The Opticon Inventory Import program allows you to update the Physical Count for Inventory Items in RecTrac by importing a .txt file created from an Opticon barcode scanner as a byproduct of scanning UPC Codes. The system matches the UPC Code of the Inventory Item in RecTrac, and its warehouse, against the UPC in the .txt file and displays them on a DataGrid. The system them matches the count in RecTrac (Old Count) vs. the count from the .txt file (New Count) and displays the variance, if any. From there, you can post the inventory and the system will update the counts in RecTrac.
Notes:
- Vermont Integration Client (VIC) is not needed for this import process.
- Import files from multiple Opticon units can be used. Be aware that the file created from the Opticon will always have the same name, by default (DATA.txt), and that each time you export from the Opticon, the existing file will be overwritten with the new one. Therefore, files must be imported separately. For Example: You have a Pool and a Golf Course. To import Inventory from the Pool and Inventory from Golf Course using separate Opticon scanners, you would create an inventory file for the Pool and import it. You would the create a separate inventory file for the Golf Course and import that.
- When dealing with Child Inventory items, be aware that while Quantity on Hand for Child Inventory can be updated via the Parent item, the Quantity on Hand of the Parent item do not get updated, so the variance column on the Opticon Import Report for Parent Inventory Items will never be "exact."
Click Here for Configuration and Use Instructions for the Opticon Unit
To Run the Opticon Inventory Post Program
- Use the Opticon to scan the UPC codes on your Inventory Items.
- Launch your Net032 program on the workstation where you will create the import file.
- In Net032, go to Protocol • Start.
- On the Opticon, navigate to and select Send Data.
- Place the Opticon in the cradle and press any button on it. The unit will create the DATA.txt file in C:\Opticon on your workstation.
- The import file is a comma-delimited .txt file that contains the UPC number, the count of that UPC code, and the date/time stamp. Depending on the Make and Model of your Opticon, the import file may contain additional information. The only fields used by RecTrac are the UPC number and count.
- When the import file has been created, go to Protocol • Stop.
- Exit Net032.
- In RecTrac, open the Opticon Inventory Import program.
- Click the File Explorer icon and browse to and select the import file. By default, the DATA.txt file will be in C:\Opticon. Your setup may vary.
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Optional Click the Picklist icon to select the Warehouse to which you are updating physical counts of your Inventory Items.
Note: If opting to use a Warehouse, then only those Inventory Items with a matching UPC Code linked to the Warehouse selected will appear in the Records Found in Database DataGrid, and the Physical Count on the Warehouse record will be updated. The Physical Count on the POS Inventory Item, itself, will NOT be updated.
If opting not to use a Warehouse, then the system will display any POS Inventory Item with a matching UPC Code and the Physical Count on the POS Inventory Item, itself, will be updated. When not using a Warehouse, the system also takes into account any UPC prefix codes you may be using on your Location profiles.
- Accept the value in the Post Date field ("today's" date) over overwrite as needed.
- Click Validate. The Records Found in Database DataGrid will populate with all items with a matching UPC Code as discussed above. Any UPC Codes not found in the database will appear in the lower DataGrid.
- Review the Records Found in Database DataGrid. It is color-coded.
- No Highlight - "Exact." The physical count in RecTrac matches the count from the Opticon import file.
- Gold Highlight - "Short." The physical count in RecTrac is higher than the count from the Opticon import file.
- Red Highlight - "Over." The physical count in RecTrac is lower than the count from the Opticon import file.
- Optional If changes are needed, then highlight/select the record in question and click Change You will proceed to the Opticon Record Update screen where you can change the New Quantity on Hand value (i.e. the count as recorded on the Opticon import file).
- Click Post when ready. You will continue to the Opticon Dialog screen, where you can either continue with the Post or reset all "on hand" values to "0." When opting to Continue, the system will update the Physical Count fields for your Inventory Items.
Note: If opting to use a Warehouse, then the system will update the Physical Count on the Warehouse record.
If opting not to use a Warehouse, then the system will update the Physical Count on the POS Inventory Item, itself.
- Optional Make selections in the Report Output andCost Option fields and click Print Variance to print a posting journal.
- Exit the program or repeat these steps as needed to import another DATA.txt file.
- Delete the scan data from your Opticon Unit prior to using it again.
Buttons on the Screen
Validate - Click this button to have the system extract the data from the .txt import file to the screen.
Reset All - Click this button to initialize the screen settings back to their defaults.
