Inventory Counting

Counting Sessions Window

Counting Session Window

• Look for Name field: It allows looking for items’ names via typing it.
• Scan button: It allows looking for items via scanner.
• Filter checkbox: It allows creating filters when looking for items.
  • Look for field: It allows looking for items via typing any item data.
  • In drop down: It allows choosing any type of data for item you are looking for.
  • Apply button: It allows applying filter set.
  • Back button: It allows voiding filter set.
• Ref.No field: It allows applying number to counting session.
• Memo field: It allows typing memo in the field.
• Full Inventory Count: It allows performing full inventory counting.
• Clear: It allows clearing all the changes for inventory counting.
• Save: It allows saving all the changes for inventory counting.
• Apply: It allows applying inventory counting to desktop.
• Print: It allows printing inventory counting from the device.

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Inventory Counting Screen on Handheld Device

• Site drop down: It allows choosing site for counting session.
• Refresh button: It allows refreshing all the settings.
• Apply button: It allows applying counting session from device.
• View button: It allows viewing counting session.
• Void button: It allows discarding counting session.
• Print button: It allows printing counting session.
• Close button: It allows closing screen with counting session.

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Partial and Full Inventory Count

The Inventory Counting screen allows you to perform counting on the current location for any item in the Item List.

Partial Inventory Count

Saving/Applying Partial Counting Session on Mobile App

1. In the mobile app, go to Main → Inventory → Inventory Counting
2. You can either scan items, find them on the list, or search them by filtering (either using the Look for Name field or tapping the Filter button).
3. Type in new quantities by tapping the item's name.

NOTE: You can assign new quantities to a specific bin location. To do so, after tapping the item's name, tap the "Tap here to add line" button at the bottom of the screen, then check the "Show All Bins" checkmark to show all available bins. Check the necessary bins to add them. Then type in the new quantity for each of the selected bins.

1. Specify a reference number for a counting session in the Ref. No. field if it’s needed.

If you have over 5000 items, this screen will not list all of them and will work as a lookup instead. In this case, using a barcode scanner is highly recommended, since finding items by filtering can take a long time.

Reviewing, Applying and Voiding Counting Sessions

Reviewing

1. In QuickBooks, go to File → HandiFox → Counting Sessions to continue working with new Counting Sessions.
2. Check any session you need to work with.
3. Click on View to review the session.

Applying

1. In QuickBooks, go to File → HandiFox → Counting Sessions to continue working with new Counting Sessions.
2. Check any session you need to work with.
3. Click on Apply and then Save to activate the counts and add them to the system.

NOTE: You can partially apply the session. To do so, uncheck the items for which you want to void the counting session in the Apply Counting Sessions screen, then hit Save. You will be prompted to confirm the voiding.

Sync your mobile device to see the result of the applied counting session in the mobile app.

NOTE: If you use Quickbooks Pro or Premier in multi-user mode, you will have to switch to single-user mode to apply adjustments. If you use Quickbooks Enterprise - you can apply adjustments in multi-user mode as well.

Voiding

1. In QuickBooks, go to File → HandiFox → Counting Sessions to continue working with new Counting Sessions.
2. Check any session you need to work with.
3. Click on Void to void the session. You will be prompted with a warning "All selected counting sessions will be voided and removed from the system. Do you want to continue?" - click on Yes to save, or No to cancel.

Full Inventory Count

1. In the mobile app, go to Main → Inventory → Inventory Counting on your device.
2. Check the Full Inventory Count checkbox.

By checking this, you confirm that all items in the list, except those that already have new quantity value, will have zero in the new quantity field. It facilitates a procedure when you are sure that all other items are absent and you have to include these results when counting. The system automatically sets all items' quantities that have no entry in the New Qty field to zero (0). After confirming this action, the Complete Inventory Counting text will change to red to indicate that full inventory counting is on. You can use the Clear button to restart counting. All previously saved results will be discarded. You can use the Back button to close the Inventory Counting window; if you decide not to save after clicking the Back button, then next time you open the Inventory Counting window the list will be populated with previously-saved values.

