The following Procedure describes how the Datapel Warehouse Management System is used to perform an inventory stock take or stock count.

It is common for ALL warehouses to have mismatches between recorded stock OnHand (SOH) quantities and actual stock on shelf (SOS) quantities. These count errors are normally attributed to stock theft, incorrect picking of orders, loss or misplacement of stock, poor returns management procedure, and incorrect item counting at goods inward.

This document is intended for the warehouse manager and describes by example the use and configuration of the Datapel Warehouse Management System for stock counting, stock adjustment, and handheld scanner procedures.

This document assumes the reader is familiar with WMS and MYOB accounting software, and has basic accounting/stock control procedure training.

The Denso BHT-300 requires software to be uploaded to the unit in order to gain the functionality needed to perform the tasks in the warehouse environment. If you have purchased your handheld from Datapel Systems then the necessary software will be preloaded for you.

If you have purchased your own Denso BHT-300 then contact Datapel Systems to purchase the software license required to run on the Handheld.

This procedure outlines workflows for two BHT-300 different configurations:

In this configuration the TOOLS/HANDHELD menu option is used to send and receive data files to and from the handheld device once it is placed on the cradle.

In this configuration, the BHT-300 and WMS automatically send and receive data files to and from the handheld device using a WIRELESS connection and an FTP SERVER.

The details of the wireless network and the FTP server need to be configured into the DENSO handheld and into the preferences of the WMS. The WMS can be set to AUTOMATICALLY read and write information from the BHT-300 by running as a service under a user account reserved for Datapel and the WMS.

The first part of this manual describes BHT Dock setup. It is recommended that you read BOTH sections when setting up the Wireless DENSO. Although many of the initial steps for USB to SERIAL driver and connection setup are not required.

The Denso BHT-300 series communicates through a USB docking cradle. This cradle using a USB cable to connect to the PC and Infra red to communicate to the handheld. The handheld will charge while the USB cradle is connected via the USB. The USB cradle requires drivers to communicate with the PC. These drivers must be installed before trying to connect the USB cable.

Use Windows Explorer to browse to the folder C:\Program Files\Datapel Systems\Common\Drivers\ and run the DensoActiveUSBCOM.exe file. Follow the wizard through to install this package.

Once you have successfully installed the driver, you can now connect the cradle to the USB port. Once the cradle is connected, open up Control Panel and then open System. The system properties will now show. Alternatively, right click on My Computer and click Properties from the popup menu. Next, click the Hardware tab and press the Device Manager.

This will open the Device Manager which lists the hardware of the computer. Scroll down the list to find Ports. Branch out the Ports using the plus sign and find the DENSO WAVE Active USB-COM Port (COMX) > Connected. There may be more than one listed but only one of them will say “Connected”.

The information that you need here is the port number. In this example, it is COM2. You will need this in the following steps.

In the WMS application folder, you will find a file called ‘coms.ini’. Browse to this folder with windows explorer and open the coms.ini file. The only line that you should need to change in this file is Line 1.

Line 1 > This is the port number that you collected before

Line 2 > Path of the files to be uploaded to the handheld

Line 3 > Path of the files downloaded from the handheld

Line 4 > Path of the CSV files that are created

The last step of setting up communications for the handheld is in the preferences in WMS. Open WMS and log in as “Superuser”. Open the Preferences by clicking Tools > Preferences in WMS. Click the Handheld Tab.

Set the Paths for the Handheld Import Folder and for the Processed Archive Folder using the button next to the field. The recommended paths are:

Handheld Import Folder: C:\Program Files\Datapel Systems\Warehouse Management System\Handheld\OUT

Processed Archive Folder: C:\Program Files\Datapel Systems\Warehouse Management System\Handheld\Processed

If you are connecting to a server through terminal services or an RDP connection, you need to set the properties of the connection to connect the serial ports to the server.

Right click on the shortcut for your WMS session on the server and click Edit.

Click on the Local Resources tab and make sure that the Serial ports is ticked.

Click the back on the General Tab and press the Save as button at the bottom of the window. The Save dialog will popup and it should default to the same location and name as it already has. Save and overwrite the existing shortcut.

Once you have changed the shortcut, you should now be ready to start using the handheld with WMS.

