Introduction
Barcodes can be used in a number of different ways with the Route Manager software. The purpose of this guide is to demonstrate the various ways that you can derive greater efficiency with you operations.
Do I need to use bar codes?
There are several areas where bar codes can be extremely helpful. Likewise, there are a number of industries where it does not make much sense to use them. Here are some thoughts on ways to use bar codes.
Areas that show good ROI using bar codes
Many times, using bar codes can make sense. Here are a few scenarios:
- You have many hundreds of products. This is true is you sell coffee, any lines of tea products; do wholesale distribution or something similar.
- Your products have bar codes on them from your supplier.
- You have one or more routes that do not nothing but process equipment. This may include delivering, exchanging, servicing, etc.
- You refurbish equipment in your warehouse and most of your equipment has bar codes on them.
Areas that do not show much improvement using bar codes
The following represents situations that do not show a great ROI by using bar codes. This would include:
- Scanning product bar codes (UPC) when you have a couple of dozen products or less. If this is the case, it is quicker to pick the product from a list. This is true if you sell ice, propane; pick up recycled oils, etc.
- Very few, if any, of the products you sell have UPC bar codes on them when you buy them.
- You do not deal with equipment or the equipment that you service does not have bar codes on them.
Bar code areas
There are several key areas that you can use bar codes. These include:
- When scanning equipment.
- When looking up products.
- To identify that you are at the correct stop.
- Adding products to desktop invoices (for Point-of-Sale use).
- Adding products to Delivery Orders.
How to set up barcodes for equipment
Many times you will purchase equipment with bar codes already on them. This may apply to merchandisers, water coolers, display racks, steel tanks, cages, etc. – all depending on your industry.
You may also choose to put your own asset tags on the equipment. This can clearly identify your property to others and let you use bar code scanning, too. There is a separate chapter on asset tags in the Supplemental Manual. It is called Chapter 4.31 Buying Asset Tags for Your Equipment.
If you choose to make your own bar code labels, you may do so by going to Lists > Equipment > Generate Equipment Master Items. This is a dual purpose feature.
- It will actually generate equipment entries into your master file.
- It will generate bar code labels to match what you create as piece of equipment.
Here is the screen as a reference for you.
There is also a setup screen so you can define how you want your labels to look. This screen can be found under Lists > Equipment > Equipment Label Setup. On this screen you can define what will be printed on the label, and in what order they will be printed. A preview of the barcode will be shown for easy reference.
On this screen, you have flexibility to set up the format and position of various equipment elements.
Installing Fonts
Here are the steps to install fonts into RMA.
Navigate to your File Explorer, and find your RMA folder.
In your RMA folder, you will have a FONTS folder where all of your fonts are stored. Double click on this to open it.
Once you have opened up the FONTS folder, all of your fonts will be listed. Double click on a font to open it.
Select "Install".
Once your fonts have been installed, navigate to RMA. Direct to Lists > Equipment > Equipment Label Setup. Select the ellipses beside the "Barcode" field.
Select the font of your choice, and select "OK".
How to set up bar codes for products
In order to scan product bar codes, you will need to enter them with each product in your system. This can be done by going to the product file. Lists > Product Codes > Product Charge Codes. Then, go to the handheld tab. See the screen below for the product UPC code.
NOTE: Generally, bar codes are ‘12’ characters in length. Be sure to include the smaller numbers shown at the beginning and end of the bar code to ensure proper operation.
How to use bar codes on your handheld
There are a number of ways that you can use bar codes on your handheld. Starting out as you load your truck, you can either scan products as you load them or equipment that you are removing from the warehouse.
To do this, you will need a handheld that is capable of scanning bar codes.
Handheld scanners
While you are in the field, there are several ways that you can scan bar codes using your handheld devices:
- As you load your truck
- As you arrive at a stop
- If you want to select products to sell
- As you service, swap, remove or add equipment.
What about barcode handheld devices?
There are a number of types of bar code scanning technologies. While there are many permutations, they tend to fall into 3 major classifications:
- Laser scanning
- CCD scanning
- Camera Picture scanning
In this section, you will find a short introduction as to how these various technologies can work for you.
Laser Scanning
Generally regarded as the best, fastest and most accurate scanning method, laser scanners are popular in many applications. They are typically the most expensive, too.
How it Works:
A laser scanner consists of a light source and a photo diode that are placed closely together on a device used for barcode scanning. As the laser hits the barcode, the dark lines absorb the light and the white spaces between reflect the light. The photo diode then measures the intensity of the light reflected back and generates a digitized waveform that is used to measure the widths of the bars. This is then decoded by the scanner.
