Managing Inventory

The inventory functionality of Handifox allows you to review the items and do various operations with them.

Inventory Screen

This is the Inventory screen that opens from the Main screen:

• Item List button - Tap it to go to Item List.
• Inventory Counting button - Tap it to go to the Inventory Counting screen.
• P.O. Center button - Tap it to go to the P.O. Center screen.
• Bin Locations button - Opens the Bin Location List screen.
• Build Assembly button - Tap it to open the New Assembly screen.

Access to Inventory Counting and P.O. Center screens are enabled or disabled based on current user’s permissions and the status of Inventory function defined in the license.

Press the "Back" button on the device to return to the Main window.

[Back to top]

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).
Quantity on hand is shown in base units of measure.
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 the current location) then the Item List opens blank. To see the items, type an item name or just the first few symbols of it in the Look for Name field.

Filter Items

• Look for Name field

When you type into the Look for Name field the system scrolls to the first name that starts with the entered sequence and highlights it

• Filter checkbox

Tap it to open the Item Filter window.

The Item Filter window is used to filter items that include what is typed 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 in all fields (default criterion) or in 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 corresponding 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.

[Back to top]

• Scanner and the Scan button

A barcode scanner can be used on this screen to find the required items. When you scan a barcode, the system highlights the 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 the Item editor screen for the selected item.

• View QOH button

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

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

Only active items are displayed in the Item List.

[Back to top]

Item Editor

Item Editor allows the user to edit barcodes for the selected item and review the inventory item’s information. Select the necessary item in the items list and tap the Edit button.

Tabs

• The Item Editor screen opens with the General tab active:

On the General tab you will find the following information (this information matches 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 the 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.

It is not possible to edit the 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 the Item Editor screen is Sales:

On the Sales tab you will find the following information:

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

It is not possible to edit the 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 the Item Editor screen is Purchase:

On the Purchase tab you will find the following information:

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

It is not possible to edit the 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 screen 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.

The maximum length of the barcode that can be printed from HandiFox (Barcodes List window in QuickBooks Integrated Module) is 18 characters.

Tap the Save button to save barcode changes. The barcode you have entered must be unique, otherwise, the system will not allow saving.
Press the Back button on the device to return to the previous Item List screen. Confirmation is needed if you want to leave the Item Editor screen 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.

[Back to top]

Quantity on Hand

Quantity on Hand (QOH) is a minimum quantity for inventory in stock. QOH Viewer provides you with the item's quantity on hand values on each inventory site, and on each bin within the current site.

On the desktop, go to File → HandiFox → QOH Viewer. You will see the following buttons:

• Look For field allows looking for the item via typing its data in the field. You can specify the type of data in the All Fields drop-down menu.
• Search button allows applying filters for searching the items.
• Reset button allows resetting filter results.
• Refresh button allows retrieving the latest QOH information and clearing filters as well.
• View Details allows viewing details for the item selected in the list.
• Adjust Quantity button allows changing the QOH for items.

Adjust Quantity is available only with Single Inventory Site setting in Quickbooks

• Desired QOH allows setting the desired quantity on hand for items.
• Export allows exporting a QOH report in an xls file.
• Close button allows closing the QOH Viewer window.

How to check the QOH for items in Handifox Desktop:

1. On the desktop, go to File → HandiFox → QOH Viewer.
2. Use filters to find the specific item.
3. You can double-click the item to see additional information.
4. Click the Export button to export the QOH table in an xls file if it is needed.

How to adjust quantity in HandiFox desktop:

1. On the desktop, go to File → HandiFox → QOH Viewer.
2. Click the Adjust Quantity button.
3. Select the item you want to edit the quantity for.
4. Type new quantity for the item in the New Qty column.
5. Type number in the Ref.No.: field if it is needed.
6. Type memo in the Memo field if it is needed.
7. Click the Save button to save changes or the Cancel button to discard them.

Adjust Quantity is available only with Single Inventory Site setting in Quickbooks

How to set the desired QOH in HandiFox desktop:

1. On the desktop, go to File → HandiFox → QOH Viewer.
2. Qlick the Desired QOH button.
3. Choose the location of the items you want to set the desired QOH for in the Location drop-down menu.
4. Use filters to find the specific item.
5. Select item you want to change the desired QOH for.
6. Type the desired QOH in the Desired QOH column.
7. Click the Save button to save changes or the Cancel button to discard them.
8. Use the Import button to import data from an xls file or the Export button to export data to an xls file. You can also print a table with the desired QOH using the Print button.

