Difference between revisions of "Inventory Counting"

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=Counting Sessions Window=
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==[[File:comp.png | 36px]] Counting Sessions Window==
 
[[File:CountSession.PNG|500px|thumb|right|Counting Session Window]]
 
[[File:CountSession.PNG|500px|thumb|right|Counting Session Window]]
 
*'''Look for Name field:''' It allows looking for items’ names via typing it.  
 
*'''Look for Name field:''' It allows looking for items’ names via typing it.  
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<br>
 
<br>
  
=Inventory Counting Screen on Handheld Device=
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==[[File:tabletandroid.png | 36px]] Inventory Counting Screen on Handheld Device==
 
[[File:InvCountScreen.png | 250px | left]]<br>
 
[[File:InvCountScreen.png | 250px | left]]<br>
 
<br>
 
<br>
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<br>
 
<br>
  
=Partial and Full Inventory Count=
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==[[File:tabletandroid.png | 36px]] Partial and Full Inventory Count==
 
+
The '''Inventory Counting''' screen allows you to perform counting on the current location for any item in the [[Managing_Inventory#Item_List|Item List]].
In HandiFox you can perform inventory counting choosing items you need.
+
===Partial Inventory Count===
#On the app, go to ''Main → Inventory → Inventory Counting''   
+
[[File:CountSessionSaveApply-smallcompress.gif|300px|thumb|right|Saving/Applying Partial Counting Session on Mobile App]]
#Count items by scanning, finding them on the list and typing in new quantities, or combining these two methods.  
+
#In the mobile app, go to ''Main → Inventory → Inventory Counting''   
 +
#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).
 +
#Type in new quantities by tapping the item's name.
 +
<div align="left" style="width: 95%; border-style: solid; border-width: thin; border-color: gray; background-color: #f8f9fa"><table cellspacing="5"><td></td> <td>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.</td></table></div>
 
#Specify a reference number for a counting session in the '''Ref. No.''' field if it’s needed.
 
#Specify a reference number for a counting session in the '''Ref. No.''' field if it’s needed.
 
<br>
 
<br>
[[File:CountSessionSaveApply-smallcompress.gif|300px|thumb|right|Saving/Applying Partial Counting Session on Mobile App]]
+
 
{{Infoshort | 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.}}
+
{{Infoshort | 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.}}
 
<br>
 
<br>
 +
 +
===[[File:comp.png | 36px]] Reviewing, Applying and Voiding Counting Sessions===
 +
==== Reviewing ====
 +
#In QuickBooks, go to ''File → HandiFox → Counting Sessions'' to continue working with new Counting Sessions.
 +
#Check any session you need to work with.
 +
#Click on ''View'' to review the session.
 +
==== Applying ====
 +
#In QuickBooks, go to ''File → HandiFox → Counting Sessions'' to continue working with new Counting Sessions.
 +
#Check any session you need to work with.
 +
#Click on ''Apply'' and then ''Save'' to activate the counts and add them to the system.
 +
: <div align="left" style="width: 95%; border-style: solid; border-width: thin; border-color: gray; background-color: #f8f9fa"><table cellspacing="5"><td></td> <td>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.</td></table></div>
 +
{{Infoshort | Sync your mobile device to see the result of the applied counting session in the mobile app.}}
 +
: <div align="left" style="width: 50%; border-style: solid; border-width: thin; border-color: gray; background-color: #e6701f"><table cellspacing="5"><td>[[File:Info-sign.png]]</td> <td>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. </td></table></div>
 +
 +
==== Voiding ====
 
#In QuickBooks, go to ''File → HandiFox → Counting Sessions'' to continue working with new Counting Sessions.  
 
#In QuickBooks, go to ''File → HandiFox → Counting Sessions'' to continue working with new Counting Sessions.  
 
#Check any session you need to work with.  
 
#Check any session you need to work with.  
#Click on ''Apply'' to activate the counts and add them to the system.
+
#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.
 
<br>
 
<br>
'''Full Inventory Count'''<br>
+
 
#On the app, go to ''Main → Inventory → Inventory Counting'' on your device.  
+
===Full Inventory Count===
 +
#In the mobile app, go to ''Main → Inventory → Inventory Counting'' on your device.  
 