The handheld contains lists of data that are needed when using the programs such as stocktake. It is important to update the scanner often as changes in WMS need to be kept up to date on the handheld.

Open the Handheld screen in WMS by clicking Tools > Handheld. The screen will look like below image:

Make sure that the Com Port at the bottom reflects what you entered in the “Coms.ini”.

Make sure the Handheld is docked in the cradle and turned on. From the main menu, press 4 on the handheld for PC Communications. Now, press the Arrow button that corresponds with updating the handheld.

If the settings are all correct, then the system will now be compiling the data files and sending them to the handheld. This may take a few minutes to complete.

The Denso BHT-300W series can communicate via FTP (file transfer protocol) using a wireless access point.

It is recommended your IT Consultant assist you in setting up the FTP server. We recommend FileZilla; this is a free product that provides all the features required to operate WMS and the DENSO Wireless handheld. The application can be downloaded from: http://filezilla-project.org/

In order to allow the FTP Server and Clients to communicate, your Windows Firewall, Router/Network Firewall, or your Installed Virus Protection application will need to enable PORT 21 and PORT 14147.

To help provide security for your Windows computer, Windows Firewall blocks unsolicited connections to your computer. This includes blocking the ports required for an FTP client to connect to the server. In order to use the server with Windows XP SP2/2003 Server you must configure Windows Firewall to allow incoming connections through port 21 by doing the following:

1. Open Windows Security Center in the Control Panel.
2. Click or launch Windows Firewall under the heading Manage security settings for.
3. Click the Exceptions tab and then click Add Port.
4. Enter FTP in the Name box.
5. Enter 21 in the Port box.
6. Leave TCP selected and click OK.

For more detailed information regarding Windows Firewall configuration follow this link: http://technet.microsoft.com/en-au/library/bb877979.aspx

It is recommended that a new Windows or Server User Account be created with Administrator Rights and that the following FTP Server installation procedure be complete logged in as that User.

From Control Panel or Administrator Tools, choose New User and create an Account called WmsService. Please contact your IT Consultant if completing this activity on a Windows Server.

Log-off and Log-on as the WmsService User allowing Windows to create the User Account Profile for the first time.

It is recommended that after the entire installation procedure completes, you restart the Application Server PC.

Once the system restarts, verify the FTP Service is operating as expected and the WmsService user can log into the WMS and MYOB applications as SUPERUSER and as ADMINISTRATOR respectively.

Once logged in as the WmsService or Administrator account run the downloaded installation package and choose the settings as shown.

1. Standard Installation.

2. Allow service to start with Windows.

3. Allow FTP Server Management Console to be started when the WmsService User Logs in. This can be disabled once you are satisfied the system is configured correctly.

4. Installation should now complete normally.

Once logged in as the WmsService or Administrator account open TASK MANAGER by right clicking on the task bar and selecting Task Manager.

The FileZilla server.exe should be running as a SYSTEM task. If you can not locate the IMAGE/PROCESS NAME, restart Windows and try again.

FileZilla provides an FTP Server Management interface that can be password protected. To login to the server, choose FileZilla Server Interface from the Start/Program Files/FileZilla menu option.

The FTP Server Management interface allows you to monitor and log activity on the FTP Server and create new user accounts.

In order to operate the Wireless Denso Unit with WMS, an FTP Server User account for Datapel must be created.

From the General Page: Click Add from the Users frame.

Enter the User name datapel as shown below.

A password is necessary and will need to match that configured for the handheld NETWORK.DAT file.

It is recommended that the above page be copied EXACTLY with the connection count always set to a minimum of 5 and the limit per IP set to 2.

Like the Denso Cradle, setup a set of folders are necessary to organise the files into those being sent and those being received by the Handheld device. Below shows the folder structured required by WMS in order to operate with the Wireless Denso Unit.

Choose the Shared folders Page: Add the \handheld path as the users HOME directory by first Adding the Folder path then clicking Set as Home Dir.

Select <new directory> then click REMOVE.

Choose the Speed Limits Page: Set No Limits as shown.

Choose the IP FILTER Page: Do not set Filters until after operations with the handheld have been verified.

Before attempting to configure the Handheld for remote FTP connectivity, it is a requirement that the local FTP server be checked.

To test the FTP Server locally type ftp://localhost/ into Windows Explorer.

