VERSION 01 HART ID = 233-01 SYSTEM INVENTORY MANAGER’S REFERENCE MANUAL FOR PAGE RECEIVE COMPONENTS & SUPPLIES ·················· 1 STORE PREPARATION ······································· 3 PLACING THE HART STICKERS ··························· 4 KEY STICKER RANGE ········································ 7 SET UP ACCESS POINTS ··································· 9 HART DEVICE ················································· 11 SET UP SCANNERS ········································· 13 INVENTORY PROC
RECEIVE COMPONENTS/SUPPLIES You will receive one equipment box containing all of the necessary components for Inventory. The box will be sealed with tape. Cut the tape with a knife, do not rip tape off. When opening the box, be careful. Try not to rip or damage the box. You will use the same box to return the components to Hart Systems. Inside one equipment box, you will find: ○ (5) Scanners ○ (1) Access Point labeled “PRIMARY” ○ (1) Access Point labeled “SECONDARY” ○ (2) Additional Batteries.
Hart Systems also sends (1) supply packet. The supply packet arrives approximately (3) days before your Inventory. Inside the supply packet, you will find: Sticker sheets Scanner Quick Reference Guides Manager’s Reference Manual (you are reading this now) Equipment movement instructions flyer Hart Control ID Bar Code - you will need this form to set-up the scanners for your store. (1) Internet Password flyer.
STORE PREPARATION DO WHATEVER YOU CAN TO SPEED UP THE SCANNING. Make sure that all fixtures are neat and that the merchandise is arranged in a uniform manner. Organize and clean the store to ensure that all items are clearly marked and in their proper locations. Check that all merchandise has a scannable ticket. Be sure that all displays are accounted for. Double check for merchandise in out of the way nooks and crannies - the stockroom, behind registers.
PLACING THE HART STICKERS You will be using HART STICKERS to control the fixtures on the Floor Plan. The stickers are attached to Fixture Sticker Sheets. There are 30 removable stickers on each sheet, which means there are 30 sticker numbers on each sheet. Each sticker has a pre-printed 9-digit control number; the first 4 digits are the “series”; the next 4 digits (in parentheses) are the “Sticker Number”; the last digit is a control check-digit. For the most part, 4-digit Sticker number.
PLACING THE HART STICKERS - Con’t HART TRAINING STICKERS Exhibit B in this guide contains one “sheet” of Training Stickers. These stickers are only to be used for Training - never use these for Live inventory. The system can identify these stickers as Training Stickers and it will not include the inventory data scanned on them in your final results. You can identify Training Stickers in two ways.
The employees will be scanning from left to right as they move from one sticker to another. They will scan a sticker, scan all of the merchandise associated with that sticker, end the sticker, and then scan the next sticker. Place the stickers so that it will be easy to see where one sticker ends and the next sticker begins. Section Markers (“red flags”) can be used to aid with this. Some fixtures will require more than one sticker.
KEY STICKER RANGE Before or during the inventory, you will need to key the range of stickers that were used in the store. This will be done via the Hart web site. 1. Log onto www.hartsystems.com. 2. Click on the “Client Login” button , on the upper right side of the screen. 3. Enter your User Name and Password (both entries must be in lowercase) and press ENTER or click on the OK button. User Name: hx23301 Password: srce0489 4. Click in the “Enter Store Number” field and enter your store number.
12. When you have completed entering the sticker range(s), click CLOSE. During the inventory, you will be able to modify the Sticker Range(s) based on additions and deletions of sticker numbers used. Each time the Sticker Range is modified, follow the instructions outlined in this section to adjust the existing range via the Hart web site.
SET UP ACCESS POINTS WiFi Connectivity Overview The Hart Systems NexGen Inventory System provides instant communications at the end of each sticker. The Internet reports are updated in real-time. Each location was provided two Access Points. One Access Point should provide sufficient coverage for Inventory. The other access point can be used to provide additional coverage. If you use both Access Points, please keep them at least 150 feet apart from each other.
6. Once the Access Point has been connected to the power outlet and your Network port, the Power Status (green), Wireless indicator (blue), and WAN Status (blue) should be lit (see below). WAN Status Power Wireless The access point is now ready to use! The Access Point must be connected in order to transmit. Remember to connect the access point before testing communication with the scanners or scanning any live Inventory data. 7.
