear, but you will be allowed to enter the higher quantity if you so
choose.
Note: Notice that this is in eaches.
8. When all required information is entered, tap OK. The Item(s) is marked as Received and the
Receive screen resets, ready for the next Item to be received.
Tapping the Reset button clears all fields and restores all available fields to the Receive screen
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display.
9. When you are finished with the Add screen, tap Close to return to InventoryControl main menu.
See the Windows Mobile Device Troubleshooting topic if you encounter errors while using this
function.
20.11.17 Windows Mobile Device - Adjusting Inventory Quantities
The Adjust function is used to modify the inventory quantity for existing Items.
Inventory amounts can also be adjusted at the PC. See the Adjusting Inventory topic for more
information.
The Allow Negative Quantities option applies to batch devices only. Mobile devices that are
communicating with the database via a wireless connection will not allow negative quantity
transactions regardless of the option settings.
Adjusting Inventory:
1. From the Main Menu, tab the Adjust icon.
The Adjust screen displays.
Note: You can enter characters manually, scan in data (see Entering Alphanumeric Data on
the Windows Mobile Device for details) or use the Search function.
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2. Enter the Item Number in the Item # field. In the example below, quantity for item 1001 at Site 1,
Location 3, is being adjusted because one of these items is broken.
Note that once the Item Number is selected, the Adjust screen displays only the fields that are
necessary for adding this particular Item. For example, if you enter an Item that is tracked by
serial number, the Serial # field will remain on the screen, but other fields such as Date Code
and Pallet will no longer display. If you enter an Item that is not tracked, all tracking fields - PO,
Supplier, Lot, Date Code, Serial # and Pallet - will no longer display.
3. Enter the Site and Location for the Item you want to adjust.
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4. Enter the Transaction Code in the Trans Code field. You can type any code directly into this
field. Enter the code your company has defined for this transaction.
5. Select either By Count or By Diff and enter an amount. Click the down arrow in the By
Count/By Difference field to select one of these options. By Count is used when a literal count
has been made of inventory. By Difference is used when you want to indicate the amount by
which the inventory has increased or decreased. For example, if you have counted 15 of an item,
but the software indicates you have 16, select By Count and enter 15. If, however, the software
indicates you have 16 items and you break one, you can indicate this by entering By Diff and
selecting a reason code that indicates breakage. Keep in mind that you cannot enter negative
numbers. You must indicate whether the system should add or subtract quantity by selecting the
appropriate Reason code. Reason codes are defined for you later in this topic.
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6. The Reason field is only used when the adjustment is By Difference. You do not need to use
this field if you choose By Count. If you do select By Difference in the Reason field, you must
enter a Reason Code.
To search for a Reason Code, select the Search icon
screen displays.
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The first three codes in the screen are used when quantities are being added. The second three
codes are used when quantities are subtracted.
 Positive: Indicates inventory was added.
 Found: Indicates inventory previously missing has been found.
 Return: Indicates the inventory is a returned item.
 Negative: Indicates inventory was removed.
 Breakage: Indicates inventory is broken.
 Lost: Indicates inventory is missing.
Select a code and tab OK.
7. When all required information is entered, tap OK. The item's quantity is adjusted and the Adjust
screen resets, ready for the next Item to be adjusted.
Tapping the Reset button clears all fields and restores all available fields to the Adjust screen
display.
8. When you are finished with the Adjust screen, tap Close to return to InventoryControl main
menu.
See the Mobile Device Troubleshooting topic if you encounter errors while using this function.
20.11.18 Windows Mobile Device - Auditing Inventory
Audit allows you to count the quantity of one or more items in your inventory when in Audit Mode.
Before you can conduct an audit using the mobile device, you must download a new database created
while InventoryControl is in audit mode. For more information on turning on the audit mode on the PC,
please refer to the topic Auditing Your Inventory. For more information on creating the database,
please refer to the topic Windows Mobile Device - Setup Mobile Device.
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Inventory can also be audited at the PC.


Switching to Audit Mode on the Windows Mobile Device
Returning to Normal Mode on the Windows Mobile Device
Switching to Audit Mode on the Windows Mobile Device
1. To switch the device to Audit mode, you must first start an Audit on the PC side and send the new
database to the mobile device. For information on this, please refer to the topic Auditing Your
Inventory.
2. Next, create a new mobile database, then synchronize the database with the Windows Mobile
Device.
The mobile version of InventoryControl opens in Audit mode.
To perform an Audit, select Audit.
The Audit screen displays.
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Enter an Item Number, Site and Location.
