Activant Prophet 21. Handheld Inventory Management. Version 2.12 for use with Prophet 21 version and higher

Transcription

1 Activant Prophet 21 Handheld Inventory Management Version 2.12 for use with Prophet 21 version and higher

2 This manual contains reference information about software products from Activant Solutions Inc. The software described in this manual and the manual itself are furnished under the terms and conditions of a license agreement. The software consists of software options that are separately licensed. It is against the law to copy the software on any medium, or to enable any software options, except as specifically permitted under the license agreement. In addition, no part of this manual may be copied or transmitted in any form or by any means without the prior written permission of Activant Solutions Inc. From time to time, Activant makes changes to its software products. Therefore, information in this manual is subject to change, and the illustrations and screens that appear in the manual may differ somewhat from the version of the software provided to you. Created by: Yardley Technical Communication 2006, Activant Solutions Inc. All rights reserved. Activant and the Activant logo are registered trademarks and Activant Prophet 21 is a trademark of Activant Solutions Inc. All other company or product names are the trademarks or registered trademarks of their respective companies. Activant Solutions Inc Southfront Road Livermore, CA Version 2.12 Publication Date: ii

3 Revision History Date: Revision Description: Page: 4/10/06 Connections screen broken out into tabs. 43 iii

4 INTRODUCTION Table of Contents INTRODUCTION 6 1. REQUIRED HARDWARE/SOFTWARE 7 Pocket PC 7 Accessories 7 Wireless Access Point 8 2. HARDWARE/SOFTWARE CONFIGURATIONS 9 Connect Via Local Network (Recommended) 10 Connect Via Wireless Local Network 11 Connect Remotely Via Virtual Private Network (Recommended) 12 Connect Via Wireless 13 Other Configurations 13 Important Information for Wireless Products INSTALLATION AND SETUP 16 What to Expect 16 Software Setup 16 Software Directories 16 Configuring the SQLCE Agent on the Webserver 17 Installing the Application on Your PC 32 Setting Up CommerceCenter 37 Modifying Your System Settings 37 Setting Up the Scheduled Import Service Manager 39 Setting Up an Alert 39 Setting Up Contract Bins 40 iv

5 INTRODUCTION Pocket PC Setup 43 Scanner Button Setup 43 Setting Up the Database Connection 43 Setting Up Data Identifiers 47 Updating the Pocket PC Application USING 50 Workflow Overview: the Process of Using Handheld Inventory Management 50 Creating and Downloading Batches 50 Creating a Batch 50 Downloading a Batch 52 Suspending a Batch 52 Removing a Batch 53 Resetting Batch Quantities 53 Scanning and Ordering Bins 54 Selecting Bin ID Type 54 Loading a Batch 55 Replenishment and Bin Audit Methods 55 Scanning a Bar Code 58 Completing and Uploading Your Order 58 Marking a Batch Complete 58 Uploading a Batch 59 Additional Options 60 Extra Information When Ordering 60 Bin Navigation Buttons 63 Traces TROUBLESHOOTING 66 Loss of Connectivity 66 Unable to Create Contract on Server 66 v

6 INTRODUCTION Handheld Inventory Management facilitates vendor-managed inventory. Using this method in conjunction with the contract pricing feature of CommerceCenter 10.5, your field salesrep downloads your customer s contract and bin information into a scanner and uses this scanner to scan a customer s inventory bins. Based on the inventory levels he receives from this scan, in combination with the item usage and contract demands he downloaded before the scan, he can then make an educated assessment of the necessary order quantities for this bin s items. Your salesrep can then enter the order quantity right there on the spot and upload the order immediately. Scanning the bins ensures your salesrep receives up to date and accurate information, and the ability to assess inventory levels and place orders on the spot makes the process much faster. Note: Handheld Inventory Management uses a feature called Contract Pricing, found in CommerceCenter version 10.5 and higher. In this feature contracts provide a special sales agreement between you and your customers that includes pricing, discounts, terms, delivery conditions, delivery schedule, volume expectations, reporting, packaging requirements, replenishment, and bin locations at the ship to site. They can also serve as part of managed inventory agreements and supply chain management business strategies. For additional information on contracts, including setup information required for use with Handheld Inventory Management, please see the Contract Pricing section in the Order Entry chapter of the 10.5 CommerceCenter New Features Guide. 6

7 1. REQUIRED HARDWARE/SOFTWARE CommerceCenter s Handheld Inventory Management was designed/tested on the following hardware and software configurations. POCKET PC The Handheld Inventory Management feature is designed for use with the HP ipaq hx4700 Pocket PC series. Your pocket PC should have the following features: Operating System Windows Mobile 2003 Connectivity USB, Serial, Integrated WLAN b (optional, required for some wireless), and Bluetooth 1.2, IrDA (FIR) (optional, required for some wireless) Expansion Slot Integrated SD slot - supports 1-bit and 4-bit SDSDIO/MMC type standard CF slot Type II Memory 192 MB total memory (128 MB ROM and 64 MB SDRAM) Up to 135 MB user available memory that includes 80 MB ipaq File Store ACCESSORIES In addition to the pocket PC, you need the following accessories for use with this feature: SDIO In-Hand Scan Card Pocket PC Cradle Pocket PC USB/Serial AutoSync Cable Pocket PC A/C Power Adapter 7

8 REQUIRED HARDWARE/SOFTWARE Important! Prophet 21 does not support the hardware for the application. Prophet 21 will support the application running on the device and the transmission of data between the device and back end system. If we find that an issue is network related, a Prophet 21 tech consulting team can assist you through the process with a consulting engagement. If we find that an issue is hardware related, you will need to contact the provider of the hardware for support of the device. WIRELESS ACCESS POINT Prophet 21 recommends the Linksys WAP54G Wireless G Access Point for use with this feature. Note: You only require a Wireless Access Point (WAP) if you plan to use the wireless capabilities of this device in your local warehouse. 8

