Batch Barcode Processing Guide

Created by Migration Bot, Modified on Fri, 23 Oct at 2:29 PM by Migration Bot

Originally written by John Hardwick, last updated Oct 24, 2023, on the Swan Retail knowledge base (FRS).

This document is based on SwanFRS release version 1205

Overview

This guide details how to use a batch format barcode scanner for collecting data which can then be imported into SwanFRS at specific key stages of stock management.

SwanFRS is designed to provide each stock item with a traceable reference number known as the stock number (or ID). This stock number can easily be represented as a bar code and therefore tracked via a scanning device.

The exception to this is Accessory classed product, SwanFRS when printing barcode labels for this class of product uses the SKU as the source of the barcode rather than the Stock ID. This is because the stock ID changes as the product is moved between locations. Using the SKU ensures SwanFRS can track the parent item.

This document details the points where a barcode can be used within the application.

SwanFRS offers ‘batch’ barcode scanning – RF or real-time scanning is not included in this document

Operation

There are two forms of barcode scanning

In line keyboard processing

This method replicates the keyboard allowing the operator to ‘scan’ data into SwanFRS.

Batch barcode scanning

This process is used to collect stock data thus preparing it for processing within SwanFRS.

Keyboard Scanning

A keyboard scanner is a device which connects to the computer via a USB or similar port and acts as a pseudo or secondary input to the keyboard. When it scans a barcode, it sends the barcode to the computer as though it had been typed in manually via the keyboard. It provides a more accurate way of identifying stock and is of use at point of sale.

Find Stock

The catalogue and stock search routines are designed to allow the operator to enter a stock code. This stock code could be entered via ‘keyboard wedge’ type scanning device.

SwanFRS can be configured to ‘focus’ the cursor on the stock code data entry field enabling the operator to simply scan a barcode for the system to show stocking levels.

Manufacturers Barcodes

SwanFRS also offers the ability to record the manufacturer’s barcode (for the US appliance market this is referred to as the UPC Code). If the supplier has a standard barcode for a product recording it against the SKU removes the need to re-barcode the product at GRN / write on.

Where configured, SwanFRS offers a ‘barcode’ field on the product category / stock search screen which allows the operator to scan the manufacturers barcode instead of the SwanFRS stock code.

Serial Number

SwanFRS also offers the ability to record the items serial number (unique Classed items only). This is of particular use when selling electrical goods or if a warranty code is required to link to a stock item. The system can be configured to automatically focus on the serial number field.

The serial number for a stock item is the manufacturer’s serial number and not the Stock ID used in SwanFRS. In SwanFRS these are two separate fields processed and handled separately.

Batch Processing

The batch processing from a SwanFRS perspective allows the operator to scan a series of barcodes, possibly away from an internet connection, and then to dock the scanner thus allowing its contents to be copied across to a PC whereby the data can be imported into SwanFRS and used to control them ‘movement’ of stock within SwanFRS.

This section identifies the places within SwanFRS where it is possible to upload a file generated by a hand-held barcode scanner. Once the scanner is ‘docked’, the data file can be uploaded to the SwanFRS system and processed thus replacing the need to key in each stock movement separately.

There are several scanners on the market, when purchasing please ensure the scanner can create a data file as per the formats detailed in this document.

Swan have programs they can supply for the CipherLab 8001 / 8200 and 8600 scanners. We cannot support other software loaded on to these devices or other device’s operating systems.

Examples of a handheld scanner is shown below.

Availability of the 8001, 8200 may be limited. Please check with your local supplier.

SwanFRS have a control program for these scanners which can be loaded onto the device upon request. This program is authored by Swan and is maintained by it.

Other scanning devices are available however coding the scanner to produce the required data format would be the responsibility of the Retailer or provided as a chargeable service by Swan Retail.

