Hart Systems EZCORP, NEXTGEN SYSTEM Reference Manual

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HAVE A QUESTION? CALL THE HART HELP DESK at 800-252-2818, or EMAIL US AT [email protected]

HART ID =

317-01

AUDITOR’S REFERENCE GUIDE

SYSTEM

VERSION

RECEIVE COMPONENTS/SUPPLIES

SET UP ACCESS POINTS

HART DEVICE

SET UP SCANNERS

SCANNER FUNCTIONS

HOW TO ACCESS REPORTS

REPORT DESCRIPTIONS

CLOSE THE INVENTORY

SHIP EQUIPMENT

TIPS/TROUBLESHOOTING

HART HELP DESK INFORMATION

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HAVE A QUESTION? CALL THE HART HELP DESK at 800-252-2818, or EMAIL US AT [email protected]

RECEIVE COMPONENTS/SUPPLIES

You will receive one or more equipment boxes containing all of the necessary components for the Audit.

♦ The box will be sealed with tape. Cut the tape with a

knife, do not rip tape off.

♦ When opening the boxes, be careful. Try not to rip or

damage the box. You will use the same boxes to return the components to Hart Systems.

♦ Inside one equipment box, you will find:

○ Scanners ○ Access Point ○ Scanner chargers

USB Modems - (1) Verizon and (1) AT&T. Use the air card that has best coverage for your area.

NOTE: The scanners will have 15+ hours of battery life.

However, if you need to change a battery during

Inventory, place the discharged battery in the plastic bag provided and return to Hart along with the equipment.

NEVER! THROW THE BATTERIES OUT!

♦ Remove the Scanners from the foam insert, then remove

the foam insert itself and continue with the following “layers”.

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HAVE A QUESTION? CALL THE HART HELP DESK at 800-252-2818, or EMAIL US AT [email protected]

You will also receive the following:

♦ A Shipping Instructions envelope, containing labels and

documents used to ship the box back to Hart Systems when the audit is complete.

Hart Systems also provides the following to complete your audit/inventory:

♦ Auditor’s Reference Guide - this can be printed from the

Website.

♦ Hart Control ID Bar Code - you will need this form to set-

up the scanners for your store.

♦ This form should be printed from the Hart Website for

the store you are auditing/inventorying.

♦ Under Inventory Functions, select Wireless Control ID

♦ Internet Password flyer. You will use this flyer to access

Internet reports. This password can be supplied by your corporate office.

If any of the equipment is missing, contact the Hart Help Desk immediately at 800-252-2818.

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HAVE A QUESTION? CALL THE HART HELP DESK at 800-252-2818, or EMAIL US AT [email protected]

SET UP ACCESS POINT

WiFi Connectivity Overview

The Hart Systems NexGen Inventory System provides instant communications at the end of each item. The Internet reports are updated in real-time.

Each location was provided two Access Points. One Access Point should provide sufficient coverage for Inventory. The other access point can be used as a back-up unit. If you use both Access Points,

please keep them at least 150 feet apart from each other.

VERY IMPORTANT!!!

1. For optimum range, place the Access Point in the the middle

of the store and as high as reasonably possible.

2. Try to avoid any known areas with difficult cell coverage.

3. In the event that the location has no cell coverage, please call

the Hart Help Desk for further instructions.

The CradlePoint routers (“Access Points”) can be connected anywhere in the facility with an accessible power outlet.

To set-up the Access Point:

1. Clear a flat surface area with access to a power outlet.

2. Place the following items in the area:

♦ Access Point.

♦ USB Air Cards

3. Connect the power adapter for the Access Point into the port on the back and then plug into an available outlet.

4. Insert the USB Aircard into the USB port in the back of the

Access Point.

♦ You received TWO (2) USB Aircard types for the main

Access Point - one for Verizon and one for AT&T; you should use the Aircard for the respective carrier that has the best coverage in your area.

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HAVE A QUESTION? CALL THE HART HELP DESK at 800-252-2818, or EMAIL US AT [email protected]

♦ Do not attempt to use both Aircards in one or both of the

Access Points.

