Difference between revisions of "Multi-Location"

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== Overview ==
 
== Overview ==
  
HandiFox allows tracking of inventory levels across multiple '''inventory sites'''. Each site represents a physical location where quantities on hand need to be tracked independently.
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HandiFox allows tracking inventory levels across multiple '''inventory sites'''. Each site represents a physical location where quantities on hand need to be tracked independently.
  
 
When you start working with HandiFox, there is only one site, '''Main''', which by default contains the entirety of your stock.
 
When you start working with HandiFox, there is only one site, '''Main''', which by default contains the entirety of your stock.
 
{{Info | All transactions coming from a connected QuickBooks company are considered to belong to the Main site and modify its inventory levels.}}
 
 
 
You can create additional inventory sites in HandiFox and add inventory to them by transfers or QoH adjustments.
 
You can create additional inventory sites in HandiFox and add inventory to them by transfers or QoH adjustments.
  
{{Info | If you have a QuickBooks company connected and use '''departments/locations''' inside QuickBooks, you can associate a HandiFox site with a department/location. In this case, transactions from QuickBooks that belong to a certain department will be automatically assigned to the corresponding HandiFox site. ''Note that every HandiFox site can be associated with only one department, and <u>this association cannot be changed</u>.''}}
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: If you have a QuickBooks company connected, all transactions coming from it are considered to belong to the Main site and modify its inventory levels by default. However, if you use '''departments/locations''' inside QuickBooks, you can associate a HandiFox site with an existing department/location. To do so, go to ''General → Site Manager'' → create\edit an inventory site → select an ''associated QuickBooks location'' in the dropdown menu → Save. After this, transactions from QuickBooks that belong to a certain department will be automatically assigned to the corresponding HandiFox site. ''Note that each HandiFox site can be associated with only one department, and <u>this association cannot be changed</u>.
  
When HandiFox mobile app is installed on a new device and synchronized, the device is assigned to a specific site. ''Each device can only see or work with inventory present at its assigned site.''
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When HandiFox mobile app is installed on a new device and synchronized, the device must be assigned to a specific site. ''Each device can only see or work with inventory present at the site it's assigned to.''
  
Site assignment can be changed in the web app (requires [[User_Permissions | permission]]: ''Web Permissions → General → Device Manager'') or in the mobile app itself (requires [[User_Permissions | permission]]: ''Handheld Permissions → Admin → Switch Sites'').
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Site assignment can be changed in the web app under ''General → Device Manager'' (requires [[User_Management#User_roles | permission]] for the user: ''Web Permissions → General → Device Manager'') or in the mobile app itself (requires [[User_Management#User_roles | permission]] for the user: ''Handheld Permissions → Admin → Switch Sites'').
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<br>
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{{Gototop}}
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<br>
  
== Managing Inventory Sites ==
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==[[File:Compweb.png | 36px]] Managing Inventory Sites ==
  
[[File:Hfo-web-site-manager.PNG|thumb|none|800px|Site Manager Page of the Web App]]
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[[File:Hfo-web-site-manager.PNG|thumb|right|800px|Site Manager Page of the Web App]]
  
 
Inventory sites can be created, modified and deleted in the [https://app.handifox.online web app], under ''General → Site Manager''.
 
Inventory sites can be created, modified and deleted in the [https://app.handifox.online web app], under ''General → Site Manager''.
  
'''To create a site''', click [[File:hfo-plus.PNG]], enter site name and click ''Save''.
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'''To create a site''', click [[File:hfo-plus.PNG]], enter site name and necessary details and click ''Save''.
  
 
'''To edit a site''', click [[File:hfo-pencil.PNG]] in the desired site’s row.
 
'''To edit a site''', click [[File:hfo-pencil.PNG]] in the desired site’s row.
  
 
Finally, if you need to '''remove a site''' from the system, click [[File:hfo-cross.PNG]].
 
