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Inventory Stock Count – DO NOT DISTRIBUTE 1 Inventory Stock Count The Sage Evolution mobile application offers online and offline modes which enables the users to operate even if they are not connected via 3G / 4G / WiFi. The application still creates an automated and seamless integration between the mobile users and your Sage Evolution company database. The Inventory Count mobile application sends all available stock count lists directly to the mobile user’s mobile device. The application also offers a Bluetooth device scanner to enable quick and easy scanning of stock items during the stock count. The mobile user will be able to log on from anywhere, using their mobile device in order to immediately have access to the stock count lists that were assigned to them via your Sage Evolution company database. They will also be able to remotely search for stock items by scanning the barcode and count serialised and / or unit of measure items. Large data syncs will run in WiFi mode only. Inventory Stock Count Setup The following diagram depicts the steps to ensure a successful Inventory Stock Count Setup: Important Information Step 1 and Step 2 of the setup process will be performed in the same way for Android, IOS and Windows devices. Step 1 Install Sage Inventory Count Inventory Stock Count Setup Step 2 Configure the defaults within Sage Evolution Step 3 Register the mobile device Step 4 Add registered device to the Sage Evolution database Mobile Inventory Stock Count Application

Inventory Stock Count Setup - Pastel Accountingezines.pastel.co.za/htmls/July_2016/Training/... · Inventory Stock Count Setup . The following diagram depicts the steps to ensure

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Inventory Stock Count – DO NOT DISTRIBUTE

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Inventory Stock Count The Sage Evolution mobile application offers online and offline modes which enables the users to operate even if they are not connected via 3G / 4G / WiFi. The application still creates an automated and seamless integration between the mobile users and your Sage Evolution company database. The Inventory Count mobile application sends all available stock count lists directly to the mobile user’s mobile device. The application also offers a Bluetooth device scanner to enable quick and easy scanning of stock items during the stock count. The mobile user will be able to log on from anywhere, using their mobile device in order to immediately have access to the stock count lists that were assigned to them via your Sage Evolution company database. They will also be able to remotely search for stock items by scanning the barcode and count serialised and / or unit of measure items. Large data syncs will run in WiFi mode only.

Inventory Stock Count Setup The following diagram depicts the steps to ensure a successful Inventory Stock Count Setup:

Important Information Step 1 and Step 2 of the setup process will be performed in the same way for Android, IOS and Windows devices.

Step 1 Install Sage

Inventory Count

Inventory Stock Count Setup

Step 2 Configure the defaults within Sage Evolution

Step 3 Register the

mobile device

Step 4 Add registered device to the

Sage Evolution database

Mobile Inventory Stock Count Application

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Step 1: Install Sage Inventory Count The first step of the Inventory Count setup process is to install the add-in.

Important Information Always ensure that the latest version of the Sage Evolution back office software is installed. You will be able to locate this software from the installation DVD. Locate the installation folder and double click on the SageInventoryCountAddIn[7108].exe file. The screen displays as follows:

Click on the Next button. The screen displays as follows:

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Important Information It is very important that you install the Inventory Count add-in into the exact same folder as your current Sage Evolution install files. First check and verify the installation path and ensure that you browse to the same folder. Click on the Next button. The screen displays as follows:

Click on the Next button to start the installation process. The screen displays as follows:

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Wait for the installation to complete. The screen displays as follows:

Click on the Close button to complete the installation process. You will notice an added section within the Mobile Sales work area called Inventory Stock Count. The screen displays as follows:

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Step 2: Configure the defaults within Sage Evolution The next step in the setup process will be to access your Sage Evolution database and ensure that the default settings are correctly configured according to your business requirements. It is essential to ensure that the Freedom Service is installed and the Freedom Service is running.

