How to use the Scanner (X-Series) app for Android

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The Scanner app turns your Android device into a powerful mobile barcode scanner. Count inventory and receive stock orders using the camera right from your mobile phone or tablet with no additional hardware required. 

Signing in to Scanner app

To sign in to Scanner app using your Retail POS Account details, follow the steps below:

1. Tap the Account tab and then tap the Sign in to Retail POS button.

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2. Enter your Retail POS store URL and tap Next.

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3. Enter your account email/username and password to sign in to your Retail POS store, and tap Sign In.

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Starting an inventory count

Select any existing counts shown in the Current view to get started, or to create an inventory count in the Scanner app, tap the + (plus) button in the top right corner of the screen.

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Choose whether to Count now or Schedule count for a later date.

If you choose to Count now, you will be asked to specify which outlet the count will be taking place in (Outlet) and to name the count (Count name).

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If you choose Schedule count, you will need to specify the start date and time for this count.

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Once you have made one of the above selections, you will need to choose which products to include in your count. You can either choose to include All products or Specific products.

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If you choose Specific products, you can specify which products you'd like to include in the count by filtering by product name, supplier, brand, type, tag or SKU.

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Tap Start in the top right to start counting now or Save if you have scheduled this count for a later date.

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  Important

The first time you start a count in Scanner app, the app will need to process a full sync of your product database. This can take some time depending on the size of your product catalog but will only need to be performed once.

Counting products with Scanner app

To begin counting products, use the in-app camera to scan a product barcode.

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You can also manually input the quantity of a product by tapping on it from the list.

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Once you have finished counting all your products, tap Finish located top right of the app. Your count will now be ready for review and approval in Retail POS.

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Review and approve your count in Retail POS

Reviewing your count

Once your count is submitted, you'll need to review your counted items in Retail POS on desktop.

To do this, open Retail POS on desktop and navigate to Inventory > Inventory count. Find the in-progress inventory count from the list.

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Click the inventory count name to open it and then click Review.

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When you open the review page, you will see five tabs along the top:

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  • Unmatched: This lists all items that had a count greater or less than the expected amount. This includes items where you expected a negative amount and counted 0.
  • Matched: This lists all items you've counted where the total counted equals the expected amount.
  • Uncounted: This lists all items where the total counted is 0. This includes items with an expected count of 0.
  • Excluded: Any items you manually exclude from your count.
  • All items.

Review the items in your count, especially the unmatched and uncounted items. If you have discrepancies, you can:

  • Tick the box next to an item, and choose to exclude the item from the count
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  • Tick the box next to an item, and choose Recount items. This will set the count for these items to zero, so you can count the items again.
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  • Click Resume and count the items again
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At the bottom of the inventory count table, you will see the overall gain or loss (click the information icon to open the breakdown), as well as the cost totals.

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Once you've checked and confirmed your inventory count, and are satisfied all items are accounted for, click Complete.

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Remember, don't do this until all of your staff have completed and saved their counts on their Android devices.

  Note

If you have any uncounted items, we'll alert you. The inventory count for these items will be set to 0 when you click submit.

Once you've clicked complete, the count will now show in the completed list in both Scanner app and Retail POS.

Receive inventory (stock orders and transfers)

The Scanner app can also be used to count products when receiving stock orders and transfers.

Scan barcodes directly from your Android device and ensure that you received what you ordered, catch supplier/outlet errors sooner and keep your inventory quantities accurate. 

Count products for an existing stock order or transfer

1. Tap Receive

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2. Select the open or sent purchase order that you wish to count. Review the order preview to ensure it is the correct order, then tap Receive.

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3. Use your Android device camera to focus on the barcode to automatically scan each product you are counting.

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  Note

You can tap on a product to expand and manually increase or decrease the quantity. 

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4. Once all products have been scanned, tap Finish.

5. Review the counted quantity and tap Save.

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  Important

If the counted quantities do not match the order, the Scanner app will alert you to this. To proceed with the counted quantities tap Save, or to recount the products, tap Resume count.

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6. On desktop, sign in to Retail POS.

7. Navigate to Inventory > Stock control.

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8. Identify the order you are receiving, using filters if necessary, and click Receive.

9. Confirm that the received amounts and supply prices are correct and click Receive to complete

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Create a new stock order and count products

1. Tap Receive.

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2. Tap the + (plus) button to open a new stock order.

3. Enter the stock order details:

  • Supplier: Select the supplier for the order, although the order can be created without choosing a specific supplier if you desire.
  • Deliver to: Select the outlet you wish to deliver the stock to. It is mandatory to choose an outlet.
  • Supplier invoice number: When you order stock your supplier may include an invoice number. If you already have the invoice number, you can input this here for your supplier's reference. This field is optional.
  • Delivery Date: This is the expected date of delivery for the order. This automatically populated with the current date and time.
  • Order Number: The order number is generated by Retail POS when you select the outlet on the basis of the outlet settings. You customize this to your preference.
  • Note: Add custom information to your orders, like personal reminders or approval notes - the free-form Notes field lets you add these to your orders and search them for future reference. This field is optional.

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4. Tap Start.

5. Review the order information you have entered and tap Receive.

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6. Scan the products to be received using the barcode scanner, or use the Search products field to search for products by keywords.

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  Note

You can tap on a product to expand and manually increase or decrease the quantity. 

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7. Once all products have been scanned, tap Finish.

8. Review the counted quantity and tap Save. If you want to add more products, tap Resume count and repeat step 7.

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9. On desktop, sign in to Retail POS.

10. Navigate to Inventory > Stock Control.

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11. Identify the order you are receiving, using filters if necessary, and click Receive.

12. Confirm that the received amounts and supply prices are correct, then click Receive to complete.

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Additional Information

  • The purchase order and/or stock transfer must be finalized using Retail POS on desktop. 
  • Only orders in Sent and Open states can be counted in the app.
  • Orders containing composite products cannot be counted in the app.
  • When receiving using the Scanner app, only the product quantities can be adjusted, supply prices cannot be edited. This must be done in Retail POS on desktop.
  • Multiple users can receive at the same time, but only via the Scanner app (do not add quantities via web and the Scanner app simultaneously).
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