If creating your own data file, the file must be a tab delimited text file with 4 columns

Column 1	Barcode To be processed within SwanFRS this field must contain a valid SwanFRS stock ID. It is possible to scan the manufacturer’s model number instead of the SwanFRS barcode however this may result in false rejections should the software not be able to identify a stock item from the manufacturer’s code.
Column 2	Quantity This field must contain an integer value greater than or equal to 1. Invalid quantities (for example a quantity of 2 for a unique item) will be rejected.
Column 3	Bay Optionally scan or enter the bay location (storage area / rack) where the stock item is NOW located.
Column 4	Serial Number Optionally scan or key the manufacturer’s serial number for the stock item. This field will only be recorded against items marked as having serial numbers and will not be used as a search or index

Data example

4801  1 A1
4835  1 A2  12345678905

Data Collection / Basic Operation

Ensure the scanning device has suitable change and turn on by pressing and holding the power button to the top left of the scanner.

Once powered up the scanner may beep, and the screen display will offer 4 options

Collection data	Press 1 on the scanner’s keyboard to begin the scanning of barcodes / collection of data.
Upload data	Press 2 on the keyboard to send the data collected by the scanner to the linked PC.
Utilities	Press 3 on the keyboard to change settings within the scanner.
FTP	Press 4 to access the file transfer processes. (8200 and 8600 series only) Alternatively on the 8600 series, press the F4 button once scanning has been completed to immediately put the scanner into update mode.

To return to the previous menu / abort a process at any time press the Escape Key.

Scanning

Pressing 1 on the keyboard presents a series of scanning options.

Keyboard shortcuts

General scans
Serial number collection scans – only applicable for the GRN process.
Stick bay – as serial scan but remembers the bay reference.

The 8600 offers a Function4 feature which, when docked in its cradle moves the scanner directly into upload mode.

General Scanning

The general scanning screen displays as shown below.

This process enables the operator to scan a barcode, confirm the quantity scanned and optionally scan or enter a bay location.

The number of scans held in the data file is shown at the bottom of the screen.

Serial Scanning

The GRN scanning screen displays as shown below.

This process enables the operator to scan a barcode, confirm the quantity scanned, optionally scan, or enter a bay location and an optional serial number

The number of scans held in the data file is shown at the bottom of the screen.

Sticky Bay Scanning

The GRN scanning screen displays as shown below.

This process enables the operator to scan a barcode, confirm the quantity scanned, optionally scan, or enter a bay location and an optional serial number

The number of scans held in the data file is shown at the bottom of the screen.

Uploading Data

Once the scan is complete press ESC to return to the main menu.

Place the device in the docking cradle or connect the data connection cable or if you have a Bluetooth enabled 8600 ensure both the scanner and the PC have Bluetooth turned on.

The cradle or data connection MUST be powered for this process to work.

To upload the data selection option 2 on the menu (or Press F4 on the 8600)

The screen will display as shown below.

Dependent upon configuration select the Data Read program on your PC. This will load with the saved default settings.

It may be necessary to change the COM port setting if there have been changed to the devices connected to your PC.

If using a cradle, ensure the Interface is set to Cradle-IR.

Ensure the Directory is correctly set prior to loading.

The COM port will vary dependent upon the number of USB devices on your PC.

Clicking Start begins the process of loading data from the device to the designated import folder.

Once connected the window will show connection, then the number of records received prior to changing to completed.

If the PC fails to see the device check the communication settings on the scanner via the Utilities > Settings menu.

A separate window then shows the number of data records transmitted.

The device will then offer the ability to delete…

All data
The last transmitted file
Cancel – leave the data on the device.

Press ESC to return to the main menu.

Processing the Data in SwanFRS

Goods Receipting

The goods receipt routine allows the operator to upload a data file of goods received from the supplier.

It is necessary to specify the supplier, place of receipt and receipt dates in the standard GRN header section, however there is no specific requirement to specify a container or purchase order reference.

Once confirmed SwanFRS will show all outstanding items for the selected data set.

Rather than choosing each item and marking it as receipted select theUPLOAD FILE button.

Selecting this option generates the following screen.

The operator may then browse their local disks (via the CHOOSE FILE button), once selected clicking the upload button instructs the system to process the selected file against the GRN

The GRN upload data file must be of the following format.

4801  1 A1
4837  1 A2  12345678905
4844  1 A3
4845  1 A99   
4850  1 A1

The file has four data elements separated by tabs, the elements are stock ID / suppliers bar code (UPC) or manufacturer’s ASN (automated shipment number) ID, quantity and bay location and optional serial number.

