Barcode Datalink Portal

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ForgottenForgot your password? Your company administrator can reset it from this portal. If you are the administrator, contact Barcode Datalink.see stocktakesonline.com/support.

Barcode Datalink Pty Ltd

Set a password

Your account still uses the password someone set for you. Choose a different one to continue — it cannot be the one you just signed in with, because whoever set it up knows that one.

Write it down before you save it. Only a hash is kept, so nobody can look this password up afterwards — not your administrator, and not us. Lose it and an administrator has to reset it and you will be back on this screen.

Send these details

Shown once — only the hash is stored, so nobody can look this up later, including us. If it is lost before it reaches them, reset it and send another.

Demonstration A real stocktake, counted on real scanners. Look anywhere, print anything — nothing here can be changed. Get your own →
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Barcode Datalink Portal

User manualUser manual

New client company

Operators type this on the scanner at every sign-in, so keep it short — DAL, not Dallas DC.
The readable one. Appears on reports, sign-in sheets and label pages — never typed on a scanner.

A one-off password is generated when you create them, shown once, and they must change it at their first sign-in.

Clients

Every company in the database. Select one to work on its sites, products and bin locations.

CompanyContactLicenceScannersCount rangeSitesPartsCreated
No client companies yet.

Sign-in activity

Company details

Licences

One licence is one purchase: so many scanners, for so many days. A stocktake draws against one. The clock starts when the first stocktake on it is activated, not when it is sold — so reference data and draft stocktakes can be set up days ahead without spending any of it.

StatusWhat was soldInvoice Scanners WhenCounts on it
No licences. Stocktakes without one run on the company scanner limit and never expire.

Issue a new licence

This adds a licence. It does not change an existing one — a licence is the record of what was sold, so it is cancelled or superseded, never edited.

Counting history

Every stocktake this company has run, newest first. Counting time is first scan to last scan — not how long the stocktake was left open, which says a week for one that sat over a weekend. On a count that ran straight through it is the figure to quote when somebody asks how many scanners they will need next year; on one that stopped and started it spans the gaps too, so read it beside the scan count rather than alone.

WhenStocktakeSite OperatorsPartsScans Counting timeLicence
Nothing counted yet.

Counting limits

How many scanners may count at once, and the quantities an operator may key against one part in one bin. Anything outside these is refused as it is scanned, so a slipped keystroke cannot become a stock figure.

Smallest 0 lets an operator scan a bin, scan a part and key 0 to record that they looked and there were none — a different statement from marking the whole bin empty, which always works either way. Largest goes up to 100,000. Most warehouses never legitimately count past 9,999, and an operator who does records a second count.

Scanners at once is the company's own limit and applies when no licence is running; leave it blank for no limit. A licence sets its own number while it is active.

A scanner already signed in keeps the old limits until its operator signs in again, so this is worth changing between stocktakes rather than during one.

Products this company has

Which tabs they see — one, two or all three. Not a licence: a Pick Check subscription says whether it is current, this says whether they have it at all. Turning one off hides the tabs and touches nothing behind them, so switching it back on finds everything where it was.

Remove this company's data

Deletes the parts, the bin locations, the stocktakes and every count. This cannot be undone — there is no bin to recover it from and no copy kept. Export anything you want to keep first.

The company, its sites, its logins and its licences all stay, so the same people can load a fresh file next year without being set up again.

Close this company

Removes the company itself — its data, its sites, its logins and its licences. Nothing is left and nothing comes back. Use this when a client asks for their account closed, not to clear a stocktake down.

To empty a company and leave it ready for next year, use Remove this company's data above instead.

Sites

CodeName Bin locations Created Status
No sites yet.

The code is what gets typed and scanned at login, so it is a credential rather than a label. Change it and every scanner with this site saved needs it entered again — the name is safe to change at any time, and reports follow it.

Users

Scanner operators sign in with company, site, username and password. They aren't tied to a site — they name the site they're standing in.

For the wall by the door — company, site and names to scan. No PINs.
NameSigns in withRoleCount entry

An operator signs in on the scanner with a short name and a PIN of exactly four digits — the scanner's password box offers a number pad, so letters cannot be typed on a touch-only device. A portal user and an admin sign in here with their email address and a password of at least eight characters; they have no scanner name, because they never hold one. A portal user reads the reports and changes nothing. ForgottenForgot a PIN or a password? Use Reset on their row rather than deleting them — anyone who has counted cannot be removed.

Count entry is how this person's scanner asks for a quantity. Keypad suits devices with real keys — MC3400, MC9400 and the rest of the rugged range. Buttons suits a touchscreen with no keypad, like a TC22. They can change it themselves on the scanner.

