A BUYER'S GUIDE Inventory System and Asset Tracking Solutions

A BUYER’S GUIDE
Inventory System and

Asset Tracking Solutions
PART 1:
A Guide to Barcode Tracking Systems
What to Consider Before Purchasing a Stock Author
Inventory and Asset Management System Elie Jean Touma
CEO, ASAP Systems
A Buyer’s Guide to Inventory System & Asset Tracking Solutions | 2020 ASAP Systems | All Rights Reserved | www.asapsystems.co
SUMMARY
36
PART 1
A Guide to Barcode Tracking DETERMINE THE TRACKING FEATURES YOUR Now That Your System Has Been
ORGANIZATION WILL REQUIRE Purchased
Systems
INTRODUCTION DEFINE SYSTEM USERS Administrative INTRODUCTION
Your Personal Guide to a Barcode Tracking 2 Users First Step After Purchasing
Solution. 37
Daily Concurrent Users PREPARATIONS
2 37
GET FAMILIAR WITH THE TERMINOLOGIES All Personnel Users
16 PRE-LAUNCH PLANNING 38
General SYSTEM INTEGRATION WITH EXISTING BUSINESS Configuration and Administrator Training
3 18 18 39
Inventory Focus SOLUTIONS Planning for Data Management Daily
Asset Focus 3 Software Integration 19 39
Users Training
4 QuickBooks Integration 20 40
BARCODE LABELS VS RFID TAGS
5 INSTALLATION FOR ON-PREMISE SOLUTION 42
What’s The Difference IDENTIFY THE TECHNOLOGY YOUR
Installation Preparation
6 ORGANIZATION REQUIRES 21 21
One Dimensional Or “1D” Linear Barcode. Installation and Training
Cloud Based Solution 43
Two Dimentsional Or “2D” Barcode 6 22
On-Premise Solution 43
7 44
23
PART 2 8 23 PART 5
Recognize Your Need PART 3 25 26
9 Multi-Site Module
45
6 COMMON TRACKING PROBLEMS Evaluation of Alternatives: Finding
IDENTIFY WHAT YOU NEED TO TRACK the Right Vendor
Assets 10 INTRODUCTION 28 GET FAMILIAR WITH THE TERMINOLOGIES 46
Inventory
11 11 WHERE TO LOOK 29 2 GOAL OF THIS FEATURE 48
Both Inventory and Assets
12 Online Research 9 UNDERSTANDING THE ACCESS
DETERMINE WHAT TYPE OF SYSTEM 13 Word Of Mouth 29 AND DATA FLOW 49
YOUR ORGANIZATION WILL NEED
EVALUATE ALTERNATIVES 30 3 MULTI-SITE IMPLEMENTATION 50 Global
Custom System
14 One on One Demonstration 0 Administrators 50 Site Administrators 51
Configurable System 14 Trial Period 30 Concurrent Users 52
Out-Of-Box System 14 Post Purchasing Support 31 All Staff / Non-System Users 53 CONCLUDING WITH
14 Uncover Hidden Costs 33 A BIGGER PICTURE 54
PART 4 55
A COMPARISON OF SHORT AND LONG TERM COSTS 15 PART 6
Checklists
A Buyer’s Guide to Inventory System & Asset Tracking Solutions | 2020 ASAP Systems | All Rights Reserved | www.asapsystems.com
2 www.asapsystems.com
INTRODUCTION
YOUR PERSONAL GUIDE TO A BARCODE

TRACKING SOLUTION
This ebook will guide you through the key points you should consider
and important questions you should ask prior to purchasing your
system.
A Buyer’s Guide to Inventory System & Asset Tracking Solutions | 2020 ASAP Systems | All Rights Reserved |
GET FAMILIAR WITH TERMINOLOGIES:
“GENERAL”
1) TRACKING
Following the trail or changes of
organizational items, typically in order to
monitor their location, quantity, and note
their course.
2) BARCODE TRACKING
The process of tracking items via Barcode
Labels through barcode readers.
3) AUTOMATION
Automation is the technology by which a
tracking method is performed with
minimal human assistance.
35
A Buyer’s Guide to Inventory System & Asset
Tracking Solutions | 2020 ASAP Systems |
All Rights Reserved | www.asapsystems.com
GET FAMILIAR WITH

TERMINOLOGIES: GOOD TO KNOW...
There are 5 types of Inventory
“INVENTORY FOCUS” items that can be tracked:
Standard Inventory:
Standard Inventory items refer to the
1) INVENTORY ITEMS inventory that comes with a single
barcode number and is tracked in
Inventory items are the goods available for quantities. Ex: packs of paper, boxes
consumption and the raw materials used to of printer ink, wood palettes...
produce those goods.
Serial Inventory:
Serial numbers are generally unique
numbers that identify a specific item
of a given type. Ex: computers, tablets,
2) INVENTORY solar panels, etc...
MANAGEMENT Serial With Quantity:
Inventory Management is the process of Similar to serial, but in this case, there
managing the flow of inventory by controlling the is a quantity attached to each serial
number. Ex: Spools of wire, bolts of
receiving, the consumption, the replenishment,
fabric, chemical drums, etc...
and the assembly of inventory through an
organization. Batch/ Lot Inventory:
A quantity of items typically produced
within a single production run that are
given a unique # and, usually, expira-
tion date Ex: Medications, medical sup -
3) INVENTORY FEATURES plies, food, etc...
Inventory System Features, also known as Non Inventory:

Modules in some organizations, refer to the Non-inventory refers to any intangible
features that can be used to efficiently track and item that can be issued but not re -
manage Inventory. ceived, for example, a service.
GET FAMILIAR WITH TERMINOLOGIES: “ASSET FOCUS”
1) ASSETS
An asset is a resource with economic value that
an organization owns and controls. For example,
tools, IT equipment, audio-video equipment,
monitors…
2) ASSET TRACKING
Asset Tracking refers to keeping track of
organizational assets and monitoring details such
as location, owner, contract, movement, and
maintenance history.
3) ASSET TRACKING
FEATURES
Asset Tracking Features, also known as Modules
in some organizations, are features used for
accurate and streamlined asset tracking.
5
When it comes to data faster than barcodes that are always read
labeling stock or one at a time
inventory for
Typically, the choice between using barcodes
tracking, there are
or RFID comes down to cost and efficiency. A
two technologies
good rule of thumb is that the RFID solution is
that dominate the
about 10 times more expensive, but the payoff
market today:
might be worth it - especially if there are
Barcode Labels increased costs associated with the manpower
Radio Frequency of fixing inaccuracies.
Identification [RFID]
tags
BARCODE RFID
WHAT’S Print out label, stick on object, Hmmm...do we know anyone who
THE GEEK QUOTIENT scan. Not rocket science. studied radio waves?
DIFFERE Line–of–sight on item is necessary. Even if you don’t see the tag, the
DO YOU SEE ME?
NCE?
Tag costs vary from 11 cents to a
Barcodes require a THE MONEY, HONEY couple of dollars (for specialized
line of sight. The A label costs fractions of a penny. tags).*
barcode scanner
must “see” the Metals and liquids don’t play
Scanner reads barcode if nothing is
barcode. RFID tags IMMUTABLE LAWS OF nicely with wireless waves.
in the way, no problem.
PHYSICS
depend upon a radio
signal, and thus a Data volumes for warehouse Warehouse management systems
line of sight is not management systems are growing, can generate 10 to 100 times
required. Because of STORAGE APPETITE
but the number of gigabytes is more information than traditional
this, RFID can read manageable. barcode
multiple tags
instantly and Printed bar code labels can’t tell Passive and active RFID tags can
PRIVACY, PLEASE
therefore gather anyone much. tell anyone a whole lot.
Excerpted from CIO.com volume, the amount of memory on the tag, the
packaging of the tag, whether the tag is active or
passive, and much more. In 2020, the more
*NOTE: It’s difficult commonly used passive tags range in costs from
to say what the exact 12 to 18 U.S. cents for a volume of 10,000 and 11
price is per tag to 14 cents for 100,000. The price will increase if
because companies the tag is embedded in a thermal transfer label
that sell RFID tags on which companies can print a bar code. Low–
price them based on and high–frequency tags tend to cost a little more
as well.
A Buyer’s Guide to Inventory System & Asset Tracking Solutions | 2020 ASAP
Systems | All Rights Reserved |
10
www.asapsystems.com
By use of an extension
character (FNC4), it can
encode the Latin-1
characters defined in
ONE DIMENSIONAL CODE 39

