Bar-coded stock management systems


XeBusiness can supply a warehouse stock management system seemlessly integrated with the X-ERP suite of software modules. This will enable you to control stock coming in from your own factory production, contractors and CMT suppliers. Locating and stock control can be at any level of complexity from simple manual picking to random location put away and retrieval. Your existing Picking list and invoicing routines can be integrated with the system.

We have a simple off-the-shelf system, described below or we can build a bespoke system to your requirements.

Unique product codes

In order to implement a bar-coded stock system, each individual product, colour, length, size must be assigned a unique product code. The UPC is a 5 digit numeric code, which can be extended to the industry standard EAN13 bar-code at a later date if required.

When the bar-coded system is initially installed, a routine will be provided to generate UPCs and EAN codes for every product, colour, length, size in the product file. Subsequently, each time a new product is entered, a product code is changed or a product copied new UPCs and EAN codes will be automatically generated.


Bar-coded labels

On each bar-coded bundle ticket a set of EAN13 tickets will be printed after the work tickets. These will have a bar-code representing the EAN code. Above the bar-code the product code, colour description and size description are printed and below the bar-code, the EAN code is be printed. The production order number also appears. The quantity to be printed is calculated as the number of garments in the bundle.

Supplier orders for bought-in goods also need EAN labels. These are generated at the time of printing the purchase order and added to a "ticket store". The supplier order number appears in place of the production order number. An option is provided to print the labels from the ticket store to Laser printer when required. This can be for a range of supplier orders or for all tickets awaiting printing. This method saves stationery as it means that very small orders can be accumulated prior to printing the labels.

A further option has been provided to create EAN labels on an ad hoc basis for any selected garments. These will also be added to the ticket store ready for printing.


Scanner options

Receipts from factory

When the goods come off line in the factory, the bar-codes, which will be found on the bundle tickets should be attached to the garments that will then be scanned into the warehouse. The production order number and the quality will be entered into the scanner via the scanner keypad. The bar-code will then be scanned and either a quantity entered via the keypad or further bar-codes scanned.

Receipts from supplier

When goods arrive from the supplier, the bar-codes should be attached to them. They will then be scanned into the warehouse by entering into the scanner, the supplier order number and the quality via the scanner keypad. The bar-code would then be scanned and either a quantity entered via the keypad or further bar-codes scanned.

Stock take

The stock take will be performed for the whole warehouse. The scanner will allow entry of a location reference (for use in the stock take variance report only) and a quality via the scanner keypad. Bar-codes would then be scanned and either a quantity entered or further bar-codes scanned.


Despatch of picking lists

The standard printed picking list will be used by the warehouse for the despatching of stock. The advice number will be entered into the scanner via the scanner keypad and the bar-code for each item on the picking list will be scanned. A quantity will be entered via the keypad or further bar-codes scanned.


Scanner download

When all the required transactions have been completed, the scanner will be placed in the cradle attached to a PC and the download option selected.

An initial validation will take place, to ensure that all bar-codes are valid, supplier orders exist and production orders exist. Where there are errors an exception report will be printed.

All the scanner entries will be put into a file on the system. The update of each item, which has not been flagged as an error will then take place.


Scanner file update

Production order receipts will update stock and the order data files.

Supplier order receipts will update stock, GRNs and the order data files.

Stock take records will be added to the standard stock take file, following which a variance report can be obtained. The decision can then be taken on when to run the stock take update.

The despatch records will be used to update picking lists with the confirmed quantities provided they do not exceed the picking list quantity. If they do then the whole scanner record will be flagged as error. Subsequently, fully confirmed picking lists may be confirmed as despatched in the conventional manner. If there is a discrepancy in the stock, the 'amend despatch quantities' option can be used to reduce the picking list quantity.


Scanner record maintenance

Where a scanner record has been rejected, the details may be amended. The error flag will be removed and the record will be included in the next update run where they will be validated again prior to update.

Scanner records will be flagged for deletion after processing. They may also be so flagged if they have been entered in error.

A routine for the batch deletion of scanner records is provided.


Scanner hardware


 XeBusiness have a partnership arrangement with KTP for the supply and programming of laser scanners. A link is shortly to be installed to the KTP web site. Watch this space.

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