An Introduction to RS-SQL Barcode Lengths
Human Readable Vs Scannable Barcode • What is a Human Readable Barcode? – The numbers that commonly accompany a barcode are a human-readable form of the information within the barcode (these do not always display on the barcode) • What is a Scannable Barcode? – The information encoded in a form which can only be read by a barcode scanner and interpreted by the machine's software (i. e. RS-SQL)
What is Barcode “Symbology”? • Barcodes are similar to a printed version of the Morse code. Different bar and space patterns are used to represent different characters. Sets of these patterns are grouped together to form a "symbology". There are many types of barcode symbologies each having their own special characteristics and features. • One of the most common symbologies is Code 39 which can encode any of the following 44 characters: 1234567890 ABCDEFGHIJKLMNOPQRSTUVWXYZ-. *$/+%
RSMobile Enabled Barcode Symbology • During RSMobile application startup (as of V 2. 06. 05) the device is queried for a list of supported symbologies. The internal hard-coded list of symbologies is examined and if it is supported by that device, it is added to a "symbology enable" list that is used each time a scanner is initialized. • Symbologies in the list that are not supported by that particular device do not get placed into the "symbology enable" list and are silently ignored • This leaves a “good” list of symbologies to use each time a dialog that allows scanning is opened
• O’Neil Enabled Barcode Symbologies – – – • Barcode symbologies are enabled during RSMobile initialization UPCE 0 • If a scanner does not support a symbology in the hard-coded list, it will UPCA not be added into the "symbology EAN 8 enable" list EAN 13 CODABAR CODE 39 I 2 OF 5 CODE 93 CODE 128 PDF 417 (2 D Barcode) TRIOPTIC 39
How to Check the Symbology of a Barcode • RSMobile Tools Test Scan • When a barcode is scanned, the barcode number will display on the screen along with the symbology and barcode length
Adding Multiple Barcode Lengths for the Same Object Code • RS-SQL identifies Objects (Containers, Filefolders, Tapes, Locations and Users) by the barcode length • A barcode length can be up to 15 characters • A second length can be added for any object, but no two objects can use the same length barcode
Considerations When Setting Up Barcode Lengths • Plan for growth, think ahead… – use barcode lengths wisely, they are unique – by adding one or two characters to a length or by including letters of the alphabet, the number of possible items can be increased • How will the code field sort when there is more than one barcode length? • How will the code field sort with an alpha character? • A barcode length of 15 requires a longer label and a slightly longer scan time • Once the system is in use, barcode lengths cannot be changed without extensive manual work; be sure of the lengths before they are set
User Barcode Length Example • Users – This object code would have the least number of characters assigned • 2 characters allows for 00 -99 Barcode ID users • 3 characters allows for 000 -999 Barcode ID users
Location Barcode Length Example • Locations – This is dependent on the layout of the warehouse, examples of this would be: • A-01 -A-01 (9 characters) • W 1 -A-01 (12 characters) • W 1 -01 -A-01 (15 characters)
Location Barcode Length Example – Considerations • Maximize picking patterns • Identify an anchor point • Identify each aisle that will be picked • Within an aisle, identify each bay in order – If you pick down one side and up the other then the bays will be numbered consecutively side by side – If you pick down the aisle and finish at the end, then keep odd number bays to the right and even to the left • Within a bay, identify a shelf height • Along the shelf, identify positions (generally speaking a position would be 3 boxes high and 3 boxes deep, which allows for 9 boxes per position) – Using the dash (-) when adding a location code is important as the location needs to be easy to find
Barcode Length Examples • Containers – 6 numeric characters in length allows for up to (but not including) 1 million boxes (000000999999) – 7 numeric characters in length allows for up to 10 million boxes (0000000 -9999999) – 1 alpha and 6 numeric characters allow for 260 million (A 000001 -Z 999999) • Filefolders and Tapes – These objects would potentially have the highest number of items
Sorting by Barcode in the FilingContainer Items Grid 1346 1347 1348 2000 4383 ABC 009 134806 000001 134500 134720 BA 1345 200006 438304 AB 1345 The list on the left will sort in the order of the list on the right Facts: • it will sort ascending by default • it will sort from left to right of barcode characters, regardless of barcode length
