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REALTIME INVENTORY MANAGEMENT

WELCOME TO RIM

RIM will enable you to track and manage assets and inventory online, whilst maintaining the security and integrity of your data.

OVERVIEW

RIM works together with a smartphone app. The smartphone apps enable you to use your phone/tablet to scan barcodes or tap NFC tags. Many 1D and 2D barcode formats are supported, including QR codes.

After a barcode is scanned or a NFC tag is tapped with the smartphone app, you will be prompted to answer some questions that relate to the asset or inventory. Answers to these questions get submitted to the server, and get stored as part of the asset/inventory record.

You can also use your phone as an external scanner. Data from the scanned barcode or tapped NFC tag can be sent to an online spreadsheet or a web form.

GPS locations are captured with each scan/tap allowing you to record accurate locations of your assets.

RIM works offline too, and will prompt you to sync data once you’re online.

With this web app you can tag assets, check-in or check-out assets, record asset audit & maintenance history. You can also record or update inventory details including stock-taking by scanning barcodes or tapping NFC tags.

Data capture questions can be customized to meet a specific need. This then allows you to change what can be captured from a phone, online spreadsheet, or a CSV file import.

RIM can be used in warehousing, distribution centers, retailers, wholesalers, schools, businesses, charities, supermarkets, health care, construction, libraries and rental services to name a few.

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FEATURES
Title Description
Scanning device Smartphones or tablets
Smartphone app Android and iOS
Supported 1D and 2D barcodes QR Code, Datamatrix, UPC E, UPC A, EAN 8, EAN 13, CODE 128, CODE 39, CODE 93, CODABAR, ITF, RSS14, PDF417, RSS EXPANDED
NFC Tags Support Android
GPS Support Yes
External Scanner Functionality Smartphone app
Offline Support Yes
Asset Tracking Record assets, check-in/check-out assets, reserve assets, and record audit & maintenance history.
Activity Logging Yes
Inventory Management Record inventory, stock-take
Online Spreadsheet Yes
Successive Barcode Scans Yes
Database backups Yes
Multi-lingual support Yes
IN DETAIL

1: INTRODUCTION

INTRODUCTION

RIM will enable you to manage fixed and portable assets, and track inventory. It uses a smartphone app to do the barcode scanning. When you have installed the smartphone app on your device, you can use it to scan barcodes or tap NFC tags with it. The value of the barcodes or NFC tags are logged in to this web app, along with other related data gathered at the time of the scan/tap.

Asset Management

1: You can use the smartphone app to record the assets you have, check them out when they are borrowed, check them in when they are returned, and record any maintenance history. On this web app, you will find a record of all the activities you did with the app. These recorded data can be searched or exported as csv.

2: This app can issue email reminders to people who have borrowed assets.

Inventory Tracking

1: Whenever you add or take out stock, you can use the smartphone app to scan the barcodes on the product. The web app will record these activities too.

2: As with the asset management, these data can be searched or exported.

2: SMARTPHONE APPLICATIONS

SMARTPHONE APPLICATIONS

1: You can use your smartphone or tablet to scan barcodes or tap NFC tags. The smartphone app recognizes a wide range of 1D and 2D barcodes.

2: To use the app, you first need to authenticate yourself using a login username and password. Once authenticated, you need to select a service you or your administrator has authorized you to use.

3: When you select the service, you will be prompted to scan a barcode or tap a NFC tag. After the barcode has been scanned, there will be some questions related to the asset/inventory that needs to be answered before the scan is submitted and recorded. All recorded data are then made viewable on this web app.

4: Please note: the smartphone app can work either online or offline. We recommend working online though for a better experience.

5: GPS location of the scan/taps are also captured when available.

6: Within the smartphone app, you can also view the history of the scans you have made.

Downloading the app

Download the app from the store.

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Authorized users

In order to use the smartphone app, you need to authorize users by granting them login details that are unique to the app, and also granting them access to services they will use. These actions are performed here.