Load parts

Parts are shared across all of this company's sites. Add and update matches on the part number: anything in the file is added or corrected, and anything not in it is left alone. Replace everything loads the file as the whole catalogue — anything absent from it stops being scannable. Pick the layout that matches your columns; a header row is optional and only decides whether the first line is skipped.

File selection & Import button is hidden in demo mode.

Loaded parts

Part NumberBarcodeDescriptionBins
Searching looks at the part number, the barcode and the description. Click Where to see which bins a part has been counted in and how many were found.

Where is

Compare with your accounting file

Export your stock on hand from MYOB, Xero or whatever you use, and drop the file here. Nothing is written and nothing is changed — it reads the file and puts the two sets of figures side by side. Only parts tracked by serial can be compared, because those are the only ones this knows the real count of.
0
agree
0
differ
0
not tracked by serial
0
not in our catalogue

Serial numbers and extra barcodes

A part can have any number of barcodes, and each one says how many — the code on a can of Coke is 1, the code on the tray is 24. That is also how the manufacturer's code, a retail EAN and your own part number all end up finding the same part.

Two means both have to be recorded on the way out. If a customer rings about a base and we only ever wrote down the scanner, we cannot show we sold it to them.
BarcodeHow manyCalled Source
No extra barcodes yet. The part number itself still scans.

Load bin locations

Bin locations belong to one site — "A1" is a different shelf at each warehouse. Add and update matches on the bin code and leaves anything not in the file alone. Replace loads the file as the whole list for that site. CSV: code,description (description optional)
Every row loads whatever its length — these are your racks, not our field sizes. It only affects the label sheet on this page: a code of about 15 characters prints at full size, longer ones shrink to fit, and a description past roughly 40 is trimmed with an ellipsis on the label itself.

File selection & Import button is hidden in demo mode.

No sites yet. Bin locations belong to a site, so create one on the Sites tab first — there is nowhere for a file to go until then.

Loaded bin locations

Print labels prints the bins you have ticked, or everything the search is showing if you have ticked nothing.
CodeDescriptionCounts
Click Look to see every count made in a bin — who, what and when.

What is in

WhenWhoPart CountStocktakeDevice

Warehouse move in progress

0
active stocktakes
0
counts recorded
—
company licence

Stocktakes

NameSiteStatusCountsAccounting fileCreatedEndedLicence
No stocktakes yet.

Start something new

count what is on the shelves
a new stocktake starts as a draft — activate it to let operators scan
1Is everything ready?
2Set up the move

Count everything out of the old warehouse and everything into the new one. The count that empties the old warehouse is your stocktake — you get it as a by-product of the move.

Everything in is moving to

both counts start as drafts — you start each one when that warehouse is ready to count

Scanners licensed to count

A scanner claims a licence the first time it counts in a stocktake and holds it until released. Releasing frees the slot for another device — the counts it already made stay exactly where they are.

—
Serial numberOperatorSourceModelCountsClaimed
No scanner has counted in this stocktake yet.

Releasing frees a licence slot so another scanner can start counting. It does not touch anything that device has already counted, and it is not permanent — a released scanner takes a slot back on its next scan, provided one is free. There is no undo button because it does not need one.
Closing a stocktake frees its slots on its own, so there is nothing to release once a count is finished.

Counts in active stocktakes

UserSiteBinPartDescriptionQtyDeviceRecorded
Nothing counted yet.
No count is running. Activate a stocktake on the Stocktakes tab and this fills up as the scans arrive.
0
Units
counted
0
Parts
0
Bins
0
Counts
Bins visited
0%
0 of 0 · visited, not verified
Parts seen
0
0 in the catalogue · not a target
Rate
0.0/min
Rolling 20 min · 0 counting now
Projected finish
—
Needs 20 minutes of counting
Withdrawn
0
Out of every total · rows kept
Bin sweep—
Counted Marked empty Not visited Hover a bin for its detail
Operators Last scan ages per person, never one clock for the floor
OperatorCountsUnits ShareBins Per minLast scan
Scans arriving—
Worth a look Not errors — facts already recorded

Reports

Report

Stocktakes and their accounting files

Pick the count you want to work on. Active ones are at the top.
NameSiteStatusCounts Accounting file
No stocktakes yet.

Your accounting file

Export stock on hand from MYOB, Xero, QuickBooks, SAP Business OneQuickBooks, Xero, SAP Business One or whatever you use, and load it against the stocktake you are counting. Nothing you load here changes a count — it is the other half of the comparison. MYOB's Inventory Count SheetQuickBooks Online's Inventory Status report loads as it comes, spreadsheet and all — no saving it as something else first. Loading a file replaces the one before it, because two exports taken at different moments describe a shelf that never existed.

