Wasp Barcode Inventory Control User Manual
InventoryControl Printable Help
Copyright © 2011
Wasp Barcode Technologies
th
1400 10
Plano, TX 75074
All Rights Reserved
St.
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
InventoryControl Install Key ________________________
(Printed on shipped material)
InventoryControl Registration Key ________________________
(Obtained from www.waspbarcode.com\register
www.waspbarcode.com
)
for the latest information.
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 Tracki
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
ng Needs................................................................................................................14
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 Check
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
ing for Software Updates.........................................................................................................49
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
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
.......................................................................................................................................85
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
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
-Sensitive Menus:.........................................................................................................121
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 Inf
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
ormation Tab: ................................................................................................................166
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
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
:....................................................................................................206
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 Us
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
er Security Profiles:..............................................................................................234
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
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
Server Backup Location: ..............................................................................................246
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:
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
........................................................................................................270
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 - Res
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
etting the Device..................................................................................................308
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
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
Device - Entering Alphanumeric Data................................................................392
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 mate rials
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
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, et c.
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.
section. As you work through the steps to set up
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 u
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.
se the software as normal once logged in. You can create additional items and add inventory,
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 m ay 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. Design your barcode labeling system and designate barcode label ranges.
2. Import or input sites, locations, suppliers, manufacturers and customers into
InventoryControl.
3. Print barcodes and label sites and locations.
4. 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
ption of the location as well.
descri
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 spe c ific 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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InventoryControl Printable Help
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
Kitting Overview
for more information.
and
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If you already have item informatio
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
n contained in another database, you may want to use
.
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 wh at 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 b e 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 suppo rted. All o
Our internal barcode labels use Code 128 which supports both lower and uppe r 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 Cod e 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 a re 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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InventoryControl Printable Help
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 sele ct to
make these optional fields required on the Create New Item
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.
screen. When you select to use one of the
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
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.
.
(Main Screen > Lists > Transactions) or run the
.
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 Range
Sites 100-199
Manufacturers 500-599
Suppliers 1000-2000
Items 20000 and up
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