Barcode Receiving Overview

Overview

The Receive operation on the scanner records the units you are receiving into a shipment, which matches up against a purchase order. When you begin a receive operation, you will select the associated order and the sublocation into which you are receiving if you have more than one sublocation. Then you'll scan the units to add them to the shipment. If you need to stop mid-shipment, you can exit the operation on the scanner and return to it later from the main menu with Re-open operation.

If you find yourself needing to receive a shipment without a matching purchase order, you can receive it on the scanner with a temporary purchase order number and then change the order number later from the menu in the receive operation, prior to synching the scanner with the account.

 

Configuring the scanner

Different companies have markedly different requirements for scanning received units in a receive operation. Are you using barcodes that you've printed yourself, or barcodes from a pre-printed roll of stickers, or barcode labels put on the units by the manufacturer? Do the units have serial numbers? Lot IDs? Reference numbers? All three? Do you receive in cases and sell as eaches? Do you scan each unit or enter a quantity? Do your units have dimensional quantities like lengths or weights, or are they counted as eaches?

To address all these possibilities, the scanner software has a collection of settings that you can adjust to configure the scanner's user interface for your needs. Understanding the configurations is well worth the time. You will be able to fine tune the user interface to require the absolute minimum number of scans and button clicks, which will pay off in efficiency and reduced chance of human error.

 

Typing quantity versus scanning each unit

The setting RCV type qty configures the user interface of the scanner's receive operation to show one entry box or two when you are scanning units. If it is easiest to scan each unit, counting them one at a time, then set this setting to NO. The user interface will show a single entry box and will not ask you to enter quantity. The assumed quantity is 1 for each scan, by default.

Change the RCV type qty setting to YES if you want to enter a quantity for each unit scanned. The quantity could be a quantity of eaches, or a dimensional quantity like weight or length. If you are scanning in a pack of 100 identical units as eaches it is much easier to scan the barcode once and type in the quantity 100 than it is to scan each one. If you are entering a dimensional quantity like 12.37 pounds, then you really don't have a choice. You need to type the quantity.

If some of your products are more fitting for scanning each unit, and others are more fitting for typing in a quantity, you can leave the RCV type qty setting as NO and then press the up arrow when receiving a unit for which you want to type the quantity. The up arrow adds the quantity entry box.

 

Case versus each

The small case/each link above the scan box in the receive operation controls whether the unit scanned and its quantity represent a quantity of packed cases or a quantity of eaches. In this context, dimensional quantities are the same as quantities of eaches; the meaning of the each link is not packed cases.

The same barcode can be used to identify a case of a product and an each of the same product. You can change the meaning on the fly during a receive operation by clicking the case/each link. If you scan a unit in case mode, that means you are receiving a case of that product. If you scan a unit in each mode, that means you are receiving an individual unit (or a dimensional quantity of that unit).

Alternatively, you can use different barcodes for cases and eaches, by changing the Barcode sets cs/ea setting to YES. If this setting is on, then the case/each link is ignored; the barcode that identifies the unit also identifies whether it is a case or each.

The setting RCV default unit fine tunes the user interface for receiving by controlling the initial value of the case/each link above the scan box. If you know that you usually receive in cases, then set the default unit to cases so most of the time you don't have to click the link. If you usually receive in eaches or dimensional quantities, the set the default unit to eaches.

 

The product lookup table

The scanner software is based on the concept of a product lookup table, called a PLU. The PLU associates the barcode used to identify the unit with the associated Product ID, and optionally Lot ID field, and suggested packing. To distinguish the barcode used to identify the unit from other barcodes, the barcode used to identify a unit is called the scankey.

If you have the information to import the PLU from an Excel document, then the receive operation is very simple -- you simply scan the scankey of the units you are receiving. This receiving mode is called normal mode or non-learning mode. If you don't have the information to import the PLU, then you can use the scanner to build up the PLU by adding rows to the table. The process of adding these associations is called learning barcodes. You can learn barcodes with the Learn barcodes function from the main menu on the scanner, or you can learn barcodes on the fly during a receive operation.