Enter the username and password as datapel. Using the FileZilla server management interface, you can review all connection activity and address any connection errors or restrictions shown.

Use PING to check IP connectivity and firewall settings are correctly allowing access to the FTP Server from the local network, other sessions, and client computers.

Once FileZilla or equivalent FTP Server software is installed and running you are required to test the connection and associated folder access rights for the datapel user.

From Windows Explorer, type the IP address of the FTP server prefixed by ftp:// as shown below.

You will first be prompted to enter your username and password. The default settings should be datapel as username and datapel as password.

If the login is successful and the server is running, the following window will display and show the folders previously setup on the server pc.

Check a file can be written, read, and deleted from each folder.

To add a file create a text file on your desktop, drag it into each folder. To remove the file, right click and choose Delete.

The following assumes a Wireless Access Point and network is operating and that the MAC addresses of the Mobile Denso Handhelds are enabled within this network. It is recommended that each handheld should be allocated a FIXED IP address on the Wireless Network to simplify trouble-shooting and connectivity issues.

The area in which you wish to use the scanner to upload data collected must be covered by the wireless network.

The handheld will batch information when not in wireless coverage and can be triggered to send to the server once back in range again.

It maybe necessary to use multiple Access Points in bridge mode for extended coverage. Two or more access points can be setup with only one unit physically connected to the LAN and the others bridging from the first. The higher (vertical height) the access point antenna is mounted the greater the performance and range of service.

You will need the following information to complete wireless configuration: IP Address(es) of the access points, server IP address, gateway and the Scanner IP Address(es), wireless WEP Key and finally the SSID of the wireless network.

An FTP service must be available for the handheld to connect to as described in the previous sections.

The handheld folder on the FTP server requires subfolders DAT, OUT, PD4 and Processed. The handheld folder needs to be created in a location where the WMS application can access the folder directly, either through the Network Eg. \\server\ftp\handheld\ Or locally Eg. C:\WMSData\ftp\handheld\

Please complete this form and return to Datapel Systems for Support Purposes
​Wireless Access Information
SSID: _________________________________________
WEP: _________________________________________
Is MAC filtering turned on?: ___________
If yes, you need to request the MAC Address of the handheld scanner.

The remote handhelds must have static IP Address(es). One per handheld unit required
Allocated IP Address: ___________________________________
Subnet Mask: _________________________________________
Gateway: _________________________________________
Ftp Server IP: _________________________________________
Ftp User: _(datapel)_______________________________
Ftp Password: _(datapel)_______________________________
UnitID: _(mobileXX)______________________________
Please complete the above information for each handheld device and return to Datapel Systems via Fax – 1300-134-955

Once ALL previous steps are completed, the Denso Unit must then be configured MANUALLY for RF communication. It is then the task of the IT Consultant or Datapel Partner to upload the NETWORK.DAT file containing the settings collected in the previous section.

The Network.DAT file contains fixed fields character length 15 for the name and 100 for the data. Below is an example of the network.dat file.

NOTE: You MUST always pad out the data with spaces to make the correct field width for all fields.

15 CHARACTERS 100 CHARACTERS
Unit IP Address 192.168.0.43

Subnet Mask 255.255.255.0

Gateway 192.168.0.155

Ftp Server IP 192.168.0.250

Ftp User datapel

Ftp Password datapel

Ftp Remote Dir /

AP Timeout 100

Socket Server 192.168.0.250

Socket Port 8888

UnitID Handheld

This file needs to be created and uploaded for each scanner with a different UnitID and Unit IP Address. This file will be used by the DATAPEL MOBILE program loaded into the Denso Unit to configure the connection of the wireless network necessary to send/receive data to and from the server.

The wireless network settings are entered in the System menu of the scanner. Enter the system menu on the scanner by pressing SF + 1 then press PW while the scanner is in the off state. Refer to the Denso User Manual for more information.

Follow these instructions to setup the scanner for wireless access.

1. From the system menu press 8 for “RF” and ENT

2. Press 1 and ENT for the “PARAMETER” option

3. Press 1 and ENT for the “RF Network” option

4. Press 1 and ENT for the “Network Parameter” option

5. Press ENT to enter the SSID of the network (This is the Wireless Network Name). We recommend Handheld or DatapelMobile.