HART DEVICE - IMPORTANT KEYS Auxiliary Scan Button Auxiliary Scan Button “ESC” “SCAN” Used to clear an entire field. Press to scan bar codes. “BKSP” “ENTER” Used to clear an entry, one position at a time. Used to accept all entries. (Power Key) Used to power the scanner on and off. FUNC (Function) Key = Increases screen brightness. = Decreases screen brightness. = Increases volume. = Decreases volume.
HART DEVICE - SCREEN LEGEND Pending Stickers Indicator P = Scanner contains stickers to be transmitted to Hart. Store# Employee Battery Strength Signal Strength Alpha/Numeric Indicator 1 = Numeric A = Alpha, UPPER a = Alpha, lower Page 12 HAVE A QUESTION? CALL HART CLIENT CARE at 800-252-2818, or EMAIL US AT help@hartsystems.
SET UP SCANNERS Now that the access points are up and running, you can start registering the scanners. Set Up Scanners: 1. Scan the Hart Control ID bar code. 2. Key your Store Number and press ENT (Enter). 3. Click Yes to continue; the scanners will register shortly after pressing Yes. 4. The “ENTER EMPLOYEE ID” screen will be displayed Registration is complete. 5. Repeat steps 1 and 2 for all scanners. 6.
Set Language: The scanners are received set to “English” language. To set the scanner for another language: From the Enter Employee ID screen, press the Menu button on the scanner TouchScreen. Select “Language” from the pop-up menu that appears. From the second pop-up menu that appears, select the preferred language: English (Default) French (Canada) Page 14 HAVE A QUESTION? CALL HART CLIENT CARE at 800-252-2818, or EMAIL US AT help@hartsystems.
INVENTORY PROCEDURES REMEMBER: The Access Point must be plugged in and connected BEFORE scanning begins. SET EMPLOYEE ID Key the 5 digit Employee ID and press ENT (Enter). START A STICKER After entering the Employee ID, scan the Hart Sticker. Page 15 HAVE A QUESTION? CALL HART CLIENT CARE at 800-252-2818, or EMAIL US AT help@hartsystems.
SCAN TICKETS 1. After scanning the Hart sticker, you must scan or key the bar codes for all of the merchandise on that fixture. A quantity of one (1) will automatically be accepted. Multiple entered. quantities CAN be keyed ○ The MAXIMUM quantity allowed is 999. ○ Quantities of 100 or more, as well as same, double-digit quantities (11, 22, 33, . . . ) will require verification. ○ If a quantity is not entered, the scanner will automatically accept a quantity of 1. 2.
INVENTORY PROCEDURES - Con’t NOT ON FILE BAR CODES 1. The scanner will alert you if a scanned item (bar code) or keyed item (SKU) is not on the Master File. 2. Select Yes to accept the Not on File bar code or SKU; you will need to key additional information to accept the item. Not on file bar codes will require you key the associated SKU. Not on file SKUs will require you to key a Price and Item Description.
REVIEW / DELETE TICKETS 1. If you have lost your place in a sticker, or would like to verify previously scanned items, refer to the Review Grid, located in the center of the Scan Bar Code screen. You can navigate through the Review using the Arrow keys on the scanner. 2. To delete a scanned item, locate the bar code in the Review Grid using the arrow keys. 3. Highlight the item and press the “Delete Item” button, on the TouchScreen. 4.
INVENTORY PROCEDURES - Con’t CANCEL STICKER Press the “Cancel Sticker” button on the TouchScreen and follow the instructions. NOTE: You can only cancel the sticker you are currently scanning. You cannot cancel a sticker that was “ended”. END A STICKER After you have scanned all of the merchandise for a particular sticker, you must END the sticker - the scanner will save all of the data and automatically transmit to Hart. 1. Scan the Hart Sticker again. 2.
PIECE COUNTS You will be required to conduct Piece counts on 10% of the stickers in your store. After a sticker is ended, the scanner will prompt the employee to enter a Piece count (# of units that were scanned for that sticker). They will need to manually count the items on that sticker and key the amount into the scanner. If the Piece Count is not correct, you will be given another opportunity to enter the correct Piece Count.
INVENTORY PROCEDURES - Con’t DATA TRANSMISSIONS Once a sticker has been ended, the data is automatically transmitted to Hart. Once the sticker is completed, place a section marker over to sticker, to represent it is completed. Any data scanned while out of range of the access point, will be saved then automatically transmitted once you are again “in range”. PENDING TRANSMISSIONS — VERY IMPORTANT! When you have sent more than four stickers, check the indicator at the Scan Hart Sticker Screen.
