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Arch User Guide ver. 25

Portable Data Terminal C3 - Restricted

Document Version 1.0 Last Update: Table of Contents of 16


Portable Data Terminal Classification: C3 - Restricted

Document History

Date Version Changed By Details

2016-03-06 1.0 Michelle Lategan Created Document




Table of Contents

Overview ................................................................................................................................................. 3

Creating a lookup file for PDT ................................................................................................................. 3

Using the PDT .......................................................................................................................................... 5

Purchase Order ................................................................................................................................... 5

Goods Received Voucher .................................................................................................................... 7

Goods Returned Claim ...................................................................................................................... 12

Stock Take ......................................................................................................................................... 13

Printing Labels from PDT ....................................................................................................................... 15

Deleting Products from PDT.................................................................................................................. 16




Overview

A portable data terminal, or shortly PDT, is an electronic device used to enter or retrieve data.

PDTs can be used in virtually every retail environment. In the retail set-up it assists with ordering,

stock take, pricing and receiving of products.

PDTs ensure accuracy of data input through barcode scanning and data transmission using

application software.

The purpose of this user guide is to explain how the PDT can be used and how it is integrated with

Arch.

Creating a lookup file for PDT 1. Select option ‘3-Utilities’ on the main menu of the PDT.

2. Next select ‘8 - Load Lookup’.

The PDT screen will now display the word ‘Connecting’.

3. Place the PDT into the cradle.

4. On the Arch Dashboard, click Utilities and then Create Product Lookup file for PDF.

5. Click Start to create a new lookup file. To create a lookup file for a specific Supplier or

Department select the applicable option from the drop down menus.




The number of products in the lookup file will be displayed in the left hand bottom corner.

6. Click Done to continue.

7. Click Yes to create new Lookup file on PDT or No to cancel upload of new file.

The PDT configuration screen will be displayed. This indicates the file that will be loaded,

the port that the PDT used and at what speed the information is transferred.

8. Click on OK to start the transfer.




A progress bar will be displayed indicating the progress of the lookup file being transferred.

Note: While the file is being transferred you can continue working on Arch. Wait until the

Downloaded Completely screen is displayed. This indicates the new lookup file has

successfully been downloaded.

9. The PDT can now be removed and used to capture information.

Using the PDT

Purchase Order

Scanning Products for PO with PDT

1. Select option ‘1 – Collect’ on the main menu of the PDT.

2. Press the [Yellow button] to activate the scanner and scan the applicable barcode.

The barcode scanned will appear next to ‘Code’ and the description of the product

underneath it.

The pack size of the barcode scanned will be displayed next to ‘Pack Size’.

3. Populate the quantity received from the supplier in the ‘QTY’ field of the pack size scanned.

4. Press the [Blue button] to enter the quantity specified on the PDT.

5. Continue scanning all products applicable to the GRV.

6. Press [ESC] to return to the main menu.




Downloading Scanned Products onto PO

1. Select option ‘2 – Upload’ on the main menu of the PDT.

2. Next select ‘Data File’ and press the [Blue button] to enter.

The screen will now display ‘Connecting…’

3. Connect PDT to computer or place in Cradle.

4. To generate a purchase order in Arch click Transactions > Purchase Order.

The standard purchase order screen will be displayed.

5. Click Open to view the Saved Purchase Orders or press [Enter] by the Supplier Number Field

to bring up the list of suppliers for a new order. Select the supplier by typing the name of the

supplier E.g. Charka or type the supplier number in the Supplier Number Field.

6. Populate the Telephone Number and Contact Person if necessary.

7. Press [Enter] to go to the Product Details Grid.

Adding Scanned Products to your PO

1. Select the Down Arrow next to Tools.

2. Click on Load Products from PDT. The system will display a screen asking to make sure that

your PDT is connected.




The Confirmation Screen will prompt you to download the quantities scanned in the

preferred order pack.

3. Select Yes to load per preferred order pack or No to load the pack size scanned.

The data will now be imported into the Purchase Order.

4. Note: Remember to Delete the Data File after download.

Goods Received Voucher

Scanning Products with PDT for GRV

1. On the Main Menu of the PDT select option “1 – Collect”. 2. Press the [Yellow button] to activate the scanner and scan the applicable barcode.

The barcode scanned will appear next to “Code” and the description of the product underneath it. The pack size of the barcode scanned will be displayed next to “Pack Size”.