Finally, if you need to '''remove a site''' from the system, click [[File:hfo-cross.PNG]].
 +
<div align="left" style="width: 30%; border-style: solid; border-width: thin; border-color: gray; background-color: #f8f9fa"><table cellspacing="5"><td></td> <td>''Note: You cannot delete the Main location.''</td></table></div><br>
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<div align="left" style="width: 30%; border-style: solid; border-width: thin; border-color: gray; background-color: #f8f9fa"><table cellspacing="5"><td>[[File:Info-sign.png]]</td> <td>You cannot delete a site if there are open Sales or Purchase orders associated with it (you will have to reassign orders to other sites), or if there are some items in stock (you will have to transfer them or adjust their quantities first).</td></table></div><br>
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<div align="left" style="width: 30%; border-style: solid; border-width: thin; border-color: gray; background-color: #f8f9fa"><table cellspacing="5"><td>[[File:Info-sign.png]]</td> <td>After you delete a site, a handheld device associated with it won't be able to synchronize anymore and all unsynchronized data will be lost. You will have to reassign the device to another site.</td></table></div>
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<br>
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<br>{{Gototop}}
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<br>
  
== Reviewing Quantities on Hand ==
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==[[File:Compweb.png | 36px]] [[File:Tabletandroid).png | 36px]][[File:Tabletapple.png | 36px]] Reviewing Quantities on Hand ==
 
 
[[File:Hfo-web-qoh-viewer.png|thumb|none|800px|QOH Viewer Screen of the Web App]]
 
  
 
Inventory levels can be reviewed across all sites in the [https://app.handifox.online web app], as well as on mobile devices.
 
Inventory levels can be reviewed across all sites in the [https://app.handifox.online web app], as well as on mobile devices.
  
==== In the Web App ====
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=== In the Web App ===
  
Go to ''Inventory & Purchases → QOH Viewer'' to see a list of your inventory parts with quantities on hand at each site, as well as total quantities.
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Go to ''Inventory → QOH Viewer'' to see a list of your inventory parts with quantities on hand at each site, as well as total quantities.
  
Here you can also specify desired quantities and reorder points per each site by clicking ''Desired QOH and Reorder Points''.
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Here you can also specify desired quantities and reorder points per each site by clicking [[Purchasing#Reorder_Points_and_Desired_QOH_Levels | ''Desired QOH and Reorder Points'']].<br>
 +
: You can manage what columns to view on this page by clicking [[File:HFO_choose_columns_QOH.png | 30px]].<br>
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It is possible to '''sort''' information on the page by column by clicking on its header. You can also '''filter''' the information by selecting the field to search in (''All Fields, Item Name, Description, SKU'') and typing necessary data in the search field.
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<br>
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The '''Export''' button allows you to export an ''xls'' or a ''csv'' file containing the information about quantities across sites.<br>
  
==== In the Mobile App ====
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When you click on the item's name, you will be able to view the detailed information about ''quantity on hand, quantity on sales orders, available quantity'', and ''quantity on purchase orders'' for each site, as well as total quantity information across all sites. Here you can also quickly [[Multi-Location#In_the_Web_App_2 | adjust quantity]] for this item by clicking the respective button.
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<br><br>
  
Go to ''Inventory → Item List'' to review inventory levels. The ''Item List'' shows item counts (where applicable) at the current site. You can highlight an item and tap ''View QOH'' to check its quantity at other sites.
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[[File:Hfo-web-qoh-viewer.png|thumb|none|800px|QOH Viewer Screen of the Web App]]
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<br>
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You can also access detailed information about the quantities of a specific item under ''Inventory → Item List'' by clicking on [[File:Hfo-dropdown.png | 30px ]] at the rightmost of the necessary item and clicking ''QOH details''.
  
== Adjusting Quantities ==
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=== In the Mobile App ===
  
==== In the Web App ====
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Go to ''Inventory → Item List'' to review inventory levels. The ''Item List'' shows item quantities (where applicable) at the site to which the device is assigned. To check the item's quantity at other sites, you can highlight it and tap ''View QOH'' on Android, or tap it and tap ''QOH Viewer'' on iOS.
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<br>
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{{Gototop}}
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<br>
  
In the web app, quantities on hand can be adjusted in ''Inventory & Purchases → QOH Viewer''. Highlight an inventory part, click ''Adjust Quantity'' and enter desired counts in the ''New Qty'' column for every site. Click ''Save''.
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==[[File:Compweb.png | 36px]] [[File:Tabletandroid).png | 36px]][[File:Tabletapple.png | 36px]] Adjusting Quantities ==
  
==== In the Mobile App ====
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=== In the Web App ===
  
