How scans are saved
When you scan stock in, the site decides whether each scan is saved straight away or waits in a cart until you press Save. This only affects stock in. Stock out and case scans always record at once.
Who can: Owner, Admin, Member, Inventory manager Changing the setting needs a role that manages site settings.
The three ways to save
Where: Settings › Scanning › Stock-in commit mode
See also Scanning settings.
- Batch (review cart before saving). Every scan goes to a cart. You check it, fill in anything missing, then save.
- One-shot (save each scan immediately). Each scan is saved as soon as it is read. There is no cart.
- Hybrid (one-shot when GS1 expiry present). A scan with an expiry in the barcode is saved straight away. A scan without one goes to the cart.
With and without an expiry
Every item in stock needs an expiry date. Some barcodes carry only the product number and no date. What happens depends on the setting.
| Setting | Barcode has an expiry | Barcode has no expiry |
|---|---|---|
| One-shot | Saved now | The Expiry needed sheet asks for the date printed on the label |
| Hybrid | Saved now | Goes to the cart, marked add expiry to save |
| Batch | Goes to the cart | Goes to the cart, marked add expiry to save |
A product you just linked or created from an unknown barcode follows the same table, using the lot and expiry from the code you scanned.
The Expiry needed sheet
On a one-shot site, a barcode with no expiry opens Expiry needed. Type the date from the label in Expiry date. Lot is optional and starts with the lot from the barcode if it had one. Tap Add to save the item.
Skip leaves the item out. Closing the sheet any other way also skips it. The message then reads "Skipped … nothing added".
The cart
The cart sits at the bottom of the scanner on a phone, and below the camera on a larger screen. Collapsed, it shows how many items and units are in it, any problem, and Save. Tap Review to open it.
Each row shows the product and lets you:
- set the Expiry date. A date read from the barcode is tagged from barcode.
- change Qty.
- change Lot, when the lot was read from the label rather than the barcode.
- pick a location, if your site uses storage locations.
- remove the row with the bin icon.
A row without an expiry shows "Not in the barcode. Copy the 'Use by' date from the label." and the cart says how many items need an expiry date.
The button reads Save N items. If a row still has a problem, Save doesn't save. It opens the cart and takes you to the first row to fix. Rows are kept on your device, so closing the scanner doesn't lose them.
Rows that don't go through
- Not added. The app refused the row, for example "Already in stock" for a serial number. It stays in the cart so you can remove it. See Repeat scans, serials and boxes.
- Waiting to sync. You were offline (see Install and work offline). The row is kept on your device and sent when you reconnect. A failed row has a Retry button.
On a one-shot site the cart only shows if it already has rows, for example from before the site changed setting.
Finishing
Tap Done at the top left of the scanner when you're finished. After stock in, it opens Inventory filtered to Added while scanning, so you can check what you just saved. If the cart still has unsaved items, Done asks first: Save and finish, Keep scanning, or leave without saving (the rows stay in the cart on this device).
Related
- Reading labels can fill a missing lot or expiry for you.
- Undo