Use the SF key to type in Alpha codes and click the same number key to cycle through each letter and case.

Once the SSID is entered:

6. Press the ENT Key

7. Press the C key to go back up a menu level

8. Press 1 and ENT to confirm the change

9. Press the C Key to go back to the SET RF PARAMETER menu

10. Press 2 and ENT for the “SECURITY” option

11. Press 1 and ENT for “Security Mode”

12. Press 1 and ENT for None (When using WEP)

13. Press 1 and ENT to confirm the change

14. Press 2 and ENT for the “Configuration” option

15. Press 1 and ENT for the “WEP Option” Use F7 and F8 to select WEP ON and Set Authenticate to OPEN.

16. Press 1 and ENT to confirm changes

17. Press 2 and ENT for “WEP KEY1”

18. Choose KEY SIZE as either 40 or 128 bit using F7 and F8.

19. Press 6 and ENT then use F7 and F8 to select the KEY that corresponds with the KEY set in your Wireless Access Point. Datapel recommends using KEY1.

20. Press 1 and ENT. 21. Press ‘C’ and return to RF Menu.

22. Press 2 and ENT for “Site Survey”

23. Press 1 and ENT for “Link Status”

If your Wireless Setup has been successful, you will see information regarding the Access Points MAC-Address, the signal strength and quality of connection.

It is recommended this option be used to test all physical points of the warehouse where the DENSO scanner will be used to transmit and receive information from the server. A reading of FAIR or better is recommended (30% +)

The FTP settings are entered in the System menu of the scanner. Enter the system menu on the scanner by pressing SF + 1 then press PW while the scanner is in the off state. Refer to the Denso User Manual for more information.

Follow these instructions to setup the scanner for wireless FTP access.
1. From the system menu press 4 for “SET SYSTEM” and ENT

2. Press 9 and ENT for the “SET TCP/IP” option

3. Press 1 and ENT for “Device”

4. Choose COM3 and Link Layer as Ethernet

5. Press 2 and ENT for ‘IP Address’

6. Press 1 and ENT then type the UNIT IP address

7. Press 2 and ENT then type the SUBNET mask

8. Press 3 and ENT then type the DEFAULT gateway address

9. Press C to return to SET TCP/IP Menu

10. Press 2 and ENT to “SET FTP”

11. Press 1 and ENT to select “SERVER”

12. Configure Server IP and login details

13. Press C to return to “SET FTP” menu

14. Press 2 and ENT to select “OPTION”

15. Configure CR-LF, Control Code, Ignore, and Overwrite, ON

16. Press C and C again to return to SYSTEM MENU

Press 7 and ENT for “FTP”, attempt to Upload a file to the FTP as a test – it is recommended that a DAT file (for example the NETWORK.DAT) be selected. Make sure the connection and file transfer completes successfully.

You are now ready to begin using the Denso Handheld with Mobile Wireless Access.

Your WMS will have been configured to work with the Wireless BHT300 - Use the Tools handheld menu as per the previous section – the Handheld tools will not attempt to trigger any communications, it will simply create the new Stock Datafile required for the stock take.

You will need to select option 9 from the InvAssist Main Menu. Choose 2 to indicate FTP communications then 1 for Stock Take.

For more information refer to the previous chapter on UPDATING THE DATA ON THE HANDHELD.

If you wish to do a full stocktake, all items in the location should be set to zero quantity before counting.

Example scenario: WMS reports that there is 5 of Item A in Bin C. If there is no Item A in Bin C, you will not be scanning any Item A in Bin C. This means that when you are importing the STF file, WMS will not modify the count of Item A in Bin C, therefore even after the stocktake, WMS will still report the 5 items in that bin even though they were not physically there and not counted. For this reason, all items should be set to zero before doing a full stocktake. After the stocktake, the only stock in the system will be the items that have been counted and imported in.

Follow these step to zero all stock before performing a full stocktake

Step 1. From the Actions menu at the top of the Items List, select Stock Adjustment

Step 2. Select the location that you are about to Count.

Step 3. Press Export to CSV and save the file to a location that you will remember.

Step 4. Close the Stock Adjustment screen and open the CSV file you just saved.

