worksmart! territory manager: performing audits with...

Performing Audits with workSmart! V5.0

Mobile Workforce Confidential and Proprietary P a g e | 1

workSmart! Territory Manager:

Performing Audits with workSmart!

(Version 5.0)

Copyright Notice

© Copyright 2013 Mobile Workforce, Inc. All rights reserved.

Mobile Workforce, Inc. has copyright ownership of the Mobile Workforce-workSmart! applications and other software related

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medium or machine-readable form without prior consent, in writing, from Mobile Workforce, Inc. All Mobile Workforce, Inc. software

is licensed in accordance with the terms and conditions of the purchase, lease, or license agreement by which this software product

was acquired. No ownership of Mobile Workforce, Inc. software products is transferable. Law prohibits the use of this software

beyond the terms of one or more of the aforementioned agreements, without the written consent of Mobile Workforce, Inc. Microsoft,

Windows, and Internet Explorer are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or

other countries. WorkSmart!, workSmart!-Mobile, workSmart!, are registered trademarks of Mobile Workforce, Inc.



Contents 1. Audit Goal............................................................................................................................................. 3

1.1. Basic steps: .................................................................................................................................... 3

1.2. Additional Resources .................................................................................................................... 4

1.3. Hardware Requirements:............................................................................................................... 4

2. Performing Audits using the worksmart Audit Tools. .......................................................................... 5

2.1. Audit Each Inventory Location ..................................................................................................... 5

2.1.1. Audit on workSmart! LT: ..................................................................................................... 5

2.1.2. Audit on workSmart! iBreeze: .............................................................................................. 6

2.1.3. Audit on workSmart! Tempest .............................................................................................. 6

2.1.4. Auditing Tips ........................................................................................................................ 7

2.2. Sync with office ............................................................................................................................ 7

2.3. “Make it So” for loose items. ........................................................................................................ 7

2.3.1. Updating WorkSmart ............................................................................................................ 7

2.3.2. What about the kitted items? ................................................................................................. 8

2.3.3. Repeat the above for each inventory location. ...................................................................... 8

2.4. Audit Reports ................................................................................................................................ 8

2.4.1. Combined SKU/Lot Report .................................................................................................. 8

2.4.2. The Combined By Location .................................................................................................. 9

2.5. Resolve any issues with the manufacturer .................................................................................. 11

2.6. Adjust the inventory in workSmart as needed ............................................................................ 11

2.7. You are done! .............................................................................................................................. 11

2.8. Things to carefully watch for. ..................................................................................................... 11

2.9. Make It So ................................................................................................................................... 12

3. Performing Audits using Excel or Text files. ..................................................................................... 14

3.1. Audit File format ......................................................................................................................... 14

3.1.1. Loose Parts Audit File......................................................................................................... 14

3.1.2. Loose parts, and items in kits. ............................................................................................. 15

3.2. Send the file to Mobile workforce Support ................................................................................. 15

4. Need Help? Contact us! ...................................................................................................................... 16



1. Audit Goal Get an accurate count of your physical on hand inventory, update workSmart! to match your

physical count and tell the manufacturer what you have.

There are two basic approaches. The first one is to use the audit functions built into workSmart

iBreeze, Tempest, and LT to audit each inventory location. The resulting audit files are synced to

office. This is the preferred solution as it prevents data manipulation errors. The second approach is

using excel, or text files, to manually record the inventory. This solution is not preferred as it tends

to introduce errors due to typing errors and issues with Excel transforming numeric item numbers

and lot numbers.

1.1. Basic steps: Audit items in each location. Audit kits and loose items, using the workSmart audit tools to

create audit files.

Sync Audit files to web.

Use "Make it so" function to update inventory location based on audit results. Repeat for each

inventory location.

Total everything up for an overall distributor wide total using the workSmart on hand report.

Compare to what the manufacturer thinks the distributor has.

Update workSmart inventory with any final adjustments.

workSmart Audits

Audit location using iBreeze or Tempest or LT

Sync Audit Files to web.

Group all Audit files for overall Audit

Make it So, update inventory locations with loose parts

Kits Updated on workSmart as part of upload.

Comparison Report Audit vs original on hand.