RSMobile Definitions • Initialize – Once an RSMobile scanner has been added to the RS-SQL database, it must be initialized before it can be used – During initialization, a large volume of data is sent to the RSMobile scanner, including: • RSMobile software • The URL of your RSMobile Communication Server and the DSN • Available wireless printers – Typical initializations copy newer files and replace older ones, however, when the “Overwrite Newer Files” option is selected, all existing data is deleted and replaced with the new data. If a scanner has a storage card, all data is also deleted (the only scanner that does not support a storage card is the PPT 8846) – After an RS-SQL upgrade, the RSMobile scanner must be re-initialized to ensure the correct RSMobile software version is installed – The initialization of a scanner can also be completed remotely using the RIO feature (RSMobile Initialization Operations) You cannot initialize a device if you are using Citrix, you must initialize using a local machine that has Active. Sync/ Windows Mobile installed
• Communicate – RSMobile updates directly with the RS-SQL database through the RSMobile Comm Server which is independent of the RS-SQL Client – You can cradle an RSMobile scanner and communicate with the database without having to login to RS-SQL or without having the RS-SQL Client installed on the desktop – Each time you communicate (upload or download), the following information is updated on the RSMobile scanner: – – Barcode Lengths Object Codes Users Language Translation Strings – During the communication process, the Urgent Notification List is checked for changes, if changes are found, a new list is created on the device – Communicating adds new users to RSMobile, but does not delete users. If you delete a user in RS-SQL, you need to initialize the RSMobile scanner to have the user removed. The PDT 3100 communicates directly through the RS-SQL Client
Communicating the Scanner When a New Barcode Length is Added • The RS-SQL program must be exited if barcode lengths have been added or edited since the last time the User logged in • RS-SQL Login and SQL Server Login are used to verify the User and RSMobile device when it communicates • The SQL Database on the RSMobile device receives changes
Why isn’t the Barcode Label Scanning? The record center has a new intake of containers that have an existing barcode label which will not scan: • Considerations – Is the barcode length correct for the database? – Is the barcode label damaged? – Is the symbology supported? • Solution – Try a Test Scan to determine the symbology and the barcode length – Use the existing barcode as an Alternate Code
How to Manage Duplicate Barcodes • Fact – When a duplicate barcode is scanned, RS-SQL will record it as a move of the original barcode, hence the original box 'disappears' into the system • Solution – Reference the moves and refiles that occurred on that date (item activity) – Find the original containers and correct the activity to reflect their current position – Look for exceptions, such as “Filefolder changed location” if it is a filefolder that has a duplicate barcode – Run regular “Hole Reports” – Do not send barcodes to a customer without updating the Account Range grid – Make it a policy not to REPRINT barcodes – Add item to Urgent Notification List
Barcode Auto-Incrementing Feature • RS-SQL Administration Options Maintenance Barcode Auto-Incrementing • Allows you to set up a sequence of barcodes for each base object type. These barcodes are used when you add items “on-the-fly” in the Workorder Item Query and Post grid or in RSWeb. NET. • A different auto-generated starting number is used for RS-SQL and RSWeb. NET • You will need to enter the same number of characters as the system uses to identify the item. If you use eight characters in your filefolder barcodes, the auto-incrementing code for that item must be eight characters. • The number of remaining items to the right of the field remains zero until the correct number of digits for that item is entered and then the number reflects the number of Item Codes that the system can use in auto-incrementing • Auto-Generated Item Codes cannot contain any underscores (_) or percent (%) characters as these are wild card characters and will not perform correctly • Auto-generated item codes can contain alpha numeric's Tip: Consider using the letter “W” preceding Files that will be created in RSWeb. NET
Generating a Temporary Filefolder Barcode Number Auto-Generated Item Codes is where it is configured This is how it is used when adding a ‘Filefolder on the Fly’
Other RS-SQL Special Barcodes • Item Not Found – NOT-FOUND++++++ • Re-Assign – RE-ASSIGN++++++ • In-Research – IN-RESEARCH++++ • Add Related – ADD-RELATED++++ • The Tap and Hold Menu – The Picklist dialog in RSMobile supports a “tap and hold” menu – The menu choices vary depending on the type of item and whether or not it has been validated – It is another way to perform a task that is otherwise supported by using a special barcode or a special function key
