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DemonstrationA real stocktake, counted on real scanners. Look anywhere, print anything —
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Barcode Datalink Portal
Clients
Every company in the database. Select one to work on its sites, products and bin locations.
Company
Contact
Licence
Scanners
Count range
Sites
Parts
Created
No client companies yet.
Products this company has
Which tabs they see — one, two or all three. Not a licence: a Pick
Check subscription says whether it is current, this says whether they have it at
all. Turning one off hides the tabs and touches nothing behind them, so
switching it back on finds everything where it was.
New client company
They sign in with their email and the password 0000, then must change it.
Company details
Counting limits
The quantities your operators may key against one part in one bin. Anything outside
this 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.
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.
Remove this company's data
Deletes the parts, the bin locations, the stocktakes and every count.
This cannot be undone — there is no bin to recover it from and no
copy kept. Export anything you want to keep first.
The company, its sites, its logins and its licences all stay, so the same people
can load a fresh file next year without being set up again.
Close this company
Removes the company itself — its data, its sites, its logins and its
licences. Nothing is left and nothing comes back. Use this when a client
asks for their account closed, not to clear a stocktake down.
To empty a company and leave it ready for next year, use
Remove this company's data above instead.
Sites
Code
Name
Bin locations
Created
No sites yet.
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.
Username
Email
Role
Count entry
An operator gets 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. An
admin gets a password of at least eight characters, because theirs signs in to
this portal. Forgotten either? 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
Part Number
Barcode
Description
Bins
Searching looks at the part number, the barcode and the description.
Click Where to see which bins a part has been counted in and
how many were found.
Where is
Compare with your accounting file
Export your stock on hand from MYOB, Xero or whatever you use, and drop the file
here. Nothing is written and nothing is changed — it reads the file and
puts the two sets of figures side by side.
Only parts tracked by serial can be compared, because those are the only
ones this knows the real count of.
0
agree
0
differ
0
not tracked by serial
0
not in our catalogue
Serial numbers and extra barcodes
A part can have any number of barcodes, and each one says how many —
the code on a can of Coke is 1, the code on the tray is 24. That is also how
the manufacturer's code, a retail EAN and your own part number all end up
finding the same part.
Two means both have to be recorded on the way out. If a customer rings about a
base and we only ever wrote down the scanner, we cannot show we sold it to them.
Barcode
How many
Called
Source
No extra barcodes yet. The part number itself still scans.
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)
File selection & Import button is hidden in demo mode.
Bin locations
Code
Description
Counts
Click Look to see every count made in a bin — who, what and when.
Print labels prints the bins you have ticked, or everything the
search is showing if you have ticked nothing.
What is in
When
Who
Part
Count
Stocktake
Device
0
active stocktakes
0
counts recorded
—
licence
Stocktakes
a new stocktake starts as a draft — activate it to let operators scan
Name
Site
Status
Counts
Created
Licence
No stocktakes yet.
Licences
One licence is one purchase: so many scanners, at up to so many sites, 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.
Sold
Invoice
Scanners
Sites
Started
Expires
Counts on it
No licences. Stocktakes without one run on the company scanner limit and never expire.
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.
—
Serial number
Operator
Source
Model
Counts
Claimed
No scanner has counted in this stocktake yet.
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
User
Bin
Part
Description
Qty
Device
Recorded
Nothing counted yet.
Reports
Report
Your accounting file
Export stock on hand from MYOB, Xero, QuickBooks, SAP Business One or whatever you
use, and load it against the stocktake you are counting. Nothing you load here
changes a count — it is the other half of the comparison.
MYOB's Inventory Count Sheet loads as it comes, spreadsheet and all —
no saving it as something else first.
Loading a file replaces the one before it, because two exports taken at
different moments describe a shelf that never existed.
File selection & Import is hidden in demo mode.
A part number the catalogue does not have is kept and reported, not thrown away
— it is stock the count could never have found.
Loaded for this stocktake
Expected against counted
No accounting file has been loaded for this stocktake. Load one on the
Accounts tab and this fills in.
0
agree
0
short
0
over
0
never counted
0
not in the file
0
not in the catalogue
Variance
0
parts checked
0
matched
0
refused at the shelf
0
pick slips
0
scanners
Pick Check
A day on its own shows just that day; add a second date for a range.
A pick slip search uses the dates too, so an argument about one delivery
stays on that delivery — and it says so if the slip was checked on
other days as well.