On the mobile device, quantities on hand can be adjusted through ''[[Inventory_Counting | Inventory Counting]]''.
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If you need to quickly adjust the quantity of one item across one or more sites, you can do this in the web app. This functionality can be accessed on several pages:
 +
* ''Inventory → QOH Viewer'': Click on the necessary item's name, then click ''Adjust Quantity'' in the pop-up window.
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* ''Inventory → Item List'': Click on [[File:Hfo-dropdown.png | 30px ]] at the rightmost of the necessary item and select ''Adjust QOH''.
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In the pop-up window, you can enter the new quantities for this item on every inventory site in the ''New Qty'' column. Optionally, you can also specify a number and a memo for this adjustment. Click ''Save'' when done. This operation will create a new inventory adjustment transaction with just one item on it for each site that you entered a new quantity for. You can review the resulting adjustments under ''Inventory Counting Sessions''.
  
== Inventory Transfers ==
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=== In the Mobile App ===
  
[[File:Hfo-web-transfer-details.PNG|thumb|none|800px|Transfer Editing Screen of the Web App]]
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On the mobile device, quantities on hand can be adjusted through ''[[Inventory_Counting | Inventory Counting]]''.
[[File:Hfo-mobile-transfer.jpg|thumb|right|250px|Transfer Editing Screen of the Mobile App]]
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<br>
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{{Gototop}}
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<br>
  
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==[[File:Compweb.png | 36px]] [[File:Tabletandroid).png | 36px]][[File:Tabletapple.png | 36px]] Inventory Transfers ==
 +
[[File:Hfo-transfers.gif| right]]
 
Inventory can be moved between sites through the use of ''Transfers''.
 
Inventory can be moved between sites through the use of ''Transfers''.
  
==== In the Web App ====
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===[[File:Compweb.png | 36px]] In the Web App ===
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To create or review transfers, go to ''Inventory  → Transfer Center''. <br>
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You can '''sort''' information on this page by column by clicking on its header. You can also '''filter''' the information by selecting the field to search in (''All Fields, Transfer number, "From" site, "To" site'') and typing necessary data in the search field. Clicking [[File:HFO_calendar_icon.png]] allows filtering transfers by a time period. <br>To view the details of the transfer, just click on its number. This will open a ''View Transfer'' page - here you can edit or print the transfer. You can also access editing and printing by clicking [[File:Hfo-dropdown.png]] back in the list of transfers.<br><br>
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To create a new transfer, click [[File:Hfo-plus-button.png | 25px]], select the source and destination sites and specify items and quantities being transferred. You can click on the ''Scan Barcode'' field and scan items to add them. The transfer date is set to the current date. The transfer number is set according to [[Transaction_Numbering | transaction numbering ]], but it is possible to change it. Optionally, you can add a ''Memo''. When you are finished, click ''Save'' or ''Save and Print''.
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<br clear=all>
  
In the web app, transfers can be created in ''Inventory & Purchases → Transfer Center''. Click ''Create Transfer'', select source and destination sites and specify items and quantities being transferred. When you are finished, click ''Save'' or ''Print''.
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===[[File:Tabletandroid).png | 36px]] In the Android App ===
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[[File:Hfo-mobile-transfer.jpg|thumb|left|250px|Quick Transfer Screen of the Android App]]
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On an Android device, transfers can be accessed from the main screen under ''Transfers''. Transfers created on the handheld device let you send or receive inventory from another site without confirmation from the staff at that site.
  
==== In the Mobile App ====
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Tap ''Quick Transfer'' and select whether you wish to send or receive items, then tap ''Next'' and select which site to transfer inventory to or from.
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There are a few ways to add products to the transfer:
 +
* Tap ''Find'' to select products from your item list, possibly using search and filtering. When you’ve marked all the required items, tap ''Add'' and enter necessary item quantities via the keyboard.
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* Enter the exact item name in the text field above the item list and tap the '''Add''' button next to it, then enter the necessary quantity via the keyboard.
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* Scan product barcodes, possibly multiple times to set the necessary quantities. See [[Barcoding]].
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The date is set to the current date. It is possible to manually change the transfer number. Optionally, you can add a memo in the respective tab.
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You can save your progress and continue entering the transfer later by tapping ''Save''. To finish entering the transfer and apply it, tap ''Apply & Save''.
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<br clear=all>
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{{Gototop}}
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<br>
  