OR “1D” LINEAR
BARCODE
There are many choices of barcodes
available. Choosing the right one depends Code 39 allows you to define 43 characters
on your standards and requirements. The consisting of uppercase letters (A through Z),
most common barcode symbologies that numeric digits (0 through 9) and a number of
organizations use for assets and stock special characters.
inventory are One Dimensional or “1D” Possibly the most serious drawback of Code 39
Linear Barcodes: Code 39 and Code 128. is its low data density – it requires more space
to encode data in Code 39 than, for example,
in Code 128. This means that very small goods
cannot be labeled with a Code 39–based
barcode. However, Code 39 is still widely used GOOD TO
and can be decoded with virtually any barcode
reader. KNOW...
One advantage of Code 39 is that it can easily The most common barcode
be integrated into existing printing systems by symbologies used for assets and
adding a barcode font to the system or printer stock inventory today are 1D Linear
and then printing the raw data in that font. Barcodes:
Code 39
Code 128
CODE 128
Code 128 is a higher density symbology that
includes the full 128 ASCII character set that
allows lowercase letters and additionnal
characters.
12
ISO/IEC 8859-1. GS1-128
(formerly known as
UCC/EAN–128) is a subset
of Code 128 that is used
extensively worldwide in
shipping and packaging
industries as a product
identification code for the
container and pallet levels
in the supply chain.
directly, embedded Data Matrix is a
TWO in the barcode, two–dimensional
DIMENS versus indirectly (2D) matrix barcode
through exchanged that uses a small
IONAL data files or area of black and
OR paperwork. white square
modules with a
“2D” For example, if unique perimeter
BARCO someone in pattern that helps
Indiana gets food the barcode scanner
DE poisoning from determine cell
For many, the strawberries they locations and
“latest and bought in a grocery decode the
greatest” barcode store, 2D barcodes symbols.
technology existing will have all the
in the market today information they Characters,
is Two Dimensional need: numbers, text and
(2D) Barcodes, actual bytes of data
What field were the
which allow for the may be encoded,
strawberries picked
barcode to hold a including Unicode
from? On what
considerable characters and
day? In what city
amount of data. photos. Error
and state? Driven
by what truck? correction codes are GOOD TO
They are ideal for added to increase
companies that are
Who was the
distributor? symbol strength
KNOW...
tracking and which means that 2D Barcodes allow for data or
moving data or DATA even if they are information to be embedded in the
damaged, they can
information
between different
MATRIX still be read.
tag, which can then pass between
different organizations, companies
organizations and BARCO or other entities.
need it to be
passed along
DE
14
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number) of an
IDENTIF object or person
ICATIO wirelessly, using
radio waves.
N
(RFID) These tags can hold
data, up to 2
TAG kilobytes (kB) of
Radio frequency text.
identification (RFID)
is a generic term It is grouped under
that is used to the broad category
RADIO describe a system of automatic
that transmits the
FREQUE identity (in the form
identification
technologies.
NCY of a unique serial
A Buyer’s Guide to Inventory System & Asset Tracking Solutions | 2020 ASAP
A BUYER’S GUIDE
PART 2:
Recognize Your Needs
Author
Elie Jean Touma
CEO, ASAP Systems
IDENTIFY WHAT YOU NEED TO TRACK:
Constant Overstocking Scenarios
Excess inventory is generally regarded as bad for business because it turns into a deadstock and can
result in a major financial set-back. There can be additional financial strain when stock depreciates
quickly, or changes in demand or technology, rendering inventory obsolete or even expired.
Regular Understocking Occurrences
6 COMMON TRACKING PROBLEMS
You may not recognize the need for a

tracking solution now, but we will help you
identify how your organization can benefit
from a tracking solution.
If you are facing any of these 6 Common

Tracking Problems then you need a Tracking
Solution.
Losing Assets Through Misplacement

If your office, stockroom or warehouse has
multiple employees handling items, it can be
easy for items to be lost or misplaced.
Lost In Millions Of Papers/Excel Sheets

Manual Tracking is time-consuming and
won’t yield effective results. Manual tracking
is also prone to human error.
Forgetting To Reorder Or Re-stock

Inventory
Forgetfulness is a common human characteristic,
but this issue can manifest into greater prob -
lems when customer demands are not met.
10 A Buyer’s Guide to Inventory System & Asset Tracking Solutions | 2020 ASAP Systems | All Rights Reserved | www.asapsystems.com
Having too little product on hand can have far-reaching consequences
for your business. Ultimately, understocking means you risk having to pay extra to expedite
shipments or pay workers overtime for orders that require last-minute work.
ASSETS Unknown Inventory Levels

Being unaware of inventory levels has a large negative impact on supply chains. Companies should
You need anAsset Trackin Solution if: make sure they have full visibility of their inventory at all times, to know when stock needs to be
1) Your organization deals with : replenished.
Tools, IT equipment, Audio-Video equip

-
“ASSETS”
ment or any unique items that are con-
Now that you have recognized your need for a tracking Solution; Here is Your Next Step
stantly on the move and can flow between
employees and other locations.
2) Your organization has high valuable assets that can easily depreciate, like:
Equipment vehicles, Machinery, Furniture and Computer Software.
Tools
IT equipment
“INVENTORY”
INVENTORY
You need anInventory Syste if:
Your organization constantly receives
new inventory.
Your organization constantly issues out

inventory.
Your organization has inventory that

needs to be moved from one location to
another.
Your organization stocks any amount of

inventory or raw materials in a warehouse,
stockroom or supply room.
12
Supply Room Settings for Government Medical Stock Rooms
22
“BOTH INVENTORY & ASSETS”
BOTH INVENTORY & BENEFIT OF