The two main modes for receiving are normal mode and learn mode. The user interface of normal mode is optimized for receiving units by scanning scankeys that are already in the PLU, but if you encounter a scankey that is not yet in the PLU you will get a warning message and have the option to add it. The user interface of learn mode is geared for receiving units with scankeys that you know are not yet in the PLU, like serial numbers of units you are encountering for the first time or unique barcode labels from rolls of pre-printed stickers.

The Lot ID field in Finale is used generically to hold all kinds of unit-specific information like serial numbers, lots, and other information about the origin of the unit. Any individual company will use the Lot ID field in Finale for a specific purpose, but we'll refer to it here as a generic field of information.

You can think of the lookup table as an Excel spreadsheet with the scankey in column A, and the Product ID, Lot ID, and suggested packing in columns B, C, and D. Whenever you scan a scankey barcode to identify a unit, the scanner will lookup the scankey in column A and then fill in the information from column B, C, and D into your receive operation.

Example lookup table

In the lookup table above, the scankey 200000137526 corresponds to Product ID 3LID5023-14 with Lot ID 14MAR03A and suggested packing 72/1. The next scankey corresponds to 3LID6040-14 but has a blank Lot ID and suggested packing.

 

A simple scenario

A simple scenario is that units don't have serial numbers, Lot IDs, or any other information that has to be entered for each unit individually. In this scenario, all you need to scan to receive a unit is the Product ID itself. If you are receiving ten units of the same Product ID, you can scan that Product ID barcode ten times, or you could scan it once and enter a quantity ten.

Even in this simple scenario, the product lookup table is being used behind the scenes. When you scan Product ID barcode, the scanner looks for a matching scankey in column A. If it doesn't find one, the scanner checks if the barcode matches an existing Product ID, and if so, the scanner creates an entry in the PLU that associates the Product ID barcode as the scankey in column A with the same barcode as the Product ID in column B. In other words, it creates an entry that has the same string in the scankey field and the Product ID field.

If the simple scenario is all you need, you may never need to know or care that the PLU is in use behind the scenes, but it may come in handy down the line. If you are relying on barcodes from your supplier, for example, and if your supplier changes its barcode scheme, then you may be in a situation in which you'd like two different barcodes, the old one and the new one, to refer to the sameProduct ID in your inventory. The old one is easy. It will already be in the PLU. You can add the new one as an additional entry in the PLU that associates the new barcode to old Product ID. Now you can use both barcodes interchangeably, in a way that would be impossible if the scankey and the Product ID forced to be the same by an earlier decision.

 

A complex scenario

A complex scenario is that every unit has its own serial number, batch code, and order reference. For units like this, you have to scan in five pieces of information to receive each unit: the serial number, batch code, order reference, Product ID, and the barcode by which you will identify the unit after receiving it (the scankey). If you are receiving ten units of this variety, you'll need to scan fifty barcodes.

The configuration settings will adjust the user interface to make scanning the fifty barcodes as efficient as possible. If the units already have barcode labels for the serial number, batch code, order reference, and Product ID, then you'll be able to scan those four pieces of information one after another. The last step is to scan the barcode you'll use to uniquely identify the unit after receiving it. If your serial numbers are unique across all products, you can just use the serial number as the scankey. Otherwise you can use a roll of pre-printed unique barcode stickers: Peel a label off the roll, place it on the unit, and scan it in as that unit's new scankey.

The PLU for this complex scenario has the serial number or unique barcode sticker as the scankey column A, the Product ID in column B, and the combination of the serial number, batch code, and order reference in the Lot ID field in column C.

 

The six PLU paradigms

The simple scenario and complex scenario above illustrate how information is stored in the PLU. With this model in mind, you can look at the following paradigms to decide which one suits your needs. Each of the paradigms below has a different set of information in the PLU.