Note that once the Item Number is selected, the Audit screen displays only the fields that are
necessary for Auditing this particular Item. For example, if you enter an Item that is tracked by serial
number, the Serial # field will remain on the screen, but other fields such as Date Code and Pallet will no
longer display. If you enter an Item that is not tracked by anything, all tracking fields - Lot, Date Code,
Serial # and Pallet - will no longer display.

Enter the Transaction Code in the Trans Code field. This is a free form text field. Enter the code your
company has defined for this transaction.
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
Enter the Quantity.
Tap OK.
The Audit Item is entered and the screen resets, ready for the next Item.
Note that when the screen resets, only the fields used for the Item you just entered display. To reset the
screen so that all available fields display, tap Reset.
When you have finished entering Items for the Audit, close the Audit screen by tapping the Close button.
To send the Audit information to the PC, use the Send PC Data option. See Windows Mobile Device Send PC Data for full details on this process.
Returning to normal mode on the Windows Mobile Device
1. After sending the Audit data to the PC and processing the data on the PC side, on the PC, select
Tools > Audit > End Audit.
A confirmation message displays.
2. Select Yes on the confirmation screen.
InventoryControl returns to normal mode on the PC.
3. Next, create a new mobile database, then synchronize the database with the Pocket PC.
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4. Close the mobile version of InventoryControl, then restart the application.
The mobile version of MobileInventory opens in normal mode.
See the Windows Mobile Device Troubleshooting topic if you encounter errors while using this
function.
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20.11.19 Windows Mobile Device - Searching for Information
You can use the Search function to enter data in many of the Inventory Control fields.
Whenever the Search function is available, the Search icon
displays next to a field.
To Search:
1. Enter full or partial information in the field you want to search, or leave it blank. Tap the Search
icon to open the Search screen.
Note: When searching for Items you can enter full or partial:
Item Numbers
Serial Number - If applicable. This option is not available on the Add or Receive screens.
Alternate Item Number
Description
All
The Search screen opens. The example below is of the Search Items screen.
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The title of the screen is specific to the field you select. For example, if you select the Search
icon next to the Item field, the Search Items screen opens. If you select the Search icon next to
the Site field, the Search Sites screen opens.
When searching for a Location, note that you must first select a Site, then the Location. If you do
not select a Site first, the Search Location screen will be empty.
If more than 500 records are found, the message will display asking if you want to continue or
further refine your search criteria to limit the search results. Click OK to go to the Find screen to
refine your search.
2. To further refine your search, select a search option from the drop down, then enter full or partial
information and tap Find.
By default InventoryControl RF searches using All of the search options.
Please note that InventoryControl and InventoryControl RF contains partial search capability. For
example, if you are searching for item 1234, and enter 123, the application will return all items
that contain the numbers 123 in the Item Number field.
If your entry returns no results, you can clear the search field, then tap Find to display all records.
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3. Select the Item you want, then tap OK.
The Search screen closes and the item you selected displays in the appropriate field.
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20.12 Windows Mobile Device Troubleshooting
This topic covers error messages and issues that may arise while using the Windows Mobile Device.
The subjects currently covered in this Troubleshooting topic are listed below. Click the subject that most
closely matches what you are searching for.
Click the subject you want to troubleshoot:
Error/Alert Messages (listed in alphabetical order):















Customer does not exist. Do you want to add this new customer?
Customer is not valid
Item doesn't exist
Location doesn't exist. Do you want to add this new location?
Location is not valid
Pallet is not valid
Please select one record from the list and click OK button to return to previous form
Quantity is not valid
Serial is not valid
Site does not exist
Source and destination sites are set to be the same...
Supplier does not exist. Do you want to add this new supplier?
The Adjust reason you entered is not valid
The mobile device has unprocessed transactions...
There is not enough quantity in stock to complete the transaction...
Issues

Search screen is empty (no choices)
"The Adjust Reason You Entered is not Valid"
This message displays when you have selected By Difference and you have not entered a
Reason code. You must either choose a Reason code or change your selection to By Count.
"Quantity is not valid."
This message displays when you have either not entered a number in the Quantity field, or
you have enter alpha characters in the Quantity field.
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Customer
"Customer is Not Valid"
This message displays if you leave the Customer field empty when it is a required field. You
must enter a Customer in the Customer field.
"Customer does not exist. Do you want to add this new customer: <CUSTOMER
NAME>?"
This message displays if you enter a Customer in the Customer field that does not currently
exist in the mobile database. For more information on adding customers, please refer to the
Windows Mobile Device - Adding Customers topic.
Get Data from PC
"The mobile device has unprocessed transactions. Please process them on the PC
database first, then you can get new database records from the PC side."