ASSETS IMPLEMENTING AN
If your organization oversees a combination ALL-IN-ONE TRACKING
of both fixed assets and inventory items,
and/or owns stock items dispersed SYSTEM
throughout multiple storage facilities then Eliminating the need to enter the same
your organization definitely needs an data twice, because certain data are
all-in-one Tracking Solution. commonly shared between the two
systems.( Stock and Asset)
Keep in mind not all Barcode Tracking
Systems have the capability to track both Users can quickly transition from Stock
assets and inventory simultaneously. to Asset using one login.
Avoiding the need to purchase more

It is essential to make sure that any
than one system to cater to the
potential tracking solution covers both
organizations’ requirements.
inventory and asset tracking needs to avoid
purchasing two different systems and Reducing training time since the two
having to deal with two different vendors. sides of the systems function the same
PRO-TIP
If your organization’s initial need is to track
inventory, we recommend implementing an
all-in-one Tracking System, for the simple
reason that there is no redundant work for
the organization.
23
DETERMINE WHAT TYPE OF SYSTEM YOUR
There are three types of systems that There are many levels of configurations,
your organization can adopt: some on a global scale and some on a OUT-OF-BOX
personal scale.
SYSTEM
CUSTOM Configurable systems address both the
Definition: "Out of the box" is used as a
SYSTEM benefits of an out–of–the–box solution
synonym for "off the shelf," meaning a
and large–scale custom solution, which
ready-made software with built-in
Definition: Built from the ground up by makes them the best bet for most
workflow tools, templates, and/or best
the vendor to meet the specific organizations and
Chemical thus the way of the
Warehouses Supply Stockrooms
practices provided directly by the
requirements of the customer’s unique future.
vendor.
environment.
Out-of-box Software used to be popular

Custom solutions tend to have long
in the past but now it's considered as an
development and implementation GOOD TO old technology and may not be offered
cycles that are costly. However, if you
have a large deployment with very KNOW... by many vendors.
specific requirements, a custom
solution may be the right choice. A User-Specific Solution:
The Software is written to cater to
as many users as possible, such use
may depend on job functions. For
CONFIGURABLE example: A manager may use
SYSTEM different functions than a
warehouse employee.
Definition: Configurations are func -
tions that empower designated person-
nel to modify views, show/hide func-
tionalities, change parameters, and alter
data collection fields.
24
ORGANIZATION WILL NEED
25
COMPARISON OF SHORT & LONG TERM COSTS
The table gives a snapshot of the true short and longterm costs of the three types of solutions
mentioned here: Custom, Configurable and Out–of–the–Box.The dollar figures in the chart are hypothetical.
TYPE OF SOLUTION ESTIMATED INITIAL ADDITIONNAL COST WHAT HAPPENED AFTER A FEW DAYS OF USAGE?
INVESTMENT 3-6 MONTHS LATER
Your initial investment is exactly what that is — initial.

Fully Customized $100 000 $100 000+ You are an endless revenue stream for the vendor.
Most aspects of your interaction with the vendor are billable.
You configure reports yourself as part of the feature set of the

software and have no additional cost.
You show, hide, and rename data collection fields.
Configurable $7000 You create, configure, and adjust your own reports and set your
$0
own security rules.
On a user level, people display data that is relevant to their jobs.
And the list goes on . . .
The canned reports were too vague and needed adjustment.

Needed more reports.
Frustrated users wanted to see the data that is relevant to their
job functions only.
$7000 + You realize that “one–size–fits–all” doesn’t fit.
Out-of-the-box $2000 Wasted Manpower You realize what will fit is going to cost you an average $195 per
hour for information gathering, engineering, Q&A, deliveries, etc.
— assuming that the vendor is capable of delivering.
This list can go on . . .
26
DETERMINE THE TRACKING FEATURES YOUR
ORGANIZATION WILL REQUIRE
“CHECKLIST OF INVENTORY
BASIC FEATURES
FEATURES”
Inventory Alerts Feature: Inventory Notes and Flags Feature:
To easily notify designated personnel on important shifts in To share collaborative notes on often used inventory items / transactions / reports …
Inventory-related processes, such as low inventory levels. Flags will allow sorting of certain priority inventory to the top of the list.
Inventory User Security Feature: Inventory Transaction Receipts:

To configure Security Levels and user access rights for a To configure and print inventory receipts to your organizational requirements.
secure and effective Inventory Management System.
Inventory Adjust Feature:
Inventory Reporting: To adjust inventory count without the hassle of rescanning your inventory.
To self generate reports that allow viewing of important data
in specific formats. Inventory Layout Feature:
To quickly and easily visualize the physical location of available inventory across
Inventory Forecast Feature: multiple locations and buildings.
To predict/estimate future needs based on historical inventory
data, for enhanced inventory replenishments processes.
ADD-ONS:
Inventory Analytics Feature: Inventory Kitting Feature:

To access analytical graphs and charts on inventory-related To track the manufacturing and production of raw material to finished goods using
data. Bills of Materials either with or without lot and serial numbers.
Inventory Pack and Ship Feature: Inventory Signature Capture Feature:

To verify proper order packing with error detection and To authenticate inventory-transactions from designated personnel prior to
process shipments directly from within the Inventory System. performing the transaction.
This also allows integration with UPS, FedEx, and DHL for
Inventory Breakdown Feature:
Inventory Min/Max Quantities Feature: To break down an inventory item into multiple pieces with the ability to track those
To improve inventory replenishment, set configurable pieces separately.
minimum and maximum inventory levels. Minimum and
maximum levels can also be set for the location or site level.
Stock-to-Asset Feature:
To easily convert inventory items to assets.
Inventory Order Management Feature:
To manage purchase and sales orders easily and effectively.
This includes a robust approval process for both purchase Inventory Shopping Cart:
orders and sales orders.
27
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To browse internal available inventory items for ordering (Designed to be used by all the organizational employees). This has an entirely separate
interface dedicated to these users.
DETERMINE THE TRACKING

FEATURES YOUR
ORGANIZATION WILL REQUIRE Advanced User Security:
To configure Security Levels and user access rights for a
secure and effective Asset Management System.
“CHECKLIST OF ASSET TRACKING
Order Management:
FEATURES” To manage purchase orders easily and effectively. This also
includes a robust approval process.
BASIC FEATURES
Asset Tracking Mapping:
Asset Tracking Alerts: To track and locate assets on a geographical map.
To stay updated about all asset tracking-related processes, such as warranties ending.
Asset Tracking Routing:
Check-in/ Check-out Feature: To track the route taken when relocating assets from one
To allow checking-out of items with a due date of when they need to be returned. It includes the location to another. This also allows for moving of the items to
ability to utilize reservations that were made for assets during certain time periods and alerts for the new location once the final destination has been reached.
items that are overdue.
Asset Tracking Layout Feature:
Maintenance Asset Tracking:
To visualize the exact physical location of asset items on
To enable maintenance to be tracked for any asset item, this can be one time maintenance for on
building, floor, and office maps.
spot repairs or recurring maintenance for tasks to be performed consistently.
Notes and Flags:
Asset Reservation Feature: To share collaborative notes on often used asset items /
To reserve asset items in advance, visualize their schedule and ensure they are available when transactions / reports … Fags will allow sorting of certain
needed. priority assets to the top of the list.
Asset Depreciation Tracking: INVENTORY ADD-ONS:

