PharmASSIST PDA App

PDA Stocktakes are a live action. Please ensure the following have been checked and/or completed. ✅ All OPEN stocktakes have been finalised in POS System Menu Stocktakes ✅ Floor stock and Excess stock is organised and ready for counting ✅ Wi-Fi Wireless Access Point- Ensure the WAP is centrally located in the store. This device is your Wi-Fi connection. If the PDA is too far, it may lag or drop ✅ PDA Connection- Connect all PDA used to the store network and ensure latest POS App is installed ✅ A quick test scan of one or two items is encouraged to ensure connection is well established before commencing a large, full store stocktake ✅Stocktake Initiation-  A new stocktake can be initiated in PDA or in Stocktake function in System Menu.  ✅ All PDA used in Stocktaking need to be connected to same Stocktake ID Item Status to watch: 1. E Error- Stop counting and make sure PDA is connected. IT Support can be connected at this point. PDA service might need to be restarted 2. P Pending- Items have not had enough time to save to server. Can continue with count but keep an eye out that items are changing to Saved. 3. S Sent- Item is saved to server 🛑 If a PDA has more than 10 Pending items and not changing to S, stop scanning and press update on the POS App Stocktake. If the item is still not updating, please contact IT Support. Once this is complete, please follow PDA Stocktaking steps here.

PDA Stocktakes can be performed by a single user on a single PDA or multiple users can work on a single stocktake on multiple PDAs. The Stock information gathered from the PDA9s) will automatically populate the item grid within the Stocktake on the POSWorks System Menu. 💡 Note: PDA Stocktake is a live process; as users scan and count each item the current SOH will change immediately  1. Navigate to POSWorks PDA Program. 2. Login using your POS Works user credentials. 3. Select STOCKTAKE. 4. Select NEW STOCKTAKE (if you have not yet created one or select the correct existing Stocktake, then tap LOAD STOCKTAKE to join active stocktake). 5. Scan an Item. 6. Enter the quantity of item counted in ENTERED field, select OK. 7. Repeat to add more items to the stocktake as required. 8. Select the back arrow in the top left corner of the screen to exit a stocktake. All pending counts will be committed to the main stocktake list, provided the device is connected to the network. 9. To close an Active stocktake once the stocktake has been completed, select REVIEW on the open stocktake in POS. This will remove the stocktake from the active Stocktakes. If Item needs to be recounted, please see here.  💡 Note: Once Review is selected and user credentials have been entered a Stock Variance report will be produced and the stocktake will be marked as Finalised. Finalised Stocktakes cannot be reopened. Please close the active stocktake screen on PDA devices by taping the back arrow in the top left corner of the PDA screens to ensure the list of active stocktakes is updated. Completing the PDA Stocktake via System Menu Any Stocktake performed on the PDA is accessible via the Stocktake Program on POSWorks System Menu.  Please follow steps here to complete stocktake. 

Once Open stocktake has been closed on the PDA, it needs to be Finalised in POSWorks System Menu. 1. Log on to System Menu. 2. Select STOCKTAKE. 3. Select STOCKTAKE. 4. Enter Stocktake ID from PDA or use the Search button to find active stocktake, 5. Press ENTER on Keyboard. 6. Select LIVE REFRESH 7. Click SAVE 8. Select REVIEW 9. A prompt message will appear- This live stocktake will be reviewed and finalised. Would you like to continue? 10. Select YES and enter user details. This will open PDF window and system automatically creates a preview of the stock variance based on the count and changes to SOH. 11. Select PRINTER icon to print or red X to close. 12. A prompt message will appear- Stocktake has been reviewed successfully. 13. Select OK. 14. Once the stocktake has been reviewed the status will display as Finalised. No further changes can be made. ZERO OUT UNCOUNTED STOCK In the Stocktake program- once Stocktake has been FINALISED: 1. Click NEW. 2. Click into the order code column. 3. Select the 3 dots. 4. Find the category or brand that you counted. 5. In NO STOCKTAKE SINCE enter the date the stocktake started. 6. FIND 7. Click SELECT TAGGED. 8. Check entire imported Zero Count List. 9. SAVE & ACCEPT. For a Variance Report for the Stocktake, see here If you have a Dispensing Robot, and external spreadsheet needs to be imported, see here.