This message indicates there are database records that have been sent from the device to the
PC, but the data has not been processed on the PC side. Be sure you have completed the
entire Send PC Data process, including processing the mobile device data in the Pending
Uploads wizard.
Items
Messages
"Item doesn't exist. Hard Drive 500."
Leaving the Item Number screen blank.
In screens where an Item Number is required, you will receive this message if you leave the
Item Number field blank and tap OK.
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Locations
Messages
"Location is not valid."
This message displays if you do not enter a Location in the Location field or too many
characters have been entered in the Location field. You must enter a Location in the Add,
Remove, Move, Adjust and Stage screens. You can add a new Location on the mobile
device if the one you need is not currently in the mobile device database.
"Location does not exist. Do you want to add this new location: <LOCATION NAME>?"
This message displays if you enter a Location that does not exist in the mobile device
database. Click here if you want to add this Location to the database.
Move
Messages
"Source and Destination sites are set to be the same. Destination site and location
needs to be different than the Source Site and Location."
This message indicates you selected the same Site and Location for both the Source from
which you were moving the Item and the Destination to which you were moving the Item. You
cannot have the same Site and Location for both the Source and the Destination.
You must either change the Site and Location in the From Site and From Loc fields, or
change the Site and Location in the To Site and To Loc fields.
For example, if you entered Site 201 and Location A20 in both the Source and Destination
Site/Location fields, you are trying to move an Item from its current Location to its current
Location.
If the Item is currently located at Site 201, Location A20, to move it to another site you must
enter a different Destination, such as Site 100, Location B13.
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Pallet
Messages
"Pallet is not valid."
This message displays if:



The Item Number you entered is tracked by Pallet and you have not entered a Pallet in
the Pallet field.
The Pallet you entered is not the correct Pallet by which the Item you entered is tracked.
A Pallet that does not exist has been entered in the Pallet field.
If a Pallet is required, you must enter the Pallet by which the entered Item Number is tracked.
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Search
Messages
"Please select one record from the list and click OK button to return to previous form."
This message displays if you do not select any record in the Search screen and then tap OK.
You must either select a record in the Search screen, then tap OK, or tap Cancel to exit the
Search screen without selecting a record.
List area in Search screen is empty (no choices presented).
If you click the Search icon next to a field in any screen in the mobile version of
InventoryControl and the Search screen offers no list of choices, then no data for this field
has been downloaded from the PC. You can add three types of records on the mobile device:
Locations, Suppliers and Customers.
For other records, you must add data from the PC side, then send the new data to the mobile
device.
Topics Related to Adding Data from the PC Side:





Create New Purchase Order
Create New Pick Order
Create New Item
Create New Manufacturer
Create New Site
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Serial Number
Messages
"Serial # is not valid."
This message displays if:




The Item Number you entered is tracked by Serial Number and you have not entered a
Serial Number in the Serial # field.
The Serial Number you entered is not the correct Serial Number by which the Item you
entered is tracked.
A Serial Number that does not exist has been entered in the Serial # field.
If a Serial Number is required, you must enter the Serial Number by which the entered
Item Number is tracked.
Sites
"Site does not exist."
This message displays if you enter a Site that is not in the database.
You cannot create Sites on the mobile device. You can only create Sites on the PC side. You
must either select another Site, or create the new Site on the PC side, download this new data
to the device, and then select it on in the appropriate screen on your mobile device.
Stock
Messages
"There is not enough quantity in stock to complete the transaction. Quantity
remaining: 0."
This message will display if you attempt to Remove, Move or Adjust a greater quantity of an
Item than is currently in stock.
If there is an adequate quantity of the Item at a different Site and Location, you can select the
Item from that Site and Location. If the quantity in all Sites and Locations is less than the
amount you are trying to Remove, Move or Adjust, you will not be able to process this Item
until enough a large enough quantity of the Item has been stocked.
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Supplier
"Supplier does not exist. Do you want to add this new supplier: <SUPPLIER NAME>?
This message displays when you enter a Supplier that is not currently in the mobile device
database in the Supplier field. For more information on adding suppliers on the mobile
device, please refer to Windows Mobile Device - Adding Suppliers.
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Chapter 21 - Glossary
Adjust - This term refers to adjusting the quantity of inventory at a specified location. Adjust is like a
"mini" Audit and will update the quantity using FIFO (First In First Out) to make the total equal to the
quantity you enter here. The Adjust function is useful if too much or too little quantity is accidentally
entered for an item (on a mobile device, for example), inventory is lost, found, broken, etc. and you need
to quickly correct the quantity for that item. Adjusting is different from an Audit in that the Audit function
makes other functions of the software, such as adding inventory, unavailable to ensure inventory is not
added or removed while you are doing the counts. All features are still available when adjusting
inventory.