To enhance the level of control over the depreciation of fixed assets with accurate asset
depreciation calculations.
“My Assets” Feature:
“My Assets” separate interface for all designated employees to
Asset Tracking Transaction Receipts: reserve and request custody of asset items or create
To generate e-receipts in order to summarize or analyze asset transactions. maintenance tickets.
Asset Tracking Reporting: Asset Tracking Signature Capture:

To configure, run, and schedule asset-related reports with criteria that matter the most. To authenticate asset-transactions from designated personnel
prior to performing the transaction.
Asset Tracking Analytics:
28
To access analytical graphs and charts on asset-related functions like checked out items, warranty dates...
29
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DEFINE SYSTEM USERS
There are 3 categories that will encompass all organizational employees:
“1-ADMINISTRATIVE USERS”
Administrators are technical users who have skills to configure the software, the security levels, and address the
technical needs of the organization.
Before purchasing, you need to make sure you know who the system administrators will be. These people will be able
to control system configuration options, user permissions, and so on.
ABILITIES & FUNCTIONS

The ability to configure 50+ System functions to meet organizational needs and requirements
www.asapsystems.com
DEFINE SYSTEM USERS
Total authority to configure transaction settings Order control
Set Security levels for the users
Generate global reports on important organizational and

departmental data
GOOD TO KNOW...
System Administrators maintain overall department
visibility by efficiently inspecting /auditing all -transac
tions, orders that were made, people who are per-
forming the transactions, and time/date stamps of
those transactions.
31
DEFINE SYSTEM USERS
DEFINE SYSTEM USERS
33
DEFINE SYSTEM USERS
DEFINE SYSTEM USERS
35
SYSTEM INTEGRATION WITH EXISTING BUSINESS
SOFTWARE
INTEGRATION
System Integration plays a very important role
in achieving simple and easy Inventory and/or
Asset Management throughout an
organization.
Make sure the System integrates with multiple

business solutions, that you are currently using
or might use in the future; Popular Systems
include:
Accounting Software
Customer Relationship Management (CRM)
Office 365
Google Docs
Gmail
Zapier
36
IDENTIFY THE TECHNOLOGY YOUR ORGANIZATION REQUIRES:
SOLUTIONS
SYSTEM INTEGRATION WITH EXISTING BUSINESS
SOLUTIONS
What to consider If you already use an Accounting Software:
What database does each System run on?
What data do you want to integrate?

- Stock item numbers?
- Front–end (receiving) activities such as vendor information and purchase order details?
Determine the primary and secondary functions of your system.

Do you want your tracking system (primary) to gather data on your stock items, Work in Progress (WIP), raw materials,
and finished goods on a daily basis and then integrate that with your accounting software (secondary) or vice versa?
The same consideration should be given to your

QUICKBOOKS AS AN customers and sales orders. Backend (shipping)
activities such as:
EXAMPLE
- Customers jobs
Almost 90 percent of small and medium - Sales orders
businesses use QuickBooks for their - Issued items
accounting purposes.
The integration between Quickbooks and an

Inventory System will allow you to synchronize
and authenticate items, vendors, purchase
orders, customers and sales orders.
A Buyer’s Guide to Inventory System &
Asset Tracking Solutions | 2020 ASAP
TRACKING www.asapsystems.com
SYSTEM
22
KEY BENEFITS
Clean, Modern, highly configurable
interface/UI.
“CLOUD-BASED SOLUTION”
Configurable shop and reservation
interfaces available.
Does your organization need an On-Premise Solution or a Cloud-Based Solution? Ensure your System
Provider offers whatever Solution that will meet your organizational needs.
Offline mode for Mobile devices allows
people to keep working even when they
are not able to connect.
THE CLOUD BASED SOLUTION
With a cloud-based system, inventory and asset data is stored in a secure online database, where users The subscription model keeps initial
with the proper authorization credentials can access it from any web browser or mobile device. costs down.
Accessible anywhere anytime for enhanced

visibility.
“CLOUD-BASED SOLUTION”
24
42
“ON-PREMISE SOLUTION”
ON-PREMISE SOLUTION
With an on-premise system, inventory and asset data is stored locally, on your Internal
servers and databases.
BENEFITS OF AN
ON-PREMISE
SOLUTION:
Have locally installed desktop software
Barcode Scanners that doesn't require an internet
& Printers Barcode Scanners connection
& Printers
Non-subscription model cuts-down on

recurring costs
Database
Supports fully offline scanners with a

dock and sync method in addition to
smart phones and tablets.
Internal Server
Follows the security rules of the
network or machine it is installed on
Desktops & PCS
43
IDENTIFY THE TECHNOLOGY YOUR ORGANIZATION
44
REQUIRES: “ON-PREMISE SOLUTION”
45
46
A BUYER’S GUIDE
PART 3:
Evaluation of Alternatives:
Finding the Right Vendor Author
Elie Jean Touma
CEO, ASAP Systems
EVALUATION OF ALTERNATIVES:
“FINDING THE RIGHT VENDOR”
INTRODUCTION
Buying an Inventory and Asset Management
System is an important investment.
It is so important to research, plan, and do

your due diligence upfront to ensure the
inventory and asset tracking system you
choose fits your needs today, tomorrow and
five years into the future.
What you need to know before you start

looking for a solution.
What to ask the vendor during the sales
process.
WHERE TO LOOK
ONLINE WORD OF MOUTH

RESEARCH
Certainly an internet search on key words
such as “Inventory System”, Asset Tracking”
“
and “Barcode Inventory System ,
” will bring
up several different vendors.
You can also look at online barcode commu -

nity sites, trade associations, magazines,
events, and resellers.
People are more likely to trust the recommendations of

friends over ad campaigns and/or brand messaging.
Nobody is better than people within your own industry

to understand the needs and requirements that you
are facing.
Ask them for recommendations, and what tools they

are using to track their inventory and assets. Is it
effective? Is it easy to use? Is it configurable?
EVALUATE ALTERNATIVES:
“WHAT TO ASK FOR”
A ONE ON ONE
DEMONSTRATION
OF THE SYSTEM
Demonstration:
What is an Online Demonstration?
It's very informative.
A live demonstratio is presented by a Back to back Q&A with a sales engineer.
representative from the vendor’s company
to outline how to use the Software, most You can see all aspects of the system.
popular features, and answer any questions.
You can measure how easy it is use.
The best way to see what any software can You might recognize a need that didn't
do is to have a live demo, even better if it’s a know you had.
one–on–one demo.
If there are multiple companies on the call,

it is hard to find out how your specific needs
will be addressed.
Avoid a videotaped demo. If it is the only GOOD TO

type of demo available, it’s best to assume
that whatever the video shows exactly what
KNOW...
The best way to see what any soft -
is offered by the vendor.
ware can do is to attend a live
demo, and make sure it’s a
one–on–one demo.
www.asapsystems.com
If you have needs that aren’t addressed in A TRIAL
PERIOD the video, call the vendor or schedule a live demo so they can address your needs and
Trial periods are typically the deciding factor answer any questions you have directly. if a system
meets the needs and requirements of an organization.
Benefits of attending an Online
CUSTOMER
SUPPORT
Excellent customer support is essential for
the life of the product you purchase. If you
like the software technology and it looks like
the right solution, ask about the type of
support, implementation, and training you
will receive.
Do they provide different support packages?

