Barcoding – receiving shipments with a scanner

If you looking for a barcode system and barcode software to assist in receiving shipments with a scanner, then you’ll be happy to know that Finale Inventory supports every barcode system we’ve seen. — whether you print your own labels, use the manufacturer applied barcodes, use serial numbers, product IDs, lot IDs, pre-printed barcode labels, or generic sequential barcode labels. However you are currently doing it, Finale Inventory will fit into your system with extraordinary efficiency to receive shipments from purchase orders.

receiving shipments with a scanner


Receiving the shipment with a mobile barcode scanner

This video illustrates end-to-end how you would create the purchase order in Finale and then leverage the integrated mobile barcode scanner solution to receive a shipment with a mobile barcode scanner.

To receive shipments with a scanner, The scanners work in “data collector” mode and automatically syncs with Finale Inventory via WiFI or when the scanner is docked with the computer. Data is normally transmitted from the scanner to Finale via WiFi. If the warehouse does not have not WiFi or the WiFi is spotty, the data can able also be transferred by docking the scanner and syncing via USB cable.

The purchase orders for incoming shipments and picks lists for outgoing shipments are automatically downloaded to the scanner’s memory. The scanner is then used ‘offline’ to perform the standard warehouse procedures. After the picking or receiving process is complete, the scanner is docked, and the data is transferred from the scanner’s memory to Finale Inventory.

Below is an typical example of receiving shipments with a scanner:

  1. Scan the bar code on the purchase order or key in the purchase order in the scanner. The scanner will list the expected products in the shipment.
  2. Scan each product in the shipment
  3. Once receiving is complete, save the operation in the scanner. Data is then stored in the memory of the scanner.
  4. Sync the data via WiFi or dock the scanner and sync via USB

Of course, unplanned events can and are likely to occur with receiving shipments with a scanner. The scanner software is designed to be flexible and will address many unexpected use cases similar to the ones below:

  • Wrong product scanned – Scanner will give give visual and audio alerts which an item not on the packing slip is scanned.
  • Missing products – Scanner will alert user which products are missing in the purchase order.
  • Wrong items contained to shipment – Scan the product anyways. Inaccurate items in the purchase order will be downloaded to Finale Inventory.
  • Missing documentation – Create a temporarily shipment order with the scanner and then scan the items. The conciliation will be done within Finale inventory.

This tutorial video highlights three different, but common scenarios to receive a product in.

3 Common Scenario to receiving shipments with a scanner

#1 Product with known UPC code.

(3:26) For this product, the UPC code is is already mapped to a product id. With this common scenario, receiving in products is quick and easy. Simply scan the product, and you are done.

#2 Product with no barcode label

(3:40) To receive in a product that does not have a barcode
Quite often, products do not have barcodes on them. You can leverage Finale to print out custom barcode labels out in advance. When the shipment arrives, we simply attached a barcode label to the product and scan the product in.

#3 Product with unknown UPC code.

(4:30) Using the barcode scanner to receive with an unknown UPC code.
For this situation, the mobile scanner can be put in “learn mode” to associate an unknown barcode to a product id on-the-fly.

Note shown in video: WiFI syncing also available

Video Transcription

Chinh: Hi, this is Chinh  from Finale Inventory and in this tutorial, we’re gonna show you how to create a purchase order in Finale and then leveraging our integrated barcode solution wherein you leverage a barcode scanner to receive the products potentially [SP] in a different facility. So, in today’s session, I’ll be creating the purchase order if let’s say in the office, and then my colleague, Will, we’ll be simulating someone that’s in the warehouse to receive the shipment in. So, the first thing we do is, go in Finale, is let’s create the purchase order that we’re going to use in this illustration. So, first thing we do is to create a new purchase and then we click on system ID. So, the first thing you do is you select the supplier. In this example, we’re gonna select it from Helix. We’re gonna purchase from Helix. And now you just simply type in what you want to order. So, in this case, we’re gonna order some Polo shirts, some white ones. We’ll order two of these. Let’s order some dish soap. Let’s order two of these. And let’s just finish it off by ordering some printing labels. We’re gonna order one of those.

So, here’s our PO. And, you know, if this is a firm purchase order, what we do is we hit mark purchase committed. What that means is that we’re gonna send this purchase order to Helix so that way they can fulfill it. And now let’s go to our view stock to see how that impacts these stock levels. So, when you click on view stock, in the example, we have white Polo shirt, and we have two units of measure, the quantity on hand. In this example, it shows zero because we physically don’t have it in our warehouse, but we have available of two which means the available are promises two because if you click on this arrow, you know, essentially we have this purchase 12114 from Helix for 2 units. So, this is how you create a purchase and now I’m gonna turn over to my colleague Will whose gonna simulate receiving this shipment at the receiving dock which may be at, you know, a different part of the building, or a different location altogether.

