Managing Inventory

From HandiFox Desktop Wiki
Jump to navigation Jump to search

Inventory Screen

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


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

Info-sign.png 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.

Infocircle.pngPress the "Back" button Backbutton.PNG 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). {{File:Infocircle.png | 30px]] Quantity on hand is shown in base units of measure. Infocircle.png Tapping on the column headers of the grid sorts the list alphanumerically.

Info-sign.png 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.

Infocircle.png 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.

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

  •Preferred Vendor
  •Man. Part Number
  •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.
Info-sign.png The same filter can be found on the Inventory Counting screen.

[Back to top]

  • 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,

Info-sign.png 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.

Info-sign.png Only active items are displayed in the Item List.

[Back to top]

Item Editor

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



  • 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
  •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.

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

Infocircle.pngAvg. 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

Infocircle.pngThe user is not able to edit information on the Sales tab.
Infocircle.pngThe 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
  •COGS Account
  •Preferred Vendor
  •Purchase Tax Code (only for QuickBooks Canada)

Infocircle.pngThe user is not able to edit information on the Purchase tab.
Infocircle.pngCost 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

Infocircle.png "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: Infocircle.png "NONE" is also displayed if you use QuickBooks Pro (as it doesn't support Units of Measure). Infocircle.png 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.
Info-sign.png 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

  • Look For field allows looking for item via typing its data in the field. You can specify type of data in All Fields drop-down menu.
  • Search bitton allows applying filters for items searching.
  • 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 item selected in the list.
  • Adjust Quantity button allows changing QOH for items.
  • Desred QOH allows setting desired quantity on hand for items.
  • Export allows exporting QOH report in xls file.
  • Close button allows closing QOH Viewer window.

Quantity on Hand (QOH) is a minimum quantity for inventory in stock. In HandiFox you can check Quantity on Hands for items.

  1. On the desktop, go to File> HandiFox> QOH Viewer.
  2. Use filters to find the specific item.
  3. Click Export button to export QOH table in xls file if it is needed.

Adjust Quantity Desired QOH

[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:
  • No multi-location/single location enabled:

To create Transfer in HandiFox with multi-location/single location enabled, open Fie>HandiFox>Inventory Site Manager to create sites. Tap New to add site's name via typing in Site Name field and tap Save button to save changes. Sync your device to send data to the app.

How to Create Fill in the app:

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

How to Create Fill in the desktop:

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

[Back to top]