Introduction

Using barcode scanners can significantly accelerate the check-in and check-out process, and we highly recommend their use. One of the key advantages of the ProStudio approach is that it not only facilitates sample check-in but also ensures that the correct sample is being validated.

Some key benefits are:

• Accuracy: Ensure the correct sample is checked in to the right location
• Efficiency: Scanning barcodes is faster and reduces the risk of errors compared to manual entry
• Traceability: Provides a clear record of when and by whom the sample was checked in
• Inventory Management: Helps maintain an organised inventory, making sample retrieval and management easier.

Prerequisites

Prerequisites before scanning products:

• Barcode or QR Code: Ensure you're using a scanner that supports both barcodes and QR codes
• Barcode Scanner: Set up and connect the barcode scanner to the computer running ProStudio. The scanner can be either wired or wireless
• Barcode Existence: Each photo sample should have a unique barcode attached, typically containing an ID or reference number that links to the product data in ProStudio
• Product Data Setup: Verify that ProStudio has the relevant product data imported, including the sample's ID or reference number
• Site Definitions: Make sure all sites where samples will be checked in are properly defined in ProStudio. [Please see article: Product Overview: Sites - Define your Physical Locations]
• Sample existence: Ensure all samples are present and available

Check-in/-out Process 

This process can be used to either check a sample into or out of the studio, and can be performed for individual items or in bulk. 

We recommend using the bulk function as this is faster. The bulk check-in uses the Search and Scan feature that can be found on the General Product Listing page.

Using the "Search and Scan" function

This is an effective way to perform bulk scanning before you check in samples. The benefit of the search and scan function is that it will continue to exist until you clear the list.

Use the following process:

1. Select the "Product" listing and click on "Search and Scan."
2. Place the cursor at the search field
3. Scan the Barcode on each photo sample 
   • If the product exists it will be visible as a single line item in ProStudio 
4. Verify that it is the correct sample
5. Continue scanning the next sample
6. Once all samples are scanned, confirm that the count is correct
7. Click on Action > Check-in
8. Select the site where you want to check the samples in
   • At this stage, you can add a note or additional information about the sample. This may be useful if you are lending the sample out

Using a regular search function

You can also use the regular search function, which is ideal for checking in or out a single sample coming into the studio.

Use the following process:

1. Select the "Product" listing

   • This can be from the general listing or a specific Work Order
   • If selecting from a Work Order, ensure the product is listed within that order

2. Place the cursor in the search field

3. Scan the barcode on each photo sample

   • If the product exists, it will appear as a single line item in ProStudio

4. Verify that it is the correct sample(s)

5. Click on Action > Check-in

6. Select the site where you want to check the samples in

• At this point, you can add a note or additional information to the sample. This can be useful if you're lending out the sample