If so, what are the differences between
them? In most cases, you might not need the
most expensive plan they offer. What
additional value does each plan bring?
During training, does the company offer best

practices advice for things like naming
conventions and ecosystem setup?
Are they able to share what they’ve learned

from other similar customers that could
speed up your learning curve?
POST PURCHASING SUPPORT
24/7 SUPPORT EXAMPLES OF HIDDEN

Although some vendors might claim 24/7 support, it’s important to find out what
exactly is offered. If you need support at 3 a.m., is that support going to be from a live INFORMATION THAT YOU
person, is it automated, or is it an online chat?
What is the response time? If they have a blanket $200 support plan, odds are that it
MAY ENCOUNTER
will be impossible to get instant support without having to wait for hours. Some vendors may not inform you how many
Asset or/and Inventory items their system can
Are you comfortable with a 24–hour resolution turnaround or do you need
include. For example, you need to track 1000
turnaround in less
than three hours? Asset items, and you paid for the basic version
that only allows 500 items.
You didn't know the capacity of the package you
EVERY COMPANY IS DIFFERENT purchased and will have to consider upgrading your
package to meet organizational requirements.
You have your own security policy, firewalls, and network, along with different routers.
Is the vendor going to assist with the install
are or
you and your IT staff expected to do Hidden hardware costs that have not been
it alone? considered because some vendors may not
Ideally, you want a vendor available toensure
help a minimal drain on your IT inform you upfront about costs of the essential
resources. hardware required for their solution.
How long is the training? Do they come onsite, is it online, or is it over the phone? If you
hire someone new or if someone quits, can they receive training for free? Taxes, many vendors hide the fact that taxes are
These are all important support questions
you should be asking your vendor prior to excluded in the price.
Mobile licensing is priced separately and some

vendors may leave this hidden as well.
UNCOVER HIDDEN COSTS
On the surface, many products and solutions look the same. Probe a little deeper, and you will discover key
differences that should be considered prior to making any purchase decisions. Pay attention, not to get baited
when some vendors pull the “Bait and Switch”
strategy.
GOOD TO
KNOW...
What is Bait and Switch?
Bait-and-switch is an unethical sales
tactic that “baits” customers with
promises of lower priced items that
are unavailable or misleading. At the
time of purchase, customers are
then pressured to consider similar, A Buyer’s Guide to Inventory System & Asset Tracking Solutions |
2020 ASAP Systems | All Rights Reserved |
but higher priced options (The
Switch).
BARCODE CATALOG
FEES
Does the vendor offer a Barcode Catalog with item or
stock number, description and image — a list that you
can scan?
A barcode catalog can sometimes make your process
easier and faster because you scan a barcode location
instead of walking to it. Can you add a new catalog or
are they preset catalogs?
What if you want to modify the security levels? Can

you hide fields? Can you adjust the fields?
TRAINING FEES
People change jobs frequently. If your admin leaves
the company or is simply on vacation, business
shouldn’t stop.
Does the vendor continue to train your staff or is it an
additional charge?
57
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59
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INTRODUCTION
THE FIRST STEP

AFTER PURCHASE
After taking the time to research, view demos
and compare software solutions, their
functionality and their cost, you have likely
found an Inventory and Asset Tracking
Solution that fits the needs of your business
or organization.
In this section, you will find an overview of

this next phase, as well as advice and
guidance on the key issues you should be
aware of and questions you should be asking
as you go through the process of preparing
for, and then going through installation and
training for your Inventory System and Asset
Tracking Solutions.
PRE-LAUNCH PLANNING
PREPARATIONS
“FOR SELF HOSTED OR ON-
Don’t rush the process. If you have ordered
hardware, it can take up to five days for it to PREMISE SYSTEM”
arrive. Once it does, your first step will be to
install the software and set up the hardware - IT INFRASTUCTURE AND
at the same time.
Typically, it will take up to three days for BASIC SYSTEM
hardware installation and up to two days to
configure. The timing will depend on your REQUIREMENTS
available resources. As part of the installation Before implementing your new Inventory System
and setup, make sure your vendor gives you at and Asset Tracking Solutions, make sure your IT
least four hours of training. infrastructure meets the system’s basic
You should be able to arrange training on a requirements.
per–hour basis to accommodate your
schedule. Maybe it’s an hour a week for four If you experience issues with your infrastructure
weeks or maybe youwant to knock it out in meeting the basic requirements, a reputable
one day! vendor will have an expert with an IT background
that is able to help navigate you through those
Your vendor should have an agenda for the
problems.
training that clearly outlines what you will learn
from each session.
BEFORE TRAINING
CONSIDERATIONS
Until now, you may have been using a clipboard
and pen or a spreadsheet to track your Assets and
Inventory. To ensure your organization is up and
running on the new system as quickly as possible,
it’s a good idea to schedule at least a minimum
CATEGORY 1:
level of training for you and your team.
CONFIGURATION &
Software vendors offer different levels of
training-from none at all to a high level of hand
ADMINISTRATOR
holding. (Before you even purchase any
software, be sure to ask what level of training is
TRAINING
offered by the vendor.) A key part of getting your system up and running
is configuration. Start the configuration process
For example, many vendors that offer an out–of– by setting yourself up as an administrator. Then,
the–box, low–cost solution do not include set up other users with the proper administrative
installation or training. Nor is there a technician roles and security groups.
to walk you through the steps.
If you have purchased a more sophisticated,

robust system, the training and implementation
provided by your vendor is key to ensuring you
are utilizing all thefeatures that are available.
Good training can shorten the learning curve and

