Watch the video on YouTube with timestamps in the description for ease of navigation. If you prefer to read how to Use Heat Seal, just continue with the article below.
The Heat Seal feature requires configuration. If you wish to start using Heat Seal in your system, please contact firstname.lastname@example.org with your request.
- Scanning your Heat Seal barcode
You may scan or enter your heat seal barcode in the barcode field near the top of the Detail Invoice screen (Pic 1.1). If that field is not visible in your system, your system has not been configured to use barcodes, please contact email@example.com to request this. If you are using a scanner, it’s very important that your cursor is in that field prior to making your scan.
Next, scan or enter your barcode. If you are manually inputting it, you will need to press “Enter” on your keyboard to commit the barcode (Pic 1.2). If you are using a scanner, it will automatically commit it to the system.
- Detailing the Barcode
When the Barcode is committed by scanning it or pressing “Enter” on your keyboard. The system will create an empty item with the barcode and display a creation confirmation at the bottom-left of the screen (Pic 2.1). At this point, the system is waiting for you to detail the barcode.
In this case, we’ve created a D/C Shirt that’s also Blue, with a Check pattern and of a Polyester material (Pic 2.2). All these details will be stored with the barcode. The next time the barcode returns to the store, when the employee scans it, the item will load exactly as it was created.
Finally, we commit our barcode to the system by saving the invoice, most commonly this will happen by pressing the green print button at the bottom-right, or using one of the print options under the More Options button (Pic 2.3).
- Recalling Barcodes
Once the barcode has been created, to use it in the system you just need to scan or enter the barcode value into the Barcode field (Pic 3.1). Once the barcode is entered, the system will register the item tied to that barcode, with all the details it was created with (Pic 3.2).
- Common Errors
The system will protect users from making certain mistakes with barcodes. For example, if a barcode is already in an open order that has not been picked up and the user tries to apply it again to another invoice, the system will display an error notifying them that the barcode is already in an open order and tell them the invoice number (Pic 4.1).
If a user attempt to apply a barcode belonging to one customer to an invoice for a different customer, the system will display an error letting them know that barcode belongs to a different customer and tell them the customer’s name (Pic 4.2).
If the user tries to duplicate a barcode on an invoice, the system will display an error notifying them that the barcode has already been included in the invoice (Pic 4.3).
- Tailoring and Press Only
If the garment needs to be tailored, the system will add a tailoring job tied to that barcode and will duplicate the barcode for the Tailoring job (Pic 5.1). Tailoring jobs are the only exception to the no duplicate barcodes rule.
In the case that an item returns for the Press Only service, the service type and price will be modified according to the price list, but the barcode and the details will be retained (Pic 5.2).
In both cases, the next time the barcode returns to the store, when scanned it will always show the service it was originally created for. For example, in our case, we created this barcode for Dry Cleaning. So, if we process a Tailoring or Press Only order when the barcode returns to the store and is scanned, it will appear for Dry Cleaning.
- Common Barcode Settings
There are several settings that cleaners utilize with the Barcode feature. All of these must be configured, you may request them by emailing firstname.lastname@example.org.
A. Requiring a Barcode – This prevents the user from adding an item to the Invoice Detail screen unless it has a barcode.
B. Requiring Item Modifiers – This requires the user to enter any combination of Color, Upcharge, Pattern, Material and/or Designer per item. For example, if I require Color and add a Jacket, before I can add the next item, I must assign the Jacket a Color.
C. Disabling the Quantity Buttons – If you only use barcodes, you only need a quantity of 1 per item. This setting locks the quantity at 1 and disables the quantity buttons so the users can’t accidentally enter a quantity other than 1 for a specific barcode.
D. Auto Barcodes – This feature allows you to enter multiple items without a barcode, for example, 5 items. When all 5 items are entered, the user enters one barcode into the barcode field and the system will assign a barcode for the remaining items in sequence. If the barcode entered is M00001, the system will start from 1 and assign the remaining items M00002, M00003, M00004, M00005. This is a bit faster because the employee does not have to enter the barcode for each item. However, it requires that the barcode numbering be in a sequence. Also, this setting is not compatible with requiring a barcode, as the items must be entered without a barcode prior to them being assigned one.