The Senitron RFID software and solution is powerful with many benefits and features. One of which is to assist in the process of doing inventory counts. Knowing and understanding how the RFID system works is crucial for achieving the best results.
Initializing the RFID System & Reading 100%
Once the Senitron RFID system, hardware, and software have been installed, the first step is to read 100% of the inventory using the hands-free RFID hardware or hand-held RFID readers.
Hands-Free RFID – Regarding hands-free RFID hardware, as long as the hardware is installed and operational, the Senitron software, by default is set to read all RFID tags, and to automatically add all items to the inventory. Human input and interaction are not required. Note: once the system is initialized it is recommended to turn off the feature that auto adds newly read RFID tag into the inventory. (knowledge base article “Why random inventory should not be added to inventory)
Hand-Held RFID – Regarding hand-held RFID hardware, the user must use the hand-held RFID scanner to scan in the desired areas and assets, using the Senitron hand-held application, via the “inventory” function. Once the scanning is done, the user can upload the inventory to the Senitron software by clicking the “Upload to Server” option. The uploaded reads will then populate the Senitron software with the items and inventory counts.
The 100% read inventory should and can be export to any other external software being used by the organization. (example: POS software or ERP system) This will ensure that both systems are reflecting the same inventory counts.
It is important to realize and acknowledge the purpose and benefits of a RFID system, for the purposes of doing inventory counts. Traditionally performing a full inventory count, would mean doing manual counts, or doing barcode scans one item at a time. RFID technology speeds up the process of counting and recording items greatly, regardless of being hands-free RFID hardware or hand-held RFID hardware.
- The assumption is that everything is RFID tagged.
- Optional Step – You may decide to reset the RFID system to have a clean slate. You may delete the existing inventory data by clicking the “Delete All Inventory” link. Under menu: “Location Settings > General Settings”.
- A handheld RFID reader, along with the Senitron hand-held app should be used to read items which are in hard-to-read areas, or items with small RFID tags, or items which are hidden behind metal shelvings.
- The Senitron software is designed to only digest and display RFID tags which match the RFID tag prefix settings in the “Tenant Admin > General Settings” menu. This is important to note, in case you experience items not populating into the Senitron software. For example, if the prefix is set to “307CD2” only tags with the following EPC numbers will be digested and displayed “307CD2844456546454554”
- Once the RFID system has been initialized and 100% of the inventory has been read, it is important to turn off the option that automatically accepts every RFID tag into inventory. The option “Mark Newly Discovered Assets to LIVE status “should be disabled. This option under “Location Settings > General Settings”
Keeping the Inventory Counts Accurate
By default, previously read and recorded inventory items which are not read by the RFID readers, are not removed from the inventory software for several reasons. To keep the inventory counts accurate in the Senitron software, it is significantly important that items which are sold, transferred-out, or removed from the premises to properly be marked in the Senitron software to status “sold” or “transferred-out”, and or any other status which signifies that the asset was authorized to be removed from the premises. Otherwise, the Senitron software will display the item as a Missing Item, Theft Item, or Pending Visibility item.
Manual Method – item status’s can be changed in the Senitron software by clicking the “Change Status” button on the asset detail page for a specific item. Or by reading the item on a RFID table-top reader.
Integrated Method – alternately and preferably items can be marked to sold or transferred out automatically via an existing 3rd party software, such as a POS software or ERP software. In such cases, the POS software / ERP software will have integration capabilities which enable automatic communication with the Senitron software to mark the items to “sold”.
Integration example – Retail Pro POS software – Senitron’s solution is fully integrated with Retail Pro POS software, as well as several other software. This integration ad’s a RFID scan button into the POS software interface and is visible in the Sales, Returns, and Transfer-Slip pages of the POS software. This enables the personnel to click and RFID scan button, to read items into the POS software, rather than inputting the item numbers by hand, or barcode scanning items into the POS software. The RFID scan software those two things. (1) it populates the POS software for the purposes of making sales, returns, transfer. (2) it communicates the RFID numbers of those assets to the Senitron software, and automatically changes the status of those items to sold, returned, or transferred. Notes:
- The Senitron software allows you to customize the list of available statuses. And each status can be set to be considered part of the inventory or excluded from the inventory. For example, by default, items which are set to status “sold” are no longer considered a part of the inventory, and will be excluded from normal search results, theft alerts, and reports.
You can manage statuses by going to the “Tenant Admin > Manage Assets Status”
Maintaining the System
Missing Assets – As a general standard and best practice, Senitron recommends RFID readers outside of entry/exit points of premises, to catch unauthorized items leaving the premises, in another word “theft”. Assets which are detected and read by these RFID readers are marked as missing/stolen. And if configured, management can receive email / SMS alerts when such violations are detected. Of Couse not, all items are marked as missing/stolen, but rather only items with the status of “Live” or “Pending Visibility”. Logically, items with the status of Sold or transferred out are ignored. Also note, items which are marked at missing/stolen are considered removed from the inventory.
The missing assets sections is a collection of assets which have left the premises that were unauthorized to leave the premises, the software can be configured to email/SMS alert management in case the violation has occurred. Assets which
By default, Items which have the status sold or transferred out will be ignored by the Missing Assets section.