#Check the '''Full Inventory Count''' checkbox.
 
#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 to zero (0) to that have no entry in the New Qty field.
+
[[File:Info-sign.png]]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.
 
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 '''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.
+
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.
 +
<br><br>
 +
 
 +
{{Gototop}}
 
<br>
 
<br>
{{Gototop}}
 
 
<br>
 
<br>
  
=Saving and Applying an Inventory Counting Session=
+
==[[File:tabletandroid.png | 36px]] Saving and Applying an Inventory Counting Session==
  
 
In HandiFox you can save an inventory counting session to continue later.  
 
In HandiFox you can save an inventory counting session to continue later.  
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#Tap ''Print''.
 
#Tap ''Print''.
 
#Tap ''Save'' to save the copy.
 
#Tap ''Save'' to save the copy.
 +
{{Info | 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.}}
 +
: <div align="left" style="width: 50%; border-style: solid; border-width: thin; border-color: gray; background-color: #e6701f"><table cellspacing="5"><td>[[File:Info-sign.png]]</td> <td>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. </td></table></div>
 +
<br>{{Gototop}}
 
<br>
 
<br>
{{Gototop}}
+
===[[File:comp.png | 36px]] Printing Inventory Counting Results ===
<br>
+
''<big>'''On the Computer'''</big>''
=== Printing Inventory Counting Results ===
 
''<big>'''In the desktop app'''</big>''
 
 
#In QuickBooks, go to ''File→ HandiFox → Counting Sessions''.  
 
#In QuickBooks, go to ''File→ HandiFox → Counting Sessions''.  
 
#Click on the counting session you need.
 
#Click on the counting session you need.
Line 100: Line 122:
 
#Tap on ''Print''.
 
#Tap on ''Print''.
  
===Sending the Inventory Counting Session reports copy via email.===
+
===[[File:tabletandroid.png | 36px]] Sending the Inventory Counting Session reports' copy via email.===
 
#In the mobile app, go to ''Main → Inventory → Inventory Counting''.  
 
#In the mobile app, go to ''Main → Inventory → Inventory Counting''.  
 
#Choose any session from the list you need to print.
 
#Choose any session from the list you need to print.
#Choose the number of copies you need in Copy Number box.
+
#Choose the number of copies you need in the Copy Number box.
 
#Tap ''Print''.
 
#Tap ''Print''.
 
#Tap ''Fax'' to send it to fax.
 
#Tap ''Fax'' to send it to fax.
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[[File:Infocircle.png|30px]] <big>You may need to manually apply a counting session on the computer, however you can disable the Manager Approval Requirement in the [[QuickBooks_Integration#QuickBooks_Integration|HandiFox Integrated Module in QuickBooks]] via ''File → HandiFox → Settings''.</big>
 
[[File:Infocircle.png|30px]] <big>You may need to manually apply a counting session on the computer, however you can disable the Manager Approval Requirement in the [[QuickBooks_Integration#QuickBooks_Integration|HandiFox Integrated Module in QuickBooks]] via ''File → HandiFox → Settings''.</big>
  
# In the app, go to ''Main → Inventory → Inventory Counting'' on your device.  
+
# In the mobile app, go to ''Main → Inventory → Inventory Counting'' on your device.  
#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).
+
#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).
 
#Tap ''Apply'' to finalize and submit your counting session.  
 
#Tap ''Apply'' to finalize and submit your counting session.  
 
#Sync your device. After that, it will be sent for manager approval (see [[Inventory Counting#Partial and Full Inventory Count|Partial and Full Inventory Count]] section).
 
#Sync your device. After that, it will be sent for manager approval (see [[Inventory Counting#Partial and Full Inventory Count|Partial and Full Inventory Count]] section).
  
{{Info | 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 [[QuickBooks_Integration#QuickBooks_Integration|desktop app]], and the mobile app has to learn about this status change through synchronizing before a new counting session can be started.}}
+
{{Info | 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 [[QuickBooks_Integration#QuickBooks_Integration|desktop application]], and the mobile app has to learn about this status change through synchronizing before a new counting session can be started.}}
 
<br>
 
<br>
 
{{Gototop}}
 
{{Gototop}}
 
<br>
 
<br>
  
=Approving, Voiding and Viewing an Inventory Counting Session=
+
==[[File:tabletandroid.png | 36px]] [[File:comp.png | 36px]] Approving, Voiding and Viewing an Inventory Counting Session==
  
HandiFox allows the handheld user to perform and apply inventory counting sessions with or without approval.
+
HandiFox allows the handheld user to perform and apply inventory counting sessions with or without manager's approval.
 