9 2. HARDWARE/SOFTWARE CONFIGURATIONS There are a number of ways in which you can set up the Handheld Inventory Management infrastructure so that the pocket PC can properly communicate with CommerceCenter. The pocket PC communicates with CommerceCenter via an IIS webserver. The pocket PC connects to the IIS server, and the IIS server connects to the CommerceCenter database server and passes communications from the pocket PC. Thus, you need to have an IIS webserver set up (which is available in Professional versions of Windows, as well as Server versions) which has network connectivity with your CommerceCenter database, and you must have connectivity between the pocket PC and the IIS webserver, either via a local network or the Internet. Note: Security is a potential concern. Prophet 21 does not recommend opening your IIS webserver to the public Internet; the recommended configurations all maintain the highest levels of security. 9

10 HARDWARE/SOFTWARE CONFIGURATIONS CONNECT VIA LOCAL NETWORK (RECOMMENDED) This configuration is used if the pocket PC will only synchronize with CommerceCenter via your local site network. This setup may be used if your salesreps base location is your headquarters. The reps would travel to customer locations, count bins using the pocket PC, and upload the information from the pocket PC when they return to headquarters. Distributor's Local Network CommerceCenter Database IIS Server Hub/Switch Desktop PC Pocket PC The pocket PC is connected to the desktop (or possibly laptop) PC via the cradle, and the desktop is connected to the corporate network. The IIS webserver is open to the network, and the pocket PC communicates with the IIS server via the desktop PC s link to the network. The IIS server then communicates with the CommerceCenter database. 10

11 HARDWARE/SOFTWARE CONFIGURATIONS CONNECT VIA WIRELESS LOCAL NETWORK This configuration is used if the pocket PC can synchronize with CommerceCenter via your local site wireless network. This setup may be used if your salesreps base location is your headquarters, or more likely if your customer s bins are in your warehouse. The reps count bins using the pocket PC and upload the information from the pocket PC directly to the IIS server via the wireless network. Distributor's Local Network CommerceCenter Database IIS Server Switch Wireless Access Point Pocket PC The pocket PC is connected to the wireless access point via wireless signal, and the wireless access point is connected to the local corporate network. The IIS webserver is open to the network, and the pocket PC communicates with the IIS server via the wireless access point s link to the network. The IIS server then communicates with the CommerceCenter database. Important! You must make sure that you have secured your wireless network. If you do not, your corporate network could be compromised. See page 14 for more information on wireless security. 11

12 HARDWARE/SOFTWARE CONFIGURATIONS CONNECT REMOTELY VIA VIRTUAL PRIVATE NETWORK (RECOMMENDED) This configuration is used if the pocket PC will synchronize over an encrypted virtual private network (VPN). This would be used if you have a VPN, and salesreps are remote from your corporate headquarters and local network. It allows the pocket PC to access the IIS webserver without opening the server to the Internet. Distributor's Local Network CommerceCenter Database IIS Server Firewall VPN Remote PC/Laptop Pocket PC The pocket PC is connected to the remote desktop/laptop PC via the cradle, and the remote PC is connected to the corporate network via an encrypted VPN. The IIS webserver is open to the network, and the pocket PC communicates with the IIS server via the remote PC s VPN link to the local network. The IIS server then communicates with the CommerceCenter database. 12

13 HARDWARE/SOFTWARE CONFIGURATIONS CONNECT VIA WIRELESS Note: Connecting to wireless networks requires a wireless network to which you are able to connect, and your pocket PC must have wireless connectivity that is compatible with the wireless network. This configuration is used if the pocket PC will synchronize via a wireless hotspot or wireless network that is connected to the Internet. This can be used if your salesreps are out at a customer site that has a wireless network, or if they have access to a wireless hotspot (Internet café, etc.) from which they connect to the IIS server. Distributor's Local Network Firewall CommerceCenter Database IIS Server Wireless Hotspot The Internet Pocket PC Wireless Access with Internet Connectivity The pocket PC connects to the wireless access point or wireless switch. This access point has access to the Internet. The IIS webserver and its virtual directory are published and open to the Internet, and the pocket PC communicates with the IIS server via the wireless access point s Internet connection. The IIS server then communicates with the CommerceCenter database. Caution! This method requires that your IIS server is open to the public Internet. There are inherent security concerns in doing so, and Prophet 21 does not recommend this access. However, if you do use this configuration, you must educate yourself as to the risks, and make sure to take steps to ensure that your setup is as secure as possible. OTHER CONFIGURATIONS There are multiple other possible configurations and permutations of the existing configurations which are not covered in this document. For example, you could connect your pocket PC to a wireless-enabled laptop at a wireless hotspot, connect to your local network via VPN, and securely synchronize your pocket PC via VPN from the hotspot. As long as the pocket PC can communicate with the IIS server, and the IIS server can communicate with the CommerceCenter database, this feature can work. 13