 

Serial number scan key paradigm

If the units you receive have serial numbers that you don't know in advance and that you want to record, you can put the scanner in learn mode to configure it to create entries in the PLU for the units with their serial numbers as you are receiving them.

If your units have globally unique serial numbers, then you can use the serial number itself to identify units after receiving them. It works like this: When you receive the units, you will scan their Product ID and then their serial number. The serial number will be read into column A and C in the PLU. The Product ID will be read into Column B. After receiving a unit, you will refer to it by scanning its serial number alone, which is the scankey for the unit.

The serial number barcode label may be a pre-existing sticker on the unit, or if you are adding your own serial numbers then you can use a roll of pre-printed unique barcode labels to assign serial numbers on the fly.

The Product ID barcodes can be scanned from a binder that you print out in advance, using a Product ID label printing template. If the units have UPC barcodes or other part number barcodes already on them, you can use the PLU to map the pre-existing barcode to your own Product ID by either importing a product lookup table of the associations or by using the Learn barcodes function from the main menu of the scanner.

Use the SEMI serial number mode to configure the user interface to ask you to scan the Product ID and serial number for each unit. Use the AUTO serial number mode if you are going to receive many units in a batch, all with the same Product ID. The AUTO mode lets you scan multiple serial numbers for the same Product ID, which cuts down on the number of barcodes you need to scan.

Barcodes

• Scankey = existing or newly applied unique serial number barcode on the unit
• Product ID = from list of pre-printed Product ID barcodes from binder, or looked up from existing UPC or part number barcode

Settings

• RCV learn mode: YES
• RCV serial number mode: AUTO or SEMI

PLU entries

• Column A = serial number
• Column B = Product ID
• Column C = serial number

 

Short code scan key paradigm (optionally with serial numbers or lots)

If you know what units you are going to receive in advance, including their serial numbers or Lot IDs if they have any, then you have the option of creating the shipment record for the receive operation entirely from the web interface in Finale and not even using the scanner. After creating the shipment record in Finale, print out barcode labels for the shipment using Finale's short code templates. Put the labels on the units received. If you have any labels left over or if you are missing labels, then you've received something different from what you expected, which you can reconcile as you choose, such as for example, returning to the web interface and editing the shipment to conform to reality, and printing out any missing labels individually.

Finale's short codes are internal UPC codes that Finale generates automatically for every unit that you have entered into inventory. The short code automatically has an entry in the PLU with all the columns of information filled in. Thus if your units have serial numbers or Lot IDs that you enter from the web interface, the PLU entries will have that information in column C.

Barcodes

• Scankey = shortcode label printed from Finale

Settings

• Not relevant since you are not using the scanner to receive

PLU entries

• Column A = short code
• Column B = Product ID
• Column C = serial number or Lot ID

 

Unique label scan key paradigm (optionally with lots)

If you don't know in advance what units you are going to receive, then the scanner is likely the most efficient option to record the shipment. If the units don't have pre-existing barcodes that are suitable to use as scankeys, then you can use a roll of pre-printed unique barcode labels that you apply to the units as you are receiving them. In this approach, the units all end up with unique scankeys even if they are identical units. Unlike the Serial number scankey paradigm described above, the scankey does not fill the Lot ID field of the unit or column C of the PLU entry.

You will receive the units with the scanner in learn mode so that the scanner creates entries in the PLU for the units as you are receiving them. If the units don't have lot information, then follow this procedure:

1. Scan the Product ID
2. Scan the unique label that you are applying to the unit
3. Repeat from step 2 if you have other units with the same Product ID
4. Press enter to return to step 1.

If the units do have lot information then follow this procedure:

1. Scan the Product ID
2. Press tab to enter the Lot ID for the unit
3. Scan the unique label that you are applying to the unit
4. Repeat from step 2 or step 3 if you have other units with the same Product ID and/or lot
5. Press enter to return to step 1.

The tab key serves the same function as the Set default lot ID menu item in the receive menu. The default Lot ID remains in effect until you change it from the menu or the tab key.

