RATEX User’s Group Annual Conference Chicago Illinois - 2005 Martin Robles UC Davis Bookstore RATEX Users Group Conference Chicago Illinois - 2005 Martin Robles - UC Davis Bookstore 1 Serialized Products at UC Davis Following the serialized product through the system RATEX Users Group Conference Chicago Illinois - 2005 Martin Robles - UC Davis Bookstore 2 Serial Inventory Process Preparation Process – Things to consider Processing Serial Numbers through Receiving Transferring Serial Numbers Selling Serial Numbers Returning Serial Numbers to the Vendor Serial Number reports Physical Inventory of Serial Numbers RATEX Users Group Conference Chicago Illinois - 2005 Martin Robles - UC Davis Bookstore 3 Preparation Process Select Items that are serialized Start with a small control group Have the serial numbers handy for each SKU currently in stock If desired have the Receiving RCVD record Set Serialized parameter to those items in GM-SKU-C Add the Serial Numbers to the system in GM-DEI-SNE or GM-UT-11-2 RATEX Users Group Conference Chicago Illinois - 2005 Martin Robles - UC Davis Bookstore 4 Turning on Serialized Flag on SKU Screen GM-SKU Select Option C = Comp RATEX Users Group Conference Chicago Illinois - 2005 Martin Robles - UC Davis Bookstore 5 Enter Y for Serialized Inventory RATEX Users Group Conference Chicago Illinois - 2005 Martin Robles - UC Davis Bookstore 6 Manually adding Serial Numbers From GM-DEI-SNE Here you can Add/Change/Delete Serial Numbers. The system will require the same number of Serial Numbers as you have in stock. Do this for all stores with this product. RATEX Users Group Conference Chicago Illinois - 2005 Martin Robles - UC Davis Bookstore 7 DEI-SNE RATEX Users Group Conference Chicago Illinois - 2005 Martin Robles - UC Davis Bookstore 8 GM-UT-11-2 RATEX Users Group Conference Chicago Illinois - 2005 Martin Robles - UC Davis Bookstore 9 Receiving Serial Numbers UC Davis Standards Serial numbers are always Scanned through receiving and POS This helps prevent errors. Serial Numbers are always in Capitals. No posting until all issues are resolved. RATEX Users Group Conference Chicago Illinois - 2005 Martin Robles - UC Davis Bookstore 10 Receiving Screen RCV-1-2-1 RATEX Users Group Conference Chicago Illinois - 2005 Martin Robles - UC Davis Bookstore 11 Receiving item four from previous screen. System is asking for Serial Numbers Note that system will tell you how many serial numbers it needs RATEX Users Group Conference Chicago Illinois - 2005 Martin Robles - UC Davis Bookstore 12 Receiving Considerations Have your staff take their time in receiving as it is a lot more difficult to correct receiving entry errors when Serial Numbers are involved RBS is working on adding the Serial Number to the Distribution Report RATEX Users Group Conference Chicago Illinois - 2005 Martin Robles - UC Davis Bookstore 13 Where do the Serial Numbers go? The Serial Numbers are stored in two files: CO.SNF GM.SMF (Attribute 43) RATEX Users Group Conference Chicago Illinois - 2005 Martin Robles - UC Davis Bookstore 14 CO.SNF This is the Serial Number master file. The key is Vendor.ID*Serial Number: 822*SJQ523HSDTDS 822*SW852100JPP8 This file also contains links to Receiving, VST , Backcharge, etc. Examples: RATEX Users Group Conference Chicago Illinois - 2005 Martin Robles - UC Davis Bookstore 15 CO.SNF data -1 -2 -3 -4 -5 -6 -7 -8 -9 -10 -11 -12 -13 -14 -15 -16 -17 -18 -19 -20 -21 -22 -23 -24 -25 CO.SNF DATE CREATED........ . RCVD LINK........... . VST LINKS........... . ODF LINKS........... . TDF LINK............ . PRDF LINK........... . BCDF LINK........... . SYSTEM FLAG......... GMF LINK............ . RELATED CNF LINKS WARRANTY FLAG.... WARRANTY START.. SERVICE FLAG........ SERVICE START..... SERVICE RULES....... SRDF LINKS.......... USER REC1........... USER REC2........... . USER REC3........... . USER REC4........... . USER REC5........... . DELETE FLAG......... . STORE LINK.......... . CF LINK............. . STATUS.............. . 822*SJQ523HSDTDS 7/5/2005 1302944 1.1.107.3283.13705 11208.1 GM 2209074 I CO.SNF -1 DATE CREATED........ . -2 RCVD LINK........... . -3 VST LINKS........... . . -4 ODF LINKS........... . -5 TDF LINK............ . -6 PRDF LINK........... . -7 BCDF LINK........... . -8 SYSTEM FLAG......... . -9 GMF LINK............ . -10 RELATED CNF LINKS -11 WARRANTY FLAG.. -12 WARRANTY START -13 SERVICE FLAG........ . -14 SERVICE START....... -15 SERVICE RULES...... -16 SRDF LINKS.......... . -17 USER REC1........... . -18 USER REC2........... . -19 USER REC3........... . -20 USER REC4........... . -21 USER REC5........... . -22 DELETE FLAG......... . -23 STORE LINK.......... . -24 CF LINK............. . -25 STATUS…………………. RATEX Users Group Conference Chicago Illinois - 2005 Martin Robles - UC Davis Bookstore 822*SW852100JPP8 7/11/2005 1304879 1.1.107.3589.13710 1.1.107.3588.13710 11332.1 GM 2095650 I 16 Additional Sample CO.SNF..................... (1) DATE CREATED........ . (2) RCVD LINK........... . (3) VST LINKS........... . . (4) ODF LINKS........... . (5) TDF LINK............ . (6) PRDF LINK........... . (7) BCDF LINK........... . (8) SYSTEM FLAG......... . (9) GMF LINK............ . (10) RELATED CNF LINKS... . (11) WARRANTY FLAG....... . (12) WARRANTY START...... . (13) SERVICE FLAG........ . (14) SERVICE START....... . (15) SERVICE RULES....... . (16) SRDF LINKS.......... . (17) USER REC1........... . (18) USER REC2........... . (19) USER REC3........... . (20) USER REC4........... . (21) USER REC5........... . (22) DELETE FLAG......... . (23) STORE LINK.......... . (24) CF LINK............. . (25) STATUS.............. . 822*S4U526VYHTDS 7/21/2005 1310154 1.1.800.0212.13725 1.1.800.0213.13725 GM 2209074 A RATEX Users Group Conference Chicago Illinois - 2005 Martin Robles - UC Davis Bookstore 17 GM.GMF (Attribute 43) GM.SMF..................... 2209074.1 (43) SNF LINKS........... . 822*S4U526VYSTDS . 822*S4U526VY1TDS . 822*S4U526VYKTDS . 822*S4U526Y0FTDS . 822*S4U526XYETDS . 822*S4U526XZ5TDS . 822*S4U526W0BTDS . 822*S4U526VYHTDS . 822*S4U526W0CTDS . 822*S4U526Y0NTDS . 822*S4U526Y08TDS . 822*SJQ528DDJTDS . 822*S4U526VYTTDS . 822*S4U526VZ0TDS . 822*S4U526VYXTDS . 822*S4U526Y1VTDS . 822*S4U526XZETDS . 822*S4U526XZYTDS . 822*SJQ527UP0TDS . 822*SJQ527T6KTDS . 822*SJQ527V1JTDS . 822*SJQ527V78TDS . 822*SJQ527NY3TDS . 822*SJQ527T7TTDS . 822*SJQ527T74TDS . 822*SJQ527UWQTDS . 822*SQJ5250T3TDS . 822*S4U526WV6TDS 1 records listed. GM.SMF..................... 2095650.1 (43) SNF LINKS........... . 