Item Not Found Barcode • The Item Not Found barcode can be scanned during the Picklist process to indicate an item was not located • When the Item Not Found barcode is scanned, the Scan Date/Time field displays 'Item Not Found'
Reassignment Barcode • Where a barcode scan is allowed in RSMobile the Reassignment barcode can be scanned (Func+2) to indicate that the item is to have its old barcode number reassigned to another barcode number The Reassignment feature can be accessed through the “tap and hold” menu
Example of Using the Item Not Found & Re-Assign Barcode • Unregistered filefolders are often requested by the customer – They are “added on the fly” to a workorder, whereby the file is automatically given a temporary code and the information supplied to search for the filefolder is usually: • container code or container alternate code • filefolder alt code and/or description – Once created, the workorder is sent to the Picklist – During the Picklist process the scanner prompts the user to pull a filefolder from a container: • The temporary filefolder code is displayed (for example, TEMP 00891) • The picklist displays the filefolder description or alternate code (as supplied by the customer) • If the Filefolder is found - attach a new barcode label to the filefolder and scan the Re-assign barcode (Func+2) and then scan the new barcode • If the Filefolder is not found - scan the Not Found barcode – Selecting this option tells the system to process a "Not Found" exception automatically on processing of RSMobile. If the item is not found, a “failed search” can be charged for
The Substitute Feature • What is the Substitute Feature? – When searching for an unregistered filefolder during the Picklist process and the requested file already has a barcode attached, the Substitute feature allows for the barcoded file to be “substituted” for the unregistered file (temporary file) on the picklist. • How is the Substitute feature used? – It follows the same process as the Reassign feature, the main difference is that the existing barcode on the file is scanned as opposed to a new barcode being attached and scanned • What happens during RSMobile Processing? – You will not see any changes in RSMobile that relate to the Substitute feature. While processing a Reassign, if the target of the reassignment already exists, a Substitution will be attempted if: • the Substitute feature is enabled (Automated PDT Processing) • the Reassignment is performed during a Picklist
Add Related Feature • What is Add Related – The Add Related feature allows new “related” items to be added to a picklist – When searching for a file from the picklist for “William Clinton” and there are three “William Clinton” filefolders with the same name, the Add Related feature can be used to add the additional two filefolders to the picklist – Any Add Related items are also added to the Workorder, ensuring that all the tracking and billing details are captured
How to use the Add Related • From the Picklist, tap and hold the barcode that the new item relates to • Select the Add Related menu • By default, the Requested Item location/contained-in container is used • A location and/or contained-in container can be scanned if the related item was found someplace other than where the requested item is located
Add Related • Once the Add Related dialog is closed, the related item is displayed immediately below the original requested item with the words “Related Item” instead of a scan date/time
Add Related • The Picklist Details dialog includes the Workorder number of the selected item and a note to indicate that the item added is related to another item
Points to Remember When Using the Add Related Feature • The original requested item does not need to be scanned/validated before or after a related item can be added • The original requested item may be scanned “Not Found” or “Inresearch” regardless of whether related items are scanned • Adding a related item to another related item works the same as adding a related item to the original requested item • Pressing F 4 on a related item removes that item from the Picklist • By default, the Enable Picklist “Add Related” option is disabled This option can be enabled from the Automated PDT Processing dialog in the Maintenance menu of RS-SQL Administration
The Suspense List • Allows items that cannot be located (they may have been temporarily misplaced) to be added into a Suspense List grid for later review and action • This can be a manual or automated process • Items in the Suspense List grid can be posted to an existing workorder or to a workorder created during the posting process, this way the record center can work on locating the item. New workorders are created using the values saved based on options selected in the Suspense List Settings. Suspense items may be posted one at a time or selected and posted as a group.
