How to work with Security Stock: using a Barcode Scanner

Your organization has received a fresh batch of security stock, generally delivered in numbered boxes:

1. Open the Security Stock module:

   

2. Select Stock>Scan>Receive from the Menu bar.

   The Receive Stock dialog box displays:

   

3. If necessary, select a stock identifier from the first drop list.

   In this example, Certificate Paper displays by default.

4. If the security stock is boxed and the box has an identifier, enter the identifier in the Please enter box identifier field.

   You may be able to scan the box identifier (the cursor automatically moves to the next field), otherwise key the box identifier in the field and press TAB to move the cursor to the next field.

5. Scan the barcode of the first sheet of security stock in this batch.

   The cursor automatically moves to the next field ready for the next number to be scanned.

   Note: If keying a number, hit ENTER to move to the next field.
   If an invalid number has been entered, a standard Windows beep will sound indicating an error and the field will be cleared. Check the number and re-attempt Step 5. Incorrect entry of a number will generally only occur with manual keying of the barcode number however.

6. Scan the barcode of the last sheet of security stock in this batch:

   

   Note: If manually keying details, be sure to hit ENTER when all details have been added.

   Several things may happen:

   • If all the details are valid, a standard Windows beep will sound indicating that the record creation was a success.
   • If an invalid number has been entered in the Please enter last barcode field, the field will be cleared and a standard Windows beep will sound indicating an error. Check the number and re-attempt Step 6.
   • Incorrect entry of a number will generally only occur with manual keying of the barcode number.
   • A record is added to the Security Stock module for this batch of security stock.
   • All but the first field in the Receive Stock dialog box are cleared, ready for the next batch of security stock to be recorded.
7. Continue recording batches of security stock as required.
8. When all new batches of security stock are recorded, select Finished.

If we search the Security Stock module for the batch entered above, the record displays as:

If we select the Distribution tab, we find the first entry (the parent record) in a hierarchy of parent and child records that keeps track of all security stock in this batch:

To record the distribution (issue) of security stock within your organization:

1. Open the Security Stock module:

   

2. Select Stock>Scan>Issue from the Menu bar.

   The Issue Stock dialog box displays:

   

3. If necessary, select a stock identifier from the drop list.

   In this example, Certificate Paper displays by default.

4. Select the recipient of the security stock (an individual / group / department) from the Please select distribution recipient drop list:

   

5. Press TAB to move the cursor to the Please enter first barcode field

   -OR-

   Click the Please enter first barcode field.

6. Scan the barcode of the first sheet of security stock to be issued in this batch.

   The cursor automatically moves to the next field ready for the next number to be scanned.

   Note: If keying a number, be sure to hit ENTER.
   If an invalid number is entered, a standard Windows beep will sound indicating an error and the field will be cleared automatically. Check the number and re-attempt entering it. Incorrect entry of a number will generally only occur with manual keying of the barcode number.

   • If all the details are valid, a standard Windows beep will sound indicating that the record creation was a success.
   • A record is added to the Security Stock module for this issued security stock.

     This record is linked to the parent Stock record for the batch of security stock from which this issued stock is taken. If we locate this parent record and display the Distribution tab, we find these details recorded in a hierarchy of parent and child records, keeping track of all stock in this batch:

     

   • All but the first field in the Issue Stock dialog box are cleared, ready for the next batch of issued security stock to be recorded.
7. Scan the barcode of the last sheet of security stock to be issued in this batch.

   Note: If you were only issuing a single sheet of security stock, you'd enter the same number in both fields.

   Note: If manually keying details, be sure to hit ENTER when all details have been added.

   Several things may happen:

   • If an invalid number has been entered in the Please enter last barcode field, a standard Windows beep will sound indicating an error and the field will be cleared. Check the number and re-attempt Step 7.
   • Incorrect entry of a number will generally only occur with manual keying of the barcode number.
   • If the parent Stock record cannot be identified (perhaps it has not yet been created), a warning message will display:

     

     Click OK and check the numbers entered. If necessary, search for the parent record and confirm that details have been entered correctly.

8. Continue recording batches of issued security stock as required.
9. When all batches of issued security stock are recorded, click Finished.

To record the return of security stock:

1. Open the Security Stock module:

   

2. Select Stock>Scan>Return from the Menu bar.

   The Return Stock dialog box displays:

   

3. If necessary, select a stock identifier from the drop list.

   In this example, Certificate Paper displays by default.

4. Select the recipient of the security stock (an individual / group / department) from the Please select distribution recipient drop list:

   

5. Press TAB to move the cursor to the Please enter first barcode field

   -OR-

   Click the Please enter first barcode field.

6. Scan the barcode of the first sheet of security stock to be returned in this batch.

   The cursor automatically moves to the next field ready for the next number to be scanned.