1 records listed. RATEX Users Group Conference Chicago Illinois - 2005 Martin Robles - UC Davis Bookstore 18 Transfers Create a Transfer Proposal Enter Serial Numbers during Approval process Print Transfer manifest Receive Transfers RATEX Users Group Conference Chicago Illinois - 2005 Martin Robles - UC Davis Bookstore 19 Pending Transfer request RATEX Users Group Conference Chicago Illinois - 2005 Martin Robles - UC Davis Bookstore 20 Transfer Approval RATEX Users Group Conference Chicago Illinois - 2005 Martin Robles - UC Davis Bookstore 21 Serial Number prompt during Approval RATEX Users Group Conference Chicago Illinois - 2005 Martin Robles - UC Davis Bookstore 22 Transfer Manifest RATEX Users Group Conference Chicago Illinois - 2005 Martin Robles - UC Davis Bookstore 23 Transfer Issues On Hand quantities are adjusted but…. Serial Numbers are not transferred Work Around: Manually move Serial Numbers using GM-DEI-SNE Transfer Manifest does not list Serial Numbers (RBS is working on that) This will allow staff to pull correct serial number for the transfer and also allow receiving store to verify the serial number. RATEX Users Group Conference Chicago Illinois - 2005 Martin Robles - UC Davis Bookstore 24 After transfer is complete, on hand is adjusted, SN is not RATEX Users Group Conference Chicago Illinois - 2005 Martin Robles - UC Davis Bookstore 25 Prior to selling a serial number All Serial Number sales go through the GM Order/Quote process in GM-CS-2 This allows us to track Serial Numbers to an individual RATEX Users Group Conference Chicago Illinois - 2005 Martin Robles - UC Davis Bookstore 26 GM Quote RATEX Users Group Conference Chicago Illinois - 2005 Martin Robles - UC Davis Bookstore 27 Getting Quote to POS Quotes/Orders and pulled to POS by entering CM at the SKU prompt. System will ask you for the Quote/Order number RATEX Users Group Conference Chicago Illinois - 2005 Martin Robles - UC Davis Bookstore 28 Quote Entry RATEX Users Group Conference Chicago Illinois - 2005 Martin Robles - UC Davis Bookstore 29 Quote pulled into POS RATEX Users Group Conference Chicago Illinois - 2005 Martin Robles - UC Davis Bookstore 30 Entering Serial Numbers in POS All Serial Numbers are scanned to minimize errors. When the quote/order is pulled up, the system will ask for Serial Numbers RATEX Users Group Conference Chicago Illinois - 2005 Martin Robles - UC Davis Bookstore 31 Entering SN in POS RATEX Users Group Conference Chicago Illinois - 2005 Martin Robles - UC Davis Bookstore 32 Serial Number Accepted RATEX Users Group Conference Chicago Illinois - 2005 Martin Robles - UC Davis Bookstore 33 Serial Number Return RATEX Users Group Conference Chicago Illinois - 2005 Martin Robles - UC Davis Bookstore 34 Serial Number Accepted RATEX Users Group Conference Chicago Illinois - 2005 Martin Robles - UC Davis Bookstore 35 POS Issues Exchanges with Serialized product does not work. Until it’s resolved, do a Return and a Sale Return’s do not work consistently. Double Check the system when doing Returns by checking DEI-SNE RBS is working on this RATEX Users Group Conference Chicago Illinois - 2005 Martin Robles - UC Davis Bookstore 36 Charge Backs We have not seen any problems with Charge Backs So long as the Serial Number is in DEISNE, the system will process the Chargeback. We have not figured out a way to get Serial Numbers back to the system when doing repairs. RATEX Users Group Conference Chicago Illinois - 2005 Martin Robles - UC Davis Bookstore 37 Serial Number Report GM-CS-4 This menu will prompt for a Serial Number RATEX Users Group Conference Chicago Illinois - 2005 Martin Robles - UC Davis Bookstore 