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Clients

Every company in the database. Select one to work on its sites, products and bin locations.

Sign-in activity

Company details

Licences

One licence is one purchase: so many scanners, for so many days. A stocktake draws against one. The clock starts when the first stocktake on it is activated, not when it is sold — so reference data and draft stocktakes can be set up days ahead without spending any of it.

ScanTrack Systems is a monthly subscription, so stocktakes here are not licensed one at a time and never expire. The only limit is the number of scanners, which is set on the ScanTrack subscription below. Anything listed here was bought before the conversion and is kept as the record of it.

Counting history

Every stocktake this company has run, newest first. Counting time is first scan to last scan — not how long the stocktake was left open, which says a week for one that sat over a weekend. On a count that ran straight through it is the figure to quote when somebody asks how many scanners they will need next year; on one that stopped and started it spans the gaps too, so read it beside the scan count rather than alone.

Counting limits

How many scanners may count at once, and the quantities an operator may key against one part in one bin. Anything outside these is refused as it is scanned, so a slipped keystroke cannot become a stock figure.

Smallest 0 lets an operator scan a bin, scan a part and key 0 to record that they looked and there were none — a different statement from marking the whole bin empty, which always works either way. Largest goes up to 100,000. Most warehouses never legitimately count past 9,999, and an operator who does records a second count.

Scanners at once is the company's own limit and applies when no licence is running; leave it blank for no limit. A licence sets its own number while it is active.

A scanner already signed in keeps the old limits until its operator signs in again, so this is worth changing between stocktakes rather than during one.

Products this company has

Suspend this account

ScanTrack subscription

Sites

The code is what gets typed and scanned at login, so it is a credential rather than a label. Change it and every scanner with this site saved needs it entered again — the name is safe to change at any time, and reports follow it.

Users

Scanner operators sign in with company, site, username and password. They aren't tied to a site — they name the site they're standing in.

An operator signs in on the scanner with a short name and a PIN of exactly four digits — the scanner's password box offers a number pad, so letters cannot be typed on a touch-only device. A portal user and an admin sign in here with their email address and a password of at least eight characters; they have no scanner name, because they never hold one. A portal user reads the reports and changes nothing. ForgottenForgot a PIN or a password? Use Reset on their row rather than deleting them — anyone who has counted cannot be removed.

Count entry is how this person's scanner asks for a quantity. Keypad suits devices with real keys — MC3400, MC9400 and the rest of the rugged range. Buttons suits a touchscreen with no keypad, like a TC22. They can change it themselves on the scanner.

Load parts

Parts are shared across all of this company's sites. Add and update matches on the part number: anything in the file is added or corrected, and anything not in it is left alone. Replace everything loads the file as the whole catalogue — anything absent from it stops being scannable. Pick the layout that matches your columns; a header row is optional and only decides whether the first line is skipped.

File selection & Import button is hidden in demo mode.

Loaded parts

Where is

Serial numbers and extra barcodes

Load bin locations

Bin locations belong to one site — "A1" is a different shelf at each warehouse. Add and update matches on the bin code and leaves anything not in the file alone. Replace loads the file as the whole list for that site. CSV: code,description (description optional). To set bin types in the same load, add a third column with the heading type — e.g. code,description,type — using the codes on Admin › Settings; a blank type is an ordinary bin.
Every row loads whatever its length — these are your racks, not our field sizes. It only affects the label sheet on this page: a code of about 15 characters prints at full size, longer ones shrink to fit, and a description past roughly 40 is trimmed with an ellipsis on the label itself.

File selection & Import button is hidden in demo mode.

No sites yet. Bin locations belong to a site, so create one on the Sites tab first — there is nowhere for a file to go until then.

Goods In, Goods Out and production areas

The bins where deliveries wait to be put away, where picked stock waits to be sold, and where raw materials go into production and finished goods come out — usually a patch of floor with a label on the wall. As many of each as the building has: Eastern Creek has three dock doors and three despatch lanes. A site with one of something is never asked which. On the scanner, Goods In and Putaway need a Goods In area; Goods Out and Sales need a Goods Out one.

What is in

Warehouse move in progress

Stocktakes

Scanners licensed to count

A scanner claims a licence the first time it counts in a stocktake and holds it until released. Releasing frees the slot for another device — the counts it already made stay exactly where they are.