The Manufacturer’s ASN is not the model number of the item.

The system will process the data file and produce an on-screen display like the one shown below.

When the file contains a barcode (UPC) the system finds the oldest unreceived PO matching the UPC code and books this into stock. I.e., Oldest outstanding PO first.

Clicking OK returns control back to the GRN screen where the results of the data load will be displayed.

In the example above the load items have been rejected.

To be accepted the item must -

Contain a valid License plate / stock ID / stock detail ID
The line must be on purchase order and for the specified supplier.
Where not set the load, quantity will be assumed to be 1.
It is not possible to over receipt (irrespective of application parameter setting) – if the quantity received exceeds the outstanding amount – the quantity recorded will be that of the outstanding amount with any excess being exception reported.
Measured goods will be assumed to be wholly receipted.
Accessory items will assume a receipt quantity of 1 unless the quantity field has been set.
Where used, if the bay location is not found an exception status will be produced but the item will be processed, (will not be rejected) the scanned bay will be replaced with the default from the GRN.

The bay location is optional – where set it will be checked against the bays within the GRN location – if not found or not set the default bay location held against the GRN will be used.

The routine checks the first element of the load file for a valid stock reference and will only accept items that are not receipted into stock and linked to the GRN’s supplier.

Duplicate lines possible however the system will check the outstanding goods quantity.

Bay locations must be valid within the specified GRN location.

The user may now decide whether to accept the loaded data, amend it, abort, or reprocess the load file once modified.

To record the details against the GRN select the APPLY button. These returns control back to the GRN screen where more load files can be processed, or data entered manually.

Upload Bays

Once the goods have been booked into stock it may be necessary to move them between bays within the warehouse

For users holding the CAN_UPLOAD_BAYS privilege it is possible to load a data file containing a list of stock items and associated bay locations.

The routine is available within the warehouse menu folder.

The first step is to define the location where the stock has been moved.

To load a file either manually key in the location of the file on the local PC or a drive it can see or click the CHOOSE FILE button to allow windows^® to find the files location.

An example of a data load file is shown below –

3081  1 A1
3082  2 A3
3083  1 AAAAaa
3084  1 A1  
3085  1 A2  
3086  1 A3
38392 10  A5

The file needs to contain four data elements separated by tabs, the elements are stock ID / suppliers bar code or manufacturer’s ID, quantity (ignored for this process), bay location and serial number (ignored by this process).

Once identified click the UPLOAD button, the routine will verify the data file and if accepted produce a message indicating the number of lines processed.

Clicking OK returns control back to the GRN screen where the results of the data load will be displayed.

In the example above 2 lines have been successfully processed and 1 line rejected.

If a stock number is repeated within the load file, the last repetition will be prevalent. I.e., the last stock item will be used to update the bay location.

It is possible to mix stock from multiple suppliers within the load file.

To be accepted the line must

Contain reference stock held within the location to be accepted.
Bay locations must be valid within the specified location.
Contain a valid License plate / stock ID / Stock detail ID
It will be assumed that the whole item is being moved
Unique items – quantity of 1 – the item is moving to the new bay.
Measured items – assumes the whole unit is moving – if a part of the item is to move then the ‘split batch’ functionality will be required.
Accessory items – assumes the whole batch is moving – if part of the batch is to move then the ‘split batch’ functionality is required.

For measured and accessory items if the manufacturing plate / stock ID locates product in more than one bay location the line will rejected with a reason given.

If the stock detail ID is used and the ID is no longer valid the system will attempt to find ‘its children’ if found and in a single bay within the location movement will occur if not an exception will be recorded.

When accessory goods are received, they are given an internal use Stock detail ID – as these goods move between location or have the batch split, they are given a new stock detail ID (a child code) which related back to the parent code (that of the original stock detail ID) therefore it is possible for the system to find out where the goods came from. If using the stock detail ID bar code type label, it is recommended that as a batch is split or moved to another physical location the bar-coded label is re printed.

If the item is not in the specified location the line will be rejected.

If the barcode scanned is that of a license plate and there is more than one of these references in the selected location the movement will be rejected.

To revise the bay locations of goods accepted click the UPDATE button.

