Managing Inventory

Item List

Item List Screen

The Item List allows navigating through the list of all items.

In this window you will find all active items of Inventory Part, Inventory Assembly, Other Charge (with fixed amount) and Service type with their sales descriptions and current quantities on hand (QOH). {{File:Infocircle.png | 30px]] Quantity on hand is shown in base units of measure. {{File:Infocircle.png | 30px]] Tapping on the column headers of the grid sorts the list alphanumerically.

If your company file contains more than 5000 active items of Inventory Part, Inventory Assembly, Service and Other Charge (with fixed amount) types (for HandiFox Multi-Location - more than 5000 items at current location) then the Item List opens blank. To see the items, type an item name or just first few symbols of it in the Look for Name field.

• Look for Name field

When the user types into the Look for Name field the system scrolls to the first name that starts with the entered sequence, and highlights it.

• Filter check box

Tap it to open the Item Filter window.

The Item Filter window is used to filter items that include what is input in the Look for Filter field.

If you have already used a filter then the previous filtering criteria are shown. The Look for field is empty if you open the Filter window for the first time.

Searches can be performed either by all fields (default criterion) or by one of the following specific fields:

  •Name
  •Description
  •Preferred Vendor
  •Man. Part Number
  •U/M
  •U/M Set

  Apply button
  Tap it to apply your criteria for filtering. If no item is found then the appropriate message appears.
  Back button
  Tap it to return to the Item List without changing or applying any filter.

The same filter can be found on the Inventory Counting screen.

• Scanner and Scan button

A barcode scanner can be used in this window to find required items. When you scan a barcode, the system highlights corresponding item. If the barcode is not assigned to any inventory item, then the error message “Cannot find scanned inventory item” appears. You can also tap the Scan button to scan a barcode with your device’s camera,

This button will appear on all screens where barcode scanning is applicable.

• Edit button

Tap it to open Item editor screen for the selected item.

• View QOH button

Tap it to open the QOH Viewer screen for the selected item.

Press Back button on the device to return to the Inventory window.

Only active items are displayed in the Item List.

Item Editor

The Item Editor allows the user to edit barcodes for selected item and review inventory item’s information.

Tabs

• The Item Editor screen opens with General tab active:

On the General tab you will find the following information (this information matches to the corresponding item's information in QuickBooks):

  •Item Name/No
  •Type
  •Subitem Of
  •Man. Part Number - Manufacturer’s Part Number
  •Asset Account
  •Reorder Point
  •On Hand - Quantity on Hand on current location
  •Avg. Cost - (Average Cost)
  •On P.O/S.O (this site/all sites) - Quantity in purchase or sales orders for current or all sites.

The user is not able to edit information on the General tab.

Avg. Cost doesn't appear on the tab if Show cost permission is disabled for the user.

• The second tab on Item Editor screen is Sales:

On the Sales tab you will find the following information:

  •Description on Sales Transactions
  •Quantity on Sales Orders for current location
  •Quantity on Sales Orders in total
  •Sales Price
  •Tax Code
  •Income Account

The user is not able to edit information on the Sales tab.
The Sales Price doesn't appear on the tab if Show cost permission is disabled for the user.

• The next tab on Item Editor screen is Purchase:

On the Purchase tab you will find the following information:

  •Description on Purchase Transaction
  •Quantity on Purchase Orders for current location and in total
  •Cost
  •COGS Account
  •Preferred Vendor
  •Purchase Tax Code (only for QuickBooks Canada)

The user is not able to edit information on the Purchase tab.
Cost doesn't appear on the tab if Show cost permission is disabled for the user.

The last tab on the Item Editor window is Barcode:

On the Barcode tab you will find the following information:

  •U/M Set name
  •List of Units of Measure with barcodes

"NONE" is displayed if no unit of measure is assigned to the inventory item. The abbreviation, number of ea (base units) and Barcode preview are shown for the currently selected unit of measure: "NONE" is also displayed if you use QuickBooks Pro (as it doesn't support Units of Measure). You can forbid a user to edit barcodes by disabling the corresponding permission. {{Info | The maximum length of the barcode that can be printed from HandiFox (Barcodes List window in QuickBooks Integrated Module) is 18 characters.))

  Save button
  Tap it to save barcode changes. The barcode you have entered must be unique, otherwise the system will not allow saving.
  Press Back button on the device to return to the previous Item List screen. Confirmation is needed if you want to leave the Item Editor without saving the barcode.

Each item can have several barcodes - one for each unit of measure from the u/m set assigned to the item.