SUIT Inventory Tracking Software Instructions for Use
SUIT Inventory Tracking software requires the following hardware:
1. 2D Barcode scanner set to:
a. Read QR codes.
b. Add CR and LF characters at each scan.
2. Dymo LabelWriter 450 or LabelWriter 450 Turbo label printer.*
3. Dymo 30332 labels or equivalent. Consider S-12995 from Uline.
“DYMO Label v.8” software is required for proper operation, preferrably v.8.5.0 download it here.
*A Dymo is used to print Bin Labels and also IN and OUT scan labels. However, it is not completely necessary. If you have pre-fabricated barcode labels, printed from any printer, you can use them instead. Simply enter (or scan) the label exactly as it is into the Bin Label field when entering a new item (see Part A Section 3 below). You must be able to print labels that say nothing other than “IN” and “OUT” as well.
Below is the main interface of SUIT. The main functions you will use in day to day operation will be found here.
At the first start up of SUIT, you will be asked to register the software. SUIT will not function unless it is registered.
Part A. Set up.
1. Set printers.
Click Settings | Select bin label printer to activate a window where you can select from a list of installed Dymo printers.
Click Settings | Select list printer to activate a window where you can select form a list of installed printers, use to print inventory lists when you need.
2. Add Categories.
Each item in your inventory must be associated with a particular Category.
On the bottom left of the main interface is a button called ‘Add / Edit Categories.’ Click this button to open this window.
On the top right is a text field. Add a new category here and click ‘Save New Category‘ for each new addition.
Please add the Category ‘All‘ to your list. It is a special search trigger which you will find very helpful.
Categories can be edited. To edit a Category, click one from the list displayed under Existing Categories on the left.
The selected Category will appear in the field under Edit Existing Category in the lower right.
Type over the selection and click ‘Save‘ to enter the changes.
The change will be applied to the list of Categories, plus any items tagged with that Category.
To delete a Category, click one from the list displayed under Existing Categories.
The selected Category will appear in the field under Edit Existing Category.
Click ‘Delete.’ The Category will be removed from the list of Categories, but any item tagged with that Category will NOT be removed (you can assign such items to a different Category through ‘Add / Edit New Item‘ from the main interface.
3. Add New Items.
On the bottom left of the main interface is a button called ‘Add / Edit New Item.’ Click this button to open this window.
Select the Mode by clicking either ‘Add new item‘ or ‘Edit existing item.’ You will not be able to take any action unless one if these mode options has been selected.
To add a new inventory item, click ‘Add new item‘ under Mode.
First, select the Category from the leftmost pull-down box.
Next, enter the Product Name by typing it into the 2nd field.
Next, indicate the initial Quantity you’re entering.
Next, indicate the Alert Number, which is the minimum quantity you want to have on hand before reordering.
Next, enter the Storage Location, where you which may be a bin number or other storage location within your office.
Next, enter a Bin Label by typing it into the last field.
Click the ‘Auto print label‘ checkbox to automatically print a Bin Label as you save the new item.
Finally, click the ‘Save New Item‘ button to save.
Please do this for each item in your Inventory before you start scanning items IN or OUT of storage.
To edit an existing Inventory item, click ‘Edit existing item‘ under Mode.
You will not need to select the Category.
Search for the item by typing in the Product Name field. A list of items will be presented; click on the one you wish to edit. The fields will be populated with its information.
Type over any field you wish to change. For example, to update the Quantity in case an item was not accounted for, etc.
Click ‘Save Edited Item‘ to save the changes.
Click ‘Delete‘ to delete the selected item from your Inventory.
4. Organize Storage.
Place Bin Labels where you intend to store Inventory items.
If you have not auto-printed bin labels when you have added new items to your Inventory, you can do so through the main interface.
In the Search field, begin typing the product name you require a Bin Label for. Alphabetical suggestions will appear; click the item you seek then click ‘Print Bin Label‘ for immediate printing.
Consider placing IN and OUT labels near your bins (these tell the software if you are scanning items IN or OUT of inventory).
Go to Settings | Print IN OUT labels, then indicate the number of sets you require, then click ‘Print.’
Part B. Day to day workflow.
Each time you activate SUIT, it will search for updates. If updates are available, they will be installed automatically the next time you shut down the software.
You may leave SUIT running all the time if you wish.
When the software is activated, the default Action is to scan items OUT of Inventory and the cursor will be in the Scan field.
The Action field is in the top middle of the main interface. Action is either Scan IN or Scan OUT.
- Scanning Items in or out:
Step 1: Select Action as Scan IN or Scan Out -OR- scan an IN or OUT label near your bins.
Step 2: Scan the Bin Label.
To scan items OUT of Inventory:
Ensure mode is Scan OUT by selecting it from the Action box -OR- scan an OUT label near your bins.
Go to the bin and scan the Bin Label once for each item you remove.
To scan items IN to Inventory (to replenish them):
Ensure mode is Scan IN by selecting it from the Action box -OR- scan an IN label near your bins.
Go the the bin and scan the Bin Label once for each item you replenish.
You can scan alternate items IN or OUT by first scanning the IN or OUT label. You do not need to be near the SUIT interface to do so.
Items that are low (that is, when the remaining Quantity is less than the Alert Number), the item line will show red in the main interface.
2. Search Items:
To see all items associated with a particular Category, click on the particular one under Categories on the left. All items in that Category will show in the main interface, low items in red.
Select All from Categories to see your entire Inventory.
Within the Search field, begin typing the item and click one from the alphabetical suggestions. That particular item will show in the main interface, low items in red.
Click the ‘Low Item‘ button on the top right to see all low items in your Inventory.
Click the ‘Print‘ button on the top right to print any items displayed in the main field.
3. Low Item Alerts:
Under Settings | Email low item alert, you can use an email account to send an email alert to a specific email address once a day.
The software will prepare a list of all low items for the alert.
4. Online instructions:
Reference these instructions at any time by clicking Settings | Online Instructions.