3. Enter the quantity received from the supplier in the “QTY” field applicable to the pack size scanned.

4. Press the [Blue button] to enter the quantity specified on the PDT. 5. Continue scanning all products applicable to the GRV. Press [ESC] to return to the main

menu.

Downloading Scanned Products Onto GRV

1. Select option ‘2 – Upload’ on the main menu of the PDT. 2. Next select ‘Data File’ and press the [Blue button] to enter.

The screen will now display “Connecting…” 3. Connect PDT to computer or place in Cradle.




4. Select Transactions from the Arch dashboard and click on Goods Received Voucher

(Received Quantities) option.

5. To retrieve the saved Goods Received Voucher with the invoiced quantity, click Open.

6. The standard GRV screen will display. To retrieve the saved Goods Received Voucher with the invoiced quantity, select Open.

7. Select the Saved GRV’s Tab. All saved GRV’s will display.

8. Sort the saved GRV’s by Transfer number, Supplier Number or Supplier Name.

9. Select the required saved Goods Received Voucher manually.

Adding Scanned Products

1. Press [Enter] twice after the Goods Received Voucher has been selected. A blue line will

start flashing indicating that the products that have been scanned with the PDT can be

downloaded.




2. To load the scanned products click the Down arrow next to Tools. Select Load products

from PDT to download the products scanned.

The system will bring up n message prompting you to make sure the PDT has been set

correctly.

3. Next the system will display a message asking if you would like to load quantities as per

preferred order pack. If YES is selected it will load the quantity as per preferred order pack

set. If NO is selected it will loaded the pack size scanned.

The products and quantities scanned will be loaded on to the Goods Received Voucher

(Received Quantities) screen.

4. To compare the totals between what was scanned in the receiving process and what was

enter in the invoiced quantities process click Save button.




5. If there is a discrepancy between the received and invoiced quantity the system will

automatically display the Quantity Discrepancies screen. The system will require that the

products with discrepancies be re-counted. The list of products that need to be re-counted

can be printed. ONLY the products on the list must be re-scanned.

6. Click Re-count to download the re-counted quantity from the PDT.

7. To load the scanned products select the down arrow next to Tools. Select Load products

from PDT to download the products scanned.

The system will bring up n message that prompts you to make sure the PDT has been set

correctly.

8. Next the system will display a message asking if you would like to load quantities as per

preferred order pack. If YES is selected it will load the quantity as per preferred order pack

set. If NO is selected it will loaded the pack size scanned.




The products and quantities scanned will be loaded on to the Goods Received Voucher

(Received Quantities) screen.

9. To compare the totals between what was scanned in the receiving process and what was

enter in the invoiced quantities process and click Save.

The quantity discrepancies will be displayed again showing the previous quantity scanned

and the new quantity scanned. If there is still a discrepancy the system will require you to do

re-count again.

10. If the quantity correspond click Proceed to continue with the GRV.

11. Once Proceed have been selected the “Goods Received Voucher Quantities” print out will be displayed. This needs to be printed and handed to the truck driver to be signed. This confirms the quantities that was delivered and also confirms any stock that was short delivered or rejected.

12. Note: Remember to Delete the Data File after download.




Goods Returned Claim

Scanning Products for Goods Returned Claim with PDT

1. On the Main Menu of the PDT select option ‘1 – Collect’. 2. Press the [Yellow button] to activate the scanner and scan the applicable barcode.

The barcode scanned will appear next to ‘Code’ and the description of the product underneath it. The pack size of the barcode scanned will be displayed next to ‘Pack Size’.

3. Enter the quantity you would like to return to the supplier in the ‘Quantity’ field applicable to the pack size scanned.

4. Press the [Blue button] to enter the quantity specified on the PDT. 5. Continue scanning all products applicable to the claim. Press [ESC] to return to the main

menu.

Downloading Scanned Products Onto a Goods Returned Claim

1. Select option ‘2 – Upload’ on the main menu of the PDT.

2. Next select ‘Data File’ and press the [Blue] button to enter.


3. Connect the PDT to the computer or place in the Cradle.

4. To generate a ‘Claim’ click Transactions > Claims > Goods Returned.

The standard Goods Returned screen will be displayed.

5. Click Open to view the list of Saved Claim or press [Enter] by the Supplier Number Field to bring up the list of suppliers for a new Order or select the supplier by typing the name of the supplier e.g. Charka or type the supplier number in the Supplier Number Field.