Archive - The Archive Transaction feature allows you to archive inactive transactions prior to a
specified date. Archiving old information keeps your database running quickly and efficiently.
Assembly Item - (Pro and Enterprise versions only.) Assembly items are created when you combine two
or more existing items to create a new item. You will use the Assembly item type when you want to
"build" several of the new items to have on hand in your inventory.
Audit - Auditing your inventory means you are counting the inventory you actually have on hand and
comparing that number with what is listed in the software. This allows you to ensure you have actual
counts in the system. Audit Mode allows you to check the counts of all your inventory while disabling the
Add, Remove, Move, Adjust, Check-In and Check-Out features to make sure inventory counts in the
system do not change while you are performing the audit. If you are using mobile devices, you can use
them simultaneously with the PC to perform an audit by downloading the database in audit mode to each
device. Audit Mode features a simple Audit screen that allows you to enter your counts for inventory in
each location and compares these to the counts already in the system. You can then view the Complete
Audit screen to review any discrepancies between your counts and what was in the system. At the click
of a button you can reconcile the counts or you can select certain transactions to accept or reject. This
software also comes equipped with several Audit Reports that allow you to review a variety of
information at-a-glance.
Barcode - A barcode is graphical representation of a set of numeric or alphanumeric characters that can
be read by a barcode scanner. For a detailed explanation of barcodes, please refer to the topic What is
a Barcode?.
Build Assembly - (Pro and Enterprise versions only.) The function that allows you to build your assembly
item. Building Assembly Items can be thought of as the "manufacturing" portion of the Assembly Item
feature. When you Build an Assembly Item, the on hand amounts for the sub-items are reduced by the
number needed to make the Assembly Item, and the on hand amount for the Assembly Item is increased.
Assembling/Building Assembly Items increases inventory for the Assembly Item in the same way that
Adding increases inventory for other item types.
Check-In - This feature does not apply to WaspNest Inventory. Check-in inventory means you are
returning inventory that has been "checked-out", or assigned, to customer back into your on-hand
inventory.
Check-Out - This feature does not apply to WaspNest Inventory. InventoryControl gives you the ability to
check-out, or assign, inventory to a customer for a specified (or open-ended) amount of time. This
removes the inventory from your on-hand amounts until it is checked back in. Items that are checked-out
cannot be permanently removed from your inventory until they are checked back in.
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Disassemble - (Pro and Enterprise versions only.) The process of Disassembling Assembly Items will
reduce your inventory for the Assembly Item and increase your inventory of the associated sub-items.
You will be Removing inventory for the Assembly Item and Adding inventory to the sub-items, unless
the sub-item has been marked to be scrapped. Scrapping an item means that inventory will be reduced
for that item during the Disassembly process. You can mark the sub-item as "Always Scrap" during the
Assembly Item creation process so that it will always be scrapped when disassembled. This is useful for
packaging materials, such as boxes, that will not be returned to inventory.
FIFO - An abbreviation for first-in, first-out, FIFO is a method employed in accounting for the identification
and valuation of the inventory of a business. This is the inventory method the system uses when adjusting
or removing inventory. FIFO assumes that the first goods added are the first removed.
Inventory - Inventory is the amount or quantity you have of a particular item.
Inventory Item - An inventory item is anything you want to track the location and quantity of. The term
item is used in InventoryControl to mean anything that is put into stock (see Item entry below).
Item - Items represent the actual material or good that you will have in your inventory. For example, you
might create an Item entry for Mouse - Wireless. Then you can add inventory, or quantity, to that item. If
you are using the Enterprise or Professional version of this software, you can also create items that are
non-inventory. This is useful if you need to create an item for marketing pamphlets, counter displays or
anything you need to have, but for which you don't need to track quantity.
Kit Item - (Pro and Enterprise versions only.) Kit items are a group of items that are sold together, but
are still considered separate inventory items. As opposed to Assembly Items, you cannot add inventory,
move or check out/in Kit Items. While Assembly Items can be created in advance (pre-assembled) and
kept in inventory, Kit Items are created at pick or sale time.
Location - Locations are contained with a Site and represent the place where inventory is kept. A
location is typically shorthand for a physical place such as a shelf in your warehouse. Commonly used
conventions include Location codes like this:
01 02 05 (for Row #, Shelf #, Bin #)
Another example would be to create Site labeled Warehouse 1 containing a Locations labeled Bin1 and
Bin 2.
Move - The Move function allows you to move inventory from one location to another.
