Many of the Procurement functions that we have looked at in the earlier tutorials of this series can be aided with the use of a PDT hand-held device. For example, a Stock Take can be performed by using a PDT to scan the barcodes of items in the warehouse and entering the count. The counts are then uploaded to the Portal in batches when the PDT is within wireless range. In this tutorial we will discuss the available Procurement functionality in a PDT device provided by Zen Global.

 

Log into the PDT by supplying a Site ID, Terminal ID, User Name and Password and press the OK button.

 

 

The Home Menu is displayed, listing the categories of functions that can be performed by the PDT unit. This list will vary according to the Company's enabled functions, but includes Loyalty, Procurement, Debtors, PDT Sales and Table Service. There is also a link provided in the Home Menu to securely Logout of the PDT device. This tutorial will focus on the Procurement Menu.

 

 

The Procurement Menu can be accessed by selecting Procurement from the Home Menu and it contains links to the Procurement functions available in the PDT unit, including Price Enquiry, Purchase Order, Stock Receipts, Stock Take and Item Tracking. There is also a link, Main Menu, to return to the Home Menu and another to securely Logout of the PDT unit.

 

 

A Price Enquiry allows you to check and edit the price of an item. Select the Price Enquiry link, enter the Item Code of an item in the field provided and press the Check button to load the item details.

 

 

The item's Description, Pending Retail Price, Retail Price, Price Levels 2-5, Size, Pack Size, Stock on Hand and Unit Cost are all displayed. If necessary, adjust any of the price levels and press the Update button to save the price changes. Press the Label button to request a new series of shelf labels based upon the updated prices. The New Check button can be used to return to the item entry screen.

 

 

Use the breadcrumb links at the top of the screen to return to the Home Menu and reselect the Procurement Menu. This time select Purchase Orders to open the Purchase Orders screen. Here you can reorder items using the PDT device. Scan or enter the barcode of the item to be ordered and press the Find button to load the item's details. The Menu button will allow you to return to the Procurement Menu.

 

 

The details that are displayed include the Supplier Name, Item Number and Barcode, Item Description, Unit Retail Price, Department and Quantity On Order. Enter the Qty to order and edit the Supplier if necessary. Press the Commit button to save the ordered details or the Cancel button to return to the item entry screen without ordering the item. The Menu button will return you to the Procurement Menu without ordering the item.

 

 

Return to the Procurement Menu by pressing the Menu button or by using the breadcrumb links at the top of the screen to return to the Home Menu and reselecting Procurement. Open the Stock Receipts screen by selecting the link of the same name. In this screen you can enter the receiving of stock items from a selected Supplier. Select the Supplier from the drop-down list and press the Select button to continue (you may need to scroll to the right to find the Select button). The Menu button provides a convenient way to return to the Procurement Menu from this screen.

 

 

The Supplier's Number and Name are displayed for your reference. Select a Receipt to edit from the drop-down list, or choose New Receipt to edit a new one. Press the Edit button to load the details of the selected receipt (new receipts will be blank) or use the Menu button to return to the Procurement Menu.

 

 

For new receipts, you will be prompted to enter a Receipt Number for the receipt. For account keeping purposes, it is recommended that you use the corresponding invoice or delivery docket number. Press the New button to continue with the entered Receipt Number.

 

 

Scan or enter the barcode of the item to be received and press the Verify button to load the item details.

 

 

The Item Code, Barcode, Item Description, Unit Retail Price and Expected Cost are loaded for the selected item. Edit the Cost field if necessary, and enter the Received Quantity (total received) and Supplied Quantity (total invoiced for) in the provided fields. Press the Commit button to enter the receipt in the Portal. The Barcode button will return you to the Barcode entry screen without receiving the item and the Menu button can be used to return to the Procurement Menu without committing the details of the receipt. The Cancel button returns you to the Supplier selection screen without saving the details of the receipt.

 

 

Return to the Procurement Menu by using the Menu button or the breadcrumb links at the top of the screen to return to the Home Menu and reselecting the Procurement Menu. Open the Stock Take Menu by selecting Stock Take from the Procurement Menu. The Stock Take Menu contains links to perform various Stock Take functions, including Enquiry, New Batch, Edit Batch, Close Open Batches, Enquiry on Pallet/Carton and Stock Take Cartons. A link is provided to return to the Procurement Menu and another to securely Logout of the PDT device.

 

 

The Enquiry link opens the Batch Enquiry screen. This screen lists the Stock Take Number, Batch Number, User, and Status of each PDT Batch of items counted. Select a Batch Number to open the Item Selection screen for the Batch or the Menu button to return to the Stock Take Menu.

 

 

Counting Stock with a PDT unit occurs in batches for a Stock Take. Each batch represents a different Fixture being counted by the PDT. The New Batch link is used to create a new count batch in the PDT. Select a Stock Take to edit from the drop-down list or select Create New to start a new Stock Take. Press the Create Batch button to create a new batch for the Stock Take or the Menu button to return to the Stock Take Menu.

 

 

The new batch is assigned a Batch Number and it is displayed in the Fixture Selection screen that loads after the Create Batch button is pressed. Select the Fixture to be counted from the Fixtures drop-down list and press the Edit button to open the Item Selection screen for the batch. The Menu button will return you to the Stock Take Menu.

 

 

The Item Selection screen allows you to enter each item being counted in the Fixture. Enter the Side Number, Shelf Number and the Barcode for the item. Press the Select button to open the Item Count screen for the item or the Menu button to return to the Stock Take Menu.

 

 

In the Item Count screen, details such as the Item Number, Barcode, Item Description, Unit Retail Price and Department are displayed for the selected item. Enter the current quantity of the item in the Count field. If you wish to reorder item labels based upon this quantity, check the box marked Update Labels. Press the Commit button to save the count to the Portal. The Menu button can be used to return to the Stock Take Menu without committing to the Portal and the Cancel button returns you to the Item Selection screen for the batch.

 

 

The Edit Batch link in the Stock Take Menu is very similar to the New Batch link, except that you do not have the option to create a new batch. Select a Stock Take to edit a batch from and press the Select Stock Take button. Again, the Menu button can be used to return to the Stock Take Menu.

 

 

Next, select the batch to edit and press the Select Fixture button to continue.

 

 

If the batch has been assigned to a Fixture, the Item Selection screen will be loaded, otherwise you will need to assign a Fixture to the batch before you can edit it.

 

The Close Open Batches link in the Stock Take Menu is used to finalise the currently open batches, allowing their details to be uploaded to the Portal. A message will be displayed to indicate that the process is taking place and then you are redirected to the Stock Take Menu. Note that when you logout of the PDT, open batches are closed as part of the logout process. Batches can be reported on in the Portal in the PDT Batch Report.

 

In this tutorial we have discussed the Procurement functions available to PDT users. The use of PDT terminals provides an efficient and portable method of stock control, particularly for price changes, purchasing and receiving stock and stock taking.