How the input begins depends on the type of scanner, and how it downloads its data to the computer. Most scanners have capability to download in comma delimited ASCII. If the scanner cannot output in either ASCII delimited or xbase formats, it will need to be converted prior to the update. Only two fields of information are needed to begin the inventory comparison, the item and the quantity scanned.

A comma delimited file might look like:

• "AIRC","23"
• "A2EW","3" - etc...

If the data is available in database form, it can be appended directly to the item and qty fields in the spot inventory database (see the technical section), or the import utility can be used to convert it before using. Once the file is ready the process can begin. If the data has already been appended to the spot inventory database, skip the import section and go to "Scanner Report & Update".

There are three choices available from the menu. If it is necessary to import a file, because the spot inventory database has not been updated directly, start with Import information. Once the data has been prepared, the report can be run to check the data against the inventory file and finally the adjustments can be made if desired.

When importing, the following screen is displayed:

This is where the file to be imported is identified. The name is entered without the extension. An extension of "DBF" is assumed, but if it is not found it will be assumed to be a text file and the extension will be requested. Enter the directory where the file to be imported is located. If this file will completely replace any existing scans, enter "Y" on the choice to clear the file.

Once all the selections have been made the file will be prepared for update. If an ASCII file is used the data will be converted prior to the next step. A choice will be provided to print a sample record to see how what the data looks like. Up to nine records acn be selected if needed to assure the records match.

The next figure shows the screen that where the spot inventory file is matched to the input file. In the example displayed a text file was imported so the fields of the database are F1 for the item and F2 for the qty. Enter the corresponding fields and the spot inventory file will be updated.

Once the file is scanned in it can be changed to correct problems noted on the counts, or to add new records if hand counted. The following screen depicts the information that can be altered. The option is provided to list all records in the file and modify any of them.

Once the spot inventory file is ready the comparisons can be made to the inventory file and the reports printed or displayed. This step updates the scan file with the current inventory file information. Once the scan file is compared it is not compared again, so if it is desired to update the inventory file automatically, complete the next step right after printing the report. If other personnel make changes to the inventory file in the interim by entering invoices, shipping sales orders, or receiving purchase orders, the report will be invalid.

As displayed in the previous option grid, there are a number of ways the file comparison can be depicted. If the inventory was only a partial it is most appropriate to use the partial reports. When the report is run it combines multiple records of the same item number into one record. Be careful to scan all locations of one item number to assure an accurate count. Also be sure not to scan the same item quantities twice because the computer has no way of telling that there are not in fact two locations of the same item and they will be added together.

Once all other steps are completed and the scanner file is accurate, the automatic update can be completed. This update will make adjustments to bring the inventory file into line with the actual inventory scanned. If the scan file is inaccurate, do not run this step. Instead, clear the scan file and re-run the update.