Data Collection Terminal in Torgsoft: Inventory, Receiving, Transfers

A data collection terminal helps an employee count, receive, and move goods without a stationary computer near each shelf. The employee scans barcodes and enters the quantity on the DCT, after which Torgsoft uploads the collected data into an inventory statement, goods receipt invoice, or internal transfer document.

Torgsoft supports classic data collection terminals and Android devices. The exchange method depends on the DCT hardware and software. For some configurations, Torgsoft transfers files with products and receives scanning results back; for others, separate software is used.

What operations use a data collection terminal

A DCT has a built-in barcode scanner, memory, and software for working with product data. It collects information while an employee works in the sales area or warehouse, while product accounting continues to be managed in Torgsoft.

In the current Torgsoft documentation, a data collection terminal is used in three main scenarios.

Inventory

The employee scans products and enters the actual quantity. After the results are uploaded, Torgsoft records these values in the open inventory statement. The manager compares the actual quantity with the accounting quantity, checks discrepancies, and completes the inventory after verifying the results.

Goods receiving

The warehouse employee scans the received goods and specifies the quantity on the DCT. Then the inventory manager creates a goods receipt invoice in the “Document → Goods receipt” menu and uses the action “Data collection terminal → Upload information from the data collection terminal”.

If the barcode already exists in the database, Torgsoft finds the corresponding product and adds it to the invoice. If the program does not find the barcode, it creates a new item with a name based on the barcode and the quantity from the imported file. After that, the inventory manager fills in and checks the product card, purchase price, and retail price.

Internal transfer

The warehouse employee can first scan the products that need to be transferred to another store or another warehouse. In the “Internal transfer” document, Torgsoft has the action “Upload from data collection terminal”, which adds the scanned items to the transfer document.

How inventory with a DCT works in Torgsoft

The data collection terminal acts as a mobile counting tool. The inventory statement and accounting stock balances are stored in Torgsoft.

1. The responsible employee creates an inventory statement and adds the products that need to be counted.
2. In the open statement, the employee selects “Work with data collection terminal → Upload product database to terminal”.
3. Torgsoft creates a file with the products from the statement. The format and set of fields depend on the configured DCT profile.
4. The employee transfers the file to the terminal and scans the actual goods in the sales area or warehouse.
5. After completing the count, the employee receives a file with results from the DCT.
6. In the same inventory statement, the responsible employee selects “Work with data collection terminal → Receive information from terminal” and opens the received file.
7. Torgsoft fills in the “Quantity available” column using the DCT data.
8. The manager checks discrepancies and product movement documents. After verification, the responsible user closes the statement. Torgsoft creates documents to adjust warehouse balances according to the inventory results.

When creating the database for the DCT, Torgsoft takes additional product barcodes into account. If one item has several barcodes, the corresponding rows are exported to the file. The employee can count the product using any of the barcodes entered in its card.

Which data collection terminals are described in the current Torgsoft documentation

The current Help includes separate instructions for Casio DT-930, CipherLab 8200, and Android data collection terminals. The presence of an instruction confirms a supported operating scenario with Torgsoft. Before purchasing a new device, the specific model, operating system, and data exchange method must be checked separately.

Casio DT-930

For Casio DT-930, Help retains a separate instruction for setup and inventory. Data exchange with the computer in the documented configuration is performed via Bluetooth.

CipherLab 8200

For CipherLab 8200, Torgsoft also has a separate inventory scenario. First, the employee uploads a statement with products to the device. On the DCT, the employee can view the received list and scan the actual goods. After completion, the employee transfers the results to Torgsoft.

The Motorola MC-series model mentioned in older recommendations is not listed in the current set of separate Torgsoft instructions. For such equipment, compatibility must be checked based on the actual file format and the ability to configure a custom DCT profile.

Android DCT with the free “Inventory and Warehouse” app

For a modern Android DCT, Torgsoft has a file-based workflow through the free “Inventory and Warehouse” app. The same scenario can be used on an Android smartphone together with a Netum C750 wireless scanner.

The administrator creates a profile once in the “Settings → Data collection terminal → Data collection terminal” menu. For the “Inventory and Warehouse” profile, the current instruction uses a CSV file named InventoryGoods.csv.

For exporting the product database, the profile specifies the product name, barcode, and quantity. The same basic fields are used for importing results.

Inventory procedure through “Inventory and Warehouse”

1. The employee creates and opens an inventory statement in Torgsoft.
2. In the DCT work settings, the employee selects the “Inventory and Warehouse” profile.
3. Torgsoft creates the InventoryGoods.csv file with the products from the current statement.
4. The employee transfers the file to the Android DCT.
5. In the “Inventory and Warehouse” app, the employee sets CSV as the import format and uploads the product list.
6. The employee creates an inventory document and scans the goods.
7. After completing the count, the employee exports the inventory document to CSV and transfers the file to the computer.
8. In Torgsoft, the employee opens the original statement and performs “Receive information from terminal”.
9. Torgsoft transfers the scanned quantity into the inventory statement.

During the count itself, a constant connection between the DCT and the Torgsoft database is not required. The employee works with the previously uploaded file and returns the results to the program after completion.

This scenario uses the standard Torgsoft mechanism for working with a data collection terminal. The separate “Torgsoft Mobile App” option is used for another method of mobile work with the database.

Android DCT with Barcode Harvester

Help describes another method of inventory with an Android DCT through Barcode Harvester. A mobile application runs on the terminal, and the corresponding program is installed on the computer.