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VERY IMPORTANT!!!

1. For optimum range, place the Access Point as high as rea-

sonably possible.

2. Try to avoid any known areas with difficult cell coverage.

3. In the event that the location has no cell coverage, call the

Hart Help Desk for further instructions.

Power Switch

Power Adapter Port USB Port

5. Once the Access Point, has been connected to the power outlet

and the USB Aircard has been connected, the Power Status, (green), USB Port 3 (blue or green) and Wireless indicator (green) should be lit (see below).

The access point is now ready to use!

♦ The Access Point must be connected in order to transmit.

Remember to connect the access point before scanning any

live Inventory data.

Power

USB Port

Wireless

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HAVE A QUESTION? CALL THE HART HELP DESK at 800-252-2818, or EMAIL US AT [email protected]

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HART DEVICE

HART DEVICE --

IMPORTANT KEYS

= Increases screen brightness.

= Decreases screen brightness.

= Increases volume.

= Decreases volume.

FUNC (Function) Key

Auxiliary

Scan Button

Auxiliary

Scan Button

“SCAN”

Press to scan

bar codes.

“ESC”

Used to clear an

entire field.

“ENTER”

Used to accept all

entries.

(Power Key)

Used to power

the scanner

on and off.

“BKSP”

Used to clear an

entry, one position

at a time.

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HAVE A QUESTION? CALL THE HART HELP DESK at 800-252-2818, or EMAIL US AT [email protected]

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Signal

Strength

Store#

Employee ID

Battery

Strength

Pending Items Indicator

P = Scanner contains

items to be

transmitted to Hart.

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HAVE A QUESTION? CALL THE HART HELP DESK at 800-252-2818, or EMAIL US AT [email protected]

SET UP SCANNERS

♦ Now that the access point is up and running, you can start

registering the scanners.

Set Up Scanners:

1. Scan the Hart Control ID bar code.

2. Key your Store Number and press

ENT (Enter).

3. The scanners will register shortly

after pressing ENT and will automatically pick-up any Master File updates. Be sure to Press the Continue button to finish the registration.

4. The “Enter Employee ID” screen will be displayed.

5. Repeat steps 1 and 2 for all scanners.

6. Look on the Hart website to

verify the Scanners

have Registered Successfully:

After entering the store number, the “P” should disappear from the bottom of the screen.

If the “P” still appears, it could mean your Access Point is not connected, or the Scanners are out of range of the access point.

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HAVE A QUESTION? CALL THE HART HELP DESK at 800-252-2818, or EMAIL US AT [email protected]

After entering the Employee ID, Confirm

that the scanner is set for the correct STATUS, Loan or Floor.

You must also set the scanner for the AREA of the store you are scanning:

Sales Floor

Back Room

E Comm

Safe

Then you can scan the item #.

ENTER ITEM SCREEN

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**The file must be available for your store before you register

the scanners.**

After the file has been sent, check the Hart Website Overview for

your store to make sure Audit File Status says “Available”

Key the Employee ID and press ENT (Enter).

SET UP SCANNER

SCANNER FUNCTIONS

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HAVE A QUESTION? CALL THE HART HELP DESK at 800-252-2818, or EMAIL US AT [email protected]

1. After scanning the item that is part of the audit, the following information for each item will be displayed:

Category:

Cost:

Status:

Manufacturer:

Metal Weight:

Gold Color:

Gold Karat:

Item Description:

SCAN ITEMS

SCANNER FUNCTIONS

SCANNER FUNCTIONS --

Continued

AUDIT ASSIGNENT ITEM#’s

1. The scanner will alert you if a scanned item is not on the Audit Assignment File.

• All special messages can be

acknowledged by pressing ENT (Enter).

You may only scan items that are

part of the current audit assignment.

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REMINDER: CONFIRM THAT YOUR SCANNER IS SET TO THE CORRECT

STATUS AND AREA DURING THE AUDIT/INVENTORY!!!