14 HARDWARE/SOFTWARE CONFIGURATIONS IMPORTANT INFORMATION FOR WIRELESS PRODUCTS Please keep the following points in mind when setting up and using your wireless network. This information is not exhaustive, and you should definitely investigate wireless technology thoroughly (particularly wireless security) prior to utilizing it for your business. Performance the performance of your network can be affected by: Your distance from the access point performance will slow the farther you are from your access point Structure a structure s shape, type of construction, and building materials can affect signal speed and integrity Device orientation placement and orientation of the wireless device can affect performance Interference any device operating in the 2.4GHz may cause network interference with your wireless device. Some devices which might cause this interference include: 2.4GHz cordless phones Microwave ovens Adjacent public hotspots Neighboring b wireless LANs Security Wireless networks are easy to find. Hackers know that in order to join a wireless network, wireless networking products first listen for beacon messages. These unencrypted messages contain much of the network s information, such as the network s SSID (Service Set Identifier) and the IP Address of the network PC or access point. One result of this, seen in many large cities and business districts, is called Warchalking. This is one of the terms used for hackers looking to access free bandwidth and free Internet access through your wireless network. To provide a more secure network, take the following actions. For information on how to activate these security features, please refer to your pocket PC user manual. Note: while the last step is optional, you should not skip the first five. Change the default password for the administrator account regularly With every wireless networking device you use, keep in mind that network settings (SSID, WEP keys, etc.) are stored in its firmware. Your network administrator is the only person who can change network settings. If a hacker gets a hold of the administrator s password, he, too, can change those settings. So, make it harder for a hacker to get that information. Change the administrator s password regularly. Disable SSID broadcasts Most wireless networking devices will give you the option of broadcasting the SSID. While this option may be more convenient, it allows anyone to log into your wireless network. This includes hackers. So, don t broadcast the SSID. Change the default SSID Wireless networking products come with a default SSID set by the factory. Hackers know these defaults and can check these against your 14

15 HARDWARE/SOFTWARE CONFIGURATIONS network. Change your SSID to something unique and not something related to your company or the networking products you use. Change the SSID periodically Change your SSID regularly so that any hackers who have gained access to your wireless network will have start from the beginning in trying to break in. Enable MAC address filtering MAC Address filtering will allow you to provide access to only those wireless nodes with certain MAC Addresses. This makes it harder for a hacker to access your network with a random MAC Address. Optional Enable WEP 128-bit encryption Wired Equivalent Privacy (WEP) is often looked upon as a panacea for wireless security concerns. This is overstating WEP s ability. Again, this can only provide enough security to make a hacker s job more difficult. However, there are several ways that WEP can be maximized: Use the highest level of encryption possible Use a Shared Key Use multiple WEP keys Change your WEP key regularly Note: Encryption negatively impacts your network s performance, but if you are transmitting sensitive data over your network, you should use encryption. 15

16 3. INSTALLATION AND SETUP WHAT TO EXPECT The following sections detail installing the components of the Handheld Inventory Management application, as well as the setup for the pocket PC and CommerceCenter. This process will proceed as follows: first you will install the SQL agent on the webserver. Then you will setup CommerceCenter properly so that you can use this feature. Finally, you will install the pocket PC software (both the software for the pocket PC and the software for Handheld Inventory Management) onto the PC or PCs that you will be using to synchronize the pocket PC. The exact order in which these steps are accomplished is not too important, but they must all be accomplished before you can use the Handheld Inventory Management feature. SOFTWARE SETUP The following sections describe the installation and setup of the various aspects of the Handheld Inventory Management software, including the pocket PC, desktop system, and IIS server. SOFTWARE DIRECTORIES The software for this application comes in a.zip file that you download from Prophet 21. This file is named HandheldInventoryManagement.zip, and by default it extracts to the following directory: C:\Bin Management App. When you unzip this file, it places the following files in the listed locations. You can refer to this table when the installation instructions specify a file to run during the installation. File: sqlce20setup.exe Handheld Inventory Management.pdf MSASYNC.EXE setup.vbs (for the prerequisites) Directory: C:\Bin Management App C:\Bin Management App C:\Bin Management App\Deployment Package\Active Sync C:\Bin Management App\Step 1 - Pre-requisites 16

17 INSTALLATION AND SETUP setup.vbs (for the bin management application) C:\Bin Management App\Step 2 - BinScanApp CONFIGURING THE SQLCE AGENT ON THE WEBSERVER Use the following instructions to install and configure SQLCE on the IIS server. Note that the IIS server must be installed and running prior to completing these steps; consult Microsoft documentation for instructions on how to install IIS if it is not already installed. Note: Important! Internet Information Services (IIS) is not only available on servers. All Professional versions of Windows also contain IIS, and you can install it via Add/Remove Programs. For the purposes of this application, the webserver does not have to have a server level operating system. You must install this application locally on the IIS server; if you try to install SQLCE via RDP, it will not work. 1. Download the HandheldInventoryManagement.zip file onto the webserver and extract it. See the table above for file extraction location. You will only need the sqlcd20setup.exe file for the webserver. 2. Click sqlce20setup.exe and follow the instructions that appear on screen. This will automatically install SQLCE2.0. The following instructions lead your through the installation step-by-step. a. Click Next. 17

18 INSTALLATION AND SETUP b. Click I Agree. c. Click Next. 18

19 INSTALLATION AND SETUP d. Select the path you want to use to install the SQL Server CE package, then click Next. 19

20 INSTALLATION AND SETUP e. Click Next to start the installation. 20

21 INSTALLATION AND SETUP f. Click Close. The Virtual Directory Creation Wizard opens. 21

22 INSTALLATION AND SETUP g. Click Next to continue. 22

23 INSTALLATION AND SETUP h. Enter the alias for your virtual directory. i. Click Next. 23

24 INSTALLATION AND SETUP j. Select Anonymous Access if your web server is inside your corporate firewall or Integrated Windows Authentication if your web server is outside of your corporate firewall. k. Click Next. 24

25 INSTALLATION AND SETUP l. Click Next to continue. 25

26 INSTALLATION AND SETUP m. Click Finish to complete the installation. 3. Open IIS by going to Start Control Panel and selecting Administrative Tools. Then select Internet Services Manager; the IIS management console opens. 26