Barcode Harvester can connect the DCT and the computer through a local Wi-Fi network or through the internet. The employee transfers the statement to the DCT, counts the goods, returns the results to the Barcode Harvester program on the computer, and prepares a file for upload to Torgsoft.

For this scenario, the current documentation requires Microsoft Excel on the computer. The documentation does not recommend using OpenOffice for Barcode Harvester because of incorrect data processing.

TXT format is no longer a universal rule

Older recommendations often described exchange with a DCT exclusively through TXT files. The current mechanics depend on the selected profile.

For example, “Inventory and Warehouse” works with CSV. Barcode Harvester uses its own process for exchange and result preparation. For classic or other configurable DCTs, the administrator defines the file structure in the terminal profile.

Therefore, when choosing new equipment, the data format that the device or its software can export and import is important.

How to configure your own DCT model

Torgsoft provides the ability to configure a custom data collection terminal profile. The administrator opens “Settings → Data collection terminal → Data collection terminal” and defines the exchange parameters.

For a specific scenario, the file structure and data types are specified. Fields may include product name, barcode, and quantity. The set of fields depends on the operation and the format generated by the device.

If the company plans to purchase a model for which there is no separate Torgsoft instruction, its file format must be checked before purchase. A practical check consists of determining whether it is possible to generate a DCT data sample, configure the corresponding profile in Torgsoft, and correctly upload barcodes and quantities.

What happens to new products during receiving through a DCT

The terminal can be used to scan goods that have just arrived from a supplier. The employee first collects barcodes and quantities, after which the inventory manager uploads the file into a new goods receipt invoice.

If the scanned barcode already belongs to a product from the directory, Torgsoft uses the existing card. If the barcode is new, the program creates a new product item with the received quantity. After import, the inventory manager must open the new items and fill in the name, product type, purchase price, sale price, and other required characteristics.

To check the uploaded goods receipt, Torgsoft provides the action “Description and verification of new products”. The employee scans a barcode from the current goods receipt invoice, after which the program opens the corresponding product card for checking and editing.

How to organize inventory without stopping the entire store

A DCT allows an employee to count products without transferring each item to a stationary computer. The accuracy of the result is affected by the order of product movement during counting.

The Torgsoft inventory statement provides different product blocking modes. If the store continues sales, the documentation recommends a mode in which the product is blocked after the first scan. After counting of a specific item begins, its movement is restricted, so the actual quantity does not change because of a parallel sale.

If the store completely stops operations during stocktaking, the responsible employee can choose to block the product immediately after adding it to the statement.

The manager must define the blocking mode before counting begins and explain the work procedure to employees. The terminal itself records the scanned quantity. The correctness of the result also depends on whether sales, transfers, write-offs, or goods receiving continued during inventory.

What to check before closing the statement

Uploading the file from the DCT completes the counting stage, but the responsible employee must check the received data before adjusting the warehouse.

• make sure the results are uploaded to the same statement from which the database for the DCT was generated;
• check items with large shortages or surpluses;
• check products that employees did not scan;
• check goods receipt, sale, return, write-off, and transfer documents for the counting period if products continued to move;
• make sure employees have completed counting all planned warehouse or sales area zones;
• close the statement only after checking the actual data.

After the statement is closed, Torgsoft creates adjustment documents based on the inventory results. Therefore, errors in the DCT file must be detected before the document is completed.

How to choose a new data collection terminal

For working with Torgsoft, the characteristics that affect the specific warehouse or store process are important.

• Operating system. Android makes it possible to use current mobile applications for data collection. Older specialized models require a separate exchange scheme.
• Scanner type. Determine which codes your product uses: 1D, 2D, or both formats.
• Exchange format. Check whether the DCT or its software can create a file that can be configured for import into Torgsoft.
• Data transfer method. USB, Wi-Fi, Bluetooth, local network, or another interface must match the company’s workflow.
• Battery life. Battery capacity must match the duration of the work shift and the inventory volume.
• Housing protection. For a warehouse, take into account drops, dust, moisture, and room temperature.
• Ergonomics. An employee may scan hundreds or thousands of items per shift, so device weight, key placement, and scanning speed matter.

The presence of Android or a built-in scanner does not by itself confirm compatibility with Torgsoft. Before purchasing a specific model, check its operating scenario and data exchange format.

When to use the “Torgsoft Mobile App” instead of a DCT

The separate “Torgsoft Mobile App” option gives an employee a wider set of operations from a smartphone or tablet. The mobile client has modes for inventory, goods receipt, internal transfer, write-off, checking warehouse status, sale, and other operations.

This option is appropriate when the employee needs mobile work with the accounting database throughout the day. To access the working database, the administrator configures the application server, network access, and rights for the specific user.

For a task where the employee only needs to collect barcodes and quantities and then transfer a file to Torgsoft, the DCT scenario is sufficient. On Android, the free “Inventory and Warehouse” app can be used for this.

Checklist before purchasing a DCT

• determine which operations require the device: inventory, goods receipt, transfer, or several scenarios;
• find out whether a classic DCT or an Android device is needed;
• check the barcode types used by your products;
• find out in which format the device exports scanning results;
• check whether it is possible to transfer the product name, barcode, and quantity;
• for a model without a separate instruction, prepare a test exchange file and check its import into Torgsoft;
• test inventory on a small test statement;
• separately test goods receipt or internal transfer if you plan to use the DCT for these operations;
• after the test, record the terminal profile settings so that all employees use the same exchange format.