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HAVE A QUESTION? CALL THE HART HELP DESK at 800-252-2818, or EMAIL US AT [email protected]

INCORRECT KEYING

If you keyed information incorrectly, make corrections by pressing ESC (Escape) to clear the entire field or BKSP (Backspace) to clear the filed one character at a time.

1. You can only scan or key valid EZ Corp Item #s.

2. If the scanner makes a “special” sound, Follow the instructions on the scanner screen.

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1. If an item is scanned more than once with the same scanner, the scanner will alert you and you must confirm that you wish to rescan the item.

♦ The latest scan of the item is consid-

ered the “accepted” scan. These items will be reported on the Re-scanned Item Report on the Internet.

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HAVE A QUESTION? CALL THE HART HELP DESK at 800-252-2818, or EMAIL US AT [email protected]

STATUS

STATUS——

FLOOR/LOAN

PENDING TRANSMISSIONS

PENDING TRANSMISSIONS ——

When you have scanned more than TEN items. check the indicator at the Scan Item # Screen.

If a “P” displays with a number next to it, this indicates that there are pending transmissions.

If you find that number is not decreasing,

bring the scanner closer to the access point. If you still cannot transmit, check

the access point.

SCANNER FUNCTIONS

SCANNER FUNCTIONS --

Continued

VERY IMPORTANT!

The scanner will also alert you if an item is scanned while the scanner is set to “Loan” status and the item should be put out for sale as inventory.

The scanner will also alert you if the item is not for sale and should be taken off the sales floor.

For both of these conditions, these items will be reported on the Drop Not Pulled Report.

VERY IMPORTANT: Make sure the scanner is set to the proper STATUS.

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HAVE A QUESTION? CALL THE HART HELP DESK at 800-252-2818, or EMAIL US AT [email protected]

END AUDITOR SCANNING SESSION

When an Auditor has completed their scanning assignments, they should log out and return the scanner to the Control Desk.

At the Enter Item screen screen press

the Logout button on the TouchScreen

to log out, and the scanner will return to the Enter Employee ID screen.

NOTE: If there are any Pending item

#s (P...) in the scanner (for

example, Employee is logging out while out of range of the access point) the scanner

must be brought back into range before the Employee can log out.

CLOSE OUT SCANNER

If a scanner is not needed again for this AUDIT, the scanner must be closed

out.

1. From the Enter Employee ID screen, press the Close Scanner button, on the TouchScreen to close the scanner.

2. From the scanner instructions. The

scanner will return to the Scan Hart ID screen.

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HAVE A QUESTION? CALL THE HART HELP DESK at 800-252-2818, or EMAIL US AT [email protected]

HOW TO ACCESS REPORTS

♦ Throughout your inventory, you can obtain detailed information by viewing

various reports via the Hart web site.

ACCESSING THE REPORTS ONLINE

1. Log onto www.hartsystems.com.

2. Click on the “Client Login” button , on the upper right side of the

screen.

3. Enter your User Name and Password (both entries must be in lowercase) and press ENTER or click on the OK button. Your User Name and Password will be provided to you prior to your inventory.

4. Click in the “Enter Store Number” field and enter your store number.

5. Press TAB to advance to the “Enter Password” field. Enter your store- specific password and press ENTER or click on the OK button.

6. You will now be connected to the “Inventory Overview” for your store.

Your store number and store name will be displayed on the top. Clicking on any of the underlined items will “drill-down” to more details in that category.

7. You can access additional reports for your store by clicking on “ALL Reports”, located at the upper left corner of the screen, and making your

selection from the drop-down menu.

8. On the upper right hand side of the report screen is a button to format the report for printing. Click on this link if you wish to print any of the

reports.

9. To exit out of one report, click on the “CLOSE” button at the top of the screen and that will bring you back to the “Inventory Overview”.

NOTE: To “Refresh” a report you are currently viewing, simply click on

the button at the top right of the screen.

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REPORT DESCRIPTIONS

DEVICE ACTIVITY

♦ This report displays the date/time, device number, function (registered,

close inventory or sent data) total units and the employee using the

device.

