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ScanTrack Systems - Online Videos

Welcome to ScanTrack Systems Warehouse & Inventory Management Solution

ScanTrack Systems Warehouse Management System (STS-WMS) is designed for small to medium businesses that have an accounting system that doesn't offer them stock management functionality with wireless mobile computers.

STS runs in parallel to your accounting system. You need STS if your accounting system cannot answer these simple questions for you:

  1. how much of product X do we have and in which bin locations are they?
  2. what is in bin location A-1-1?
  3. which bin locations are empty?

Two main reasons why STS has been developed is because most low end accounting packages do not allow you to have a product in more than one bin location or multiple products in one bin location. The second issue is that you have to do a stocktake with pen and paper.

In STS you can have product X in one bin location or in any number of different bins and the mobile computer will show the Operator all the bins. Alternatively, you can scan bin location 'A-1-1' and see all the products in that bin location.

Secondly, stocktaking and cycle counting is a major part of STS and you have to do it with a mobile computer which is alot quicker and simpler than any other alternative.


Let's Start 

In this set of videos we are going to start with an empty online database. In 2010 we intend to have online registration and payments operational for customers that wish to subscribe to STS. At the moment, if you are interested in a free 30 day trial or subscribing, you have to contact us via email or phone (02) 9636-5299 and we will create your company account and email you your log in details.

Once you have your login details, you can follow these steps to setup your data.

Step 1: How to log on to STS

In this video you need to open Windows Internet Explorer and go to website. 

The sample company is called 'TestCompany'. The main site is called 'WH1' and the user name and password to login is 'Test1'. 


Step 2: Location Types

STS will create a location type called 'Pallet Space' and 'Floor Space'. Under the 'Maintenance' tab you can go to 'Location Types' can create as many as you like such as 'Shelf Space', 'Bulk' or any other type your require. 


Step 3: 'Goods In' and 'Goods Out' bin locations

STS will automatically create for you one 'Goods In' and one 'Goods Out' bin location. These bins are used to hold products prior to putting them away or dispatching them to orders, respectively. 'Floor Space' is the default location type for these two bin locations.

You need to have at least one bin location in STS even if you do not want to use bin locations.

If you manufacture or assemble products you might like to create a 'To Production' and 'From Production' manufacturing bin location. This is required since when you take raw materials to make new products the raw materials need to reduce from inventory. When products come out of 'From Production' they need to increase your inventory levels.

If you don't have bin locations you should create a simple and logical numbering system to suit your warehouse layout. Typically the format is aisle, bay and then level.

There are three ways to enter in your bin locations:

  1. import the data from a CSV file
  2. key it into STS
  3. use your mobile computer by keying in the bin or scanning it  

3.1. Watch this video to import the data directly into STS.

To do this you will need a CSV file that looks something like this:


The first record contains a header which is the field name 'Location'.


3.2. Key in a bin location into STS one at a time

STS requires that you have at least one general bin location even if you do not wish to have a proper bin location system. In this case, we will create a bin location called 'L1'. 


3.3. Enter the bin location on the mobile computer while out in the warehouse


Step 4: Adding Units of Measure

The default unit of measure when your company record is created is 'Each'. If you need to add other units of measure, you can do so via the 'Maintenance' tab. 


Step 5: Add your Part Numbers to the database

You can add your products to STS by typing them in but the best way is to import the data since it is alot quicker.

The minimum requirement is the 'SKU' (your Part Number) and the 'Description'. If you do not include a UOM ('Unit Of Measure') the default for all imported records will be 'Each'. You can change this later by editing each record.

The preferred file layout is 'SKU', 'EAN', 'Description', 'UOM'.

File import filters exist for a range of common accounting packages. If your accounting package is not listed send us a sample file layout and we will add an import filter. (we need the header record and a few records of data).

5.1. Importing the Part Number file

Typically you will go to your existing ERP or accounting system and 'Export' the product master or inventory master data out to a CSV file format. You might have to import the data into Excel to remove unnecessary columns or edit the data before importing into STS.

In this video we will import a CSV file containing the SKU, EAN, Description and UOM. The file looks like:

TB1,9315861964202,Superior Soft Tissues 100 Pack,Each
FSPB250,9310045001124,Pea Beu Insect Killer 250g Can,Each
CCG,9300614070040,Cottees Cordial Lime Flavour 2L,Each 



5.2. Typing in a Part Number and details

Sometimes you will just want to add one new part number to STS. Typing it in manually is the quickest way.