Non-Inventory Item - A non-inventory item is anything you order or receive, but do not want to track the
location and quantity of. An example of a non-inventory item might be marketing materials like a product
flyer that is taken to trade shows or put in product boxes. Once you are out you may never buy more of
that item and you don't need to know how many are left. You may need to include non-inventory items on
a purchase order and verify receipt to have a payment paper trail but you do not need to keep track of the
item after it is received. InventoryControl allows you to add non-inventory items onto purchase orders in
the Pro and Enterprise versions.
Order Unit - This is the supplier's unit of measure used when ordering an item. This may be box, pallet,
etc. This is different from the "Eaches" stocking unit. For example, "jar" may be the stocking unit, but the
supplier may ship the item in boxes containing 10 jars.
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Site - The Site is a broad term containing one or more Locations. Inventory is assigned to the locations
within the site. For example, you might create a Site labeled Warehouse 1 containing a Locations labeled
Bin 1 and Bin 2.
Stocking Unit - This is the portion by which an item's quantity will be tracked. This unit represents
"Eaches", meaning how you want each item of this type to be measured. (Examples: bag, barrel, basket,
block, bottle, box, carton, container, drum, gallon, jar, pack, package, pallet, section, tub, vial, etc.) You
can designate a different stocking unit for each item in your system, if desired.
Track By - This feature does not apply to WaspNest Inventory. This software allows you to track your
inventory by several fields, if desired. Track By options are: Serial Numbers, Lot, Date Code and/or
Pallet. Tracking allows you to follow the movements of inventory from receiving, adjusting, moving,
checking out, etc.
It is important that you determine how you want to track each Item. Typically, small Items that are all the
same may not need to have any Tracked Bys selected. Items such as printers may need to be tracked by
Serial Number, so returns and maintenance can be properly tracked. Medical supplies or food may need
to be tracked by Date Code and/or Lot.
Transaction Code (TransCode) - Transaction Codes can be any code your business assigns to certain
types of Adjustment transactions. Assigning these codes can help you with reporting as each type of
adjustment (breakage, return, etc.) can be given it's own code. This software does not contain any preset
codes to give you the opportunity to assign a code that best suits your needs, and to allow the entry of
codes you already use in your business for these types of transactions. Transaction codes are entered
on the Adjust screen.
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Index
A
Assembly Items - Disassembling................... 107
About Screen ...................................................36
Assembly Items - Editing ................................. 84
About Screen - WDT2200 ..............................315
Assembly Items Examples............................... 88
Adding Inventory ............................................135
Assembly Items Overview ............................... 88
Adding Inventory on the WDT2200................317
Audit Flow Overview ...................................... 278
Adding Inventory on the WMD .......................443
Audit Reports ................................................. 278
Adding Notes....................................................54
Audit Screen - Using...................................... 278
Adding Users to Security................................230
Auditing Inventory using the WMD ................ 477
Adjusting Inventory on the WDT2200 ............329
Auditing Your Inventory ................................. 278
Admin Information ............................................24
Automatic Customer Number - Setting .......... 238
Administration Menu Overview ......................225
Automatic Item Numbers - Setting................. 238
Administrator Functions - Backing Up the
Database ....................................................236
Automatic New............................................... 238
Automatic Notification of Low Order Items .... 238
Adusting Inventory Amounts ..........................156
Automatic Serial Numbers ............................... 73
Adusting Inventory on the WDT2200 .............336
Average Costing .............................................. 16
Advanced Find ...............................................288
B
Alerts Menu ......................................................52
Backing Up the Database .............................. 236
Allow Negative Quantities on the Mobile Device
....................................................................238
Barcode Best Practices ..................................... 9
Allow Over Pick ..............................................238
Best Practices .................................................... 9
Allow Over Receive........................................238
Build Assembly Screen.................................. 103
Always Show Email Destination List ..............238
Building Assembly Items................................ 103
Archiving Transactions...................................249
Business Examples - Overview ....................... 25
Assembly Items................................................89
Business Examples - Setting up Suppliers...... 32
Assembly Items - Building..............................103
495
InventoryControl Printable Help
C
Creating New Manufacturers ........................... 76
Changing Your Password ................................42
Creating New Pick Orders ............................. 175
Check for Alerts................................................52
Creating New Sites .......................................... 55
Check for Software Updates ..........................238
Creating New Suppliers ................................... 80
Check in on Windows Mobile Device.............449
Custom Fields - Using .............................22, 253
Check Out - Windows Mobile Device.............448
Customer List Example.................................. 127
Checking for Software Updates .......................49
Customers - Adding New on the WMD.......... 439
Checking In Inventory ....................................148
Customers - Creating New .............................. 57
Checking Out Inventory..................................152
Customers - Editing ......................................... 86
Close New Form ............................................238