In this paradigm every unit has a unique scankey. The scanner can use this information to your advantage by enhancing the error checking. Since every unit has a unique scankey, it would be an error to scan the same scankey twice into the same inventory operation -- stock take, transfer, receive, etc. Thus the scanner can report an error if you ever scan the same unit twice by accident. The error checking can also be useful for stock takes and other operations by enabling you to verify you've scanned a unit without fear of double counting it. If you don't know, then scan it again and if you've already scanned it you'll get a harmless warning message letting you know. To enable this enhanced error checking, turn the Distinct barcodes setting on.

Barcodes

• Scankey = newly applied unique label barcode
• Product ID = from list of pre-printed Product ID barcodes from binder, or looked up from existing UPC or part number barcode

Settings

• RCV learn mode: YES
• RCV serial number mode: OFF
• Distinct barcodes: YES

PLU entries

• Column A = unique label barcode
• Column B = Product ID
• Column C = Lot ID or blank

 

Product ID or UPC scan key paradigm (no lots or serial numbers)

The Product ID or UPC scan key paradigm is the simple scenario from above. If you are printing your own barcode labels from Finale, use a Product ID label printing template. That's all there is to it.

If the units already have UPC barcodes or other part number barcodes, you can use the PLU to map the pre-existing barcode to your own Product ID by either importing a product lookup table of the associations or by using the Learn barcodes function from the main menu of the scanner. If you use the Learn barcodes function, you may want to print out a list of Product ID barcodes from Finale and keep them in a binder so you can scan them when making the associations. Use one of the Product ID label printing templates to print out the list.

You can also print custom UPC barcode labels from Finale based on UPC codes that you assign to each product. Use a custom label template based on a UPC attribute in your products' master file. If you use custom UPC barcode labels (as opposed to short codes), then you need to import a PLU with the UPC to Product ID associations, or learn the asociations with Learn barcodes.

Barcodes

• Scankey = from list of pre-printed Product ID barcodes from binder, or looked up from existing UPC or part number barcode

Settings

• RCV learn mode: NO
• RCV serial number mode: OFF
• Automatic barcodes: YES (optional if you import a PLU)

PLU entries

• Column A = Product ID or UPC
• Column B = Product ID
• Column C = blank

 

Multi-part Lot ID paradigm

If your units have multiple pieces of unit-specific information, like a serial number and a lot, then you will need to use the multi-part Lot ID paradigm. Recall that the Lot ID field in Finale is used generically to hold all the unit-specific information--serial number, lot, and other information about the unit specifically that isn't implied by the unit's Product ID. The multi-part Lot ID paradigm is simply the idea that the multiple pieces of unit-specific information are stored as a single string in the Lot ID field, and the user interface provided by the scanner to support entering the pieces of information and combining them into that field.

When you turn on the mulit-part Lot ID setting, the scanner's user interface will let you scan multiple pieces of information into the Lot ID entry box by converting the carriage return character that usually terminates the the scanned information into a separator character. The multi-part Lot ID setting allows you to specify the number of parts, and the separator character. If you specify two parts, then when you scan the first part, the scanner will add that information to the entry box, followed by a separator character. The scanner won't advance to the next screen until you scan the second part, will fills in the right half of the entered Lot ID, following the separator.

The composite Lot ID created in the multi-part Lot ID paradigm doesn't make for a good scankey itself because it requires multiple scans to generate. So you will need to use a serial number or a pre-printed unique barcode label for the scan key. You will put the scanner in learn mode, obviously, to learn the scankey, and you will use a serial number mode called MANUAL, which configures the user interface to ask for the Product ID, then the Lot ID, then the scankey, repeating for each unit.