How is the Suspense List Used? • Items can be manually added to the Suspense List through Ops Options Suspense List • By using the In-Research barcode, the process can be automated during the Pick List process with either the PDT 3100 or RSMobile scanner The In-Research barcode consists of 15 characters and includes the following: In-Research++++
Suspense List Settings • Admin Options Maintenance Suspense List Settings • In Research Processing Options, determines what will happen during the processing of an item that is scanned as In -Research • The Suspense List Posting Options, determines what will happen when posting an item on the Suspense List to a Workorder This option must be enabled in RSWin. INI Config: Options. Track. WODiscrepancy = Yes
How Does the In-Research Barcode Work? • Items have been requested (delivery or access) and placed on a Workorder • The Workorder is sent to the Pick List • The Item on the Pick List cannot be located • The In-Research barcode is scanned
What Happens During RSMobile Processing? • Depending on the Suspense List settings, the following may happen during RSMobile processing: ü The item will be removed from the workorder and placed on the Suspense List ü The item will be added to the Urgent Notification List ü An Other Service will be posted to the Workorder
The Suspense List Grid When the In-Research barcode is scanned during the Pick List process, the item is removed from the Workorder and is added to the Suspense List grid Operations Options Suspense List
Posting Suspense Items to a Workorder When an item on the Suspense List is located, the item can be posted from the Suspense List grid or from within the Workorder Suspense items may be posted one at a time or selected and posted as a group. Items must be compatible with the type of workorders to which they are being posted The Suspense List menu is not available when the Workorder is for Other Services, Destruction, or Permout
Posting Suspense Items to a New Workorder • The workorder is created with the original workorder item account • The workorder address is populated with the original workorder delivery address or the delivery address of the first item when posting a group of items • The original workorder number, date, item code and alternate code are recorded in the Workorder Notes • The original cost center, requestor and comment are posted • Workorder priority is added to the new workorder as defined in Suspense List Settings. If a different priority is entered on the new workorder, a prompt is displayed. • If designated in Suspense List Settings the new workorder can be assigned the same required by date/time as the original workorder. If a different required by date/time is entered on the new workorder, a prompt is displayed. • If the item is on the urgent notification list, it is removed • The entry on the Suspense List grid is marked as Inactive
Posting Suspense Items to an Existing Workorder • This rule works in the same way as Posting Suspense Items to a New Workorder except: – Item(s) must be compatible with workorder account – Original workorder type must be compatible with existing workorder type – If existing workorder has no priority, workorder priority is populated as per the Suspense List Settings. Should existing workorder already contain a priority you are notified if it differs from the priority defined in Suspense List Settings – If the existing workorder has a required by date/time and Suspense List Settings indicate that the original workorder required by date/time is to be used, a message is displayed to select which one to use
When to Use These Features During the Picklist Process • Item Not Found – Item cannot be located (a Not Found exception is generated) • In-Research – Item cannot be located and is placed on the Suspense List for later action/review • Reassign – Reassigns the temporary filefolder code with a NEW filefolder code during the Picklist process • Substitute – Substitutes the temporary filefolder code with an EXISTING barcoded filefolder during the Picklist process • Add Related – Allows a new related item to be added to the Picklist
2 D Barcodes • What is a 2 D Barcode? – • A two dimensional barcode is a single barcode that represents multiple barcodes. In the scanner, it looks like each individual barcode is scanned with its scan date, time and all activity generated for each individual barcode Where would you use a 2 D Barcode? – – • If a customer requires 100 files to be delivered, they can be placed into one manifest and a 2 D barcode can be printed which will validate all files simultaneously rather than having to scan each file separately during the delivery process. A 2 D Barcode can be created for palletized storage or grouping of the same items for review or destruction An O’Neil Printer is required to print a 2 D barcode Note: Prefix and Suffix barcodes can be used when creating a 2 D Barcode, but cannot include special barcodes such as Not-Found or Reassign.