You will be presented with a form that asks for the information below:

1: Users: select a user you want to grant access to the smartphone app. Note: the users should first exist here on the web app before you can grant them access to the smartphone app. You can add them here.

2: Services: select a service to authorize the selected user to use. You can select multiple services. To de-authorize, simply unselect the services.

3: Password: enter a strong password.

Services available

The app comes with 6 services, which you get to choose once logged in to the app. Once chosen, you will be prompted to scan barcodes and answer relevant questions regarding the asset/inventory.

1: Tag Assets: this service is used for adding new or pre-existing assets to the system.

2: Check out Assets: this service is used for recording assets that other people borrow.

3: Check in Assets: this service is used for recording assets that people return.

4: Update Maintenance Records: this service is used for recording maintenance related issues.

5: Add or Update Inventory: this service is used for recording new inventory or updating its record.

Please note:

1: Assets or inventory should first be added on the system in order to use some services on the smartphone app.

2: Assets or inventory can be added via the web app or the smartphone app.

3: CAPTURING DATA

CAPTURING DATA

1: Each service comes with its set of questions that are used to capture data relevant to the asset/inventory.

2: The questions that each service asks can be changed here.

3: You can customize the questions for each service.

Fields explained:

1: Questions: these are the questions that will be used to capture data. The questions can be seen on the spreadsheet, on the web form and on the smartphone app.

2: Mandatory: if set to “Yes”, then the questions above will need to be filled in before data can be saved.

3: Answer Type: choose the option that suits the answer to the question you are asking. See Answer Types below.

4: Options: if the Answer Type is Multiple Options or Dropdown, enter the possible answers. Separate each answer with a comma.

5: Show On Table: if set to “Yes”, the Questions will be displayed on the summary tables.

6: ID: ignore this field.

Answer Types:

1: Barcode Scan / NFC Tag: choose this if you want a barcode to be scanned (e.g for a devices serial number) or a NFC tag to be tapped.

2: Text: choose this if the expected answer is short e.g 100 characters or less.

3: Long Text: choose this if the expected answer is long e.g 100 characters or more.

4: Multiple Options: choose this if the expected answer will have multiple choices (checkbox).

5: Dropdown: choose this if the expected answer is only one from a multiple of choices.

6: Numeric: choose this if the expected answer is a number e.g Quantity.

7: Date: choose this if you want to capture a date. All dates are in YYYY-MM-DD format.

8: Email: choose this if the expected answer is going to be an email address.

4: ASSET MANAGEMENT

ASSET MANAGEMENT

1: From this section you can view the data captured by the smartphone based on the available services.

2: Assets must first be added to the system before other services such as check-in, check-out and maintenance can work.

3: One way to add assets to the system is by scanning barcodes. The app can work with your pre-existing barcodes, or if you want to, you can generate new barcode data that can be printed on new labels.

Assets

1: Data captured from Asset tagging service are displayed here.

2: This page shows data such as Asset type, Description, Asset location, Asset value, Asset condition, Date registered, etc. These data can be exported as csv.

3: Under the action column on the table, there are options to delete, edit, or view the asset’s history since it was added to the app.

4: You can manually add more assets to the app, by filling in a form or uploading a csv file. If you are using a csv file, ensure the data is structured as shown on the example.

Check IN

1: Data captured from Check-in service are displayed here.

2: When assets are returned, this page shows data such as the asset’s description, the custodian’s name, the custodian’s email, the date the asset was returned, and it’s condition.

3: Under the action column on the table, there are options to edit the record, or view the asset’s check-in history since it was added to the app.

4: New check-in can only be performed by scanning barcodes or tapping NFC tags using the smartphone app.

5: If a returned asset condition is not good, the app will automatically log it in the Maintenance page.

6: If enabled by the administrator, people with overdue assets can get an email reminder.