27 INSTALLATION AND SETUP 4. Right-click the virtual directory you created in step 2h above and select Properties. 27

28 INSTALLATION AND SETUP 5. Set the Execute Permissions field to Scripts and Executables. 6. Click OK to save your settings, then close IIS. 7. Open the following path, starting with the Start menu: Start Programs Microsoft SQL Server CE 2.0 Configure Connectivity Support in IIS. 28

29 INSTALLATION AND SETUP 8. Click the virtual directory you created in step 2h. Make sure the Execute checkbox is checked and disabled (grayed out). This verifies that the settings you made in the prior steps are in place. If not, return to step 3 and repeat the procedure until the changes take. If the Execute checkbox is checked and grayed out, your settings are in place. 9. Click the NTFS Permissions tab. If the following dialog box (shown below) will appears, click yes. This registers the SQL agent and copies it to your new directory. 29

30 INSTALLATION AND SETUP 10. Click the Add/Modify NTFS Permissions for a User button. 30

31 INSTALLATION AND SETUP 11. The NTFS Permissions Wizard appears. Verify that the Read & Execute, Read, and Write checkboxes are all checked and disabled (grayed out). These three checkboxes should all be checked and grayed out, as they are here. 12. Click Next. 13. Click Next again. 14. Click Finish to complete the setup. 15. Close the SQL Server CE Connectivity Management program. 31

32 INSTALLATION AND SETUP 16. To verify that the SQLCE Agent is now configured to run through the virtual directory you created, open a browser on the desktop of the device from which you wish to connect and enter the address of the virtual directory and the SQLCE Agent dll. For example, If everything is set up properly, you will see the following message: INSTALLING THE APPLICATION ON YOUR PC Use the following instructions to install the Handheld Inventory Management application a PC that will be synchronizing with a pocket PC. This must be done for each client that will be synchronizing with a pocket PC. Note: You must have ActiveSync, the pocket PC synchronization software, installed on your PC prior to following these steps. 1. Download the HandheldInventoryManagement.zip file onto the PC and extract it. See the table on page 16 for extraction location information. 2. Attach a fully charged handheld device to the desktop. Make sure the unit has a bar code scanner. 32

33 INSTALLATION AND SETUP 3. If you do not have ActiveSync installed on this PC, install it now. a. Open the Start menu. b. Select Run. c. In the window that appears, enter: Bin Management App\Deployment Package\Active Sync\msasync.exe. d. Press OK. This installs Microsoft ActiveSync onto the desktop machine, which is used to copy files to the handheld device later. 4. If the handheld device has a prior version of the application already loaded, skip to Step 5. If you have not installed any version of the application on this device before, begin here. a. Open the Start menu. b. Select Run. c. In the window that appears, enter: Bin Management App\Deployment Package\Step 1 - Prerequisites\Setup.vbs. d. Follow the instructions on the screen and wait until each step of the installation completes. 33

34 INSTALLATION AND SETUP Note: A dialog box may pop up on your pocket PC after a component of the installation is finished. The box will state that the software being installed was developed for an earlier version of the device. Disregard this message and click OK. 34

35 INSTALLATION AND SETUP 5. Run the main installation. a. Open the Start menu. b. Select Run. c. In the window that appears, enter: Bin Management App\Deployment Package\Step 2 - BinScanApp\Setup.vbs. This completes the installation process. 35

36 INSTALLATION AND SETUP 36

37 INSTALLATION AND SETUP SETTING UP COMMERCECENTER The following several sections cover setting up CommerceCenter to use Handheld Inventory Management. MODIFYING YOUR SYSTEM SETTINGS Before you can use this method of purchasing, you must first activate a system setting. You can find this setting in System Setup/System Settings/Order Entry/PDA. It is called Use Bin Management. Use Bin Management enabling this setting allows you to download a customer s item usage information to handheld scanners, scan bins holding these items to obtain current inventory quantities, and place sales orders to your system from the scanner based on this information. Default New Orders this setting determines if orders imported from your pocket PC import as unapproved orders, which you must review, approve, and save again before processing, or as approved orders that are processed immediately upon import. You will also want to set up saving your import suspense files in your database for the bin management import. The first step to doing this is in the Imports/Exports system settings. 37

38 INSTALLATION AND SETUP Make sure the Save Import Suspense Files to Database checkbox is checked. The next section explains how to set up your suspense settings so that the bin management contract import suspense information will save to the database. Setting Up Import Suspense Files The following steps allow you to set up your import suspense file settings. 1. Open the Imports/Exports module. 2. From the System menu, select Import Suspense Settings. The following window opens. 3. Select PDA Import in the Type of Import drop-down field. 4. Right click the field and select Apply Query. The following window opens. 5. Ensure that the Status drop-down in the Bin Management Order transaction set is set to Active. 6. Click Save. This allows you to, when your imports fail, go into the Edit Suspended Records window to find out why they failed and fix them. You will also want to set up an alert that will let you know when an import record fails. 38