38 Serial Number Inquiry Results RATEX Users Group Conference Chicago Illinois - 2005 Martin Robles - UC Davis Bookstore 39 Physical Inventory and Serial Numbers Scanning Serial Numbers Using RGIS Location Reports Serial Number Discrepancy Report Posting Serial Numbers RATEX Users Group Conference Chicago Illinois - 2005 Martin Robles - UC Davis Bookstore 40 Session Setup Recommend a separate session for Computers (Serialized products) RATEX Users Group Conference Chicago Illinois - 2005 Martin Robles - UC Davis Bookstore 41 Counting Serialized Products All serialized product must be scanned or entered one at a time. As each item is scanned, the system will ask for the Serial Number Serial Number should be scanned when ever possible RATEX Users Group Conference Chicago Illinois - 2005 Martin Robles - UC Davis Bookstore 42 Using RGIS RGIS has modified their program to accommodate Serial Numbers Serial Numbers are not included in the upload to RGIS Serialized FLAG of Y or N is sent to RGIS All items with Y flag require Serial Number input Request RGIS have alpha numeric input devices. RATEX Users Group Conference Chicago Illinois - 2005 Martin Robles - UC Davis Bookstore 43 RGIS export/import file format RGIS to RATEX File layout: Pos DescriptioLen J/F 1-13 F4 13 LJBF 14-14 Store 1 RJZF 15-18 F1 4 RJZF 19-23 F6 5 RJZF 24-24 Blank Fill 1 25-34 F5 10 RJZF 35-58 24 LJBF For items with no serial numbers, RGIS needs to left justify it and space filled. RATEX to RGIS File layout: # Field Name Field#/Pos Just. Filler 1 2 3 4 5 Barcode/SKU Description Store 51 - 55 Unit Retail Serialized Flag 1 - 20 21 - 50 R 56 - 65 66 - 66 B B A Z N E Data Type L L Z R RATEX Users Group Conference Chicago Illinois - 2005 Martin Robles - UC Davis Bookstore N A 44 Physical Inventory Reconciliation New location report Reports Serial Number scanned with that item New Serial Number discrepancy report PI-RP-09 Like the standard Discrepancy report this list the Serial Numbers on the system vs those counted RATEX Users Group Conference Chicago Illinois - 2005 Martin Robles - UC Davis Bookstore 45 Discrepancy report Str Class SKU Description Frz Serial Number 1 9011 1864820 M9248 IMAC 17" 1.6G 256/80G/CMB SW8448DK9PP6 1 9011 2064422 SPL M9248 IMAC 17" 1.6GHZ 256/80G/CMB W85034HFPP6 W85041E3PP6 W85011WNPP6 W85030JJPP6 W850323DPP6 W844869WPP6 W850336YPP6 85031465PP6 W86041DDPP6 W85023MYPP6 RATEX Users Group Conference Chicago Illinois - 2005 Martin Robles - UC Davis Bookstore Actual Serial Number Location W85034HFPP6 W85041E3PP6 W85011WNPP6 W85030JJPP6 W850323DPP6 W844869WPP6 W850336YPP6 W86041DDPP6 W85023MYPP6 46 Corrections to PI Serial Numbers You correct Serial Number discrepancies via PI-03-03 Or if using a scan gun, by reversing the entries (qty -1, followed by Serial Number) RATEX Users Group Conference Chicago Illinois - 2005 Martin Robles - UC Davis Bookstore 47 Summary Start with a select set of products so your staff can get the feel for it Be aware that there are still some hiccups so be prepared to double check the system at Receiving, Transfers, Selling and Return/Exchanges. RATEX Users Group Conference Chicago Illinois - 2005 Martin Robles - UC Davis Bookstore 48 Discussion Handling Serial Numbers for Repair Having a better Invoice for customers Other Enhancements? RATEX Users Group Conference Chicago Illinois - 2005 Martin Robles - UC Davis Bookstore 49