[Back to top]

Transfers between Sites

Inventory transfer transports items from one location to another. In HandiFox, you can create transfers and fill them with inventory to send them to any site you need.

Multi-location enabled in QuickBooks

Mobile application

How to Create Fill in the mobile app:

1. In HandiFox app, go to Main → Transfer → Create Fill to fill transfer with inventory.
2. Choose the site you want to create a transfer for and add a comment in the Comment field if it is needed, tap the Next button.
3. Change the transfer number in the Tr.No.: field via typing it if it is needed.
4. Add items using the Find button, or Scan to find items via barcodes. You can also type the item’s name in the field and tap the Add button to add the item you need. Type the item’s quantity you want to add to the transfer in the Qty field.
5. Tap the Memo tab to create a memo for the transfer.
6. Tap the U/M data to change the Unit of Measure. Use the drop-down box and tap the OK button to save changes. To discard changes, tap the Cancel button.
7. Tap the S button to set a Serial Number for the chosen item. Type it or use a barcode scanner. Tap OK to save changes. To discard changes, tap the Cancel button.
8. Tap the Save button to save changes or use the Apply&Save button to save and apply the transfer (you cannot edit applied transfers).
9. Sync your device to send new data to the desktop.

How to Create Quick Transfer in the mobile app:

1. In HandiFox app, go to Main → Transfer → Quick Transfer to create an inventory transfer.
2. Select transfer type:
   1. Receive Inventory from other site
   2. Send inventory to other site
3. Tap the Next button. Choose the site you want to transfer inventory from/to. Fill in the Comment field if it is needed and tap the Next button.
4. Change transfer number in the Tr.No.: field via typing it if it is needed.
5. Add items using the Find button, or the Scan button to find items via barcodes. You can also type the item’s name in the field and tap the Add button to add items you need. Type the item’s quantity you want to add to the transfer in the Qty field.
6. Tap the Memo tab to create a memo for the transfer.
7. Tap the U/M data to change the Unit of Measure. Use the drop-down box and tap the OK button to save changes. To discard changes, tap the Cancel button.
8. Tap the S button to set a Serial Number for the chosen item. Type it or use a barcode scanner. Tap OK to save changes. To discard changes, tap the Cancel button.
9. Tap the Save button to save changes or use the Apply&Save button to save and apply the transfer (you cannot edit applied transfers).
10. Sync your device to send new data to the desktop.

[Back to top]

Desktop application

How to Create Fill on the computer:

1. On the desktop, go to File → HandiFox → Transfer Center and click the Create Fill button.
2. Select source and target site using Source Site and Site to Fill Transfer for drop-down menu.
3. Check the Generate Transfer checkbox to generate a transfer.
   1. Add items to the transfer based on Sales rates: choose the time period using the drop-down menu. Check the checkbox if the account for the item is already at the target site.
   2. Add items to the transfer based on the Desired QOH Level.
4. Click the Next button to continue or use the Cancel button to discard the steps made before.
5. Change the transfer number if it is needed via typing it in the Transfer No.: field.
6. Choose the item in the drop-down menu, type the item's quantity you want to transfer via typing it in the Transfer Qty column. Choose the Unit of Measure for the item in the U/M column in the drop-down menu.
7. Click the Add Item button to add items in the list. Use the Delete Item button to delete chosen items from the list.
8. Add a memo using the Memo field if it is needed.
9. Click the Save button to save the transfer or click Apply to apply the transfer.

How to receive a transfer on the computer:

1. On the desktop, go to File → HandiFox → Transfer Center.
2. Select the transfer you want to receive (you can receive only applied transfers).
3. Click the Receive button and the received quantity of items via typing it in the Receive Qty column. If you receive all items, check the Receive all checkbox.
4. Use the Print button to print Receive Transfer list.
5. Add a memo using the Memo field if it is needed.
6. Click the Apply button to apply changes or Save to save them.

How to edit a transfer on the computer:

  ! This option works only for the transfers that are not yet applied.