have you upand running within a day.
GOOD TO
KNOW . . .
Cloud based software does not
require any installation. If you are
using a smart phone or tablet, all you
need is to download the app.
System & Asset Tracking Solutions | 2020 ASAP Systems | All Rights Reserved |
PRE-LAUNCH PLANNING
Next, set the system preferences to ensure the environment, processes and tracking needs. You
system is configured to your business may need to turn on or off some data collection
fields or folder tabs, or you may need to rename
specific field and tabs.
PRE-LAUNCH If, for instance, you are integrating the system
with an Active Directory software or an
PLANNING accounting software such as QuickBooks™, make
sure the data flow is set to your preferred
We recommend that your system training
direction.
and pre–launch planning be kept as simple
as possible. Break it down into categories For example, you may want to pull or push
and bite–size pieces, such as: user names and passwords from the Active
Category 1: Configuration and Administrator Directory software. Or, you may want to pull
Training or push your stock numbers directly from
Category 2: Planning for Data Management your accounting software.
Category 3: Daily Users Training Whatever your needs, all of the data flow
types must be considered ahead of time and
preset by an admininstrator. This is why
administrator training is crucial.
GOOD TO
KNOW . . .
A key part of getting your system up
and running is configuration.
Planning ahead will save valuable
time and limit frustration down the
road.
PRE-LAUNCH PLANNING
setting based on your What is the dollar value of all my personal industry and organization’s
CATEGORY 2: tracking needs. computers?
PLANNING FOR DATA What is the overall dollar value of my medical supplies?
What items are below a certain pre–defined level of inventory?
MANAGEMENT Do I need to buy from a particular vendor?
How many personal computers do I have in
CATEGORIZE department A and how many in department B?
INVENTORY AND
ASSETS PLAN BARCODE
You should plan exactly how detailed you would
like to be in dividing and categorizing the inventory
NUMBERING
You should also plan your barcode numbering
and assets in your organization prior to going live
schema ahead of time.
with your system.
For example, do you want to track assets located How many digits long do you want assets to be?
on the third floor? Or, do you want to drill down to How many digits do you want your stock
inventory to be?
a granular level, such as tracking assets located on
the third floor in room 305, cubical one, drawer How many digits for the user login and
passwords?
three?
Do you want a prefix and suffix for these codes?
Do you want to know the level of stock inventory
What do you want these codes to increment by?
items in warehouse one?
Or, do you want to be more specific, such as GOOD TO
warehouse one, row six, shelf three, box six?
& Asset Tracking Solutions | 2020 ASAP Systems | All Rights Reserved |
KNOW . . .
Decide how to divide and categorize
Categorizing items will give you a birdseye Your the assets and inventory within your
vendor should have years of view of your assets organization — how granular will
and inventory. It will also experience and be you be with naming conventions?
able to recommend a help answer
questions such as: “best practice”
PRE-LAUNCH PLANNING
ENTERING DATA INTO THE NEW SYSTEM

PLAN FOR UNIFIED When it comes to data entry, the best possible scenario is to have an existing database or spreadsheet
that includes all the inventory and assets for your organization. In this case, you should be able to simply
NAMING CONVEN- upload the existing data to your new inventory and asset management system.
If you do not have an existing database or spreadsheet, you will have to invest a significant amount of
TIONS time, energy and money into doing manual data entry which can easily result in inaccurate data entries
Decide ahead of time what naming in the new system.
convention you will use in the system. For For example, some companies have more than 10,000 inventory items already entered into a database.
example, if you are tracking assets such as If you are one of those companies, you should not have to re–enter all of your data — just synchronize
personal computers, do you want to call a the old database with the new inventory and asset management system.
particular PC “HP PC” or “HP Innovation C1210
Or, upload a spreadsheet into the new system that has been pre–populated with your inventory data.
PC?”
Or, perhaps you are using an accounting software into which you have already entered all of your
Once a naming convention is determined for assets.
a particular item, follow the same schema for
If so, then simply synchronize your accounting software with the new inventory and asset management
all of the asset items in that category.
system.
The same is true for inventory naming
If the accounting software doesn’t allow for direct synchronization, export the asset data into a
conventions determine a schema and then
spreadsheet and then upload the data from that spreadsheet into the new system.
follow it for all the stock items in a particular
inventory group.
GOOD TO
KNOW . . .
Make sure to pick a vendor who is willing to assign a trainer to help guide you through
every step of the pre-launch planning.
CATEGORY 3:
41
PRE-LAUNCH PLANNING
DAILY USERS TRAINING

Now that you have done your pre–planning and
preparation and have considered all the key
questions that need answering, things become very
easy. The next step is to simply sit down and go
through the process of learning the software with a
vendor assigned trainer.
An example of what the trainer will teach you will
include everything from how to enter assets to what
you need to do to create a report. Here are a few
examples:
For receiving a new asset: Press button A, fill in

these data fields and press save.
To print a barcode: Go to the barcode area, choose
a label, choose the asset and press print.
To write a report: Go to the report area, choose a
report, filter the report (for a specific location, for
example) and press print.
INSTALLATION PROCESS FOR ON-PREMISE OR
SELF HOSTED SOLUTION
(if you choose A Cloud- based solution skip the next 2 pages)
What to consider for and setting up your
QUESTIONS Barcode Label Printer implementation process can
Installation:
TO CONSIDER 1- A barcode label printer is
be overwhelming.
BEFORE similar to any standard

Windows printer in that it
Every business environment
is different and every
INSTALLATION connects to your PC via a USB situation unique, which
cable or network via means your IT environment
Typically, the installation
Ethernet cable (for will also be unique.
for an Inventory and Asset
network–ready printers).
Management System will
2- Be aware that you will be Think of it this way: Your IT
not take long. To further
expedite the process, here infrastructure is like a
are some questions and key asked to download fingerprint and the software
issues to consider before drivers for the printer. installation will have to be
adapted to the specifics of
GOOD TO
beginning installation:
How do I import inventory that fingerprint. KNOW...
What do I need to install and / or assets into the new It can take up to three days to install
for a client– server system from an existing Before installing the
environment?
your hardware and up to two days
spreadsheet or database? software, inform your vendor to configure — the timing will
What to consider for of the following: depend on your available resources.
Mobile Barcode Scanner What kind of network
Installation:
structure you have? What
1- How do I install and
configure my mobile kind of admin access you
scanner? have to your servers, PCs,
routers, switches, and
2- How do I sync my
mobile scanner to the INSTALLATION firewalls?
software?
PREPARATION What your brand of server
Before beginning, be aware is and what the hardware
that installing the software specifications are (speed,
memory, etc.) What
version of the Windows
operating system you are
running (or MAC)
How up–to–date you are
with patches and software
upgrades that are installed?
INSTALLATION PROCESS FOR ON-PREMISE OR SELF HOSTED
SOLUTION
Common Things to Prepare
INSTALLATION AND TRAINING

One of the most difficult challenges of any new tracking system — no matter who you buy it from — is the installation.
Even if you are buying the best solution out there, the installation is still going to be demanding because
there are so many moving parts, such as:
Variations of your PC’s operating system
Variations of your server’s operating system
Routers and firewalls may come into play
Administration rights & security permissions
Barcode scanners that need to be configured and

connected via USB, Wi–Fi or 3G
Barcode label printers that need to be installed and
configured
A Buyer’s Guide to Inventory System & Asset Tracking Solutions |

2020 ASAP Systems | All Rights Reserved |
www.asapsystems.com
A BUYER’S GUIDE
PART 5:
Multi-Site Module
Author
Elie Jean Touma
CEO, ASAP Systems
MULTI-SITE MODULE
“GET FAMILIAR WITH THE TERMINOLOGIES”
SITE ADMINISTRATORS vs GLOBAL ADMINISTRATORS

