SerialMapper Prisma User Manual

Welcome to the comprehensive user manual for SerialMapper Prisma - your complete inventory management solution for tracking products with serial numbers, barcodes, QR codes, and client management.

Table of Contents

Getting Started

Initial Setup

  1. Login: Access the application through your web browser
  2. Dashboard: Upon login, you’ll see the main dashboard with key statistics
  3. Navigation: Use the top navigation bar to access different sections:
    • Dashboard: Overview of system statistics
    • Clients: Manage client information
    • Products: Product catalog management
    • Inbounds: Incoming inventory tracking
    • Outbounds: Outgoing inventory tracking

System Requirements

  • Modern web browser (Chrome, Firefox, Safari, Edge)
  • Internet connection for cloud features
  • Mobile device support for barcode scanning

Dashboard Overview

The dashboard provides a comprehensive overview of your inventory system:

Key Statistics

  • Total Clients: Number of active clients in the system
  • Total Products: Count of products in your catalog
  • Active Inbounds: Current incoming shipments
  • Active Outbounds: Current outgoing shipments
  • Serial Numbers: Total tracked serial numbers
  • Product Status Distribution: Visual breakdown of product statuses

Interactive Charts

  • Status Distribution Chart: Pie chart showing product status breakdown
  • Monthly Trends: Line charts showing inbound/outbound trends over time
  • Client Activity: Bar charts displaying client-specific statistics

Client Management

Creating a New Client

  1. Navigate to the Clients section
  2. Click the “Create Client” button
  3. Fill in the required information:
    • Name: Client company name
    • Contact Information: Email, phone, address
    • Additional Details: Notes or special requirements
  4. Click “Save” to create the client

Managing Existing Clients

  • View All Clients: Browse the complete client list with pagination
  • Search Clients: Use the search bar to find specific clients
  • Edit Client: Click the edit icon to modify client information
  • Delete Client: Remove clients no longer needed (with confirmation)
  • Client Details: Click on a client name to view detailed information and associated transactions

Client Filtering Options

  • Filter by active/inactive status
  • Sort by name, creation date, or activity level
  • Export client list to Excel

Product Management

Adding Products to Catalog

  1. Go to the Products section
  2. Click “Create Product”
  3. Enter product details:
    • Product Name: Descriptive product title
    • SKU: Stock Keeping Unit identifier
    • Description: Detailed product information
    • Category: Product classification
    • Specifications: Technical details
  4. Save the product to add it to your catalog

Product Operations

  • Bulk Import: Upload Excel files to add multiple products
  • Bulk Export: Download product catalog as Excel file
  • Product Search: Find products by name, SKU, or description
  • Product Categories: Organize products by type or classification
  • Product History: Track all transactions involving each product

Inbound Operations

Creating an Inbound Shipment

  1. Navigate to the Inbounds section
  2. Click “Create Inbound”
  3. Fill in the required fields:
    • Client: Select the client associated with the inbound
    • Description: Brief description of the shipment
    • Expected Date: Anticipated arrival date
  4. Click “Create Inbound”

Note: The inbound number is automatically generated once products are added to the shipment.

Create Inbound Process

Managing Inbound Details

  1. Click the eye icon to view inbound details
  2. In the detail view, you can:
    • Add Products: Include items in the shipment
    • Assign Serial Numbers: Track individual product instances
    • Generate Barcodes: Create scannable codes for products
    • Update Status: Mark products as received, inspected, etc.
    • Batch Operations: Perform actions on multiple items

Inbound Details

Inbound Product Management

  • Add Single Product: Add individual items with serial numbers
  • Bulk Add Products: Import multiple products via Excel
  • Scanner Integration: Use mobile device camera to scan barcodes
  • Status Updates: Change product status (Pending, Received, Inspected, Available)
  • Notes & Comments: Add remarks for specific products

Inbound Status Workflow

  1. Created: Initial inbound record created
  2. In Transit: Products are being shipped
  3. Received: Products have arrived at facility
  4. Inspected: Quality control completed
  5. Completed: All products processed and available