1. On the desktop, go to File → HandiFox → Transfer Center. Choose the not yet applied transfer from the list and click the View/Edit button.
2. Change the transfer number by typing it manually in the Transfer No.: field.
3. Use the drop-down menu in the Item column to change the item.
4. Use the drop-down menu in the U/M column to change the unit of measure for the item.
5. Click the S button in the corresponding row in the Item number column to specify a serial number in the field. Click the OK button to save changes or use Cancel to discard changes.
6. Use the Add Item button to add an item to the list if it is needed.
7. If you want to delete the item from the list, select it and click the Delete Item button.
8. Type a memo in the Memo: field if it is needed.
9. Click the Save button to save changes.

[Back to top]

No Multi-Location Enabled in Quickbooks

How to Create Sites

To create a Transfer in HandiFox with no multi-location/single location enabled, you need to create sites first. To do so, open File → HandiFox → Inventory Site Manager to create sites. Tap New to add the site's name via typing in the Site Name field and click the Save button to save changes. Sync your device to send data to the app. See how to assign your device to a site.

How to Fill a Site with Inventory

NOTE: You can make all items available across all existing mobile sites by going to Quickbooks → File → HandiFox → Settings → check "All items are available at all locations"

1. In Quickbooks, go to File → HandiFox → Create Item List by Site
2. In the drop-down menu, select a site you want to fill with the inventory. You will then see the box filled with the Inventory available on your Main site and the box filled with the Inventory on your chosen site (blank if the site is new)
3. Either check the Select all checkbox or select the necessary items from your Main site manually
   1. You can select several items at once by holding down the Ctrl or Shift key
   2. You can search for the necessary item by typing its name or several symbols of it in the Look for Item field
4. When you are ready, click the Add > button to add the selected items to the chosen site.
5. Click Save to save the changes
6. Sync your device to send data to the app.

Mobile Application

How to Create Fill in the mobile app:

1. In HandiFox app, go to Main → Transfer → Create Fill to fill transfer with the inventory.
2. Choose the site you want to create a transfer for and add a comment in the Comment field if it is needed, tap the Next button.
3. Change the transfer number in the Tr.No.: field via typing it if it is needed.
4. Add items using the Find button, or the Scan button to find items via barcodes. You can also type the item’s name in the field and tap the Add button to add it. Type the item’s quantity you want to add to the transfer in the Qty field.
5. Tap the Memo tab to create a memo for the transfer.
6. Tap U/M data to change the Unit of Measure. Use the drop-down box and tap the OK button to save changes. To discard changes, tap the Cancel button.
7. Tap the S button to set a Serial Number for the chosen item. Type it or use a barcode scanner. Tap OK to save changes. To discard changes, tap the Cancel button.
8. Tap the Save button to save changes or use the Apply&Save button to save and apply the transfer (you cannot edit applied transfers).
9. Sync your device to send new data to the desktop.

[Back to top]

Desktop Application

How to Create Fill on the computer:

1. On the desktop, go to File → HandiFox → Transfer Center and click the Create Fill button.
2. Select the source and target sites using Source Site and Site to Fill Transfer for drop-down menu.
3. Check the Generate Transfer checkbox to generate a transfer.
4. Add items to the transfer based on Sales rates: choose the period you need to form sales rate using the drop-down menu. Check the checkbox if the account for the item is already at the target site. Desired QOH Level.
5. Click the Next button to continue or use the Cancel button to discard the steps made before.
6. Change the transfer number if it is needed via typing it in the Transfer No.: field.
7. Choose the item in the drop-down menu, type the item's quantity you want to transfer via typing it in the Transfer Qty column. Choose the Unit of Measure for the item in the U/M column in the drop-down menu.
8. Click the Add Item button to add items to the list. Use the Delete Item button to delete chosen items from the list.
9. Add a memo using the Memo field if it is needed.
10. Click the Save button to save the transfer or click Apply to apply transfer.

How to receive a transfer on the computer.

1. On the desktop, go to File → HandiFox → Transfer Center.
2. Select the transfer you want to receive (you can receive only applied transfers).
3. Click the Receive button and add the received quantity of the items via typing in the Receive Qty column. If you receive all items, check the Receive all checkbox.
4. Use the Print button to print the Receive Transfer list.
5. Add a memo using the Memo field if it is needed.
6. Click the Apply button to apply changes or Save to save them.

[Back to top]