When to use it:
A laser is one of the fastest and most reliable barcode scanners on the market. They can be either stand-alone devices or built into a handheld. Thus the reason you see them at most supermarkets. If you need accurate and high speed scanning for adding products quickly, a laser scanner is your best bet. The extra cost will be made up with its speed and efficiency.
CCD Scanning
Another popular scanner type is a Charge Coupled Device Scanner, or CCD Scanner. This is a mid-range solution that is often used in keyboard or USB type devices.
How it Works
A CCD scanner uses hundreds of individual light sensors, each acting as their own photo diode that measures the intensity of the light in front of it to decode the barcode. The key difference is that it measures the ambient light from the barcode, as opposed to the reflected light like a laser scanner.
When to use it:
A CCD scanner is usually a stand-alone scanning device that can be hooked up to your computer. This makes it ideal for Point-of-Sale use, or inventory tracking when the inventory goes in and out of a specific place in the warehouse where a computer can be located.
Camera or Picture Scanning
On Android devices, a common inexpensive method of doing bar codes is by using the internal camera of your cell phone. While it is not the quickest or most reliable, it is basically free – so you get what you pay for!
How it Works:
On most Android devices, they have a built in Camera. This camera can be used to take a small snippet of video of a barcode that the handheld device can use to decode the barcode using sophisticated digital image processing techniques. It act’s similar to a CCD scanner. However, ambient light plays a much more definitive role in the decoding process, and dimmer locations or devices without a built in LED Flash may find it tough to decode.
When to use it:
The Camera on your device is ideal to use when you only need to scan a few items here and there and do not need to invest the extra costs for a CCD or Laser compatible device. There should be a good amount of light on the barcode being scanned and it could take a little extra finesse in lining up the barcode for it to decode it. Thus resulting in a slower process, but a cheaper one too.
Barcode Scanning on Desktop
You will need a handheld scanner to that will be plugged into a desktop computer in order to use the following features. Many different types of scanners will work with the Route Manager program; this includes multiple interface options, such as USB or Bluetooth connections. While Advantage Route Systems has not tested many of the available options on the market, generally you can search for software or hardware that allows the scanner to function as a ‘keyboard wedge’ — this includes scanners that are wired and wireless.
Once you have installed the device, all you have to do is point the scanner at a barcode and it will automatically scan it into the barcode scan area on the desktop.
How to use bar codes For Invoice Product Entry
If you are using a desktop PC as a Point-of-Sale computer for walk in or storefront sales, using a Barcode scanner can help make the invoice entry process faster. Add a new invoice via Invoices and Adjustments as you normally would for a sale and then choose the one of the two Barcode scan options near the bottom of the screen:
This option is the Single Entry barcode option. Use this button if the quantities of the products you are scanning are always “1”. Once you scan an item, it will be matched against the products list and if found, placed on the invoice with a quantity of 1.
This is the Multi-Unit barcode option. After scanning an item, it will prompt the user to input the quantity sold (defaulting to 1). This allows you to quickly enter multiples of products if needed.
Once you select either option, you will be prompted with the Scan Items screen, as shown below.
Once this screen is showing, you can start scanning barcodes. If you selected the single quantity entry option, it will scan, add, and refresh this screen so it’s ready for the next scan.
If you chose the multi-unit scan option, after each scan it will prompt for the number of units sold:
Enter the quantity sold and choose the OK button to add it to the invoice, and ready to scan the next product.
Repeat for all items and select the Done button to close the Scan Items screen.
How to use bar codes For Delivery Order Product Entry
Similar to the Invoices and Adjustments product entry scanning feature, you can also add products to a Delivery Order quickly and efficiently by using the barcode product scan option.
When on the Pending Order screen of the Delivery Order Entry process, select the Barcode Scan button as noted in the screenshot below.
This will allow the entry person to scan products just like they were able to in the Invoices & Adjustments screen. The Scan Items screen will appear, and work just like the Multi-Unit barcode scan button mentioned previously.
Simple scan the item in question and it will prompt the employee to enter the number of units to add to the order
Enter the quantity, select OK to proceed and then scan the next item.
Repeat for all items and select the Done button to close the Scan Items screen.
Summary
There are numerous areas that you can use bar codes to help you work more efficiently. After you read this guide, feel free to call one of our experienced technicians who can help you weigh the value of each point to decide if it makes sense in your business.
If it does, then we will be more than happy to help you set up your scanning equipment and create needed labels.