Will: Hi, I’m Will Harvey. I think you were talking with my colleague Chinh who created a purchase in Finale. Finale is an integrated system so now we’re gonna use be receiving shipments with a scanner against the PO. So, come on over here, I’ll show you what we’re doing. We’re going to open up the box that we’re receiving into the warehouse. You can see here the main menu of the screen has some options that we commonly pick from. The first one is Receive. So that’s what I’m gonna do. Then it’s asking me to pick the order ID that I’m receiving against. I’m looking at my invoice here. It’s order 12114 so I’m just gonna go to the orders and select 12114. Now, it’s saying what sublocation am I going to receive this order into? If I have only a single sublocation, it won’t bother to ask me, but I have multiple so I’m just gonna go up here to the wall where I have a barcode for the sublocation and scan in the sublocation that I’m receiving into which now appears down there. So, I’m ready to go and I’m gonna scan in the items from the box. Let’s take out the first item. Scan it in. You heard a little beep there to indicate that it’s scanned successfully. Now, the next item I’d like to scan in, but it doesn’t have a barcode on it from my supplier so I’m gonna have to add a barcode sticker to it that I’ve printed out using Finale. So, using Finale I’ve printed out a set of barcode stickers for the items that I could be receiving in this order and I’m just peeling one off. Putting it on the item here. Scanning the item in. I’m going to the next item which also doesn’t have a sticker and I’m going to pull off the sticker from my list and put that on that item and scan it in as well.

Okay, so, I’ve got one more item in my box, actually two but it’s the same thing, which is this natural dish liquid cleaner. And what’s interesting about this one is that this is the first time I’ve seen it so I haven’t entered the barcode into Finale and it’s the first time Finale has ever seen this barcode so it doesn’t know what it is. So, watch what happens when I scan this barcode here. You heard a beep and then it says on the screen, “Barcode lookup not found,” because it has never seen this barcode before. And it’s just asking me, “Do I wanna create a new lookup right now?” to associate the barcode that I just scanned with what the item is. That’s exactly what I wanna do. So, I click the Create button, and then it says, “Enter the product ID” that the barcode corresponds to. And I’ve printed out the product IDs of my products prior to this exercise. So, I’ve printed them out on a piece of paper and now I just have to find the one. There it is, the natural liquid dish soap. Scan that in and that’s it. I just scanned in that product and made the association of that barcode to that product ID.

So, when I get to the next one of the same item, it’s already learned the barcode now. We just took care of that. So, now when I scan this one, it just beeps very helpfully. In fact, the beep that you just heard was a slightly different beep because it was a happier beep. Just a little audible indication to me that I have just scanned the second item and I was only expecting to receive two items in my purchase order. So, I’ve received exactly the number I was expecting to receive so it made the tone of the beep slightly different. So, if I’m doing all this stuff rapidly, I can feel comfortable that I received everything of that item that I was expecting to receive.

That’s everything that’s in the box. I’ll go to the menu and review items to check it against the items in the purchase order. For the Polo shirts, I have received two of two. For the natural liquid wash, I’ve received two of two. For the small printer labels, I’ve received one of one. Everything is green so I’m all done. Just gonna go back to the main menu. I’m done with that receipt. Now, I can take the barcode scanner back, dock it by my computer, and those items will be entered into my inventory.  This complete the process of receiving shipments with a scanner

Chinh: Now that Will has docked the mobile barcode scanner, let’s see the data in Finale. So, simply we just click on view shipment to see the most recent purchase order, Helix 12114. Okay, the information that got sent down from the mobile bar scanner. Essentially, we received all these products in. If we click on view stock, now you see that the small printing labels, we have a quantity in hand of one. Let’s click on the dish soap. We have two units of the quantity in hand at M0. And let’s look at the white Polo shirts and we have two units in quantity in hand. So, if you double-click on the white Polo shirt that goes to the product details page and one of the things I wanted to show you was the stock history. And the stock history basically shows you an audit of basically all the inbound goings, the outbound, and stock transfer of this specific product. In this example, here it is. Basically, here’s the shipment I’ve received from purchase order 12114.

(Videos: See complete list of available videos)