Report
Counted from the scan records for the dates above. Every figure, including the
qualifications at the end, is worked out from the data rather than written in
advance.
Draft letter
Written from what the scanner recorded and nothing else. Edit it freely —
the names and the reference are deliberately left blank so somebody has to
read it before it goes. Print letter puts the letter and the record on
one page.
Scans
Nothing recorded for this company yet.
Subscription
Picking is continuous, so this is a period and a number of scanners rather than a
pool of days. The three switches are what the customer is paying for, so they live
on the purchase rather than in a setting somewhere else.
A lapsed subscription never stops scans arriving — it stops them being
looked at.
Sold
Reference
Scanners
From
Until
Switches
No subscription yet.
Import history
A customer moving from batch to live arrives with months of the CSVs their
scanners have been writing all along. Load them here and they become ordinary
rows — every filter, search and report works on them exactly as on
live scans.
Importing the same file twice changes nothing, so re-loading a folder is
safe.
Check digits
Part families where the last character is a check digit and not part of
the part number — Kobelco's VIG family, where
VIG14667210200 and
VIG14667210208 are the same part.
This list only changes how a refusal is described in a report. It never
reaches a scanner and never changes what one accepts — that list is
compiled into the client's app on purpose, because it is the one setting that
can let a wrong part through at the shelf. Keep the two in step by hand,
and only add a family after the customer has confirmed in writing.
Prefix
Who confirmed it
Added
No families listed. Every refusal is reported as a different part.
Scanners
A scanner is enrolled once and holds a token. The token is shown
here and only here — it is stored as a hash, so it cannot be read back.
If it is lost, enrol again. Revoking stops a scanner sending without touching
anything it already sent.
Copy this token now. It cannot be shown again.
Enter it on the scanner: Admin → Connect to portal.
Name
Serial
Model
Enrolled
Last seen
No scanners enrolled.
0
serials known
0
in stock
0
dispatched
0
moved this week
Receiving
Set the delivery up once, then scan. The quantity is what the purchase order
says, entered before you start, so the screen can tell you when the carton is
short rather than you finding out at the end.
Unit
Serial
Recorded
Was
Putaway and moves
Scan the bin, then scan everything going into it. The bin stays set, so a pallet
onto one shelf is one scan and then a rhythm.
A holding area is just a bin — call one GOODS IN and putting things
away is moving them out of it.
Serial
Part
Came from
What is on this shelf
Scan a bin and see what should be in it. Anything dispatched is left out, even
though that shelf was the last place it sat — listing it would have
somebody hunting for a scanner that is on a truck.
Part
Description
How many
Serial numbers
Site
Bin
Serials
Dispatch
Scan what is going out. You never type a part number — the serial
already knows what it is. If it is half of a pair, the screen says what else to
put in the box, and anything already dispatched or never received is called out
while the carton is still open.
Still to put in the box
Serial
Part
Was
Note
Delivery docket
Built from what was scanned onto a consignment, not typed again. Enter the
invoice or docket number you dispatched against — ours, not
theirs, because their order number is theirs to reuse.
Qty
Part
Description
Serial numbers
Returns
Scan what has come back and its whole history appears below it.
If we sent it to somebody else, or never sent it at all, the screen says
so — which is worth knowing before a credit note is raised, and is not
an accusation: things get resold, and paperwork gets crossed.
When
What happened
Who with
Reference
Note
Serial
Part
Was
Checked against
Where did this one go?
Somebody rings and reads a number out. Scan it or type it and press Enter.
When
What happened
Reference
Who
Note
Note against a serial
For recording something that is not a movement — found it, faulty, sent
for repair. Receiving, dispatch and returns each have their own panel
above, because each has paperwork and a check worth making, and a note has
neither. A note never changes where an item is.
Set what you are doing and who it is for, then keep scanning. The field clears
itself and stays focused, so a carton of ten takes about fifteen seconds.
Nothing is ever refused — if a serial is already in stock or already
gone, it says so and records it anyway, because only the person holding the box
knows which of those is a mistake.
Serial
Recorded as
Was
All serials
No serials recorded yet.
Add or update
Only the name is required. A supplier can be typed in while a truck is being
unloaded and finished off later — and typing a name that already exists
updates it rather than complaining. The address is here because a delivery
docket needs one; a docket you have to finish by hand is not a docket.