Step 5. The file will open in Excel. Click the Column header F to select the whole column

Step 6. Press the delete key on the keyboard which will delete the contents of the column but not the column itself

Step 7. Click in cell F1 of the spreadsheet and type the word “COUNT” back in to the cell as it is in step 5.

Step 8. Save the file and press yes on the message that pops up regarding keeping the format.

Step 9. Close the Excel and answer No to saving the changes made.

Step 10. Open the Stock Adjustment by clicking Action and Stock Adjustments from the items list.

Step 11. Select the same location that you exported from earlier in step 2.

Step 12. Select the employee that is making the adjustment.

Step 13. From the side bar on the left, click the Import STF link.

Step 14. Browse to the file that you saved in step 3.

Step 15. Double check the list to make sure the counts are all Zero.

Step 16. Record the stock counts by pressing the Record Adjustment.

All Items in the items list for that location should now be Zero.

Once you have updated the handheld, you can start counting stock.

The following steps describe how the DENSO handheld is used to create a STOCK TAKE FILE (stf) that can be imported into the Datapel Warehouse Management System.

Step 1. Turn on the handheld, and press 3 on the main menu to open the stocktake program.

Step 2. Press 1 to start the stocktake. This will take you to the Location selection screen. Only one location should be counted per session.

Step 3. Press the number corresponding with the location that you are counting. The handheld will display 3 options at a time. If the location is not in the first 3 options then use the Up(F5) and Down(F6) arrows to scroll through the selections.

Step 4. Now scan the bin that you are counting, if you do not have barcodes for the bins, then you can enter the bins by typing the bin code. If the item is loose stock and not allocated to a bin, then just press ENT key at this point.

Step 5. Scan the item that you wish to count. Again, if you need to you can enter the barcode if you are unable to scan it. The barcode will be displayed on top line of the handheld screen. The second line will show you how many of this item has been counted so far in this bin.

Step 6. Enter the Qty for this item and press ENT. If there is only 1 of the item then there is no need to enter the 1, just press ENT as the quantity will default to 1 for you.

Step 7. Repeat steps 5 and 6 for all the items in this bin. When you need to change the bin that you are counting in, press 0 and ENT when the handheld is asking for the next item. This will take you back a step to the bin selection in step 4.

Step 8. Repeat steps 4 to 7 until you have scanned the bin you wish to count. Once you have counted the bins you wish to count, then press 0 and ENT at the item selection screen, then press 0 and ENT again at the bin selection screen. This will take you back to the stocktake start screen. Press 0 to take you back to main menu.

The data in the handheld must be uploaded into WMS which will later be finalised into one file to be imported through the Stock Adjustment screen.

Place the handheld back into the cradle and turn the unit on and press 4 from the main menu to start the PC Communications.

Press the button on the WMS screen to retrieve the stock count information from the handheld.

Are the transfer of data has occurred WMS will ask if you wish to clear the stocktake data from the handheld. This should only be done if you are sure the transfer has happened correctly (you should have seen a status box showing progress of the transfer). If you are unsure about the transfer, answer No to clearing the stock, check the summary to make sure the data transferred correctly and then clear the counts from the handheld manually through the stocktake menu as mentioned earlier.

This section shows what information has been collected from the handheld so far.

Under Lines counted there are several links that you are able to drill into. Clicking on these links will generate a CSV file that will ask you to save before launching it in Excel.

The lines are as follows:
​Final Lines – This is the final summary which will make the content of the file to be imported into the stock adjustment screen. Items that are the same and located in the same bin will be summed up here. For example Item A in Bin A is scanned with qty of 3. Then another Item A is scanned in Bin A and entered with qty of 1. The final lines will only show one line of that item with a qty of 4.

Individual Lines – This is a list of every scanned line in order of it being scanned. If there is an item that is not found, and all you have to find it is the barcode, you can use this list to see the items that you scanned before and after the missing item so that you can get the item and fix it in WMS item list.

Invalid Lines – These lines have been scanned but do not match information in WMS. Either the item scanned does not exist or the bin scanned does not exist or both. You should refer to the item list to check why these lines are invalid. Either the item needs to have the barcode entered or the bin that it is located in need to be created.

Valid Lines – The lines here are found in the item list and the Bin scanned exists in WMS. These lines are going to be included in the final lines. The individually scanned lines are still separate and not yet rolled up like the final lines.