Check OUT

1: Data captured from Check-out service are displayed here.

2: When people borrow assets, this page shows data such as the asset’s description, the custodian’s name, the custodian’s email, the date the asset was borrowed, and when it’s due.

3: Under the action column on the table, there are options to edit the record, or view the asset’s check-out history since it was added to the app.

4: New check-out can only be performed by scanning barcodes or tapping NFC tags using the smartphone app.

5: If enabled by the administrator, who borrow assets can get an email reminder informing them about the check-in due date.

Maintenance

1: Data captured from Maintenance service are displayed here.

2: This page shows data such as the asset’s description, its condition, the maintenance type performed, and notes. These data can be exported as csv.

3: Under the action column on the table, there are options to edit the record, or view the asset’s maintenance history since it was added to the app.

4: New maintenance records can only be added by scanning barcodes or tapping NFC tags using the smartphone app.

5: INVENTORY MANAGEMENT

INVENTORY MANAGEMENT

1: Data captured from Add inventory, and Update inventory services are displayed here.

2: This page shows data such as the product name, product type, SKU, unit price, quantity etc. These data can be exported as csv.

3: Under the action column on the table, there are options to delete, edit, or view the inventory’s history since it was added to the app.

4: You can manually add more inventory to the app, by filling in a form or uploading a csv file. If you are using a csv file, ensure the data is structured as shown on the example.

6: BARCODES AND TAGS

BARCODES & TAGS

This app does not create barcodes, however it does generate the data that goes on them. These data is then exported in a csv file and can be given to companies that create barcode or NFC tag labels. Note: If you already have your own barcodes/NFC tags, you can simply scan/tap them and add the data to the assets/inventory to the system.

QR Codes / Barcodes

1: The smartphone app can scan QR codes, and a wide range of other ID and 2D barcodes.

2: When generating data for 1D barcodes, ensure it’s in the appropriate format and length for the barcode you intend to use.

NFC tags

1: The app will generate data that can be encoded on NFC tags.

2: There are many companies such as RapidNFC that can encode these NFC tags for you. When ordering the tags, ensure they are for the correct surface, are locked, have enough capacity, and are durable.

Generating data

The page for generating barcodes/NFC tags has a form with these fields:

1: Label type: choose the type of label e.g 1D barcode, QR Code or NFC tag.

2: Data to encode: you can have the app generate either random alphanumeric characters, random numeric digits, or sequential numbers.

3: Length of characters: choose how long you want the Data to encode to be. This is particularly useful when generating data for 1D barcodes as they have limited capacity.

4: Prefix: this is optional. You can define your own prefix which the app will then prepend to the Data to encode

5: Amount of codes to generate: indicate how many barcode/tag labels you want. The Data to encode will be exported in a CSV file

7: SPREADSHEETS

SPREADSHEETS

1: With this app, you can scan barcodes or tap NFC tags and have the barcode/tag data sent to the online spreadsheet in realtime. Effectively, your smartphone will act as an external scanner.

2: Some fields are reserved for the main barcode/tag ID, latitude and longitude. Unless you specify otherwise, each time you scan/tap a tag, the reserved fields will be populated with the data captured from the phone.

3: Before you can start to use the spreadsheet, choose the devices that are allowed to populate the spreadsheet. To do that, login to the smartphone app, and choose the option “Pair with my computer”.

4: You’ll receive a 4 digit code that needs to be entered on the Pairing Keys, field. You can repeat the same process for other devices, each time separating the codes with a comma.

5: Fields where the smartphone app can populate are colored.

6: Each time a scan is completed, you can have the spreadsheet automatically start a scan for the next row. You can specify how soon, that should be done.

7: Click on “Start Scanning” to initiate the process. If you need to change something, simply load the settings, make the changes and click the “Start Scanning” button again.

8: On the smartphone app, when the scan/tap is about to start, the phone will vibrate. Upon a successful scan/tap, the phone will vibrate again.