Customizing Numbers ................................... 210
Companies - Examples ....................................25
Customizing Pick Order Numbers ................. 210
Company Information - Entering ....................227
Customizing Purchase Order Numbers ......... 210
Connections - Troubleshooting Wireless
Connection .................................................426
D
Data Cycle - Windows Mobile Device............ 386
Copying User Security ...................................230
Data Cycle - Wireless Device ........................ 386
Cost Tracking ...................................................16
Data fields - Related ...................................... 267
Costing - Average Costing ...............................16
Database - Backing Up.................................. 236
Costing - Cost Tracking....................................16
Database - Creating on the WDT2200 .......... 294
Costing - Using in InventoryControl .................16
Database - Restoring..................................... 237
Counting Inventory .........................................278
Database - Sample ............................................ 2
Creating Kit Items.....................................84, 163
Decimal Places .............................................. 238
Creating New Assembly Items .........................89
Deleting Purchase and Pick Orders............... 199
Creating New Customers .................................57
Designing and Labeling Sites and Locations... 12
Creating New Items..........................................60
Details Screen - WDT2200 ............................ 325
Creating New Locations ...................................74
Disassembly................................................... 107
496
InventoryControl Printable Help
E
F
Edit Field Names............................................238
FAQ - Purchase Orders ................................. 198
Edit Transactions Screen ...............................415
Field Names - Editing .................................... 250
Editing - Customers..........................................86
FIFO................................................................. 16
Editing Assembly Items....................................84
Find ................................................................ 286
Editing Field Names .......................................250
Find - Advanced............................................. 288
Editing Items ....................................................84
Formatting Number Templates ...................... 210
Editing Kit Items ...............................................85
Formatting Pick Order Numbers .................... 210
Editing Locations..............................................85
Formatting Purchase Order Numbers............ 210
Editing Manufacturers ......................................86
G
Editing Pick Orders ..................................86, 179
Glossary......................................................... 492
Editing Purchase Orders ..........................87, 192
Grids - Working With...................................... 112
Editing Sites ..................................................... 85
H
Editing Suppliers ..............................................86
Handheld Device - Wireless Connection ....... 418
Editing Users..................................................230
I
Email Distribution List.....................................213
Import Specifics ............................................. 269
Enforce Date Code as a True Date................238
Importing - Related Data fields ...................... 267
Entering Company Information ......................227
Importing into the Database........................... 256
Example Companies ........................................25
Inactive Users ................................................ 230
Examples - Overview .......................................25
Inventory - Adding.......................................... 135
Examples - Sites and Locations.......................30
Inventory - Adding on the WDT2200 ............. 317
Examples - Suppliers .......................................32
Inventory - Adjusting ...................................... 156
Exporting ........................................................263
Inventory - Adjusting on the WDT2200.......... 329
Exporting a Text File ......................................263
Inventory - Adjusting on the WMD ................. 473
Inventory - Auditing ........................................ 278
497
InventoryControl Printable Help
Inventory - Auditing on the WDT2200............336
Items - Editing .................................................. 84
Inventory - Check In on Windows Mobile Device
....................................................................449
Items - Picking on the WMD .......................... 465
K
Inventory - How to Check In...........................148
Kit Items - Creating ..................................84, 163
Inventory - How to Check Out ........................152
Kit Items - Editing............................................. 85
Inventory - Moving..........................................144
Kit Items - Picking on the WDT2200.............. 373
Inventory - Moving on the WDT2200 .............343
Kit Items - Picking on the WMD ..................... 468
Inventory - Picking on the WDT2200 .............367
Kit Items - Removing...................................... 170
Inventory - Receiving .....................................194
Kit Items - Removing on the WMD ................ 458
Inventory - Receiving on the WDT2200 .........380
Kitting Overview ............................................. 161
Inventory - Removing .....................................140
L
Inventory - Removing on the WDT2200.........351
Labeling - Sites and Locations......................... 12
Inventory - Removing on the WMD................453
Labeling Best Practices ..................................... 9
Inventory List Example...................................124
Labels - Printing from the List Screens.......... 218
Inventory Menu Overview ..............................133
Licence Manager ............................................. 36
InventoryControl RF .......................................418
Licenses - Updating ......................................... 43
InventoryControl RF - Troubleshooting Wireless
Connection .................................................426
LIFO ................................................................. 16
Item Cost When Add Inventory from Mobile
Device.........................................................238
Lists - Customer List Example ....................... 127