Generate Rollup Report

END

Distributor Action

Manual Step

workSmart! Function



1.2. Additional Resources WorkSmart! Quick Guide to an iBreeze Audit: Associate Edition

WorkSmart! Quick Guide to an LT Audit

Quantity Barcode Cheat Sheet

1.3. Hardware Requirements: iBreeze

o iPhone IOS 4.0 +

o iPad IOS 4.0 +

o iPod IOS 4.0+

o Opticon Blue tooth scanner

workSmart! LT (Intended for complete Audit Functionality)

o Lap top with at least 4GB of RAM (Netbooks are generally too under powered)

o Desk top with at least 4GB of RAM

o USB tethered scanner

workSmart! Tempest

o Android OS Tablet (Android OS version 2.3 or greater)

o USB tethered scanner.

o Pidion BIP-6000 Combination Android PDA/laser scanner



2. Performing Audits using the worksmart Audit Tools.

2.1. Audit Each Inventory Location Using workSmart iBreeze 1.0.32 or greater, or workSmart LT 1.2 or greater, create an audit

record. Each audit record will include the name of the inventory location, a date and time of the

audit, and the sku, lot#, expiration date, and quantity of the items scanned. One or more audit

records can be created per inventory location. The audit wizard will prompt you to select an

inventory location for each new audit record.

Use workSmart! iBreeze 1.1 or great,er workSmart! LT or workSmart! Tempest to audit Kits,

recording the kit sku, identifier, and the items that are part of the kit. The kit information is kept

as part of the audit file, and included in the information synced to the office.

2.1.1. Audit on workSmart! LT:

Click submit when you have

finished the audit file

Click add to add items to your audit file

Select the workSmart! location you are auditing

Click save if you are not done with your file to go back later

Click to

remove items

not yet added Scan or type in product information

Select “Kit” and from the drop down menu identify

the specific kit you are auditing Select “Loose

Item” for

auditing loose

inventory.



2.1.2. Audit on workSmart! iBreeze:

2.1.3. Audit on workSmart! Tempest

Select the workSmart! location you are

auditing

Click submit when you have

finished the audit file

Click Save If

you are not

done with

your file to

go back later

Add product

manually Scan product

Enter a

reason



2.1.4. Auditing Tips

If needed, multiple audit records per location can be created, as they can be combined

later. Try to limit each audit file to at most about 100 items.

2.2. Sync with office After completing the audit record(s). SUBMIT it, and perform a SYNC WITH OFFICE. The audit

record will be synced up to workSmart on the website, so the distributor inventory manager

can use the audit information.

Kits will be immediately updated in workSmart with the audit results.

Loose items will not be updated in workSmart until the “Make it So” step is completed.

2.3. “Make it So” for loose items.

2.3.1. Updating WorkSmart

On the workSmart! Territory Manager web site, update workSmart! with the audit results

for each inventory location.

Be sure all the audit files the location have been synced to the office.

Select ALL the audit files for a location, and select the Adjust Inventory button.

The next page shows a report showing the audited amount, items received and

transferred out since the audit was taken, the current on hand numbers, and the



calculated new total. The user can then make immediate adjustments if needed. Select

the Make It So! button to update the inventory location contents.

2.3.2. What about the kitted items?

The kits have already been updated, and are not included in the current On Hand

numbers. All kitted items are not changed during the Make It So! process. Only the loose

items are updated.

2.3.3. Repeat the above for each inventory location.

2.4. Audit Reports Once the audit files have been all synced to the office, now they can be combined into single

groupings per inventory location, or a single grouping for the entire distributor. This groupings

can be then used to generate the necessary audit reports.

2.4.1. Combined SKU/Lot Report

Select the required audit files and run the report to generate a

full rolled up overall count by SKU and lot for the entire distributor.

2.4.1.1. Inventory Audit Report

This report shows all the inventory in the distributorship rolled up by sku and lot.

This report can be used as the overall distributor inventory report that the distributor

can send to the manufacturer.

Manufacturer Sku Description Lot Number Expiration Audit Qty Unit Price Subtotal

MWF Mfg M-1000 Screwdriver 2468 02/2015 232 150.00 34,800.00

MWF Mfg M-1000 Screwdriver 2468AC 1 150.00 150.00

MWF Mfg M-1000 Screwdriver 45645 03/2013 3 150.00 450.00

MWF Mfg M-1000 Screwdriver 951159 10 150.00 1,500.00

MWF Mfg M-1000 Screwdriver NONE 1 150.00 150.00

MWF Mfg M-1004 Cannulated Drill 4mm NONE 5 98.00 490.00

MWF Mfg M-1005 Cannulated Drill 5mm 789 02/2012 18 98.00 1,764.00

2.4.1.2. On Hand Comparison

This comparison shows the audit results to the overall on hand report. This can be

used by the distributor to identify variances and inventory control issues.

Manufacturer Sku Description Lot Number Expiration Audit Qty

On Hand

Difference Unit Price Extended Price

MWF Mfg M-1000 Screwdriver 000000000o9ingh 0 4 4 $ 150.00 $ 600.00

MWF Mfg M-1000 Screwdriver 1234 0 0 0 $ 150.00 $ -

MWF Mfg M-1000 Screwdriver 12345 0 22 22 $ 150.00 $3,300.00

MWF Mfg M-1000 Screwdriver 123456 10/2011 0 12 12 $ 150.00 $1,800.00



2.4.1.3. Consigned Comparison

This report shows the current on hand inventory along with Manufacturer owned

consigned inventory. Comparing with the Mfg consigned amount is only useful if we

have the consignment report from the Mfg. Currently we have it for Acumed in the

data feed and for Arthrex distributors on an ad hoc basis.