File selection & Import is hidden in demo mode.

A part number the catalogue does not have is kept and reported, not thrown away — it is stock the count could never have found.

Loaded for this stocktake

Moving warehouse

No warehouse move is set up. A move is two counts and a direction, and the direction is settled when you set it up — on the Stocktakes tab, under “Start something new”. Once it exists, this card compares the two counts without asking you which way round they go.

Count everything out of the old building and everything into the new one, and this compares the two: what went on the truck against what came off it. The count that empties the old warehouse is your stocktake — you get it as a by-product of the move.

A move takes days, and stock sold or scrapped in that week left the old warehouse without ever being meant to arrive. Give it here as part number, quantity and it comes off the expected side, so the report does not call a sale a loss. Leave it empty if nothing went out except on the truck.

Expected against counted

No accounting file has been loaded for this stocktake. Load one on the Accounting tab and this fills in.
A move is read one count at a time. Pick the count into the new warehouse above — there is no company-wide answer, because the figures being compared are another one of your counts rather than one set of books for the whole company.
0
agree
0
short
0
over
0
never counted
0
not in the file
0
not in the catalogue

Variance

0
parts checked
0
matched
0
refused at the shelf
0
pick slips
0
scanners

Pick Check

A day on its own shows just that day; add a second date for a range. A pick slip search uses the dates too, so an argument about one delivery stays on that delivery — and it says so if the slip was checked on other days as well.

Report

Counted from the scan records for the dates above. Every figure, including the qualifications at the end, is worked out from the data rather than written in advance.

Draft letter

Written from what the scanner recorded and nothing else. Edit it freely — the names and the reference are deliberately left blank so somebody has to read it before it goes. Print letter puts the letter and the record on one page. 

        

      


      

        

          
Scans

          

        

        

        

          

            

            
          

        

        
Nothing recorded for this company yet.

      


      

        
Subscription

        

          Picking is continuous, so this is a period and a number of scanners rather than a
          pool of days. The three switches are what the customer is paying for, so they live
          on the purchase rather than in a setting somewhere else.
          A lapsed subscription never stops scans arriving — it stops them being
          looked at.
        

        

          

            
            
          

          

            
            
          

          

            
            
          

          

            
            
          

        

        

          
          
          
          
        

        

          

            
SoldReferenceScannersFromUntilSwitches

            
          

        

        
No subscription yet.

        

      


      

        
Import history

        

          A customer moving from batch to live arrives with months of the CSVs their
          scanners have been writing all along. Load them here and they become ordinary
          rows — every filter, search and report works on them exactly as on
          live scans.
          Importing the same file twice changes nothing, so re-loading a folder is
          safe.
        

        

          

            
            
          

          

            
            
          

        

        

        

      


      

        
Check digits

        

          Part families where the last character is a check digit and not part of
          the part number — Kobelco's VIG family, where
          VIG14667210200 and
          VIG14667210208 are the same part.
          


          This list only changes how a refusal is described in a report. It never
          reaches a scanner and never changes what one accepts — that list is
          compiled into the client's app on purpose, because it is the one setting that
          can let a wrong part through at the shelf. Keep the two in step by hand,
          and only add a family after the customer has confirmed in writing.
        

        

          

            
            
          

          

            
            
          

          

            
            
          

        

        

          

            
PrefixWho confirmed itAdded

            
          

        

        

          No families listed. Every refusal is reported as a different part.
        

        

      


      

        
Scanners

        

          A scanner is enrolled once and holds a token. The token is shown
          here and only here — it is stored as a hash, so it cannot be read back.
          If it is lost, enrol again. Revoking stops a scanner sending without touching
          anything it already sent.
        

        

          

            
            
          

          

            
            
          

          

            
            
          

        

        

          Copy this token now. It cannot be shown again.
          

          
Enter it on the scanner: Admin → Connect to portal.

        

        

          

            
NameSerialModelEnrolledLast seen

            
          

        

        
No scanners enrolled.

        

      

    


    
    

      

        
0
serials known

        
0
in stock

        
0
dispatched

        
0
moved this week

      


      
      

        
Receiving

        

          Set the delivery up once, then scan. The quantity is what the purchase order
          says, entered before you start, so the screen can tell you when the carton is
          short rather than you finding out at the end.
        