(For more information, refer to the page 18)
SITE ADMINISTRATORS: GLOBAL ADMINISTRATORS: Using the same example, a Global Administrator has
Using a Military Base that includes 6 warehouses as an example, a Site Administrator the same abilities as the Site Administrator, however, the Global Administrator
has complete control of only his/her designated warehouse and can configure the can also configure the Tracking System on a global scale, and oversee all 6
Barcode Tracking System to tackle all Inventory and Warehouses. Without logging out, the Global Administrator
Asset Tracking Requirements, including the ability to create new Users, can simply switch between the different Warehouses, and have centralized assign security levels,
designate access levels and much more, all within visibility over all Sites under his command. their site.
MULTI-SITE MODULE
“GET FAMILIAR WITH THE TERMINOLOGIES”
SITE CONCURRENT USER vs GLOBAL CONCURRENT USER

(For more information, refer to the page
19)
SITE CONCURRENT USER: As an example, an Organization is comprised of GLOBAL CONCURRENT USER: Staying with the same example, in addition
7 distinct departments (aka Sites). Each site has its own Daily Concurrent to the Site Concurrent User abilities, Global Concurrent Users are able to
Users. Daily Concurrent Users perform daily Department-related tracking navigate through all 7 departments, Move Inventory/Asset items between
tasks, such as Receiving, Moving, Consuming Inventory, and /or performing departments, and generate global Reports on all 7 departments’ Inventory
and scheduling Asset Maintenance Events, Tracking Asset Depreciation, and and/or Assets Data.
conducting Check-Out, Check-In Transactions.
ALL STAFF / NON-SYSTEM USERS

( For more information, refer to the page 20)
ALL STAFF / NON-SYSTEM USERS: As an example, Firefighters are Non-System Users. Using
their own separate interface, Firefighters can use the Shopping Cart to browse Inventory
items needed for their job and check the status of requests made. Additionally, using the “My
Assets”, Firefighters can request custody of necessary equipment available in only their own
Department.
MULTI-SITE MODULE
www.asapsystems.com
MULTI-SITE MODULE
“UNDERSTANDING THE ACCESS & DATA FLOW”
The Global Database is divided into smaller

independent separations (aka site data)
allowing the data to be segregated for the
Site Administrators and users, but still
visible to the Global Administrator.
Each Data Site has its own Administrator

that controls the access and the data flow
between the System and the Concurrent
Users.
The Global Administrators have complete

control over who has access to what data
through a global security setting.
“Users from different Sites or locations have separate data

that is not shared”
MULTI-SITE MODULE
“MULTI SITES IMPLEMENTATIONS”
MULTI-SITE MODULE
www.asapsystems.com
MULTI-SITE MODULE
MULTI-SITE MODULE
A Buyer’s Guide to Inventory System & Asset Tracking Solutions | 2020 ASAP Systems | All Rights Reserved | www.asapsystems.com A Buyer’s Guide to
Inventory System & Asset Tracking Solutions | 2020 ASAP Systems | All Rights Reserved |
www.asapsystems.com
MULTI-SITE MODULE
www.asapsystems.com
MULTI-SITE MODULE
www.asapsystems.com
MULTI-SITE MODULE
MULTI-SITE MODULE
Simply stated, all your company needs is one

Barcode Tracking System that encompasses
both present and future needs and
requirements.
The ideal System should handle all your

Inventory and Asset Tracking needs and your
Multi-Sites requirements.
While rich in Features, the System should

also be highly configurable and easy to use
for every level employee within your
organization.
Now that you have a clear view of what the

ideal Barcode Tracking System should be, we
are confident that you are ready to make the
right decision to help drive your organization
to continued success.
54
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MULTI-SITE MODULE
“CONCLUDING WITH A BIGGER PICTURE”
CHECKLISTS
“ASSET TRACKING”
SYSTEM USERS
Does the Software enable the System Users to:
Receive new asset items?
Favorite their favorite Asset Tracking Transactions?
Generate unlimited reports?
Favorite their favorite Reports?
Move Asset items from a location to another?
Configure their own Asset Dashboard?
Configure data grids( Add new/remove Columns)
Set up the graphs for each transaction and history

record grid?
Add pictures, documents, and videos?
View historical data?
86
CHECKLISTS
VENDOR A VENDOR B
YES? NO? COMMENT YES? NO? COMMENT
87
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CHECKLISTS
ADMINISTRATIVE USERS:
Does the Software enable the Administrative Users to:
Configure the barcode label? ( by adding a prefix

suffix, the numbering sequence, and what shows up
on the barcode label)
Set up the barcode printing preference for the
entire organization?
Set up the cost and price formats? ( choosing either

2,3, or 4 decimals )
Set up the date and time format?
Configure the Graph settings?
Set up a hyperlink icon?
Configure the images setting?
Manage Mobile device licenses?
Configure the mobile Device Settings? (set up a

signature capture, enable/disable UPC Barcodes for
IOS devices)
88
A Buyer’s Guide to Inventory System & Asset Tracking Solutions | 2020 ASAP Systems | All Rights Reserved
CHECKLISTS
VENDOR A VENDOR B
89
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CHECKLISTS
90
CHECKLISTS
VENDOR A VENDOR B
Reset Data Fields Names?
Configure the Shopping Cart ( layout, alerts, and

fields available)
Set up the UPC Online lookup?
Configure the Purchase Order Approvals?
Set up Approval Cycles for the Purchase order?
Set up the Purchase Order preferences? ( setting up

the Validation Level, Purchase order #, Model #,
and quantity received)
Edit the Transaction Date? ( enable or disable )
Configure the “Receive” Settings?
Configure the Transaction settings?
Configure the Dispose settings?
91
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CHECKLISTS

VENDOR A VENDOR B
Set up the Check-out / Check-in Feature Setting?

(Selecting the check out options and setting, the
conditions and the Check-in Options and Settings)
Set up the Route Settings?
Configure the Print Receipts?
Configure the Alert Settings and set up Alerts for:
Check out due Dates
Reservations
Scheduled Maintenance
Maintenance Contract End Date
Warranty End date
CHECKLISTS
YES?
VENDOR A COMMENT
NO? YES?
VENDOR B COMMENT
NO?
ALL EMPLOYEES:
Does the Software enable All Employees to:
Does the system include a separate interface for all

employees to reserve Assets?
Does the system include a separate interface for all

employees to request Custody over asset items?
Does the shopping cart show history?
Can the shopping cart have “view-only users”?
93
60
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CHECKLISTS
www.asapsystems.com
CHECKLISTS
“INVENTORY SYSTEM”
ADMINISTRATIVE USERS: VENDOR A VENDOR B

Configure the barcode label? ( by adding a prefix

suffix, the numbering sequence, and what shows up
on the barcode label)
Set up the barcode printing preference for the
entire organization?
Set up the cost and price formats? ( choosing either