Reports can be produced to measure inventory Valuation and Variances. These can be produced both during and on completion of the stocktaking process. 1. Search and select the appropriate stocktake in the Stocktake Program using the search window. 2. Select REPORT. 3. Select the required report and cost criteria (option to INCLUDAE ZERO VARIANCES). 4. Select CONTINUE to generate report in PDF format. This will open a PDF window. 5. Select Printer icon to Print. 6. Select red X to close.

NOTE: It is advised you ACCEPT DISPENSARY Stocktake first, then zero out your uncounted stock before creating new Stocktake in POS for ROBOT STOCKTAKE! Completing Stocktake to include Dispense Robot: 1. Perform standard Stocktake process for Dispensary Items (excluding what is in Robot)  including all excess stock.  See here for PDA Stocktake Steps. 2. Once Stock is counted with the PDA, Finalise Stocktake using Steps here.   3. Please make sure to Zero out uncounted Stock before proceeding to Robot Stocktake. 4. Robot Stocktake File will need to imported to a NEW STOCKTAKE in POSWorks Stocktake Program. 5. Ensure the Robot file is in format as below.  Adding the Inventory of a Dispensing Robot to SOH Many models of dispensing robots will allow users to export the inventory of the robot to either csv or an excel file, these can be imported into POS Works and added to SOH through a manual stocktake. To import a robot’s counts into POS Works, you will need to create an Excel spreadsheet with the following information: • A separate column for identifying information such as barcode or PW Item ID • A Separate column for the SOH of the robot How to add the inventory of a dispensing robot to SOH: 1. Open and Login to the POS Works System Menu. 2. Navigate to STOCKTAKE. 3. Select NEW. 4. Ensue the checkbox ADD COUNT TO SOH is tagged. 5. Select IMPORT. 6. Select the Excel file required. 7. Map the search fields to corresponding columns for one of the following identifiers. • Supplier and Order Code • Barcode • Item ID 8. Map the count to the corresponding column with the robot’s stock count. 9. Select IMPORT and review any errors. 10. Once the Items and their counts have been imported, review the counts, and ACCEPT the stocktake if all is correct. NOTE: It is best to import your robot counts during a time when robot is not in use. If any items are sold from the robot between the counts being produced and the stocktake being Accepted, you may need to perform a STOCK ADJUST to correct SOH.

HOW TO RECOUNT AN ITEM- DURING ACTIVE STOCKTAKE Whilst a stocktake is still active, users can override the total of an item using the recount function.  This is feature is commonly used in the instance an item was counted incorrectly or damages have been discovered after initial count. If additional stock is found, simply can the item and count the additional amount as normal and it will be added to the total quantity of the active stocktake. 1. On Active open stocktake Tap RECOUNT OFF next to the Item ID Field.   If recount has been switched on successfully, the indicator will say RECOUNT ON. 2. Scan the item you would like to change the total count for. Enter correct total and press OK. This will override the current sum of all counts for this item. 3. Repeat for any additional item total corrections. 4. When finished making the corrections, tap the back arrow in the top left corner of the screen.

Using the Quick Scan Feature Quick scan is a feature that can be activated on the PDA where the quantity can be pre-set to skip the Enter Quantity step when scanning items for count. Instead of users entering a quantity manually, instead the pre-set quantity will be added to the total. This feature is commonly used in instances such as:  Users wanting to count items one by one, scanning each product individually on the shelves.  Bulk storage where a set number of individually sold items are packaged together. See links below to use this Feature Turning Quick Scan ON Turning Quick Scan OFF

1. From the Stocktake Entry screen, tap the gears icon in the top right corner of the screen to open Quick Scan settings. This will open the following screen. 2. Tap the checkbox to the left of Quick scan to toggle Quick Scan on. 3. Once quick scan is toggled (this is indicated by a green tick in the checkbox) you may edit the quantity that will be added when scanning in item. Tap the field to the right of Quick Scan. 4. Enter the quantity to be added when an item is scanned. 5. Press the back arrow in the top right corner of the screen. 6. Scan an Item. This will add the pre-set Quick scan quantity to the total. The Quick Scan quantity for this example has been set to 4. 7. Continue to scan items as required.

This section explains how to toggle quick scan off and return to entering item quantities manually. 1. From the Stocktake Entry Screen. Tap the gears icon in the top right corner to open Quick Scan settings. 2. Tap the checkbox to the right of Quick Scan to remove the green tick. 3. Tap the back arrow in the right end corner of the screen. 4. You can now scan items and enter quantities manually as normal.