        

          

            
            
            
          

          

            
            
          

          

            
            
          

          

            
            
          

        


        

          

            
            
          

          

            
            
          

          

            
            

              
              
            

          

        

        


        

          

            

            

          


          

            

              
              
            

            

              
              
            

          

          


          

            

              
UnitSerialRecorded
                         Was

              
            

          

        

      


      
      

        
Putaway and moves

        

          Scan the bin, then scan everything going into it. The bin stays set, so a pallet
          onto one shelf is one scan and then a rhythm.
          A holding area is just a bin — call one GOODS IN and putting things
          away is moving them out of it.
        

        

          

            
            
          

          

            
            
          

          

            
            
          

        

        

        


        

          

            

              
              
            

            

              
              

                
                
              

            

          

          

            

              
SerialPartCame from

              
            

          

          

        

      


      
      

        

          
What is on this shelf

          
        

        

          Scan a bin and see what should be in it. Anything dispatched is left out, even
          though that shelf was the last place it sat — listing it would have
          somebody hunting for a scanner that is on a truck.
        

        

          

            
            
          

          

            
            
          

        

        

        

          

            

            

          

          

            

              
PartDescriptionHow many
                         Serial numbers

              
            

          

        

        

          

            

              
SiteBinSerials

              
            

          

          

        

      


      
      

        
Dispatch

        

          Scan what is going out. You never type a part number — the serial
          already knows what it is. If it is half of a pair, the screen says what else to
          put in the box, and anything already dispatched or never received is called out
          while the carton is still open.
        


        

          

            
            
            
          

          

            
            
          

          

            
            
          

          

            
            
          

        


        

          

            
            
          

          

            
            

              
              
            

          

        

        


        

          Still to put in the box
          

        


        

          

            
SerialPartWasNote

            
          

        

        

      


      
      

        

          
Delivery docket

          

            
            
          

        

        

          Built from what was scanned onto a consignment, not typed again. Enter the
          invoice or docket number you dispatched against — ours, not
          theirs, because their order number is theirs to reuse.
        

        

          

            
            
          

          

            
            
          

        

        


        

          

          

            

              
QtyPartDescription
                         Serial numbers

              
            

          

          

        

      


      
      

        
Returns

        

          Scan what has come back and its whole history appears below it.
          If we sent it to somebody else, or never sent it at all, the screen says
          so — which is worth knowing before a credit note is raised, and is not
          an accusation: things get resold, and paperwork gets crossed.
        


        

          

            
            
            
          

          

            
            
          

          

            
            
          

          

            
            
          

        


        

          

            
            
          

          

            
            

              
              
            

          

        

        


        

          

            

            

          

          

            

              
WhenWhat happenedWho with
                         ReferenceNote

              
            

          

        


        

          

            
SerialPartWasChecked against

            
          

        

        

      


      

        
Where did this one go?

        

          Somebody rings and reads a number out. Scan it or type it and press Enter.
        

        

          

            
            
          

          

            
            

              
              
            

          

        

        

          

            

            

          

          

            

              
WhenWhat happenedReferenceWhoNote

              
            

          

        

        

      


      

        
Note against a serial

        

          For recording something that is not a movement — found it, faulty, sent
          for repair. Receiving, dispatch and returns each have their own panel
          above, because each has paperwork and a check worth making, and a note has
          neither. A note never changes where an item is.
          Set what you are doing and who it is for, then keep scanning. The field clears
          itself and stays focused, so a carton of ten takes about fifteen seconds.
          Nothing is ever refused — if a serial is already in stock or already
          gone, it says so and records it anyway, because only the person holding the box
          knows which of those is a mistake.
        

        

          

            
            
          

          

            
            
          

          

            
            
          

        

        

          

            
            
          

          

            
            
          

        

        

        

          

            
SerialRecorded asWas

            
          

        

      


      

        

          
All serials

          

        

        

          

            
            
          

          

            
            
          

          

            
            
          

          

            
            
          

          

            
            
          

          

            
            

              
              
              
            

          

        

        

        

          

            

            
          

        

        
No serials recorded yet.

      

    


    
    

      

        
Add or update

        

          Only the name is required. A supplier can be typed in while a truck is being
          unloaded and finished off later — and typing a name that already exists
          updates it rather than complaining. The address is here because a delivery
          docket needs one; a docket you have to finish by hand is not a docket.
        

        

          

            
            
          

          

            
            
          

          

            
            
          

          

            
            
          

          

            
            
          

        

        

          

            
            
          

          

            
            
          

        

        

          
          
          
          
        

        

        

      


      

        

          
Everyone we deal with

          

        

        

          

            
            
          

          

            
            
          

          

            
            

              
              
            

          

        

        

          

            
NameBuy / sellAccountContact
                       PhoneEmailAddress

            
          

        

        
Nobody yet. Add a customer or supplier above.