Rules for Creating a 2 D Barcode • Barcode must be an item and can be mixed types, such as container and filefolders • It cannot include special barcodes such as Not-Found or Reassign • Prefix and Suffix barcodes can be used following the normal usage rules • If the barcode starts with a "$", it is included in the label in addition to any prefix/suffix • If the item is in the urgent notification list, there will be a notification alert
Rules for Scanning a 2 D Barcode • Each item in the barcode is submitted as if it were a separate scan • Prefix/Suffix, if in effect, will be applied to each item in the barcode. Most likely, the prefix/suffix will be applied during the creating of the label. If so, the prefix/suffix should not be set when scanning the 2 D barcode. • If the item is in the Urgent Notification List, there will be a notification alert
Example of Using a 2 D Barcode • One hundred filefolders (for the same customer) are requested for Delivery a) A Delivery Workorder is created b) The workorder is sent to the picklist for the files to be pulled c) All filefolders (100) are scanned using Load Tote feature on RSMobile and a 2 D barcode label printed (100 SCANS – 1 st time only) d) Filefolders placed into manifest with the 2 D barcode e) Filefolders scanned to Out-Bound Area (Record Center Ops) i. Location Code scanned ii. 2 D barcode scanned (1 SCAN which validates all files within the manifest) f) Files scanned onto truck (Route Ops) – (1 SCAN of 2 D barcode for Truck Val) g) Files scanned at customer’s site (Route Ops) – (1 SCAN of 2 D barcode for Delivery Val) The PDT 8146, MC 50 and MC 9090 have a 2 D scan engine that reads a 2 D barcode, the PPT 8846 does not. However, the MC 9090 can be ordered with a 1 D scanner and these are usually sold to those customers who have a limited budget.
Example of Using a 2 D RCO Barcode Label • What is a 2 D RCO Barcode Label? – This option can be found on the RSMobile scanner under the Tools Menu Create 2 D RCO Label – A 2 D RCO Barcode label can be created to assist with Record Center Ops scanning • What is the difference between a 2 D Barcode Label and 2 D RCO Barcode Label? – The difference between the two features is that all items scanned must be the same object type when creating the 2 D RCO Barcode label • How can you use this feature? – There are 48 Containers on a pallet due for Destruction – Each item is scanned on the pallet using the “Create 2 D RCO Label” option and a label is printed – The items are shrink-wrapped and the 2 D RCO label attached – To validate the destruction of these items: • Using RSMobile Record Center Ops, scan the Location (i. e the Destruction location which could be the pallet ) • Scan the 2 D barcode (this barcodes represents all 48 containers on the pallet) The PDT 3100 can create a 2 -D barcode but cannot scan a 2 D Barcode
$ Signs - Barcode • History of the $ Sign – In RSDOS, barcode lengths were fixed. 5 for locations, 6 for containers and any length for filefolders as long as they had a leading $. So if any other length was scanned, RSDOS would not recognize the object, this is why the $ is supported in RS-SQL • Why is the $ not displayed in the Item Record grid in RS-SQL? – The PDT 3100 and RSMobile scanners read the $, acknowledge that the barcode scanned is a filefolder and then drops the dollar sign. It uses the remaining characters as the barcode. Effectively, the $ does not get uploaded to the database; the scanner's software does all the work. • Filefolder Add/Edit dialog – Any length barcode can be manually entered and the user will be prompted with a message saying that the barcode length is invalid, however, RS-SQL will still allow the add or edit if the message is acknowledged. If the Item was a container or tape addedit dialog, the same message would appear but the addedit would NOT be allowed.
Q & A’s • Can you have a space in a barcode? For example, if the length of a container barcode is set to 8, can the barcode format be OSI 0001? Ø An alpha, numeric or a character can be used, but leading and trailing spaces are truncated when scanned • Can a barcode number be re-used if the item is Destroyed or Permed-Out Ø If the item exists in the RS-SQL database it cannot be reused. However, if the item is deleted, RS-SQL will have no activity recorded for the item and the use of the same barcode would be treated as a new item in RS-SQL. • I have allocated 6 digits for a barcode length for containers and I am running out of digits. Ø Allocate another barcode length or combine alpha/numeric characters • Can I scan an 18 digit barcode? Ø No, the maximum barcode length is 15 • I can’t scan a newly added barcode length with my PDT 3100 scanner Ø Exit out of and log-in to RS-SQL and communicate the scanner
• I have a new consignment of boxes with barcodes already on, how can I use that number as an identifier while still adding our barcode number to the box? Ø Reference their old number as the Alternate Code of the Container – remember that Alternate Codes are unique within an account • How can I find out what symbology a barcode label is using Ø Code 39 and 128 are the most common barcode symbologies; however, you can also perform a Test Scan on any barcode to find the source and the length • I have accidentally barcoded my Filefolders as Tapes – how can I change them? Ø You will have to delete the tape barcodes from the system (which will remove all activity), change the object type for the barcode from Tape to Filefolder and rescan each item as a Filefolder
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