39 INSTALLATION AND SETUP SETTING UP THE SCHEDULED IMPORT SERVICE MANAGER The Scheduled Import Service Manager (SISM) is used to import the data created by the pocket PC as a sales order in CommerceCenter. The Scheduled Import Setup window has a new setting that allows CommerceCenter to import all orders from your server once uploaded from your pocket PC. Using this import setup, CommerceCenter imports all the orders you created at the customer site. The Import File Prefix Code, while a required field for the window, is not relevant to this feature, and you can enter whatever you wish; it does not affect anything. The approval status of these orders is determined by the system setting described on page 37. Once they are successfully imported, the system may send an automated alert to the primary customer salesrep (see Setting Up an Alert on page 39 for more information), giving a summary list of the imported orders, the orders contents, and if the orders need approval before processing (this assumes that this is the information you set up for your alert ; you must design your own ). Once approved, either by salesrep review or upon import, the orders enter the system as fully processed orders that will be picked and shipped. Important! Before you can import orders created on your pocket PC, you must first upload them to a business server. Once you have completed entering your orders on the pocket PC, select Upload Batch to Server from the Batches menu on the pocket PC. This will transmit your orders to the server, where they can be imported into CommerceCenter. For more information, see page 59. SETTING UP AN ALERT You can set up and alert that will notify you when a Handheld Inventory Management order is imported. This is useful if you set the orders to import as unapproved; the alert will make certain that supervisors are aware that an unapproved order needs to be reviewed. Use the following instructions to set up an alert: 39

40 INSTALLATION AND SETUP 1. Open Alert Maintenance. 2. Go to the Order Processing node, open Order Entry/Front Counter and select New Event. 3. On the Event tab, enter a name for your alert in the Name field. 4. Set the column to Source Type, the operator to Equals, and the value to Bin PDA. 5. Then in Notification tab set up the you want to send, along with who it should be sent to. 6. Save the record. You have completed setting up your alert. Now do the same thing again to set up an alert for your bin management order imports, so you will know if there is a problem during import. However, instead of the Order Processing node, go to the Imports/Exports node and select New Event under Failed Imports. Set the Column to Transaction Set ID, the Operator to equals, and the Value to Bin Management Order. You will now be notified if a bin management order import fails. SETTING UP CONTRACT BINS Handheld Inventory Management uses functionality from the Contract Pricing feature of CommerceCenter version Any item that you want to order using Handheld Inventory Management must be on a contract and have reorder quantities set up in the Bin tab of the Job/Contract Pricing Maintenance window in CommerceCenter. To use the Handheld Inventory Management feature, you must have bins defined for your contracts. The following sections describe how to set up bins for your contracts. However, setting up contract pricing and contracts themselves is beyond the scope of this document. For more information on this window and the contract pricing feature as a whole, see the Contract Pricing section in the Order Entry chapter of the CommerceCenter 10.5 New Features Guide, or consult the online help. The specific tab that concerns Handheld Inventory Management is the Bins tab. The rest of this section details how to use this tab. Note: The bins discussed here are not in any way related to the bins used to track your own stock in CommerceCenter s Inventory Management. Every contract you download to the pocket PC needs to have bins associated with it. The Bins Tab allows you to create bins, view the inventory levels of your contract items in your customer s bins and establish replenishment rules for them. To view the bin information, load a contract number and ship to ID on the Job/Contract Maint tab in Job/Contract Pricing Maintenance, and then on the Items tab place focus with your cursor on the item for which you want to see bin information and click the Bins tab. This tab deals specifically with the bin information of the item that you placed the focus on in the Items tab. 40

41 INSTALLATION AND SETUP Field Ship To ID Ship To Name Contract Line Number Item ID Bin ID Description The customer Ship To location where you are managing contract inventory levels The item s line number from the contract. The code in the system that identifies items. The code that identifies the customer s bin that contains the item you are managing for the customer. Every bin ID created in Contract Maintenance must be unique; the system rejects all duplicates. A bin ID must be unique across the entire database, not just within the company or corporate ID. Furthermore, your bin ID must follow one or more of several specific conventions: 1. It must begin with the letter C, the ship to ID followed by a forward slash (/), the contract number followed by a forward slash, and then the bin from the customer s site (could be the line number of the contract, for example). 2. It must begin with the letter N, and be followed by a unique number (this can be generated using the Generate Unique Bin ID button; afterwards just add the letter N to the front). 3. It must begin with the letter B, and be followed by a unique bin code. You must ensure that all bin codes are unique. This ensures that all bins will be unique, and your pocket PC will automatically append all customer bins you scan on-site with this information (depending on its setting), so for CommerceCenter to correctly communicate with the pocket PC application, you must use one of these conventions. However, multiple bins can be assigned to one item ID. In that case, list the item multiple times, each time with a different bin ID. You may also insert additional bins by selecting the right mouse button menu option Insert. Note: The line item contract bin ID prints on packing lists. 41

42 INSTALLATION AND SETUP UOM Capacity Minimum QTY Maximum QTY Reorder Quantity This field is a drop-down menu that includes all units of measure defined for this item in your system. Select the one used at the customer site for storage and replenishment. How much the bin holds in terms of multiples of the unit of measure selected. Trigger point for the reorder. When the item quantity in your customer s bins drops lower than this amount, the system automatically generates an order for that item. Maximum quantity of the contract item in your customer s bin. The system will not allow the customer to exceed this amount of item in the selected bins. When the system auto-generates a replenishment order for this item, it orders an amount required to bring the quantity up to this amount. The quantity the system will order when it auto-generates a restock order for the item. 42

43 INSTALLATION AND SETUP POCKET PC SETUP SCANNER BUTTON SETUP When you want to scan a bar code, you must press a button on your pocket PC. Use these instructions to designate which button on your pocket PC activates the scanner attachment. 1. Open the Start menu on your pocket PC. 2. Select Settings. 3. Select Buttons. Note: Your pocket PC probably contains many more options than the above graphic does. 4. Select a button and set the program Assignment to SocketScan. You may want to select one of the buttons on the side of the pocket PC, to make it easy to press when you want to scan. SETTING UP THE DATABASE CONNECTION Use the following instructions to set up the pocket PC s database connection to CommerceCenter. You must do this for each pocket PC that will run the Handheld Inventory Management application. 1. Open the application on your Pocket PC. 43