   Note: If manually keying a number, be sure to hit ENTER.
   If an invalid number is entered, a standard Windows beep will sound indicating an error and the field will be cleared. Check the number and re-attempt entering it. Incorrect entry of a number will generally only occur with manual keying of the barcode number.

7. Scan the barcode of the last sheet of security stock to be returned in this batch.

   Note: If you were only recording the return of a single sheet of security stock, you'd enter the same number in both fields.

   Note: If manually keying details, be sure to hit ENTER when all details have been added.

   Several things may happen:

   • If an invalid number has been entered in the Please enter last barcode field, a standard Windows beep will sound indicating an error and the field will be cleared.

     Incorrect entry of a number will generally only occur with manual keying of the barcode number.

   • If all the details are valid, a standard Windows beep will sound indicating that the record creation was a success.
   • A record is added to the Security Stock module for this returned security stock.

     This record is linked to the parent Stock record for the batch of security stock to which this returned stock belongs. If we locate this parent record and display the Distribution tab, we find these details recorded in a hierarchy of parent and child records, keeping track of all stock in this batch:

     

   • All but the first field in the Issue Stock dialog box are cleared, ready for the next batch of returned security stock to be recorded.
8. Continue recording batches of returned security stock as required.
9. When all batches of returned security stock are recorded, click Finished.

Recording missing security stock using a Barcode Scanner assumes that the supplier of the security stock has provided a sheet with a list of stock that is missing from a box (typically due to stock failing a quality assurance process). In all other cases you would manually enter details of missing security stock.

1. Open the Security Stock module:

   

2. Select Stock>Scan>Missing>Individual from the Menu bar for an individual stock item.

   The Missing Stock dialog box displays:

   

   -OR-

   Select Stock>Scan>Missing>Range from the Menu bar for a range of missing stock.

   The Missing Stock dialog box displays:

   

3. If necessary, select a stock identifier from the drop list.

   In this example, Certificate Paper displays by default.

4. Select a determination identifier from the second drop list, e.g. Misprinted.
5. Press TAB to move the cursor to the Please enter first barcode field

   -OR-

   Click the Please enter first barcode field.

6. For an individual sheet of missing security stock, scan its barcode

   -OR-

   For a range of missing security stock:

   1. Scan the barcode of the first missing sheet of security stock in this batch.

      The cursor automatically moves to the next field ready for the next number to be scanned.

      Note: If manually keying a number, be sure to hit ENTER.
      If an invalid number has been entered, a standard Windows beep will sound indicating an error and the field will be cleared. Check the number and re-attempt entering it. Incorrect entry of a number will generally only occur with manual keying of the barcode number.

   2. Scan the barcode of the last missing sheet of security stock in this batch.

      Note: If manually keying details, be sure to hit ENTER when all details have been added.

   Several things may happen:

   • If an invalid number has been entered, a standard Windows beep will sound indicating an error and the field will be cleared. Check the number and re-attempt entering it.

     Incorrect entry of a number will generally only occur with manual keying of the barcode number.

   • If all the details are valid, a standard Windows beep will sound indicating that the record creation was a success.
   • A record is added to the Security Stock module for this missing security stock.

     This record is linked to the parent Stock record for the batch of security stock to which this missing stock belongs. If we locate this parent record and display the Distribution tab, we find these details recorded in a hierarchy of parent and child records, keeping track of all stock in this batch:

     

   • All but the first field in the Missing Stock dialog box are cleared, ready for the next batch of returned security stock to be recorded.
7. Continue recording missing security stock as required.
8. When all missing security stock is recorded, click Finished.

Security stock that is void is stock that has been damaged in some way and cannot be used.

1. Open the Security Stock module:

   

2. Select Stock>Scan>Void from the Menu bar for an individual stock item.

   The Void Stock dialog box displays:

   

3. If necessary, select a stock identifier from the drop list.

   In this example, Certificate Paper displays by default.

4. Select the recipient of the security stock (an individual / group / department) from the Please select distribution recipient drop list:

   

5. Press TAB to move the cursor to the barcode field

   -OR-

   Click the barcode field.

6. Scan the barcode of the void security stock.

   Note: If manually keying details, be sure to hit ENTER when all details have been added.

   Several things may happen:

   • If an invalid number has been entered, a standard Windows beep will sound indicating an error and the field will be cleared. Check the number and re-attempt entering it.

     Incorrect entry of a number will generally only occur with manual keying of the barcode number.

   • If all the details are valid, a standard Windows beep will sound indicating that the record creation was a success.
   • A record is added to the Security Stock module for this void security stock.

     This record is linked to the parent Stock record for the batch of security stock to which this void stock belongs. If we locate this parent record and display the Distribution tab, we find these details recorded in a hierarchy of parent and child records, keeping track of all stock in this batch:

     

   • All but the first field in the Void Stock dialog box are cleared, ready for the next batch of returned security stock to be recorded.
7. Continue recording voided security stock as required.
8. When all voided security stock is recorded, click Finished.