Recheck Invalid Lines

If you have fixed items that have been indicated as invalid, you can use the Recheck Invalid Lines button to force the system to recheck the invalid items and bins to see if they are now valid. Items can be left invalid when finalising the stocktake. They will just be ignored.

Clear Stocktake

When you are starting a new stocktake session, you should clear any previous counts before retrieving any data from the handheld. The Clear Stocktake button is for this purpose and all stocktake data from this session will be cleared.
​

Finalise Stocktake

Once you have scanned and counted all items for this stocktake, you need to finalise the stocktake. This is the process of saving the counts to a CSV file and then importing the counts to the stock adjustment screen.

Be sure to perform a backup before attempting to import your stocktake.

Step 1. Press the Finalise Stocktake Button.

Step 2. Save the stocktake file to a location where you will be able to find it easily later. Also name it something descriptive so that you can identify it easily.

Step 3. Press OK on the confirmation message after taking note of the location you saved the file to and close the handheld screen.

Step 4. Right click an item in the items list in WMS and click item adjustment. This will open the adjustment screen.

Step 5. Select the location that you have counted.

Step 6. Select the employee that is making the adjustment.

Step 7. From the side bar on the left, click the Import STF link.

Step 8. Browse to the file that you saved in Step 2.

Step 9. Double check the list to make sure the counts look correct.

Step 10. Record the stock counts by pressing the Record Adjustment.

1. Denso USB driver has been installed ___

C:\Program Files\Datapel Systems\Common\Drivers\DensoActiveUSBCOM.exe

2. Com port number found in Device Manager ___

Denso Wave Active USB-COM Port (COMX) – Connected

3. BHT-300 is preloaded with WMS Programs ___

Contact Datapel Systems if there are no programs loaded on your Handheld

4. Check configuration in Coms.ini ___

C:\Program Files\Datapel Systems\Warehouse Management System\Coms.ini

5. Handheld Folders in WMS Preferences ___

6. Updated RDP Connection to connect serial ports ___

7. Update the Handheld data files ___

Tools then Handheld. Then click arrow to update the handheld.

8. If performing full stocktake – Zero out stock ___

9. Clear any previous stocktake information ___

Use the Clear Stocktake button

10. Scan and Count Items with Handheld ___

11 Download the counts to WMS ___

Tools then Handheld. Then click arrow to retrieve stock counts from handheld.

12 Use Summary Section to verify counted Items ___

13. Use Recheck after fixing any invalid items ___

14. Finalise and save the Stocktake File ___

15. Open Stock Adjustments Screen in WMS and Import STF ___

1. FTP Server Installed and fully tested ___

http://filezilla-project.org/

2. Wireless Network configured and tested ___

3. Denso FTP configured and tested ___

4. BHT-300 is preloaded with WMS Programs ___
Contact Datapel Systems if there are no programs loaded on your Handheld

5. Check Network.DAT __

6. Handheld Folders in WMS Preferences ___

7. Update the Handheld data files ___

Tools then Handheld. Then click arrow to update the handheld.

8. If performing full stocktake –Zero out stock ___

9. Clear any previous stocktake information ___

Use the Clear Stocktake button

10. Scan and Count Items with Handheld ___

11 Download the counts to WMS ___

Tools then Handheld. Then click arrow to retrieve stock counts from handheld.

12 Use Summary Section to verify counted Items ___

13. Use Recheck after fixing any invalid items ___

14. Finalise and save the Stocktake File ___

15. Open Stock Adjustments Screen in WMS and Import STF ___

It is important to check that the WMS Prefs.XML configuration file has been correctly configured.

When using the BHT 300 as USB the Wireless setting should be set to False. Valid settings are 8000 or 300 for Model and True/False for Wireless.

- <clsProfile Index="5" Object="True">

<ProfileName>HandHeld</ProfileName>

<Comment>Handheld Configuration</Comment>

- <clsText Index="501" Object="True">

<Key>T501</Key>

<Style>Model</Style>

<Text>300</Text>

</clsText>

- <clsText Index="502" Object="True">

<Key>T502</Key>

<Style>Wireless</Style>

<Text>True</Text>

</clsText> </clsProfile>