44 INSTALLATION AND SETUP 2. Click Settings on the lower menu bar. 3. Choose Connection. The following screen appears: 4. On the Database tab, enter the appropriate information in these fields: Server the name of the server where the CommerceCenter database resides; for example: SQLServer01 Name the name of the CommerceCenter database; for example: CCProduction UID the username to access the CommerceCenter database; must be a valid, existing SQL user ID for your CommerceCenter database; for example: pocketvmi Pwd the password to access the CommerceCenter database; for example: p0ck3tpc 44

45 INSTALLATION AND SETUP 5. Click OK. 6. Click the Network tab. The following screen appears. 7. On the Network tab, enter the appropriate information in these fields: URL the web address of the virtual directory where the SQL Server Agent resides; for example: Login optional NT network login require if using NT authentication for your SQLCE agent. Pwd optional NT network password required if using NT authentication for your SQLCE agent. 8. Click OK. 45

46 INSTALLATION AND SETUP 9. Click the Internet tab. The following screen appears: 10. On the Internet tab, enter the appropriate information in these fields: Login optional username required if using basic or NTLM authentication on IIS to reach the webserver; for example: john_smith Pwd optional password required if using basic or NTLM authentication on IIS to reach the webserver; for example: s0ldit 11. Click OK. You have now finished setting up the pocket PC s connections. The settings you entered are saved to the device for the lifetime of the application. If you want to modify the settings later, you can return to the Connections Settings screen and change them. 46

47 INSTALLATION AND SETUP SETTING UP DATA IDENTIFIERS Note: This step is optional. A data identifier is a prefix on a bar code that identifies what kind of data is in the bar code. For example, you might have three different bar codes on an item: item ID, lot, and serial number. If you scan these bar codes, the system does not know which one belongs with which data field. A data identifier might prefix the item ID with IT- to indicate that the bar code is an item ID. You can set up data identifiers in your pocket PC if you will be scanning more than just bin IDs. To set up data identifiers, select the Data ID option from the Settings menu. The following window opens. You can set up data identifiers for batch IDs, bin IDs, and quantities. To set them up, enter the data identifiers in the fields you want, and click OK. You only need to set them up if you plan on scanning batch IDs and/or quantities. UPDATING THE POCKET PC APPLICATION From time to time, Prophet 21 may update the VMI pocket PC application. When this happens, you will download the latest version from the Prophet 21 web site and install it on your pocket PC. The following sections contain instructions for updating the pocket PC bin management application. Software Directories The software for this application comes in a.zip file that you download from Prophet 21. This file is named HandheldInventoryManagement.zip, and by default it extracts to the following directory: C:\Bin Management App. 47

48 INSTALLATION AND SETUP When you unzip this file, it places the following files in the listed locations. You can refer to this table when the installation instructions specify a file to run during the installation. For the purposes of updating the bin management application, only the last row (C:\Bin Management App\Step 2 BinScanApp) is used. File: sqlce20setup.exe Handheld Inventory Management.pdf MSASYNC.EXE setup.vbs (for the prerequisites) setup.vbs (for the bin management application) Directory: C:\Bin Management App C:\Bin Management App C:\Bin Management App\Deployment Package\Active Sync C:\Bin Management App\Step 1 - Pre-requisites C:\Bin Management App\Step 2 - BinScanApp Running the Update Run the second step of your bin management application install to update your pocket PC. 1. Open the Start menu. 2. Select Run. 3. In the window that appears, enter: Bin Management App\Deployment Package\Step 2 - BinScanApp\Setup.vbs. 48

49 INSTALLATION AND SETUP 4. Click Yes. On your pocket PC, the following screen appears. 5. Click OK. This installs the new version of the application. The update process is now complete. 49

50 4. USING HANDHELD INVENTORY MANAGEMENT This section details the menu options and screens used in this ordering process. The screen captures of this section depict the upgraded menus of a pocket PC outfitted with this feature s software. Note: In these sections on the pocket PC, you will see the terms touching or tapping. These refer to the method of navigating the user interface of the pocket PC using the stylus device provided with your pocket PC. To reach the main screen of this process, begin by touching the Start menu of the Windows Mobile desktop. Tap Programs, and look for the icon labeled P21 Bin Management App. Select this option to open the main screen and begin the process. WORKFLOW OVERVIEW: THE PROCESS OF USING There are a number of things you have to do to use this feature on the pocket PC, and this section provides a high-level overview of the process. To use the functionality, you must create a batch, download it from the IIS server, scan or enter bin IDs, create order quantities as dictated by the bin audit method, and upload the completed batch to the IIS server. CREATING AND DOWNLOADING BATCHES The HBM feature requires you to download a batch from the IIS server that contains all of your contract bin information. To get a batch on the IIS server, you must use the pocket PC to create the batch. CREATING A BATCH Use the following instructions to create a batch. 1. Ensure that you have connectivity to the IIS server (i.e., connect the pocket PC to the cradle, or ensure that you are within a zone with wireless access to your local network, etc.). 50

51 USING 2. Open the HBM application on your pocket PC. a. Touch Start. The Start menu opens. b. Touch Programs. The Programs screen opens. c. Select P21 Bin Management App. The application opens. 3. Tap Batches in the lower-left corner of the application. The Batches menu opens. 4. Select the Create Batch on Server option. The Create a Batch window opens. 5. Enter the ship to, contract, and sales location information in the appropriate fields. The company information will default. Note: There is no ship to or contract number lookup capability on the pocket PC. You must know your ship to and contract number before entering them. 6. Tap Create to create a batch on the server (or tap Cancel to cease creating a batch). The Remote Batches window will open, displaying all the available batches on the IIS server ready for download. 51