Releasing frees a licence slot so another scanner can start counting. It does not touch anything that device has already counted, and it is not permanent — a released scanner takes a slot back on its next scan, provided one is free. There is no undo button because it does not need one.
Closing a stocktake frees its slots on its own, so there is nothing to release once a count is finished.

Counts in active stocktakes

ScanTrack movements

Every movement the scanners recorded at one site, by everyone, oldest first. The list changes as you choose. Leave Part and Supplier or customer empty for all of them. For one day, make From and To the same day.

ScanTrack movements

Price rises

Each part's cost when the period began beside its cost at the end, ex GST, per unit, from the costs on each part's page. The biggest rise is at the top. Leave From empty to compare with each part's first cost.

Price rises

Supplier prices

Each part with the suppliers it has been bought from, cheapest first by each one's latest price, ex GST, per unit. Prices come from purchase orders as they are loaded, and from costs recorded against a supplier on a part's page. Leave From empty for every price on record.

Supplier prices

Codes added

Every barcode or other code given to a part, newest first: when, who, and whether it was added on a scanner, on a part's page or from a parts file. A code removed since is not listed.

Codes added

Reports

Stocktakes and their accounting files

Your accounting file

File selection & Import is hidden in demo mode.

Loaded for this stocktake

Moving warehouse

Expected against counted

Part & Qty Check

Subscription

Import history

Check digits

Scanners

Load purchase orders

Export the orders or bills from your accounting system with every field and its headings; only what Goods In needs is kept. Loading an order again replaces it, and nothing already received is lost. A line whose item is not one of your parts is not inventory, so it is left out and listed.

Purchase orders

Added up from every movement the scanners have recorded at this site — what went into each bin, less what came out. Nothing here is typed in and no total is kept, so every figure is exactly the movements behind it.

A figure below nought means more has been recorded leaving that bin than arriving. It is shown rather than hidden, because hiding it would make a wrong total look right. Usually it is stock that was already on the shelf before the first movement was recorded.

Receiving

Putaway and moves

Dispatch

Returns

Where did this one go?

Note against a serial

• Export your supplier cards from MYOB with all fields, then choose the file here.
• Only the columns STS keeps leave this computer. Bank and card details in the file stay here.
• Inactive cards are not loaded. Preview loads nothing: it shows what loading would do.
• A supplier already here is only added to: nothing typed here is changed.

Business

Contacting the business

People

Addresses

Notes

Bin types

Optional. Your own kinds of bin, if you want them — for example W Warehouse, C Cool room, FR Freezer. A bin with no type is an ordinary warehouse bin, and that is fine. The type is set on each bin on the Bin Locations page; it is never read from the bin's code, so renaming a rack does not change its type.

Receiving and sales: blind or verified

Blind takes whatever arrives or goes, and the comparison is done on paper at the end. Verified checks each scan against a purchase order, bill or sales order loaded from your accounting system, live as you go. A delivery whose order has no file loaded is warned about, received anyway, and compared once the file is loaded.

Saved as soon as it is chosen. Verified receiving works on the scanner (from V1.180), against the orders loaded on Purchase orders. Verified sales is not built yet: until it is, Sales work blind whichever is chosen.

Non-inventory items to ignore

Freight, a service, a warranty: a line whose item is not one of your parts is left out when purchase orders are loaded, and the load lists it as something to look at. Put those items here once and every load ignores them quietly, so a part somebody forgot to load stands out. Ignore beside an item on a purchase order load adds it here too. Matched on the item number, ignoring capitals. A part is always received, so a part number cannot be on this list.

When serial numbers are scanned

For every part set to carry serial numbers below. A part that is not serialised is never asked, whatever is ticked here.

When batch numbers are scanned

For every part set to Tracked by: Batch number on its page — the part also says which date its batches carry (none, use-by, best-before or made-on). A part not tracked by batch is never asked, whatever is chosen here.

Units of measure

The units a part can be measured in — a part picks one of these on its page. Each is always here. Rename one onto another to merge them: renaming EA to Each moves every EA part to Each. A unit a parts file brought in that is not on the list yet is shown so it can be added or merged.

Label designs

Add a label design

Printers

Add a printer