6. Populate the Invoice Number or Uplift Note.




7. Press [Enter] to go to the Product Details Grid.

Adding Scanned Products to your Goods Returned Claim

1. Click the Down Arrow next to Tools.

2. Click on Load Products from PDT.

Stock Take

Scanning Products for Stock Take with PDT

1. Select option ‘1 – Collect’ from the main menu of the PDT. 2. Press the [Yellow button] to activate the scanner and scan the applicable barcode.

The barcode scanned will appear next to ‘Code’ and the description of the product underneath it. The pack size of the barcode scanned will be displayed next to ‘Pack Size’.

3. Enter the quantity counted in the ‘QTY’ field applicable to the pack size scanned. 4. Press the [Blue button] to enter the quantity specified on the PDT. 5. Continue scanning all products applicable to the stock take. Press [ESC] to return to the main

menu.

Downloading Scanned Product to a Stock Take Count Sheet

1. Select option ‘2 – Upload’ from the main menu of the PDT.

2. Next select ‘Data File’ and press the [Blue button] to enter.


3. Connect the PDT to the computer or place in the Cradle.

4. Click Transactions from the Arch dashboard and click on Stock Take. The standard Stock Take screen will be displayed.




Adding a Count Sheet from PDT

1. Click on Add a Count Sheet to start creating count sheets. More than 1 count sheet can be

added to a stock take.

2. Complete the Count Sheet details.

Field Action

Description You need to specify a name for your stock take. Type Select the type of Stock Take you are going to start. Partial or Global. Assigned User The name of users that have permission for stock takes will be displayed

in this field. Select the user that will be the sheet owner. Sheet Number The system automatically assigns a sheet number Sheet Reference Reference to products on sheet Location Select the area in the store that will be counted. ‘Auto Group Counted Products’

Selecting this instructs the system to automatically group items by product type – regardless of the order the products are counted and added to the sheet.

3. Click on Create to add a new stock take sheet.

Count sheets created will be displayed in the left hand pane of the Stock Take window.

If multiple sheets are created they will all be displayed underneath each other on the left

hand side. The users name allocated to the sheet will be displayed




Adding product to a Count Sheet from PDT

1. To add products to a count sheet click the Down arrow next to products. 2. Select Products from PDT to download products scanned.

The system will display a screen asking to make sure that your PDT is connected. The data will now be imported into the Stock Take Count Sheet.

3. Note: Remember to ‘Delete’ the ‘Data File’ after download.

Printing Labels from PDT

Scanning Product for label printing

1. On the Main Menu of the PDT select option ‘1 – Collect’. 2. Press the [Yellow button] to activate the scanner and scan the applicable barcode. The

barcode scanned will appear next to ‘Code’ and the description of the product underneath it. The pack size of the barcode scanned will be displayed next to ‘Pack Size’.

3. Enter the quantity of labels to be printed in the ‘QTY’ field applicable to the pack size scanned.

4. Press the [Blue button] to enter the quantity specified on the PDT. Continue scanning all products that you want to print labels for.

5. Press [ESC] to return to the Main Menu.




Downloading the Scanned Products

1. On the Main Menu of the PDT select option ‘2 – Upload’. Next select ‘Data File’ and press

enter (the ‘Blue’ button).

2. The screen will now display ‘Connecting…’

3. Connect PDT to computer or place in Cradle.

4. To print labels from PDT select Utilities > Print Labels > Print Labels from PDT. 5. The system will automatically print the Shelf talkers for the items scanned by the PDT, and

also the quantity of Shelf talkers needed per product that was specified on the PDT. 6. Note: Remember to Delete the Data File after download.

Deleting Products from PDT 1. Select option ‘3 – Utilities’ on the Main Menu of the PDT.

2. Next select option ‘2 – Browse Data’ on the PDT.

3. Press enter on the ‘Data File’. The last product scanned will be displayed.

4. Press the [Up] or [Down] buttons to browse through the items that was scanned.

5. At the bottom of the screen in the bottom right hand corner the PDT will indicate how to

delete the current product displayed. Press and hold the [FN] key plus the [Right arrow]

together.

6. The PDT will prompt you to press [7] to delete or [9] to cancel.

7. On the next confirmation screen select [1] to confirm delete or [3] to cancel.

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