52 USING DOWNLOADING A BATCH Downloading batches is accomplished from the Remote Batches window. This window can be accessed using the Remote button, or it will display automatically after you create a batch. The Load button allows you to download the highlighted batch onto the server; Cancel allows you to leave the Remote Batches window, and Remove deletes a batch from the IIS server. Use the following instructions to download a batch. 1. From the Bin Management application, select the Remote button (located in the upper-right corner). The Remote Batches window opens. 2. From the list of available batches, select the batch you want to download to the pocket PC, and then click Load. A screen informs you to wait while your batch loads. 3. When the popup window appears, click OK. The batch is loaded in the application and you are ready to start counting. SUSPENDING A BATCH If you want to create or download another batch rather than starting to count (for example, if you are downloading contracts for multiple customers), and you already have a batch loaded, you cannot until you suspend the current batch. To suspend a batch, simply select Suspend Batch from the Batches menu. The Bin Management primary window will return to its clean state, and you can select options for creating and downloading batches. 52

53 USING REMOVING A BATCH In addition to creating and downloading batches, you can remove or delete a batch from the pocket PC after it has been downloaded. Use the following instructions to remove a batch. 1. If you are currently working on a batch, suspend it. 2. Touch the Local button in the upper-right corner of the screen. The Local Batches window opens. 3. Select the batch that you want to delete and click Remove. 4. At the popup confirmation window, select Yes. 5. When the application offers you one more chance to back out of the removal process, select Yes. The batch is deleted, and you return to the primary window of the application. RESETTING BATCH QUANTITIES You can reset the quantities in a batch to zero. This action resets ALL bin quantities to zero. Use this option only if you want to start the entire scanning process over from the beginning. The following instructions will help you reset a batch: 1. Make sure you have the batch you want to reset open and active on the screen. You can check the batch number to ensure you have the correct batch. 2. Open the Batches menu and select Reset Batch to Zero. 3. Click Yes at the prompt. 53

54 USING 4. Click Yes at the second prompt. The batch is reset, and you are returned to the empty primary window of the Bin Management application. SCANNING AND ORDERING BINS To scan and order bins, you must use the main screen of the application. First, the bin ID type must be specified, and then a batch must be loaded and active before you can begin. Then you must select the replenishment method you want to use. Then you can start scanning bins and creating your order; how you scan and enter quantities will depend on which replenishment and audit method you select. SELECTING BIN ID TYPE Before you can scan bins, you must ensure that your pocket PC will use the correct method of concatenation to produce a bin ID, depending on how you have your contract set up in CommerceCenter (see page 40 for more details). To set the bin ID type, select Bin ID from the Settings menu. The Create Bin IDs window opens. Setting: N + Consecutive Number Scan B + Bin Location Scan C + Ship To/Contract/Scan All Combinations Result: Creates a bin ID that appends the letter N to the front of a series of scanned numbers. Creates a bin ID that appends the letter B to the front of a scanned bin ID. Creates a bin ID that appends the letter C, and then the ship to, then a forward slash (/), then the contract number, then another forward slash in front of the scanned bin code. Attempts to match the scanned ID with all of the matching bin IDs on the contract for each concatenation method. If there is only one, they system displays the replenishment information for that one. If there are multiple 54

55 USING matches, you must choose which bin you are scanning. This setting is used if your contract contains a mix of two or more of the other concatenation methods. None No concatenation will be performed: the bin scanned will be the bin ID that is uploaded with the order. LOADING A BATCH Before you can scan any bins or enter quantities, you must have a batch loaded and active. Use the following instructions to ensure you have a batch loaded and active. 1. First, look at the Batch field on the primary window. If it is empty, then there is no active batch loaded. If there is a batch loaded, then you can move on to selecting the correct replenishment methods. If it is not loaded, continue to the next step. 2. Touch the Local button in the upper-right corner of your screen. The Local Batches window opens. 3. Highlight the batch you want to load from the list of available batches and tap OK. 4. Tap OK on the popup dialog to begin your ordering. REPLENISHMENT AND BIN AUDIT METHODS Before you can begin scanning and entering quantities, you need to set up your replenishment and bin audit methods. The methods you select will determine how you scan bins and enter your order. At the top of the screen is a pair of touch pads. These buttons both open up small menus that provide different methods to evaluate your customer s stock levels and provide replenishment stock quantities. The Bin Audit Method button determines how the system decides if a customer bin requires replenishment, while the Replen Method button determines how the system determines the recommended replenishment quantity for an order. These two settings work in combination with each other, though the system only allows certain combinations. 55

56 USING Replen Method The Replen Method field is at the top left of the screen. This drop-down field controls how the system determines what order quantities it will recommend when you scan bins to determine if they require replenishment. Expanding this drop-down field gives you a menu with the following options: Option: Bin ID Single Scan Reord Qty Description: With this method, you look in your customer s bin to determine if it needs to be replenished. If it does, you scan the bin and the system generates an order for the reorder quantity of the item. However, you must tap Tab to accept the order, meaning you can edit the order quantity before submitting it. If you select this, then the Bin Audit Method field is not available. Using this method, you scan the bin and enter the current quantity. If this amount is below the minimum order threshold, the scanner automatically generates an order for the reorder quantity of the item. However, you must tap Tab to accept the order, meaning you can edit the order quantity before submitting it. You can then select a Bin Audit Method. 56