#In QuickBooks, go to ''File → HandiFox → Settings → Inventory → Manager Approval is Required''.
 
#In QuickBooks, go to ''File → HandiFox → Settings → Inventory → Manager Approval is Required''.
#Uncheck or Check the'''Manager Approval is Required''' box.
+
#Uncheck or Check the '''Manager Approval is Required''' box.
 
#Go to ''File → HandiFox →  Counting Sessions'' to view counting sessions applied by handheld users<big>•</big>.
 
#Go to ''File → HandiFox →  Counting Sessions'' to view counting sessions applied by handheld users<big>•</big>.
 +
[[File:ApplyCountSessionDesktop.gif|500px|thumb|right|Applying Counting Session on Computer]]
 
<br>
 
<br>
 
 
{{Infoshort | <big>•</big>Only counting sessions that haven't been applied in the [[QuickBooks_Integration#QuickBooks_Integration|HandiFox Integrated Module]], will appear in the '''Counting Sessions''' screen.}}
 
{{Infoshort | <big>•</big>Only counting sessions that haven't been applied in the [[QuickBooks_Integration#QuickBooks_Integration|HandiFox Integrated Module]], will appear in the '''Counting Sessions''' screen.}}
 
<br>
 
<br>
=== Voiding a Counting Session ===
+
===[[File:tabletandroid.png | 36px]] [[File:comp.png | 36px]] Voiding a Counting Session ===
In HandiFox you can void counting session if you want discard it.
+
In HandiFox you can void the counting session if you want to discard it.
 
<br>
 
<br>
 
<br>
 
<br>
 
'''<big>''In the mobile app.''</big>'''
 
'''<big>''In the mobile app.''</big>'''
#In the app, go to ''Main → Inventory → Inventory Counting''.  
+
#In the mobile app, go to ''Main → Inventory → Inventory Counting''.  
 
#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).
 
#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).
 
#Tap ''Clear'' to discard the counts you have entered so far and start over<big>•</big>.
 
#Tap ''Clear'' to discard the counts you have entered so far and start over<big>•</big>.
 
<br>
 
<br>
{{Info | <big>•</big>Only saved counting sessions can be deleted, once the an 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 set in [[QuickBooks_Integration#QuickBooks_Integration|HandiFox's Settings]], the changes to Quantity on Hand will be applied as soon as the [[QuickBooks_Integration#Synchronization|handheld device synchronizes]]}}
+
{{Infoshort | <big>•</big>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 [[QuickBooks_Integration#QuickBooks_Integration|HandiFox's Settings]], the changes to Quantity on Hand will be applied as soon as the [[QuickBooks_Integration#Synchronization|handheld device synchronizes]]}}
 
<br>
 
<br>
'''<big>''On the desktop.''</big>'''
+
'''<big>''On the Computer.''</big>'''
 
#In QuickBooks, go to ''File → HandiFox → Counting Sessions'' to continue working with new Counting Sessions.
 
#In QuickBooks, go to ''File → HandiFox → Counting Sessions'' to continue working with new Counting Sessions.
 
#Check any session you need to work with.  
 
#Check any session you need to work with.  

Latest revision as of 16:20, 23 September 2021

Comp.png 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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Tabletandroid.png Inventory Counting Screen on Handheld Device

InvCountScreen.png




  • 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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Tabletandroid.png 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.


Info-sign.png 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.


Comp.png 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.
Info-sign.png Sync your mobile device to see the result of the applied counting session in the mobile app.
Info-sign.png 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.

Info-sign.pngBy 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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Tabletandroid.png 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.
Info-sign.png 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.
Info-sign.png 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.


[Back to top]


Comp.png 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.

Tabletandroid.png 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.


Infocircle.png 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).
Info-sign.png 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.


[Back to top]


Tabletandroid.png Comp.png 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


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


Tabletandroid.png Comp.png 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.


Info-sign.png 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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