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Saving and Applying an Inventory Counting Session

In HandiFox you can save an inventory counting session to continue later.

1. In the mobile app, go to Main → Inventory → Inventory Counting on your device.
2. Count items by scanning, finding them on the list and typing in new quantities, or combining these two methods.
3. Tap Save to save your counting session in order to leave it and continue later.

In HandiFox you can save copy of counting session as a report on your desktop.

1. In the mobile app, go to Main → Inventory → Inventory Counting.
2. Choose any session from the list you need to print.
3. Choose the number of copies you need in Copy Number box.
4. Tap Print.
5. Tap Save to save the copy.

Only one counting session can be in progress at a time on every handheld device. Even if you log off and log in later as another user, the Inventory Counting window will still show the same counting session.

NOTE: If you use Quickbooks Pro or Premier in multi-user mode, you will have to switch to single-user mode to apply adjustments. If you use Quickbooks Enterprise - you can apply adjustments in multi-user mode as well.

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Printing Inventory Counting Results

On the Computer

1. In QuickBooks, go to File→ HandiFox → Counting Sessions.
2. Click on the counting session you need.
3. Click on Print.
4. Click OK to print the results.

In the mobile app

1. Go to Main → Inventory → Inventory Counting on your device.
2. Choose any session from the list you need to print.
3. Choose the number of copies you need in Copy Number box.
4. Tap on Print.

Sending the Inventory Counting Session reports' copy via email.

1. In the mobile app, go to Main → Inventory → Inventory Counting.
2. Choose any session from the list you need to print.
3. Choose the number of copies you need in the Copy Number box.
4. Tap Print.
5. Tap Fax to send it to fax.

You may need to manually apply a counting session on the computer, however you can disable the Manager Approval Requirement in the HandiFox Integrated Module in QuickBooks via File → HandiFox → Settings.

1. In the mobile app, go to Main → Inventory → Inventory Counting on your device.
2. Count items by scanning, finding them on the list, and typing in new quantities, or combining these two methods (scanning an item once to find it and then editing the new quantity).
3. Tap Apply to finalize and submit your counting session.
4. Sync your device. After that, it will be sent for manager approval (see Partial and Full Inventory Count section).

After a counting session has been applied, a new one cannot be started right away. The existing counting session has to be approved/voided by a manager in the desktop application, and the mobile app has to learn about this status change through synchronizing before a new counting session can be started.

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Approving, Voiding and Viewing an Inventory Counting Session

HandiFox allows the handheld user to perform and apply inventory counting sessions with or without manager's approval.

1. In QuickBooks, go to File → HandiFox → Settings → Inventory → Manager Approval is Required.
2. Uncheck or Check the Manager Approval is Required box.
3. Go to File → HandiFox → Counting Sessions to view counting sessions applied by handheld users•.

Applying Counting Session on Computer

•Only counting sessions that haven't been applied in the HandiFox Integrated Module, will appear in the Counting Sessions screen.

Voiding a Counting Session

In HandiFox you can void the counting session if you want to discard it.

In the mobile app.

1. In the mobile app, go to Main → Inventory → Inventory Counting.
2. Count items by scanning, finding them on the list and typing in new quantities, or combining these two methods (scanning an item once to find it and then editing the new quantity).
3. Tap Clear to discard the counts you have entered so far and start over•.

•Only saved counting sessions can be deleted, once the Inventory Counting Session has been applied on the device, it can only be voided in the Counting Sessions window. If there's no Manager approval required in HandiFox's Settings, the changes to Quantity on Hand will be applied as soon as the handheld device synchronizes

On the Computer.

1. In QuickBooks, go to File → HandiFox → Counting Sessions to continue working with new Counting Sessions.
2. Check any session you need to work with.
3. Click on Void to discard all the results and delete counting session or click on View, uncheck items and save the results.

HandiFox allows viewing counting sessions that were applied on the handheld device.

1. In QuickBooks, go to File → HandiFox → Counting Sessions.
2. Mark one or more counting sessions using the checkboxes in the leftmost column.
3. Click on View, HandiFox will show you the items counted in all sessions you marked with their old and new counts.

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