57 USING Up to Max Using this method, you scan the bin and enter the current quantity. If this amount is below the minimum order threshold, the scanner automatically generates an order for the item. The quantity on the order is the maximum quantity for the bin, minus the quantity on hand. You must tap Tab to accept the order, and can change the order amount before submitting it. The only Bin Audit Method options available are On Hand and % Capacity. Bin Audit Method The Bin Audit Method button is at the top right of the screen. This button provides options that determine how the system determines if a bin requires replenishment. Expanding this drop-down field gives you a menu with the following options: Option: Order Qty Description: The order quantity the system suggests when you create a replenishment method for the bin. Only works with Replen Method option Reord Qty. 57

58 USING On Hand Audits a bin based on the quantity currently in the bin. It works with the Replen Method options Reord Qty and Up To Max. Using this auditing method, you scan the bin and enter the quantity on hand. If the quantity you enter is less than the minimum quantity for this bin, the system automatically creates an order. What the recommended quantity is for this order depends on the replenishment method you selected. % Capacity Audits a bin by comparing the quantity currently in the bin to the bin s total capacity. It works with the Replen Methods Reord Qty and Up To Max. Using this method, you scan the bin and enter how full you think the bin is. This entry is an estimate, and entered as a percentage. So if a bin is half full, you would enter 50. Then, based on the bin s total capacity, the system converts this percentage to an on hand quantity. If this quantity is below the minimum quantity for this bin, the system automatically creates an order. What the recommended quantity is for this order depends on the replenishment method you selected. SCANNING A BAR CODE To scan a bar code, you must place the cursor of the application in the Bin field on the main window of the application. Then you must point the end of the socket scanner at the bar code that you want to scan, and press the button on the pocket PC that you set up to control the scanner. You will see a red laser line project onto the bar code; hold this on the bar code until the line disappears; the code should be scanned at this point. If you look at the Bin field, it should contain the bin number information you scanned. You can then proceed to enter quantities or move on to the next bin as dictated by the replenishment and bin audit options you selected. After you have scanned your bar codes and completed your order, you have to upload your results. First, you need to mark the batch complete; continue to the next section to find out how. COMPLETING AND UPLOADING YOUR ORDER MARKING A BATCH COMPLETE You can mark a batch complete by selecting the Mark Batch Done from the Batches menu. Then click Yes to complete the operation. You will be returned to the empty Bin Management window. You can retrieve and edit the order by selecting the batch from the Local Batches window. After the batch has been marked done, you can upload it to the IIS server. Continue to the next section to find out how. 58

59 USING UPLOADING A BATCH The final step in the order process is to upload the batch to the IIS server. When precisely you do this will be dictated in part by your network setup, but you will need connectivity with the IIS server before you can upload the batch. Use the following instructions to upload a batch to the server. 1. Ensure that you have the batch you want to upload open and active. You can open a batch from the Local Batches window. 2. From the Batches menu, select Upload Batch to Server. 3. At the confirmation dialog, select Yes to continue the upload. This dialog will present you with how many bins have not been scanned. A dialog that tells you the batch has been uploaded appears. 4. Click OK to return to the Bin Management application. Once you have uploaded a batch to the server, you can no longer access or edit that batch. You can view a batch as pending in the Remote Batches window if it has not yet been imported by CommerceCenter. 59

60 USING ADDITIONAL OPTIONS Now that you understand the basic functionality of the program, there are some other fields and functions you may find useful. The following sections detail them. EXTRA INFORMATION WHEN ORDERING The Bin Scanned Order Entry main screen is shown below: The section under these fields has three tabs. What fields display here and what functions you can perform depend on what tab you select. Keypad Tab The Keypad tab displays a series of touch pad numbers for use in manual data entry. The Keypad tab is displayed in the graphic above. 60

61 USING Batch Tab The Batch tab displays information on the current ship to and contract ID you are currently working on. Field Ship To Contract Sales Loc Description The ship to ID of the customer you are currently working with. Because you are evaluating the stock levels at a particular location, you need something more specific than the customer ID. The contract ID that contains any special pricing arrangements the customer has with you. This is not a required field. The sales location for the contract sales order that you are creating. 61

62 USING Items Tab This tab displays the item ID, description, and order quantity information of each item, one at a time, in the current scanned bin. This information comes from the customer contract used to generate this batch. Field: Item Description UOM Reord Min Max Cap Description: The item ID of the item A brief text description of the item The base unit of measure for this item The reorder quantity for the item in this bin The minimum quantity for the item in this bin. If the item quantity dips below this amount, the system automatically generates a replenishment order for the item. The maximum quantity of the item the customer wants in this bin. This value is used in some purchasing methods. The absolute maximum quantity of item that can fit into this bin. Beyond this amount there is no more room in the bin. 62

63 USING BIN NAVIGATION BUTTONS Near the bottom of the screen are four buttons that help you navigate through the list of bins at your customer s site. These four buttons help you navigate through the customer bins in your batch. Field: Next (not entered) Next (all items) Last 10 Bins Description: Touching this button brings up the next bin ID in this batch that has not been scanned. Touching this button brings up the next bin ID in this batch regardless of whether it has been scanned. Displays information on the last 10 bins scanned in the current batch, giving you a better idea of where you are in the process. The information displayed with this button is not editable. Though you cannot change any information from this screen, you can bring up the main screen for any bin you have already scanned by highlighting the appropriate bin ID on this screen and pressing the Select button. You can then edit the entry as needed. The Cancel button exits this screen. 63

64 USING Last 10 Upload Displays information on the last 10 batches uploaded to the system server, giving you a better idea of where you are in the process. The information displayed with this button is not editable. The # Bins field is the number of bins in the batch. The Cancel button exits the screen. 64

65 USING TRACES One other feature offered is one that is designed to help Prophet 21 Support troubleshoot the application. You do not need to use it for anything and should not turn it on unless directed to by Prophet 21, but it is called Start Trace and it is located on the Settings menu. 65