Transfer Between Locations

Transferring stock between physical locations is a two-stage operation, loading the transfer note and receiving the transfer note. Both elements have scan file upload capabilities.

Generating the Transfer Note

SwanFRS enables the transfer note to be populated with data collected from a hand-held scanner. Once the transfer note has been created users possessing the CAN_UPLOAD_TRN_IN_INSERT privilege will see the LOAD FILE button in the transfer note header section.

Selecting the LOAD FILE button produces the following window –

To load a file either manually key in the location of the file on the local PC or a drive it can see or click the CHOOSE FILE button to allow windows^® to find the files location.

An example of a data load file is shown below –

3081  1 A1  
3082  2 A3  
3083  1 AAAAaa
3084  1 A1
3085  1 A2
3086  1 A3
38392 10  A5

The file needs to contain three data elements separated by tabs, the elements are stock ID / suppliers bar code or manufacturer’s ID, quantity, bay location and serial number (the latter 2 being ignored for this process)

Once identified click the UPLOAD button, the routine will verify the data file and if accepted produce a message indicating the number of lines processed.

Clicking OK generates a load exceptions page (as shown below) where necessary or if the file was uploaded without mismatch the screen will return to the transfer page.

The data load file must adhere to the format described for adding items to the transfer note.

Clicking OK returns to the transfer note detail page.

It is possible to mix stock from multiple suppliers within the load file.

To be accepted the line must

Contain a valid License plate / stock ID
The process routine will check the stock detail ID for a match, then the license plate and if no match then the Stock ID. Where no matches are found the row will be rejected
The item must be present in the sending location.
The item cannot be on another transfer note.
Where not set the load, quantity will be assumed to be 1.
For measured goods, the system will assume all the item is being moved – this ignoring any quantity set.
Receiving the transfer note

Once the goods have arrived at the destination location, they can be scanned by the handheld and then uploaded into the system.

Operators possessing the CAN_UPLOAD_TRN_OUT_INSERT privilege will see the LOAD FILE button in the transfer note header section.

Selecting the LOAD FILE button produces the following window –

To load a file either manually key in the location of the file on the local PC or a drive it can see or click the CHOOSE FILE button to allow windows^® to find the files location.

An example of a data load file is shown below –

3081  1 A1  
3082  2 A3  
3083  1 AAAAaa
3084  1 A1
3085  1 A2
3086  1 A3
38392 10  A5

Once identified click the UPLOAD button, the routine will verify the data file and if accepted produce a message indicating the number of lines processed.

Clicking OK generates a load exceptions page (as shown below) where necessary or if the file was uploaded without mismatch the screen will return to the transfer page.

Clicking OK returns to the transfer note detail page.

The system will only accept stock items already present on the transfer note which have not been previously received or lost in transit.

At this stage, the upload simply ticks the A/N box for accepted items.

To confirm the transfer the operator must specify a received date and then click the RECEIVE button.

Stock Taking

SwanFRS uses the scanned data file concept for stock takes.

Please refer to the Stock Take Guide tutorial for details.

Cipher Lab Scanners

Loading the Application

When using a new scanner or having reset the scanner back to factory defaults it will be necessary to load the barcode scanning software onto the device

To do this you need the Forge AG program installed.

This program and its AGX files will be made available upon request.

Selecting this program presents a screen Like that shown below

Use the File > Open process to select the appropriate scanning program

Choose Swan8001-116.AGX or the Swan8200-1106.AGX dependent upon the device being used.

To load the program onto the scanner ensure it is connected to your PC via the appropriate connection method. It is recommended that the RS232 connection be used wherever possible.

To change the communication method on the scanner. Select Utilities > Settings and click the download port option. This will offer a list of communication options. Select Cradle if appropriate

Select Transfer > Send Application to begin the process of loading the software on the scanner.

It may be necessary to change the Download via and COM Port to suit your PC’s connection settings.

On the scanner select Utilities > Load Application. The screen will then wait for connection.

A percentage load indicator will show whilst loading the program beeping once the software has been loaded.

It is important to ensure the correct communication protocol is set for uploading data to the PC. This is done within the Utilities > Settings menu on the scanner.

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