Inventory

During an inventory, a count can be carried out of the items that have been placed in an item grouping, in a transport unit, or at a location.

The counted items are compared with the existing item information in the system and any discrepancies can be corrected.

Scan a location or transport unit

On this screen there is an option to either select an item grouping or scan a label belonging to a transport unit or location. The next screen depends on whether “Item grouping” is clicked or a transport unit or location is scanned.

• If “Item grouping” is clicked, you are transferred to the Select item grouping screen.
• If you scan a transport unit or location, you are transferred to the Scan items screen.

Select an item grouping

Select the item grouping for which an inventory should be run. Once an item grouping has been selected, you have the option of clicking on “Start inventory” to proceed with the count. An item grouping is selected by clicking on the line.

It is possible to search through the item groupings. The search is not case-sensitive, and it will find any grouping that contains the searched text.

An inventory may only be run for one item grouping at a time.

Scan items

The display screen shows the status of the ongoing inventory.

Under “Chosen inventory area”:

• The text immediately underneath the header text shows the selected count location.
• “Expected” shows the remaining number of items for the selected count location (in the item grouping, in the transport unit, or at the location).

Under “Scanned items”:

• “Expected” shows the number of scanned items that were expected at the count location.
• “Unexpected - legal” shows the number of scanned items that were not expected at the count location but can be legally placed there.
• “Unexpected - illegal” shows the number of scanned items that were not expected at the count location and are illegally placed there.

During scanning of an expected item, “Expected”, under “Scanned items”, is incremented by one and highlighted with green.

During scanning of an unexpected item, the server is contacted to determine whether the item can be legally located in the count location:

• If the item can legally be placed at the inventory location, then “Unexpected - accepted” is incremented by one and highlighted with yellow.
• If the item cannot be legally placed at the inventory location, then “Unexpected - not accepted” is incremented by one and highlighted with red. These items should be removed.

Long press on the counts will open a dialog showing information about the scanned materials. Long pressing a material will copy the ID to the clipboard.

Clicking on the menu item “Enter Item ID”, provides the option of manually entering an Item ID.

As the items are scanned, registrations are created in order to note in the items’ histories that they have been seen.

Unexpected items, which must legally be placed at the inventory location, are registered as moved so that the item is subsequently registered with the correct placement.

Clicking on “Previous step” terminates the ongoing inventory. If one or more of the expected items have not been scanned or processed on the Items not found screen, a dialog box is displayed to confirm that you would like to terminate the inventory. After this, you can begin a new inventory.

By clicking on “Next step”, you are transferred to the Items not found screen where missing items can be processed.

Items not found

On this screen you can view a list of all items, which were registered at the count location by IMMS but have not (yet) been scanned by the inventory. For each item, the classification, id, author, title, date and time of the last registration for the item is displayed.

Pressing and holding an item for a few seconds pulls up a display of the history and details of the item. If the history text does not fit the screen, it is possible to scroll it horizontally. You can close the item history by clicking on the “Back” button.

You can check or uncheck an item on the list by pressing briefly on the item.

The “Select an action” menu provides the following options:

• “Report checked items as missing”: All checked items on the list are registered as missing. You need to confirm the action via the dialog box.
• “Sort alphabetically”: Sort the items on the list alphabetically, first by author then by title. Either ascending (A to Z) or descending (Z to A), depending on the current sorting of the list.
• “Sort by time”: Sorts the items on the list according to the point in time of the item’s last registration. Either ascending or descending, depending on the current sorting of the list.
• “Sort by classification”: Sorts the items on the list by classification. First by comparing classification and then alphabetically. Either ascending or descending, depending on the current sorting of the list.

If you do not want to take any action on the remaining items on the list, you can simply click on “Previous step” and scan more items, if needed, or exit the inventory function completely.