RESCANNED ITEM REPORT

♦ This report displays any items that were scanned more than once. It dis

plays the item #, employee, scanner status, Date/Time, device, area and units. NOTE: The latest scan of the item is the accepted scan.

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HAVE A QUESTION? CALL THE HART HELP DESK at 800-252-2818, or EMAIL US AT [email protected]

REPORT DESCRIPTIONS Continued

DROP NOT PULLED REPORT

♦ This report displays the Item #, Scanner Status, Date/Time of scan,

category, cost, current status, the MFG and the Item Description for all items that were scanned in the incorrect STATUS.

♦ Report displays all items that displayed a warning message.

JEWELRY SUMMARY REPORT

♦ This report will display the Item #, Scanner Status, Date/Time of scan,

category, cost, current status, the MFG, Item Description, Type and weight for each piece of jewelry scanned.

♦ Report displays totals on the bottom.

SCANNED ITEM# REPORT

♦ This report displays the Item #, Transaction #, scanner status, Date/Time

of scan, category, cost, current status of item, area, MFG and the item description.

♦ Report displays total cost and total item #s on the bottom.

MISSING ITEM# REPORT

♦ This is the most important report, since it lists all of the items that are

Missing that should be part of the audit. These items have not been scanned and Sent to Hart. See sample on following page.

♦ This report lists the item #, transaction #, category, cost, current status,

the MFG and item description.

Remember: Items that have been scanned but have not yet been sent to Hart

may still appear as “Missing” on this report; therefore, be certain that all scanners are not displaying any “Ps”.

BACK ROOM ITEMS REPORT

♦ This report lists all items that were scanned with the scanner area set to

Back Room. Report lists the Item #, Transaction #, Scanner Status, Date/ Time, Category, Cost, Current Status, Area, MFG, desc.

NOTE: All Hart Internet Reports can be downloaded to a CSV file, or printed

as a PDF. Click on the appropriate buttons on the top right of each report to print or download.

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HAVE A QUESTION? CALL THE HART HELP DESK at 800-252-2818, or EMAIL US AT help@hartsystems.com

REPORTS

REPORTS --

Overview & Missing Items

Inventory Overview

♦ Drill down on any of the blue, bolded reports, or click on the All Reports

Drop down menu to see a complete list of reports.

♦ The Inventory Overview will indicate the Audit File Status. If the file is avail-

able, status will say “Available”. If file is not available, status will say “Not Available”.

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HAVE A QUESTION? CALL THE HART HELP DESK at 800-252-2818, or EMAIL US AT [email protected]

CLOSE THE INVENTORY

♦ Once you have finished scanning all of the merchandise that is

part of the audit and have sent all of your data to Hart, you can prepare to close the inventory.

♦ You should review reports via the Hart web site and reconcile your

inventory results.

• You should review the Missing Item # report and make

sure you are comfortable with the items on this report.

♦ After you are satisfied that you counted the items associated with

the audit, review the Inventory Overview, via the Hart website (on the left).

• From this report, fill in the required information on the Hart

Control ID Form. This is your official documentation of this inventory.

You are now ready to Close the Inventory.

♦ CLOSE THE SCANNERS

• After the audit is complete the scanners contain no PENDING

transmissions, you should close out the scanners.

○ Your must confirm there are no Pending transmissions in

the scanners (“P” on screen), then you can close out the scanner.

○ Scanner will return to the Scan/Key Control ID screen, and

it is ready for the next audit.

♦ CLOSE THE INVENTORY

1. At the Inventory Overview screen- Select Inventory

Functions from the Blue Menu bar and click on CLOSE INVENTORY.

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HAVE A QUESTION? CALL THE HART HELP DESK at 800-252-2818, or EMAIL US AT [email protected]

CLOSE THE INVENTORY

CLOSE THE INVENTORY --

Continued

♦ CLOSE THE INVENTORY

2. Follow the instructions and prompts that are displayed.

○ A message will be displayed asking you to confirm

that your missing Item # list is correct.