2,3, or 4 decimals )
Set up the date and time format?
Configure the Graph settings?
Set up a hyperlink icon?
Configure the images setting?
Manage Mobile device licenses?
Configure the mobile Device Settings? (set up a

signature capture, enable/disable UPC Barcodes for
IOS devices)
95
A Buyer’s Guide to Inventory System & Asset Tracking Solutions | 2020 ASAP Systems | All Rights Reserved www.asapsystems.com
CHECKLISTS
96
CHECKLISTS
VENDOR A VENDOR B
Reset Data Fields Names?
Configure the Shopping Cart ( layout, alerts, and

fields available)
Set up the UPC Online lookup?
Configure the Purchase Order Approvals?
Set up Approval Cycles for the Purchase order?
Set up the Purchase Order preferences? ( setting up

the Validation Level, Purchase order # and quantity
received)
Set up Sales Order Preferences?
Configure Sales orders to Purchase Order’s prefer -

ences?
Edit the Transaction Date? ( enable or disable )
Configure the “Receive” Settings?
97
CHECKLISTS
98
CHECKLISTS
Set up The Assemble/Disassemble settings?
Configure the Pack settings?
Configure the Ship Settings?
Set up the picklist settings?
Configure the Print receipts?
Set up the Stock Quantity Format?
Configure the “Zero” Quantity setting?

Configure the Alert Settings and set up Alerts for:
Inventory High
Inventory Low
Inventory Out
Stock Expiration dates
99
CHECKLISTS
VENDOR A VENDOR B
100
CHECKLISTS
VENDOR A VENDOR B

CONCURRENT SYSTEM USERS
Does the Software enable the System Users to:
Receive new inventory items?
Move Inventory items from a location to another?
Configure their own Inventory Dashboard?
Configure data grids (Add new/remove Columns)
Set up the graphs for each transaction and history

record grid?
View historical data?
Favorite their favorite Inventory Transactions?
Generate unlimited reports?
Favorite their favorite Reports?
101
CHECKLISTS
102
CHECKLISTS
ALL EMPLOYEES: VENDOR A VENDOR B

Does the Software enable All Employees to:
Does the software include a shopping cart for all

employees?
Does the shopping cart show history?
Does the shopping cart enable the designated

employees to requests items?
Can the shopping cart have “view-only users”?
Does the Shopping Cart enable the designated

employees to request inventory items from their
own storage setting?
CHECKLISTS
“RECOGNIZE YOUR NEEDS”

Does your organization need to track
quantity–based items? (i.e. inventory, supplies, etc.)
YES? NO? COMMENT
Are quantity–based items standard, serialized,
lot–based, batch–based, or Non-inventory items?
Does your organization need to track any unique
items? (i.e. capital assets, tools, people, office
equipment, etc.)
Does your organization need an out-of-box,

Custom, or Configurable System?
What tracking needs does your organization have

outside of the common acquisition, movement, and
consumption of items? (i.e. maintenance tracking,
depreciation tracking, reporting, etc.. )
Who is going to use the system? (i.e: the

administrative users, concurrent users, and all
employees)
Does the organization need a system that
integrates with its existing business solutions?
Does the organization need a Cloud-based or
On-premise solution?
104
CHECKLISTS
“EVALUATING ALTERNATIVES”
VENDOR A VENDOR B
Does the vendor provide an online demonstration

of their system?
Does the vendor provide a trial period? For how
long? Is it a no-cost trial?
Does the vendor provide installation assistance?
Does the vendor provide training assistance?
Have I gathered and communicated all my IT

infrastructure information?
Does the system tackle all the features needed by
your organization?
Does the System address the 3 major groups of
users separately?
Is the interface easy to use?
Does the vendor provide post-purchase support?

What type of support packages do they offer?
Are you able to configure the system to the way you
track? (i.e. renaming, adding or hiding data
collection fields)
CHECKLISTS
YES? NO? COMMENT
“EVALUATING ALTERNATIVES”
YES? NO? COMMENT
Does this vendor match my needs and budget?
If you need to add, modify or edit your reports at a

later time, will it cost extra?
Is pricing based on concurrent users, total users, or

total install?
Is the system configured?
Did the administrators complete their training?
Has set up for all users, locations, security groups,

and categories been completed?
Did the Concurrent users conclude their training

with the vendor?
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68
CHECKLISTS
IMPLEMENTATION CHECKLIST “ON-PREMISE
Are both the test and production databases set up?
Is the client software installed on all computers?
Are all the barcode printers set up and tested?
Has testing been concluded?
Have test databases been wiped out?
What is the “go live” date? Did we meet the deadline?
Are all computers communicating with the

database?
Are all the barcode scanners set up and

synchronized with the database?
CHECKLISTS
IMPLEMENTATION”
YES? NO? COMMENT
108

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A BUYER’S GUIDE

Inventory System and

YOUR PERSONAL GUIDE TO A BARCODE

GET FAMILIAR WITH

Inventory System Features, also known as Non Inventory:

GET FAMILIAR WITH TERMINOLOGIES: “ASSET FOCUS”

ONE DIMENSIONAL CODE 39

Regular Understocking Occurrences

You may not recognize the need for a

If you are facing any of these 6 Common

Losing Assets Through Misplacement

Lost In Millions Of Papers/Excel Sheets

Forgetting To Reorder Or Re-stock

ASSETS Unknown Inventory Levels

Tools, IT equipment, Audio-Video equip

Your organization constantly issues out

Your organization has inventory that

Your organization stocks any amount of

BOTH INVENTORY & BENEFIT OF

Avoiding the need to purchase more

Out-of-box Software used to be popular

Your initial investment is exactly what that is — initial.

You configure reports yourself as part of the feature set of the

The canned reports were too vague and needed adjustment.

Inventory User Security Feature: Inventory Transaction Receipts:

Inventory Analytics Feature: Inventory Kitting Feature:

Inventory Pack and Ship Feature: Inventory Signature Capture Feature:

DETERMINE THE TRACKING

Asset Depreciation Tracking: INVENTORY ADD-ONS:

Asset Tracking Reporting: Asset Tracking Signature Capture:

There are 3 categories that will encompass all organizational employees:

ABILITIES & FUNCTIONS

Generate global reports on important organizational and

Make sure the System integrates with multiple

Customer Relationship Management (CRM)

What database does each System run on?

What data do you want to integrate?

Determine the primary and secondary functions of your system.

The same consideration should be given to your

The integration between Quickbooks and an

Accessible anywhere anytime for enhanced

Non-subscription model cuts-down on

Supports fully offline scanners with a

Desktops & PCS

It is so important to research, plan, and do

What you need to know before you start

ONLINE WORD OF MOUTH

You can also look at online barcode commu -

People are more likely to trust the recommendations of

Nobody is better than people within your own industry

Ask them for recommendations, and what tools they

If there are multiple companies on the call,

Avoid a videotaped demo. If it is the only GOOD TO

Do they provide different support packages?

During training, does the company offer best

Are they able to share what they’ve learned

24/7 SUPPORT EXAMPLES OF HIDDEN

Mobile licensing is priced separately and some

What if you want to modify the security levels? Can

THE FIRST STEP

In this section, you will find an overview of

If you have purchased a more sophisticated,

Good training can shorten the learning curve and