Barcodes

• Scankey = existing serial number barcode on the unit or newly applied unique barcode label
• Product ID = from list of pre-printed Product ID barcodes from binder, or looked up from existing UPC or part number barcode
• Serial number = existing barcode (optional)
• Lot = existing barcode (optional)
• Other unit-specific information = existing barcodes (optional)

Settings

• RCV learn mode: YES
• RCV serial number mode: MANUAL
• Multi-part Lot ID: 2, DASH (or alternative number of parts and separator character)

PLU entries

• Column A = serial number or unique barcode label
• Column B = Product ID
• Column C = all parts of unit-specific information, combined together

 

GS1 scan key paradigm (optionally with serial numbers, lots, or dates)

GS1 is a standard for representing multiple pieces of information in a single barcode. As such, a GS1 barcode may contain not just the item number (Product ID in Finale terminology), but also an expiration date, best before date, lot or batch code, serial number, or other information all within the barcode itself.

If you are receiving items that already have GS1 barcodes on them, then the receiving process with the scanner requires just a single scan of the barcode per item to record all the information that fills into the Product ID, Lot ID, and packing fields. For example, if the GS1 barcode contains the item number 21001024, and the expiration date 150411 and the batch code ABC, the item entered into the shipment in Finale will have Product ID 21001024, and Lot ID Exp: 04/11/2015 ABC.

Please see the barcode settings page for a detailed description of the options for handling GS1 barcodes. Finale doesn't currently support printing GS1 barcodes itself, so if you need to print barcodes from Finale please use one of the other scan key paradigms.

Barcodes

• Scankey = GS1 barcode label

Settings

• RCV learn mode: NO
• RCV serial number mode: OFF
• GS1 parsing: ALL PARTS, or other option to control what data fields from the GS1 fill the Lot ID field.
• GS1 GTIN format: GTIN-12, or other option corresponding to the format (number of digits) of your item numbers
• GS1 date format: select the option to interpret date formats used in your barcodes
• Automatic barcodes: YES

PLU entries

• Column A = GS1 barcode
• Column B = Product ID

• Column C = GS1 data fields combined into the Lot ID, e.g., Exp: 02/25/16 ABC

 

Encountering unknown scankeys when receiving in normal mode

The Product ID or UPC scan key paradigm involves receiving with the scanner in normal mode (i.e., non-learn mode). The scanner is expecting to find the scankey in the PLU. If it does not, then the scanner gives you a error message indicating that the scankey was not found. It asks if you'd like to create a lookup association in the PLU on the fly for the scankey you just scanned. Select YES and then scan in or type the Product ID that the scankey corresponds to.

The Product ID or UPC scan key paradigm does not involve lots or serial numbers, so the Lot ID field of the received unit and in the PLU entry as column C will be blank. However, if you are using a custom variation of the paradigm that does involve lots or serial numbers, then one of two rules applies: (1) If the RCV serial number mode is OFF or MANUAL then the default Lot ID in effect at the time you scan the Product ID for the association will be applied to the received unit as its Lot ID and filled into column C of the association; (2) if the RCV serial number mode is AUTO or SEMI then the scankey will be applied to the received unit as its Lot ID and filled into column C of the association.

 

Encountering known scankeys when receiving in learn mode

When the scanner is receiving in learn mode it is expecting that every scankey you enter is not in the PLU. If it is in the PLU, then something is wrong -- either you've scanned the same unit twice by accident or the unit has a duplicate scankey that is already in use to identify a different unit.

In the first case, if you've accidentally scanned the unit twice, then simply press the Back button when the scanner presents the Barcode already used error message. This error message and the Back button give you a way to check your work. If you can't remember whether you've scanned a unit, just scan it again and press Back if you get the error message.

In the second case, decide how you want to resolve the issue. The error message screen gives you the option of pressing a Deletebutton. The effect of the Delete button will be to delete any scanned units in the current receive operation with matching scankey, and to remove the scankey association in the PLU if it has not yet been synched to the account. The Delete button is good for fixing errors contained within a receive operation, like for instance, if you've entered a scankey for the wrong product ID and recognize it later. The Delete button lets you fix it: just scan the scankey again with the correct Product ID selected, press the Delete button when you receive the error message to delete the old PLU entry for the scankey, and scan the scankey again to re-receive the unit and create new new PLU entry.