Lists - Inventory List Example........................ 124
Item Labels - Printing .....................................218
Lists - Item List Example................................ 123
Item List Example...........................................123
Lists - Location List Example ......................... 126
Item Stock Level List Screen............................51
Lists - Manufacturer List Example ................. 128
Items - Adding Inventory To ...........................135
Lists - Pick Order List Example..............130, 180
Items - Creating Kit Items.........................84, 163
Lists - Printing Labels From ........................... 218
Items - Creating New .......................................60
Lists - Purchase Order List Example .....131, 193
Items - Creating New Assembly Items.............89
498
InventoryControl Printable Help
Lists - Site List Example.................................125
Mobile Device - Wireless Connection ............ 418
Lists - Supplier List Example..........................129
Mobile Device Setup - WDT2200 .................. 291
Lists - Transaction List Example ....................132
Mobile Devices - Edit Transactions ............... 415
Lists - Working With .......................................112
Mobile Devices - Pending Upload Screen ..... 411
Location Labels - Printing...............................218
Mobile Devices - Supported.......................... 24
Location List Example ....................................126
Mobile Devices - Troubleshooting Wireless
Connections ............................................... 426
Locations - Adding on the WMD ....................440
Moving Average ............................................... 16
Locations - Creating New.................................74
Moving Inventory............................................ 144
Locations - Designing and Labeling.................12
Moving Inventory on the WDT2200 ............... 343
Locations - Editing............................................85
Moving Inventory on the WMD ...................... 450
Locations Business Examples .........................30
N
Logging On...................................................1, 34
New - Locations ............................................... 74
Logging On to the WDT2200 .........................307
New - Manufacturers ....................................... 76
Logging Out......................................................48
New - Pick Order............................................ 175
Low Stock Level Notification ............................51
New - Sites....................................................... 55
M
New - Suppliers................................................ 80
Main Screen Overview .....................................38
New Customers ............................................... 57
Manage Licenses .............................................36
New Items ........................................................ 60
Manage Payment Methods ............................202
Notes - Adding ................................................. 54
Manage Shipping Methods ............................206
Numbers - Customizing ................................. 210
Manually Adding Inventory.............................135
Manufacturer List Example ............................128
Numbers - Customizing Pick and Purchase
Order Numbers........................................... 210
Manufacturers - Editing ....................................86
O
Manufacturers - New........................................76
Options Screen .............................................. 238
Max Row Count..............................................238
Orders - Deleting Purchase and Pick Orders 199
499
InventoryControl Printable Help
P
Purchase ORder CC Emails .......................... 238
Packing Slip CC Emails .................................238
Purchase Order FAQ ..................................... 198
Packing Slip for Session ................................238
Purchase Order List Example................131, 193
Password - Changing.......................................42
Purchase Order Numbers - Customizing....... 210
Payment Methods - Managing .......................202
Purchase Order/Receiving Overview............. 185
Pending Uploads Screen ...............................411
Purchase Orders - Deleting ........................... 199
Pick Order - Creating New .............................175
Purchase Orders - Editing .......................87, 192
Pick Order CC Emails ....................................238
R
Pick Order List Example.........................130, 180
Receive/Pick Menu Overview ........................ 200
Pick Order Numbers - Customizing ...............210
Receiving Inventory ....................................... 194
Pick Order Overview ......................................174
Receiving Inventory on the WDT2200 ........... 380
Pick Orders - Deleting ....................................199
Receiving on the WMD .................................. 461
Pick Orders - Editing ................................86, 179
Reconciling Your Counts - Auditing ............... 278
Picking Inventory on the WDT2200 ...............367
Related Data Fields ....................................... 267
Picking Items on the WMD.............................465
Remote printing.............................................. 418
Picking Kit Items on the WMD........................468
Removing Inventory....................................... 140
Picking Orders - How to .................................181
Removing Inventory on the WMD.................. 453
Pinning on the WMD ......................................438
Removing Kit Items........................................ 170
Previously Processed Mobile Data ................238
Report Selection ............................................ 220
Printers - Selecting.........................................214
Report Viewer ................................................ 221
Printing from a wireless device ......................418
Resetting the WDT2200 ................................ 308
Printing Labels ...............................................218
Restoring the Database ................................. 237
Printing Labels - Selecting a Printer...............214
S
Privileges - Setting Security ...........................230
Sample Database .............................................. 2
Profiles - User Security Profiles .....................230
Search - on the WMD .................................... 482
500
InventoryControl Printable Help
Searching for Information...............................286