Step 3: Register the mobile device Android, iOS & Windows devices

Important Information Please note that screens may differ on the individual devices, but the steps remains exactly the same. From the device go to the Playstore / iStore / Windows Store and download the Sage Evolution Inventory Count application. After successful download, tap on the Sage Evolution Inventory Count icon to launch the application. The screen displays as follows:

Notes

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Tap on the Settings icon. The screen displays as follows:

From the Connect menu enter the relevant Web Service URL. The screen displays as follows:

The [localhost] might be replaced (or requested) by the PC/Server’s IP address hosting the Freedom Service.

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Important Information The Web Service URL should be in the following format – http://localhost:5000/freedom.core/ Locate and tap on the General menu item. The screen displays as follows:

Make use of the slider to select the number of records that will be synced per page. The selected amount will be automatically saved.

Important Information The default amount of records to be synced is set to 60.

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If you would require the user to sync records via Wireless / WiFi , ensure to activate this option by toggling between the On / Off button in the Sync on Wireless Only field. The screen displays as follows:

Important Information The default setting for the Sync on Wireless Only option is set to Inactive

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Locate and tap on the Barcode menu. The screen displays as follows:

If you would like the user to make use of a barcode scanner, ensure that you activate the Allow Barcoding Software option. The screen displays as follows:

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Important Information The default setting for the Allow Barcoding Software option is set to Inactive. Ensure that you select the correct scanner name from the Barcode Scanner Name dropdown menu. The screen displays as follows:

Tap on the OK button to save changes made to the Settings.

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In order to access the company database, from the application home screen, enter the agent’s name and password in the relevant fields. These details are the same as the agent will use to access the Sage Evolution database. The screen displays as follows:

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Tap the Connect To field and select your company database from the provided list. The screen displays as follows:

Select the Sign In option. The following message displays:

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The setup process on the device has now been completed.

Step 4: Add registered device to the Sage Evolution database The final step of the Inventory Count setup process is to add the registered mobile device to your Sage Evolution database. From the system tree navigate to Mobile Office…Common…Device Users. The screen displays as follows:

Click on the Add button. The screen displays as follows:

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From the Module dropdown menu select the Inventory Stock Count option and from the Agent Name dropdown menu select the relevant agent. The screen displays as follows:

Click on the Next button to save changes made. From the Device drop down menu, ensure that you select the relevant device matching it to the corresponding agent. The screen displays as follows:

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Important Information You will need to obtain the device name in order to ensure that you select the correct device. These days the device owner can manually edit this name. Please refer to the relevant device’s instruction manual on how to locate the device name. Click on the Next button. The screen displays as follows:

Click on the Finish button to complete the process. The agent will now be able to sign into the Inventory Count application from their mobile device.

Using the Inventory Count process. The following diagram depicts the steps of the Inventory Stock Count process:

Step 1 Create stock count

list in Sage Evolution database

Inventory Count Process

Step 2 Send the stock count list to user’s mobile

device

Step 3 Access the stock

count list from mobile device

Step 4 Count, update stock count list

and sync data to Sage Evolution database

Step 5 View inventory update in the

Sage Evolution database

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Step 1: Create stock count list in Sage Evolution database The first step in the process would be to create a Stock Count List from within the Sage Evolution database. From the system tree navigate to Inventory…Transactions…Inventory Count. The screen displays as follows:

Click on the Add button. The screen displays as follows:

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The following table explains the different options available under the Count tab:

Option: Description

Number The system will automatically allocate a number to the inventory count.

Description You can change the description in this field to suit your needs.

Reference

Use this field to record a reference number, name and so on. This reference can be the name of the person administering the stock take, the person authorising or supervising the stock take, and / or you can link it to a specific project by referencing the project code or description.

Status This field will indicate the current status of the inventory count. This field will automatically update.

Force Capture before Complete

Enable this tick box if you would like to force data capture before completing the inventory count.

Delete Inventory Count after Completion

Tick this tick box if you want the count to be deleted after you have processed it.

Default Print Options

These drop down menus allow you to specify your printing requirements.