Change - Highlight/select a record in the Records Found in Database DataGrid and click this button to continue to the Opticon Record Update screen where you can change the New Quantity on Hand value (i.e. the count as recorded on the Opticon import file).
Delete - Highlight/select a button in the Records Found in Database DataGrid and click this button to delete it from the DataGrid.
Post - Click this button to run the Opticon Inventory Import. You will continue to the Opticon Dialog screen.
Print Variance - Click this button to run the Opticon Inventory Import Variance report.
To exit this program, click 'X' on the title bar. You will be returned to the Main Menu or the previous program.
OpticonInventoryImport_Tab1
Import File (OpticonInventoryImport_ImportFile)
Click the File Explorer icon and browse to and select the import file you wish to use. This is a Mandatory field for the default VSI RecTrac Design. Your Design and setup may vary.
Note: Step-by-step instructions for running this program are in the Header Help. Click the "i" Information icon and scroll to the top of the page.
Warehouse Location (OpticonInventoryImport_WarehouseLocation)
Click the Picklist icon to select the Warehouse to which want to updating physical counts of your Inventory Items.
Note: If opting to use a Warehouse then only those Inventory Items with a matching UPC Code linked to the Warehouse selected will appear in the Records Found in Database DataGrid and the Physical Count on the Warehouse record will be updated. The Physical Count on the POS Inventory Item itself will NOT be updated.
If opting not to use a Warehouse then the system will display any POS Inventory Item with a matching UPC Code and the Physical Count on the POS Inventory Item itself will be updated. When not using a Warehouse the system also takes into account any UPC prefix codes you may be using on your Location profiles.
Note: Step-by-step instructions for running this program are in the Header Help. Click the "i" Information icon and scroll to the top of the page.
Post Date (OpticonInventoryImport_PostDate)
Accept the default value in this field (today's" date) over click the Calendar icon to select an alternate date if needed.
THEN
Click Validate to have the system extract the data from the .txt import file to the screen. This is a Mandatory field for the default VSI RecTrac Design. Your Design and setup may vary.
Note: Step-by-step instructions for running this program are in the Header Help. Click the "i" Information icon and scroll to the top of the page.
Records Found in Database (OpticonInventoryImport_DataGrid)
The Records Found in Database DataGrid displays all items with a matching UPC Code from the import .txt file and a UPC Code in your database. Scroll up/down to view the records or scroll left/right to view additional details. If opting to use a Warehouse, then only those Inventory Items with a matching UPC Code linked to the Warehouse selected will appear here. If opting not to use a Warehouse, then the system will display any POS Inventory Item with a matching UPC Code.
The DataGrid is color-coded.
- No Highlight - Exact." The physical count in RecTrac matches the count from the Opticon import file.
- Gold Highlight - "Short." The physical count in RecTrac is higher than the count from the Opticon import file.
- Red Highlight - "Over." The physical count in RecTrac is lower than the count from the Opticon import file.
DataGrid column sort options allow you to customize the view as desired. Click here for a full description of RecTrac DataGrids.
DeleteScanned Items NOT Found In Database (OpticonInventoryImport_DataGridExceptions)
The Scanned Items NOT Found in Database DataGrid displays records on the import file that:
- Do not have a corresponding UPC Code in your database.
- That have a corresponding UPC Code but are linked to a Warehouse other than the Warehouse you have selected.
Scroll up/down to view the records or scroll left/right to view additional details. DataGrid column sort options allow you to customize the view as desired. Click here for a full description of RecTrac DataGrids.
DeleteReport Option (OpticonInventoryImport_reportOption)
Expand the Drop-down list to select your Report Option.
THEN
Make a selection in the Cost Option field.
THEN
Click Print Variance to run the Opticon Inventory Import Variance report.
- All - Include all items in the Records Found in Database DataGrid.
- Exact - Include only those items in the Records Found in Database DataGrid where the physical count in RecTrac matches the count from the Opticon import file.
- Over - Include only those items in the Records Found in Database DataGrid where the physical count in RecTrac is lower than the count from the Opticon import file
- Short - Include only those items in the Records Found in Database DataGrid where the physical count in RecTrac is higher than the count from the Opticon import file
Cost Option (OpticonInventoryImport_CostOption)
Expand the Drop-down list to select your Cost Option.
THEN
Click Print Variance to run the Opticon Inventory Import Variance report.
- Average - The report will include changes to the Average Cost
- Last - The report will include changes to the Last Cost.