SMTP Password ............................................ 238
Security - Adding Users .................................230
SMTP Port .....................................................238
Security - Copying User Profiles ....................230
SMTP Server ................................................. 238
Security - Editing Users..................................230
SMTP SSL/TSL.............................................. 238
Security - Inactive Users ................................230
SMTP User .................................................... 238
Security - Setting Site Security ......................230
Software Updates - Checking For.................... 49
Security Screen..............................................230
SQL Server Backup Location ........................ 238
Selecting Reports...........................................220
Stock Level - Notice of Low ............................. 51
Selecting Sites .................................................45
Supplier List Example .................................... 129
Serial Numbers - Automatic .............................73
Suppliers - Adding New on the WMD ............ 442
Setting Security Privileges .............................230
Suppliers - Business Examples ....................... 32
Setup Company Information ..........................227
Suppliers - Editing............................................ 86
Shipping Methods - Managing .......................206
Suppliers - New................................................ 80
Show Cost Information During Receiving ......238
Supported Mobile Devices............................ 24
Show Warning Messages ..............................238
Sync - WMD................................................... 393
Site Configuratino - WDT2200 .......................315
System Administrator Information.................... 24
Site Configuration on the WMD......................437
T
Site List Example ...........................................125
Tracking Cost................................................... 16
Site Security ...................................................230
Transaction Code List.................................... 238
Sites - Creating New ........................................55
Transaction List Example .............................. 132
Sites - Designing and Labeling ........................12
Transactions - Archiving ................................ 249
Sites - Editing ...................................................85
Troubleshooting the WMD ............................. 485
Sites - Selecting ...............................................45
Troubleshooting Wireless Connection ........... 426
Sites and Locations Business Examples .........30
U
Sites Business Examples.................................30
Update License Screen ................................... 43
501
InventoryControl Printable Help
Updates - Software - Checking For..................49
WDT2200 - Resetting .................................... 308
Users - Adding to Security .............................230
WDT2200 - Sending Data to the PDT ........... 299
Users - Editing in Security..............................230
WDT2200 - Setting the Date and Time.......... 310
Users - Making Inactive..................................230
WDT2200 - Setup .......................................... 291
V
WDT2200 - Site Configuration....................... 315
Valuation ..........................................................16
WDT3250II - Troubleshooting Wireless
Connection ................................................. 426
Viewing Reports .....................................220, 221
Windows Mobile Device - Check In Inventory449
W
Windows Mobile Device - Check Out ............ 448
WDT2200 - About Screen ..............................315
Windows Mobile Device - Data Cycle............ 386
WDT2200 - Adding Inventory.........................317
Wireless Connection ...................................... 418
WDT2200 - Adjusting Inventory .....................329
Wireless Mobile Device - Data Cycle............. 386
WDT2200 - Audting Inventory........................336
Wireless Printing ............................................ 418
WDT2200 - Creating the PDT Databasse......294
WMD - About Screen ..................................... 436
WDT2200 - Data Cycle ..................................307
WMD - Adding Inventory................................ 443
WDT2200 - Details Screen ............................325
WMD - Adding Locations ............................... 440
WDT2200 - Interface......................................314
WMD - Adding New Customers..................... 439
WDT2200 - Logging On .................................307
WMD - Adding New Suppliers ....................... 442
WDT2200 - Main Menu ..................................313
WMD - Adjusting Inventory ............................ 473
WDT2200 - Moving Inventory ........................343
WMD - Auditing Inventory.............................. 477
WDT2200 - Picking Inventory ........................367
WMD - Default Settings ................................. 389
WDT2200 - Picking Kit Items .........................373
WMD - Details Screen ................................... 446
WDT2200 - Receiving Data from the PDT.....304
WMD - Device Synchronization ..................... 393
WDT2200 - Receiving Inventory ....................380
WMD - Enabling the Scanner ........................ 389
WDT2200 - Removing Inventory....................351
WMD - Entering Alphanumeric Data.............. 392
WDT2200 - Removing Kit Items ....................359
502
InventoryControl Printable Help
Wmd - Interface..............................................387
WMD - Retrieving Data from the Device ....... 409
WMD - Moving Inventory................................450
WMD - Searching for Information .................. 482
WMD - Picking Items......................................465
WMD - Sending the Database from the PC... 403
WMD - Picking Kit Items ................................468
WMD - Setup the Mobile Device.................... 394
WMD - Pinning Fields ....................................438
WMD - Site Configuration .............................. 437
WMD - Rebooting...........................................389
WMD - Troubleshooting................................. 485
WMD - Receiving Inventory ...........................461
Working with Lists .......................................... 112
WMD - Removing a Kit Item...........................458
WPA1000 - Troubleshooting Wireless
Connection ................................................. 426
WMD - Removing Inventory ...........................453
503
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