Manufacturer Sku Description

Lot Number

Expir ation

On Hand Inbox

OnHand-Inbox

MfgConsigned

OnHand-MfgCons

igned Unit Price Extended Price

MWF Mfg M-1000 Screwdriver 000000000o9ingh

4 0 4 0 4 $ 150.00 $ 600.00

MWF Mfg M-1000 Screwdriver 1111 05/2014 4 0 4 0 4 $ 150.00 $ 600.00

MWF Mfg M-1000 Screwdriver 1234

9 2 7 0 9 $150.00 $ 1,350.00

MWF Mfg M-1000 Screwdriver 12345

22 0 22 0 22 $ 150.00 $ 3,300.00

2.4.2. The Combined By Location

The report generated by the button shows the inventory status

broken down by inventory location.

2.4.2.1. Inventory Audit Report

This is a report on the selected audit files, with the data broken down by inventory

location, but rolled up by sku and lot. This provides a snapshot of what the audit

results are for each inventory location.

Audit Number Manufacturer Location Sku Description Lot Number Expiration Kit Number Audit Qty

L0952BB673442 MWF Mfg .Office A-Sample-kit For demonstrative purposes SAMPLE-KIT 42

1

L0952BB673442 MWF Mfg .Office M-1000 Screwdriver 2468 02/2015

1

L0952BB673442 MWF Mfg .Office M-1000 Screwdriver 2468 02/2015 A-Sample-kit:SAMPLE-KIT 42 1

L0952BB673442 MWF Mfg .Office M-1000 Screwdriver 2468AC

A-Sample-kit:SAMPLE-KIT 42 1

L0952B0C01EB7 MWF Mfg .Office M-1000 Screwdriver 45645

3

L0952B0C01EB7 MWF Mfg .Office M-1000 Screwdriver 951159

10

L0952BB673442 MWF Mfg .Office M-1004 Cannulated Drill 4mm NONE

5

L0952BB673442 MWF Mfg .Office M-1005 Cannulated Drill 5mm 789

18

L09521AFF36A5 MWF Mfg Lynn Lewis M-1000 Screwdriver 2468

230

L09521AFF36A5 MWF Mfg Lynn Lewis M-1000 Screwdriver NONE

1

2.4.2.2. On Hand Comparison

This report shows the audit results compared to the on hand quantity recorded in

workSmart, broken down by inventory location. The "Adjusted On Hand" the on hand

amount as recorded in workSmart, less any items that have been sold, and are

recorded on an order that has not been submitted yet. Such items are still recorded

as on hand in workSmart, because the order has not been submitted yet. Think of the

"Adjusted On Hand" amount as the expected physical count if the On Hand amount

was correct.



The Difference column is therefore the variance between the expected physical

count, and the actual physical count results.

Manufacturer Location Sku Description Lot Number Expiration Audit Qty On Hand Qty

Adjusted On Hand Difference Unit Price

Extended Price

MWF Mfg .Office M-1000 Screwdriver 1234

0 -1 -3 -3 150.00 -450.00

MWF Mfg .Office M-1000 Screwdriver 2468 02/2015 1 1 -2 -3 150.00 -450.00

MWF Mfg .Office M-1000 Screwdriver 2468aC

0 1 1 1 150.00 150.00

MWF Mfg .Office M-1000 Screwdriver 2468tia 05/2014 0 38 38 38 150.00 5,700.00

MWF Mfg .Office M-1000 Screwdriver 45645 03/2013 3 4 4 1 150.00 150.00

MWF Mfg .Office M-1000 Screwdriver 4564564 01/2017 0 1 1 1 150.00 150.00

MWF Mfg .Office M-1000 Screwdriver 951159

10 0 0 -10 150.00 -1,500.00

2.4.2.3. Make It So

This report is used to update the workSmart inventory location to accurately reflect

the results of the audit, and take into account inventory changes at the location since

the physical audit due to new orders, new inventory added to the location, and any

transfers of inventory into and out of the location.

Description of the quantity columns:

Audit Quantity : This is the rolled up physical count result.

Order: This is the count of the item in pending orders in the order in box. These are orders that were created before the physical count, but have not been processed.

Transfers In: Amount of new inventory transferred into the location since the count.

Transfers Out: Amount of inventory transferred out to other locations since the count.

Received: Amount of new inventory (for this sku and lot) received into the location since the count.

Processed: Amount of this sku and lot deducted from inventory in orders processed since the count.