REVIEW PREVIOUS STICKERS SCANNED The Scan Hart Sticker screen will display the last six stickers scanned, in the Review Grid, located in the center of the screen. CREATE AN “EMPTY” STICKER If you encounter a stickered fixture for which there is no merchandise associated with it, you still need to account for the Hart Sticker. Perform “START A STICKER” and “END A STICKER”: Scan the Hart Sticker and then END it immediately, without scanning any merchandise. Follow the scanner instructions.
INVENTORY PROCEDURES - Con’t END EMPLOYEE SCANNING SESSION When an Employee has completed their scanning assignments, they should log out and return the scanner to the Control Desk. At the Scan Hart Sticker screen press the Logout button on the TouchScreen to log out, and the scanner will return to the Enter Employee ID screen.
HOW TO ACCESS REPORTS After data has been sent to Hart, it is processed on the Host Computer. Throughout your inventory, you can obtain detailed information by viewing various reports via the Hart web site. These reports are very useful in controlling the various aspects of the inventory. ACCESSING THE REPORTS ONLINE To access the inventory reports via the web: 1. Log onto www.hartsystems.com. 2. Click on the “Client Login” button , on the upper right side of the screen. 3. 3.
REPORT DESCRIPTIONS INVENTORY OVERVIEW This report displays a summary of the inventory, which includes the total number of stickers sent to Hart and the number of Missing and Empty stickers. It also displays the total units for the entire store. This report will be used at the end of the inventory to fill in information on the Inventory Control Form. STICKER SUMMARY This report displays the total units scanned on each of the stickers sent to Hart.
STICKER DETAIL This report displays a line-by-line listing of every item on a particular sticker, in the order in which it was entered. This report can be used to ensure that each employee is following the proper scanning procedures. The Sticker Detail report may be viewed on the Hart web site by: Viewing the Sticker Summary, then clicking on the selected sticker number, OR Selecting Sticker Detail from the Reports Menu, then keying the 4-digit Sticker Number.
REPORT DESCRIPTIONS - Con’t CANCELLED STICKER Displays every sticker that was Cancelled due to an incorrect piece count, including the Employee that scanned the sticker, the scanned count, the piece count entered and the difference. NOT ON SALES FLOOR REPORT This report displays all items scanned in the Stockroom but not scanned on the Sales Floor.
CLOSE THE INVENTORY Once you have finished scanning all of the merchandise on every fixture in your store and have sent all of your data to Hart, you can prepare to close the inventory. You should review reports via the Hart web site and reconcile your inventory results. You should have NO Missing Stickers. You should have NO Stickers Outside the Range. After you are satisfied that you have accurately inventoried your store, display the Inventory Overview, via the Hart website.
CLOSE THE INVENTORY - Con’t CLOSE THE INVENTORY When you have verified that the inventory has been completed, you may close the inventory - via the Hart website. 1. Select Inventory Functions on the Overview screen and click on CLOSE INVENTORY. 2. Follow the instructions and prompts that are displayed. ○ If there are any Missing Stickers, or Stickers Outside the Range, a message will be displayed informing you that one or more of the above conditions exist.
DOWNLOAD INVENTORY COUNT/IMPORT FILES Once the inventory has been closed, the inventory data must be downloaded from the Hart website, then imported into the store’s SOS system to apply the results. DOWNLOAD INVENTORY COUNTS 1. Follow the instructions for accessing the Hart website and on-demand reporting, as outlined on page 18 of this manual. 2. From the Inventory Overview, click on Download Inventory Counts and a “pop-up” window (“Save As”) will open. 3.
DOWNLOAD INVENTORY COUNT/IMPORT FILES - Con’t LOADING AND APPLYING THE COUNTS ON THE STORE SYSTEM 1. In the SOS inventory program, select Option 3 - Apply Scanned Inventory Counts. Select Option #3 to view or apply the uploaded counts. 2. This will convert the file for use by the program and list it as “count.000”. The file can now be viewed or applied to the counting deck. 3.
