Introduction

Check-in can be done using a regular search function. This can be performed by identifying the sample by product name, product number, type of product, etc. Storing product data in ProStudio adds value to the check-in process.

Key benefits include:

• 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

Before you start checking in samples, here are some prerequisites:

• 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.

Steps to follow:

1. Select the "Product" listing and click on "Search and Scan"
2. Place the cursor in the search field
3. Search the product by any relevant identification, e.g. product number, SKU number, product name, etc. 
   • If you have a list in Excel, you may copy + paste a full list of product in the search field
4. Verify that the sample(s) have a corresponding Product ID
5. Continue with all the samples
6. At the end of the process, check for quality
7. Click on Action > Check-in
8. Select the site 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 the regular search function

It is also possible to use the regular search function.This can be useful if it is a single sample coming into the studio that needs checkin-in/-out.

Steps to follow:

1. Select the "Product" listing
   • This can be performed on the General Products Listing or on 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 of each photo sample
   • If the product exists it will be visible as a single line item in ProStudio 
   • If you paste an Excel list you may get multiple results
4. Verify the sample(s)
5. Click on Action > Check-in
6. Select the site 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