Smart Stocktaking

Smart Stocktaking App

Smart Stocktaking App User Guide 2

The Smart Stocktaking App has been designed to run on both Android and iOS. It requires the Simple Retail server component to be running and the mobile device must be connected to the sites LAN using WiFi. It provides the following functions.

The Smart Stocktaking App allows the following functions:

Stocktake function - allows for the updating of quantity and price details of an item.

Orders function - allows for the creation of orders which can subsequently be processed using the order module of the Simple Retail software suite.

Receive function - allows for the entry of item quantity for manually created and EDI orders.

STARTUP

When the app is first used the following screen is presented.

The IP address of the server running the Simple Retail Smart Stocktaking server component needs to be entered. This value is displayed on the status tab of the server side software component used to com-municate with the App. Support can assist with determining the correct address.

Generally the default port value would not need to be changed and should only be done when instructed to do so by support.

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When selecting either the order or receive stock functions it is necessary to initially specify the supplier to be used.

Once a supplier has been specified the supplier selection page will be bypassed.

The “Always use standard keyboard” option forces the app to not change the type of keyboard presented depending on the input field.

The “Use <SCAN> as <DONE>” option allows the [SCAN] button to perform dual functions for those devices that do not show an [ENTER] or [DONE] key on the keyboard in certain circumstances.

Use the [SAVE] button to confirm the settings. Settings are remembered across App restarts. Once the necessary details have been entered the app will connect to the server and present the standard functionality. Subse-quent access to setup values is via the menu button.

HOME SCREEN

From the home screen the required function can be selected or the App can be exited. The functions are:

1. Stocktake

2. Order stock

3. Receive stock

SUPPLIER

The first time the order or receive stock function is used a supplier will need to be entered on this screen.

When a supplier is entered the server is queried for a list of suppliers which is then displayed.

The required supplier should be selected from the list. The most recently selected supplier is remembered across App restarts.

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Smart Stocktaking App User Guide 5

STOCK

The Smart Stocktaking App is designed to enable a pharmacy to quickly and easily preform stocktaking functions from a low-cost platform by simply using a smartphone.

The basic stocktake function screen presents as follows

Once a product ID has been entered followed by [ENTER] the product details are displayed as supplied by the server. The Simple Retail ID and product de-scription are displayed below the product entry search field.

Product search is via Simple Retail ID, APN or product description. A product search is triggered by using the [ENTER] key on the virtual keyboard. Depending on the platform being used and the version of the devices soft-ware the [ENTER] key may be dis-played as a tick, a left facing arrow or the word “done”. When no data has been entered into the product ID field the [SCAN] button is active allowing the devices camera to be used as a barcode scanner. For those devices that do not always provide an [ENTER] or [DONE] key it is possible to use the [SCAN] key to trigger a product search. This needs to be enabled in settings as previously described.

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When the barcode has been scanned the server will be queried and product details will be displayed.

The quantity and price can be updated as necessary. The changes are sent to the server when the [SAVE] button is pressed.

Where it is desired find a prod-uct by scanning its barcode use the [SCAN] button to switch the App to barcode reading mode.

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Entering a product description will allow for a search matching by description.

A list of matching items will be returned by the server and dis-played as a list from which the required item can be selected.

When the correct item has been selected the values can be updated as previously out-lined.

ORDERS

Products can be searched by using a Simple Retail ID, PDE number, APN or description. To search by PDE number it is nec-essary to tick the PDE checkbox.

If desired a products APN can be scanned using the devices camera. The [SCAN] button is enabled when no data has been entered in the product search field.

Relevant details relating to the product are displayed such as current stock on hand as well as sales and purchase history for the last 3 months.

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The [SAVE] button will add the current item to the list of order items being collected on the device. A previously entered item can have its quantity ad-justed by selected it from the list and again saving it.

Once all items have been entered the [PARK] button is used to transfer the items to the server for subsequent processing by server side software. The parked order will be accessible using the order function of the Simple Retail software suite.

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RECEIVE

Previously created EDI invoices as well as manual invoices can be receipted. When receipting a manual invoice an invoice number needs to be entered.

When the required data has been entered products can be searched for using a Simple Retail ID, PDE number, APN or description.

To search by PDE number it is necessary to tick the PDE checkbox. If desired a products APN can be scanned using the devices camera.

The [SCAN] button is active when no data has been entered in the search field.

When the server has been queried the Simple Retail product ID and descrip-tion are displayed.

The received quantity can be entered and the details stored on the server by using the [SAVE] button. The list of items for the current invoice are displayed at the bottom of the screen as they are processed.

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To receipt items for a previously created EDI invoice use the [EDI] button to present a list of previously created invoices.

Once the required invoice has been selected products can be searched for and quantities updated as previously outlined. Updates are posted to the server when the [SAVE] button is pressed.