○ If you have confirmed, then click “Yes” and continue.

○ If you would like to continue verifying, click “No”.

3. Once the close inventory process has been completed, click the refresh button on the Inventory Overview and the inventory status will be displayed as Finished and your Inventory Close Confirmation Number for the inventory will be available.

4. Write the Inventory Close Confirmation Number on the Hart Control ID form.

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HAVE A QUESTION? CALL THE HART HELP DESK at 800-252-2818, or EMAIL US AT [email protected]

SHIP EQUIPMENT

♦ Do NOT write on any of the original Hart boxes.

♦ Before packing the boxes, remove and read the shipping

instructions. The Shipping Instructions are in a clear envelope, affixed to the inside flap of Box U.

♦ All of the equipment will be shipped in the original boxes.

♦ Apply the shipping labels to the covers of the two boxes, as

specified in the Shipping Instructions.

• First, place the Access Points back in the foam. Be careful

with the antennas.

• Second, place the removable foam insert into the box behind

the cradles.

• Second, place the scanners into the foam cavities.

• Third, place any paperwork in the box.

• Finally, remember to include all batteries, whether used or

unused and chargers. Place the batteries in the plastic bag(s) provided and place with the equipment.

• Tape up the boxes.

♦ Refer to your shipping instructions for more information.

NOTE: It is very important that the equipment is shipped

back to Hart Systems, according to the agreed upon shipping schedule. If you have any questions regarding the shipping of the equipment, please contact the Hart Help Desk at (800) 252-2818 or (631) 439-8200.

Be sure to retain your copies of the shipping receipts

OR record your tracking numbers, before the equipment has been shipped back to Hart. You may need to refer to them at a later time to provide proof of shipment.

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TIPS/TROUBLESHOOTING

PROBLEM/QUESTION SOLUTION

What are the major talking points for Auditors?

1. Listen for any error messages.

2. Focus, and pay close attention for accuracy.

3. Log-Off w he n fin ished wit h assignments, or taking a break.

What if I scan an item twice? 1. The later scan of the item will be

the accepted scan.

2. Totals will not accumulate.

What if the Internet is not updating after I scan an item?

1. If there are any P’s displaying, than

move closer to the Access Point.

2. If after moving closer to the Access

Point, check the connections to the

access point. It’s possible it was disconnected.

3. Make sure to REFRESH the

Inventory Overview screen.

What if I scan something that is not part of the audit?

1. The scanner will advise you that the item is not on the Audit Assignment File.

2. Press ENT to continue.

How do I know if a scanner has transmitted successfully?

If there are not any “Ps” present, the data has been sent. To verify, view the online reports.

I’m trying to scan an Item # and can’t get a read even though I’m putting the

imager close to the bar code.

Don’t scan too close to the bar code. The Imager work’s best

4-6 inches from the product.

Can I use the touch screen to answer Window’s pop-up messages?

Yes, you can use the touch screen or the ENT button to answer Window’s messages.

EXHIBIT A

Hart Control

ID FORM

This form is the official documentation of this audit. Make sure that it is completed with the

most current information at the END of the audit. Follow the instructions printed on the form.

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CONTACTING THE HART HELP DESK

IF YOU HAVE ANY QUESTIONS, CONTACT THE

HART SYSTEMS HELP DESK.

(800) 252-2818

(631) 439-8200

Our Help Desk Staff can be reached by calling the above numbers.

♦ If your call is answered by our Receptionist, please ask for “The

Help Desk”.

♦ If your call is answered by our Automated System, please Enter

“1” for “The Help Desk”.

You can also contact the Hart Help Desk via e-mail:

When sending an email, please remember to include your:

♦ Company Name ♦ Store Location # ♦ Personal Name ♦ Phone Number ♦ A Brief Message, describing your question or issue.

The Help Desk will respond to your email within 10 minutes.

AUXILIARY HELP DESK NUMBER

If for any reason our primary Help Desk Number is not working, please use our Cellular Phone number to reach the Help Desk. This number is

516-639-3103.

[email protected]

EXHIBIT B

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