Include System Quantity on Hand

Tick this tick box if you would like the current quantity on hand number to display on the inventory count.

Quantity On Hand

This area is reliant on the Job Costing and Manufacturing add-on modules of Sage Evolution. Please note that these modules do not form part of the Sage Evolution install. If you have these modules registered on your Sage Evolution, you can specify whether you wish your inventory count to include work in progress (WIP) items as well.

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Click on the Inventory tab for the following screen to display:

By default all items will be included in the inventory count, but you will be able to use the various options on this screen to specify selected items if this is required.

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Click on the OK button to save your selections for the new Inventory Count. The screen displays as follows:

Click on the OK button.

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Step 2: Send the inventory count list to user’s mobile device The next step in the process will be to send the created stock count list to the selected mobile user. From the system tree navigate to Mobile Office…Inventory Count…Inventory Count Management. The screen displays as follows:

Click on the Add button. The screen displays as follows:

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From the Inventory Count Batch dropdown menu select the stock count list you want to send to the mobile device user. From the Device User dropdown menu select the mobile user you want to send the list to. The screen displays as follows:

After assigning the stock count list to the mobile device user, click on the OK button to close the Inventory Count Management screen. Once you have clicked on the OK button the count record will be sent to the device and placed in a Waiting state. This will then be ready for download as soon as the user logs into the Inventory Count application from their device.

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Step 3: Access the stock count list from mobile device The next step will be to log into the Sage Evolution Inventory Count application, as the agent, and access the Stock Count list that was sent from the Sage Evolution database. Android, iOS & Windows devices

Important Information Please note that screens may differ on the individual devices, but the steps remain exactly the same. After successful login the screen displays as follows:

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Locate the download icon in order to download the Count list/s. The screen displays as follows:

Once the user selects the download button the following prompt will display:

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Important Information This will be a good time to take note of the number of lines on the list that will be downloaded for the stock count. Tap on the Yes button to proceed with the download. The screen displays as follows:

Important Information Please note: When downloading the stock count list the list is downloaded in stacks of 500. If a list contains less than 500 items, the download will still display 0 -500. If the list contains 2000 items the download will display 0 -500 – 1000 – 1500 – 2000.

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Once the download has completed the screen automatically displays the stock count number and title. This will correspond with the stock count number in your Sage Evolution database. The screen displays as follows:

If the user has downloaded the incorrect stock count list they will have the option to reject it by tapping on the Reject button for the relevant list.

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Step 4: Count, update stock list and sync data to Sage Evolution database In order to proceed with the stock count, the user will open the stock count list by tapping on it. The screen displays as follows:

The user can scroll through the stock count list by swiping up or down. To view the next page/s the user can tap on the Left / Right arrows.

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To edit a stock item, select the item by tapping on it. The screen displays as follows:

To capture the counted value, tap on the Counted Quantity field. The screen displays as follows:

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Make use of the keypad to enter the amount. Tap on the Save icon to save the amount entered. The screen displays as follows:

A tick mark will display next to the stock item which indicates that the actual count amount has been entered. Follow the same steps for each of the stock items on the stock item list.

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After completing the stock count, locate the Upload icon and tap on it. The screen displays as follows:

This screen will display a very basic summary of what data will be uploaded to the Sage Evolution database. Important areas to focus on are the Description and Total areas. These areas provides you with the total items in stock, the items counted (not yet uploaded) and the total items counted and uploaded. Tap on the Upload button to start the upload process.

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Step 5: View inventory update in the Sage Evolution database The final step in the process will be to view the inventory count updates sent from the mobile device. From the system tree navigate to Inventory…Reports…Inventory Count. The screen displays as follows:

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You will also be able to from the system tree navigate to Inventory…Transactions…Inventory Count. From here select the stock count and click on the Edit Quantities button. The Edit Inventory Count screen will display and you will be able to view and verify the counted and uploaded quantities. The screen displays as follows:

Notes