Outbound Operations

Creating an Outbound Shipment

  1. Go to the Outbounds section
  2. Click “Create Outbound”
  3. Provide shipment details:
    • Client: Destination client
    • Description: Shipment description
    • Ship Date: Planned shipping date
    • Delivery Address: Destination details
  4. Save the outbound record

Outbound Product Selection

  1. Access the outbound detail page
  2. Select Products: Choose items from available inventory
  3. Serial Number Assignment: Specify which serial numbers to ship
  4. Quantity Verification: Confirm quantities match requirements
  5. Generate Documentation: Create shipping labels and packing lists

Outbound Tracking

  • Shipment Status: Track progress from preparation to delivery
  • Product Status Updates: Monitor individual item status
  • Delivery Confirmation: Record receipt confirmation
  • Return Processing: Handle returned items

Outbound Status Workflow

  1. Created: Initial outbound record
  2. Preparing: Products being prepared for shipment
  3. Ready to Ship: All items prepared and packaged
  4. Shipped: Products dispatched to client
  5. Delivered: Shipment received by client
  6. Completed: Transaction finalized

Serial Number Tracking

Automatic Serial Number Generation

  • System Generated: Automatic sequential numbering
  • Custom Formats: Configure serial number patterns
  • Barcode Integration: Each serial number gets a unique barcode
  • QR Code Support: Generate QR codes for enhanced tracking

Serial Number Management

  • Status Tracking: Monitor each serial number’s lifecycle
  • Location Tracking: Know where each item is located
  • History Log: Complete audit trail for each serial number
  • Search & Filter: Find specific serial numbers quickly

Serial Number Status Types

  • Available: Ready for outbound shipment
  • Reserved: Allocated but not yet shipped
  • Shipped: Currently in transit
  • Delivered: Received by client
  • Returned: Returned to inventory
  • Damaged: Marked as damaged or defective

Barcode & QR Code Generation

Automatic Code Generation

  • Product Barcodes: Generated for each product type
  • Serial Number Codes: Unique codes for each serial number
  • Shipment Codes: Barcodes for inbound/outbound tracking
  • Client Codes: QR codes for quick client identification

Printing & Labels

  1. Generate Codes: Click barcode/QR code buttons in product views
  2. PDF Export: Download printable label sheets
  3. Batch Printing: Generate multiple labels simultaneously
  4. Custom Formats: Configure label sizes and layouts

Scanner Integration

  • Mobile Scanning: Use device camera to scan codes
  • Bulk Scanning: Scan multiple items quickly
  • Verification: Confirm scanned items match records
  • Error Handling: Detect and report scanning errors

Excel Import/Export

Importing Data

  1. Download Template: Get the Excel template for the data type
  2. Fill Template: Add your data following the specified format
  3. Upload File: Use the import feature to upload your Excel file
  4. Validation: System validates data and reports any errors
  5. Confirmation: Review and confirm the import

Supported Import Types

  • Products: Bulk product catalog updates
  • Serial Numbers: Import serial number assignments
  • Client Data: Import client information
  • Inventory Updates: Bulk status changes

Exporting Data

  • Complete Exports: Download all data for a section
  • Filtered Exports: Export only filtered/searched results
  • Custom Reports: Generate specific data combinations
  • Scheduled Exports: Set up automatic export schedules

Export Formats Available

  • Excel (.xlsx): Spreadsheet format for analysis
  • CSV: Comma-separated values for system integration
  • PDF: Print-ready formatted reports

Search & Filtering

Global Search Features

  • Quick Search: Search across all sections from the top navigation
  • Advanced Filters: Use multiple criteria to narrow results
  • Saved Searches: Save frequently used search criteria
  • Search History: Access recent searches quickly

Section-Specific Filtering

Client Filtering

  • Filter by client status (active/inactive)
  • Sort by name, creation date, or last activity
  • Search by company name or contact information

Product Filtering

  • Filter by category, status, or availability
  • Search by product name, SKU, or description
  • Sort by creation date, last updated, or alphabetically

Inbound/Outbound Filtering

  • Filter by status, date range, or client
  • Search by shipment number or description
  • Sort by creation date, expected date, or priority

Serial Number Filtering

  • Filter by status, product type, or location
  • Search by serial number or associated product
  • Sort by creation date or status change date

Mobile Interface

Mobile-Responsive Design

The application automatically adapts to mobile devices with:

  • Touch-Friendly Interface: Large buttons and easy navigation
  • Responsive Tables: Horizontal scrolling for data tables
  • Mobile Menu: Collapsible navigation for small screens
  • Quick Actions: Fast access to common operations

Mobile-Specific Features

Barcode Scanning

  • Camera Integration: Use device camera to scan barcodes
  • Batch Scanning: Scan multiple items in sequence
  • Offline Capability: Scan items even without internet connection
  • Sync When Online: Upload scanned data when connection is restored

Mobile Workflows

  • Receiving: Scan items as they arrive
  • Shipping: Verify items before dispatch
  • Inventory Checks: Quick status verifications
  • Location Updates: Update item locations on the go

Status Management

Product Status Types

Inbound Status Flow

  1. Pending: Awaiting arrival
  2. In Transit: Being shipped to facility
  3. Received: Arrived at facility
  4. Inspected: Quality control completed
  5. Available: Ready for outbound shipment

Outbound Status Flow

  1. Reserved: Allocated for shipment
  2. Preparing: Being prepared for shipping
  3. Ready: Prepared and waiting for dispatch
  4. Shipped: Dispatched to client
  5. Delivered: Received by client

Special Statuses

  • Damaged: Items with quality issues
  • Returned: Items returned by clients
  • Lost: Items that cannot be located
  • Recalled: Items recalled by manufacturer

Status Change Management

  • Bulk Status Updates: Change status for multiple items
  • Automated Workflows: Status changes trigger automatic actions
  • Approval Process: Require approval for certain status changes
  • Audit Trail: Complete history of all status changes

PDF Export & Printing

Document Generation

Shipping Documents

  • Packing Lists: Detailed item lists for shipments
  • Shipping Labels: Address and barcode labels
  • Delivery Receipts: Proof of delivery documents
  • Commercial Invoices: Detailed transaction records

Inventory Reports

  • Stock Reports: Current inventory levels
  • Movement Reports: Inbound/outbound activity
  • Serial Number Reports: Detailed tracking reports
  • Client Reports: Client-specific activity summaries

Print Optimization

  • Label Formats: Various label sizes and formats
  • Batch Printing: Print multiple documents together
  • Print Preview: Review before printing
  • Mobile Printing: Print from mobile devices

Document Customization

  • Company Branding: Add logos and company information
  • Custom Fields: Include additional data fields
  • Layout Options: Choose from different document layouts
  • Language Support: Multi-language document generation

Best Practices

Inventory Management

  1. Regular Updates: Keep product statuses current
  2. Serial Number Discipline: Ensure all items have unique serial numbers
  3. Quality Control: Use inspection status for quality assurance
  4. Client Communication: Keep clients informed of shipment status

Data Integrity

  1. Regular Backups: Export data regularly for backup purposes
  2. Validation: Use Excel import validation to ensure data quality
  3. Audit Trails: Review status change history regularly
  4. Error Correction: Address data inconsistencies promptly

System Performance

  1. Regular Cleanup: Archive old completed transactions
  2. Efficient Searching: Use filters to reduce data load
  3. Batch Operations: Use bulk operations for efficiency
  4. Mobile Sync: Ensure mobile data is synced regularly

Troubleshooting

Common Issues

Import Problems

  • File Format: Ensure Excel files match required templates
  • Data Validation: Check for required fields and correct formats
  • File Size: Large files may need to be split into smaller batches

Scanning Issues

  • Camera Permissions: Ensure browser has camera access
  • Lighting: Ensure adequate lighting for barcode scanning
  • Code Quality: Ensure barcodes are clear and undamaged

Performance Issues

  • Browser Cache: Clear browser cache if pages load slowly
  • Filter Usage: Use filters to reduce data load on large datasets
  • Mobile Connection: Ensure stable internet connection for mobile use

Getting Help

  • System Notifications: Watch for system messages and alerts
  • Error Messages: Read error messages carefully for guidance
  • Documentation: Refer to this manual for detailed instructions
  • Support: Contact system administrator for technical issues

This comprehensive manual covers all aspects of the SerialMapper Prisma inventory management system. For additional support or feature requests, please contact your system administrator.