Scanning

Warehouse scan screens are phone-sized screens for work on the warehouse floor. Each screen does one job, with a large scan box, big buttons and nothing else around them. This version has the Lookup, Put away, Move, Mark damaged, Pick, Return to stock and Count screens.

#Before you start

• You need Warehouse › Scan › View all in your permission group. Owners and Admins can always scan. Screens that change stock will also need that area's own permission.
• Any of these can read codes:

#Open the scan menu

Select Scan under Warehouse in the left navigation. The scan menu fills the whole screen and shows one tile for each scan screen you can use.

Every scan screen has a top bar with the screen's name and a menu (⋮) holding your name, Mute sounds and Exit scan mode. Screens opened from the scan menu also have a back arrow that returns to it. Exit scan mode takes you to the Warehouse overview, or to your dashboard when your permission group does not include the Warehouse overview. The menu closes when you tap anywhere outside it.

#Scan a code

The scan box is ready as soon as a screen opens: point the scanner at the label and scan. There is no button to press. If you have tapped somewhere else on the screen, the next scan still goes into the scan box.

To type a code instead, for example a bin's name, type it into the scan box and press Enter. A typed code is only looked up when you press Enter, so a pause while typing never sends half a code.

Scanners that send no Enter at the end are looked up a moment after the scan finishes, including scanners that deliver the whole code at once; codes of one or two characters need Enter.

Pasting a code into a scan screen's box looks it up straight away.

• A green banner and a short beep confirm what was found. A red banner and a lower tone mean the code was not accepted; the banner says why. Phones that support it also vibrate.
• The box empties as soon as a code is sent, so you can scan the next label straight away; scans are looked up in the order you made them. If a code is rejected and nothing else has been scanned, it returns to the box, highlighted, so the next scan replaces it.
• The banner flashes briefly in its colour so you can tell the result at a glance.
• The screen stays awake while a scan screen is open.

Scan screens read:

• Warehouse stock labels and bin labels, in either the GS1 or the URL QR format (a URL QR is read on the device, exactly like the matching GS1 code);
• older 3PL stock labels and bin labels, which keep working;
• a stock unit's own barcode;
• a bin's name or code, typed into the box.

The Locations list also has a scan box: scanning a bin label there opens that location's profile.

#Lookup

Lookup tells you what a label is and where it is. Select Lookup on the scan menu, then scan goods or a bin.

Goods show:

• the product, its code, expiry, batch, quantity, manufacture date, warehouse and bin ("Not in a bin" when the stock has not been put away in one);
• the receipt (GRN) it came in on and the date it was received;
• Damaged or Out of stock when that applies;
• 3PL stock for goods held for a 3PL customer. They are shown for information only and are managed in the 3PL module.

Goods also show:

• their condition: Saleable, Awaiting put-away, Damaged, Dispatch area, Quarantine or No location;
• for damaged goods, the reason, the note, who marked them and when;
• Same batch elsewhere: up to 20 other bins in this warehouse holding the same product, batch and expiry, with how much is in each. Tap one to look up that bin. Damaged stock and 3PL stock are not counted here, and goods with no batch don't show this list;
• History, newest first (the latest 20 entries): received, put away, moved, split, marked damaged, picked for or issued on a GIN (a pick that was undone reads "then unpicked", with a separate "Unpicked from GIN" entry), picked outside the picking rules (with the reason given), written off, returned to vendor or repaired (naming the SCR, RTV or REP document), transferred and stocked out. A write-off or repair that was undone because the stock changed at the same moment is not listed. With permission to view GINs, transfers, receipts or damage and disposition documents, Open shows the document.

3PL stock shows its condition only: its damage details, history and the same batch elsewhere are kept in the 3PL module.

When you have Warehouse › Stocks › View, goods that are not 3PL stock also show Print label, which opens their stock label in a new tab.

With Warehouse › Stocks › Edit, goods that are not 3PL stock and still have stock left show Move (in a warehouse with location management on), Mark damaged (unless already damaged) and, for goods waiting in the receiving bay, Put away; each opens that scan screen (Moving stock, Put-away) with the goods already scanned.

With Warehouse › Damage & disposition › Edit, damaged goods that are not 3PL stock and still have stock left also show Return to stock, which opens that scan screen with the goods already scanned.

A bin shows its name, where it sits (for example "Zone A › Rack A1 › A1-3B"), its type, code and warehouse, and how much stock it holds now, for example "On hand: 2 stock units, 620 units". 3PL stock in the bin is included, because it takes up the space.

A bin that a stock count is counting right now shows Being counted by the counter's name and the count's number. While it shows, the Warehouse screens (Move, Put away, Pick, Undo pick, Write off, Return to stock and Receive) won't move stock into or out of that bin. Old pages and 3PL are not held: the count catches their changes when it is reviewed.

In a warehouse with location management on, Lookup also shows the location's purpose (and whether it comes from the rack or zone above), its positions per bin and, for a bin, the positions used and its occupancy. For every location it lists the contents — up to the first 20 stock records stored there, with product, batch, expiry and quantity. When there are more, the heading says so, for example Contents (first 20 of 37).

Older label means the code is an older 3PL stock or bin label, printed before Warehouse labels existed. It still works; print a new label to replace it when you can.

Stock barcode means the code was the stock unit's own barcode, the one stored on its stock record, rather than a Warehouse label. It still works; print a Warehouse label when you can, because it also carries the batch and expiry.

#Put away

Put away appears in the scan menu for people with Warehouse › Scan › View all and Warehouse › Stocks › Edit. Scan received goods, then the bin you put them in. See Put-away. The overview's Put-aways pending tile counts the goods still waiting and its Put-aways tile counts today's put-aways; see the Warehouse overview.

#Move and Mark damaged

Move (move stock to another bin, whole or in part) and Mark damaged (flag damaged stock where it is) appear in the scan menu for people with Warehouse › Scan › View all and Warehouse › Stocks › Edit. See Moving stock.

#Pick

Pick (pick goods for issue notes) appears in the scan menu for people with Warehouse › Scan › View all and Warehouse › Issues › Edit. Choose an issue, go to the suggested bin, scan the bin and the goods, and confirm the quantity. See Picking.

#Return to stock

Return to stock (put repaired goods back on sale) appears in the scan menu for people with Warehouse › Scan › View all and Warehouse › Damage & disposition › Edit. Scan damaged goods, then a saleable bin. A try after a refusal finishes the repair document the first try created, with its quantity. See Return to stock screen.

#Count

Count counts the bins of a stock count one by one: choose the count, scan a bin, scan each item in it, then finish the bin. It needs the Stock counts Edit permission as well as Scan › View all.

#Mute sounds

Open the menu (⋮) and select Mute sounds. This silences the beeps on this device only; the banner and the vibration stay. Select Turn sounds on to hear them again.

#Errors you may see

#Current limitations

• The scan screens in this version are Lookup, Put away, Move, Mark damaged, Pick, Return to stock and Count.
• Office screens (receipts, issues, profile pages) do not have a scan box yet.