SHIP EQUIPMENT Do NOT write on any of the original Hart boxes. Before packing the boxes, remove and read the shipping instructions. The Shipping Instructions are in a clear envelope, affixed to the inside flap of Box U. All of the equipment will be shipped in the original boxes. Apply the shipping labels to the covers of the two boxes, as specified in the Shipping Instructions. First, place the Access Point(s) and cables back in the foam.
TRAINING GUIDE When a scanner is set for “Training” mode, the stickers and merchandise bar codes scanned or keyed will NOT be included on any reports or other output. If you do choose Training Mode, you must take the scanner out of Training mode before live scanning is to begin. This will ensure data scanned is not lost. 1. From the Enter Employee ID screen, press the Menu button, on the TouchScreen, and a sub-menu will appear. 2.
4. Key your 6 Digit ID and press ENT (Enter). The “***Training***” Scan Hart Sticker screen will be displayed. NOTE: In addition to displaying “***Training***” at the bottom of the screen, the screen color will change from blue (“Regular” mode) to orange (“Training” mode). 5. Scan any Hart Sticker. a. The scanner will display another warning, indicating that you are scanning in Training mode and that no data will be saved/sent. b. Press ENT (Enter) to continue. 6.
TRAINING GUIDE - Con’t 7. End the sticker and the ***Training*** write on sticker screen will be displayed. 8. Press the OK button on the TouchScreen and the scanner will return to the ***Training*** Scan Sticker screen. TO EXIT TRAINING MODE: 1. Press to bring up the menu. 2. From the ***Training*** Scan Hart Sticker screen, press the Menu button and a submenu will appear. 3. From the sub-menu, press Training Mode. 4. The scanner will return to a Scan Hart Sticker screen, in Regular mode.
Store managers should schedule a pre-inventory meeting to review Physical Inventory procedures with the employees who will be scanning. BEFORE TRAINING: Make sure that all of the scanners have been set up. Become very familiar with the scanner and its functions. Place the Hart Fixture Stickers on all of the fixtures to be counted.
TRAINING GUIDE - Con’t The SCANNING PROCEDURE is as follows: 1. Scan the Hart Fixture Sticker. 2. Scan the bar code on the merchandise ticket (the number may also be keyed if the bar code can’t be scanned). 3. Scan all the merchandise on the fixture. 4. End the sticker by scanning it again. 5. When directed, manually count the merchandise on the fixture, and key the total “Piece Count” into the scanner. 6.
If a bar code cannot be scanned (the scanner will not read the bar code or the bar code is rejected as “Not Valid”), try to manually key-enter the SKU or UPC using the scanner keypad. If an item still cannot be scanned OR keyed in to the scanner, (no ticket, invalid number, etc.), it should be placed on the side. After the current sticker is ENDED, bring the merchandise on the side to the Research Area (explain where this area is ) to be investigated later.
SYSTEM FOR EXHIBITS TIPS/TROUBLESHOOTING TRAINING STICKERS INVENTORY SPECIFICATIONS CONTACTING HART CLIENT CARE
TIPS/TROUBLESHOOTING PROBLEM/QUESTION SOLUTION Can I use the touch screen to Yes, you can use the touch answer Window’s pop-up screen or the ENT button to messages? answer Window’s messages. What if the Internet is not updating after sending data. 1. Check the access point, it is possible it was disconnected. The scanner is in alpha mode. Press the “Alpha” button until I’m trying to enter quantity, but a “1” in the bottom right of the the scanner says “Please Enter scanner screen appears.
TRAINING STICKERS Copyright 2014 by Hart Systems, LLC
INVENTORY SPECIFICATIONS BAR CODES UPC A – Can be scanned or keyed and must be 12 digits in length. EAN 13 – Can be scanned or keyed and must be 13 digits in length. Multiple quantities are allowed for ALL merchandise in your store. The maximum quantity allowed is 999. QUANTITY NOT ON FILE PIECE COUNTS Quantities of 100 or more, as well as any same, double-digit quantities (11, 22, 33, 144) will require a re-key with 2 successive matches in order to be accepted.
CONTACTING HART CLIENT CARE IF YOU HAVE ANY QUESTIONS, CONTACT THE HART SYSTEMS CLIENT CARE. (800) 252-2818 OR (631) 439-8200 Our Client Care Staff may be reached by calling the above numbers. If your call is answered by our Receptionist, please ask for “Hart Client Care”. If your call is answered by our Automated System, please Enter “1” for “Hart Client Care”. You may also contact Hart Client Care via e-mail: help@hartsystems.
