Distribution Centre:Capturing missing UPC's

Capturing missing UPC's

STANDARD OPERATING PROCEDURE Capturing missing item UPC’s SOP – UPC001.1 Approved Date: Sept. 26, 2014 Page 1 of 4

Effective Date: Oct. 1, 2014

Purpose:

The following procedure describes the process for determining which items are missing UPC’s, how to locate the item in the DC, scan the barcode and have them reviewed & updated by Buying Department.

Definitions:

UPC Universal Bar Code BC Bar Code (typically 10 digits) currently used when scanning item UP Full Bar Code (Typically 12 digits) includes leading and trailing check digits. This is the preferred way the data should be used throughout our systems (internally & externally). Eventually we should be able to eliminate the BC (10 digits).

Process: RESPONSIBILITY PROCEDURE Shelf maintenance leadhand (or delegate) 1 Logs into Infonet https://infonet.unipharm.com

2 Clicks on Purchasing in the uniVIEW column 3 Clicks on Problem UPCs 4 Suggestion is to complete all the items missing 12 char UP together, then work on the missing 10 char BC batches. Don’t swap back and forth. This is to avoid confusion with the person scanning. 5 On right side – under “Build New Batch File” – use drop down to select which zone in the DC for items missing information. The number shown in the drop down boxes is the number of items with missing UPC’s, that have stock, and are not already in a scanning batch. Eg. “PHARM - 26. Once the zone is selected, press the “missing 12 char UP” or the “missing 10 char BC” button. Note: Batch sizes will be limited to 50 items. Due to stock levels changing, it is important to only generate batches that will be completed right away. 6 Using specially designated RF scanner, locate batch - Select ‘Special’ – it may be necessary to go to the next page – and select a batch. There can be two types of batches, with the type being determined by the batch number. If it is under 5000 the items have 10 digit UPC’s, but not the full 12 digits. If over 5000, the items are missing a 10 digit UPC for the selling (and stocking) unit of measure. 7 Example: Loc: O1 A151 00592006 LYPSYL REGULAR 4GM UPC: 3537400114 EA BX 1.000000000 CA 6.000000000 EA .125000000

F7=Not on Shelf F9=No Bar Code F8=Won't Scan 8 For items that are “missing 12 char UP” - Go to the location, scan the item, and press enter. The computer will compare the code scanned to the 10 digits on file, and will not accept it unless it matches. This means mistakes cannot be made. If the field that the number was scanned into clears, the number was accepted; if it does not match, a message will be displayed, and the scanned number will still show. You can scan another bar code, or you can press F9 to indicate that there is not a 12 digit code to match the 10 digits on file. If you go to the location, and there is nothing there, press F7. It is possible for you to be sent to the same location again; meaning that there are multiple 10 digit UPC’s on file for the same item. Scan again to search for a match. Repeat until batch is completed. 9 For items that are missing a 10 digit UPC for the selling (and stocking) unit of measure. These batches must be done with care. Look in the list of units of measure, and find which has a conversion factor of ‘1’ – this is the stocking unit. Find the UPC (see example above – in this case for BX) – and scan it. The computer has no way of validating this, so be accurate. If there is no stock at the location, press F7 to indicate it. If you cannot find a bar code for the stocking unit of measure, press F9. Buying Department (Specific Buyer or Assistant) 10 Check Infonet on a regular basis – Purchasing, Problem UPC 11 Using filters (Buyer) review items that are presented 12 Changes can be made by clicking on item # (hyperlink) and completing Item F/M changes, or by clicking “update” or “cancel”. All bar codes on file for the item will be listed; with the one just scanned in bold. If the ‘Reason’ column says ‘from batch’, the scanned UPC matches the 10 digit one already on file, so it is correct. But look at the other codes on file; sometimes there is already a 12 digit one that has an obvious keying error. You should delete it now.

If the ‘Reason’ is ‘missing selling UPC’, the computer has not been able to do any validation, so you will have to. All 13 Communication needs to happen between DC & Buying Department to ensure that neither department is overloaded. It is suggested that smaller regular batches of items is easier to manage vs trying to do hundreds of items at once. 14 Goal is to complete 5 batches of 50 items each week (250 items) as time permits. 15 Once items have been checked and updated, very few items will need to be checked again (perhaps weekly project).

Approvals:

Written By John Targett TITLE – Director, Purchasing & Distribution Approved By

Key Contacts:

John Targett Director, Purchasing & Distribution PH: 604-276-5234 johnt@unipharm.com

Gerald Petznek Distribution Centre Manager PH: 604-276-5231 geraldp@unipharm.com

Roy Freedman Purchasing & HHC Manager PH: 604-276-5226 royf@unipharm.com