On Hand: The current on hand amount for this sku and lot.

Adjusted On Hand: The workSmart On Hand amount taking into account the transactions since the count.

Make it So: This is the audit quantity+Orders+Transfers in-Transfers out+Received-Processed.

o Order Amount added, so when they are processed and deducted, the resulting count matches the physical count.

o Transfers In added, since they add to the physical amount on hand. o Transfers Out subtracted, since the items have been physically removed since

the count. o Received added, since they add to the physical amount on hand. o Processed subtracted, since the items have been physically removed since the

count.

Manu facturer Location Sku

Descrip tion

Lot Number Expiration Audit Qty Order

Transfer In

Transfer Out Received Processed

On Hand

Adjusted On Hand

Make It So

MWF Mfg .Office M-1000 Screwdriver 1234 0 2 0 0 0 0 -1 -3 2



MWF Mfg .Office M-1000 Screwdriver 2468 02/2015 1 3 0 0 0 0 1 -2 4

MWF Mfg .Office M-1000 Screwdriver 2468aC 0 0 0 0 0 0 1 1 0

MWF Mfg .Office M-1000 Screwdriver 2468tia 05/2014 0 0 0 0 0 0 38 38 0

MWF Mfg .Office M-1000 Screwdriver 45645 03/2013 3 0 0 0 0 0 4 4 3

MWF Mfg .Office M-1000 Screwdriver 4564564 01/2017 0 0 0 0 0 0 1 1 0

MWF Mfg .Office M-1000 Screwdriver 951159 10 0 0 0 0 0 0 0 10

MWF Mfg .Office M-1000 Screwdriver NONE 0 7 0 0 0 0 0 -7 7

MWF Mfg .Office M-1000 Screwdriver sdfsdf 03/2008 0 0 0 0 0 0 3 3 0

2.5. Resolve any issues with the manufacturer Typically this will involve identifying items that were missed in the audit or issues caused by

incorrect lot selection.

2.6. Adjust the inventory in workSmart as needed Receive items that were not included in the audit, or perform other adjustments as needed. To

adjust inventory , use the inventory search for the SKU/Lot to identify the specific part

2.7. You are done!

2.8. Things to carefully watch for. We have found that with some older “netbook” laptops, workSmart LT appears to run slowly,

specifically, it takes one or two seconds to for the scanned item to come up on the audit after

being scanned. This quickly becomes frustrating. The delay is due to a shortage of memory on

the netbook, which causes workSmart LT to take longer than expected to parse the scanned

barcode retrieve the catalog information for the scanned item. Newer laptop computers, and

desktop computers do not appear to have this issue. Refer to Sec. 1.3.



2.9. Make It So Updating workSmart Inventory locations using the Make It So function.

Log in as a user with inventory manager user privileges and navigate through the Inventory

tab to View inventory audits.

Select an Audit Group, such as Feb 2013 Audit.

This will Show the audit files for the grouping.

Select all the audit files for a single Inventory Location. Then Select the

Button.



The next page shows the calculated audit results for the location. Make any adjustments to the

loose items in the Make It So column, then click on the button to update the loose

items in the inventory location.

The Make it So screen shall show kits as the top level item (Kit sku and kit identifier), but the kit

contents are not shown. When the Make It So button is pressed, only the displayed loose

items are updated.

Repeat the above steps for each inventory location.



3. Performing Audits using Excel or Text files. Sometimes sales reps cannot perform an audit using workSmart, and can only capture audit data

into a basic Excel File. Here are some tips for creating the files.

Create one file per inventory location.

Record the inventory location name as the file name.

Record the sku (or item number) for each item, the lot number, and the quantity. The item

expiration date should be included as well, but it is not absolutely necessary. If there isn't a lot

or serial number for the item, leave the lot number blank.

Kit contents can be recorded as well, by showing the kit type (template), and the kit identifier

for each item in the kit.

Be careful recording SKUs and Lots that are all numbers. Excel will remove leading zeros. Format

the SKU and Lot columns as TEXT fields.

3.1. Audit File format

3.1.1. Loose Parts Audit File

Create an excel file with the data in the below columns.



3.1.2. Loose parts, and items in kits.

3.2. Send the file to Mobile workforce Support Once the file is complete, immediately forward the file to Mobile Workforce Support, who can

import the excel into workSmart as an audit file.



4. Need Help? Contact us! Mobile Workforce Support Team

Phone: 360-874-2424

Email: [email protected]

Hours: 6:00am-6:00pm PST Monday – Friday

*Note: If additional support is desired that would otherwise fall outside of the normal hours of operation

please put in your request a week prior to your auditing date and we will do our best to work with your

schedule.
mailto:[email protected]

worksmart! territory manager: performing audits with...

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