On a mobile device, transfers can be created and received under ''Inventory → Transfer Center''. Currently, only ''Quick Transfers'' are available, which let you send or receive inventory from another site without confirmation from staff at that site.
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===[[File:Tabletapple.png | 36px]] In the iOS App ===
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[[File:HFO_iOS_Transfer.jpg|thumb|right|250px|Quick Transfer Screen of the iOS App]]
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On an iOS device, you can access transfer functionality under the ''Transfers'' tab. Transfers created on the handheld device let you send or receive inventory from another site without confirmation from the staff at that site.
  
Tap ''Quick Transfer'' and select whether you wish to send or receive items from elsewhere, then tap ''Next'' and select which site to transfer inventory to or from. ''Select or scan'' the items being transferred and enter their quantities. You can save your progress and continue entering the transfer later by tapping ''Save''. To finish entering the transfer and apply it, tap ''Apply & Save''.
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Tap [[File:Plus_iOS_HFO.jpeg | 25px]] and select whether you wish to send or receive items, then select which site to transfer inventory to/from and tap ''Next''. Switch to the ''Items'' tab to add products. 
 +
There are a few ways to add products to the transfer:
 +
*Type in the unique name of the item in the '''Look for Name''' field and tap the [[File:Plus_iOS_HFO.jpeg | 25px]] button to add the item straight to the list.
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*Tap the [[File:Plus_iOS_HFO.jpeg | 25px]] button to open the '''Add Item''' screen. You can scroll through the list and select several items at once. It is possible to filter the items by typing the keywords in the '''Look for''' field and selecting the desired category (All fields, Name, Description, SKU, Category). Tap ''Add'' when you are finished to add items to the transfer.
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*Scan the item's barcode with the rear camera. To do so, tap [[File:HFO_iOS_scan_button.png | 25px]]. If the item is already on the list, each correct scanning of its barcode will increment the '''Qty''' value.
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The date is set to the current date. It is possible to manually change the transfer number. Optionally, you can add a memo in the respective tab.
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When you are finished, tap [[File:IOS_ellipsis_menu.jpeg | 25px]] and then tap ''Save'' in the pop-up window to apply your changes, or go back to leave without saving.
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<br>
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{{Gototop}}
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<br>

Latest revision as of 16:09, 3 June 2022

Overview

HandiFox allows tracking inventory levels across multiple inventory sites. Each site represents a physical location where quantities on hand need to be tracked independently.

When you start working with HandiFox, there is only one site, Main, which by default contains the entirety of your stock. You can create additional inventory sites in HandiFox and add inventory to them by transfers or QoH adjustments.

If you have a QuickBooks company connected, all transactions coming from it are considered to belong to the Main site and modify its inventory levels by default. However, if you use departments/locations inside QuickBooks, you can associate a HandiFox site with an existing department/location. To do so, go to General → Site Manager → create\edit an inventory site → select an associated QuickBooks location in the dropdown menu → Save. After this, transactions from QuickBooks that belong to a certain department will be automatically assigned to the corresponding HandiFox site. Note that each HandiFox site can be associated with only one department, and this association cannot be changed.

When HandiFox mobile app is installed on a new device and synchronized, the device must be assigned to a specific site. Each device can only see or work with inventory present at the site it's assigned to.

Site assignment can be changed in the web app under General → Device Manager (requires permission for the user: Web Permissions → General → Device Manager) or in the mobile app itself (requires permission for the user: Handheld Permissions → Admin → Switch Sites).

[Back to top]


Compweb.png Managing Inventory Sites

Site Manager Page of the Web App

Inventory sites can be created, modified and deleted in the web app, under General → Site Manager.

To create a site, click Hfo-plus.PNG, enter site name and necessary details and click Save.

To edit a site, click Hfo-pencil.PNG in the desired site’s row.

Finally, if you need to remove a site from the system, click Hfo-cross.PNG.

Note: You cannot delete the Main location.

Info-sign.png You cannot delete a site if there are open Sales or Purchase orders associated with it (you will have to reassign orders to other sites), or if there are some items in stock (you will have to transfer them or adjust their quantities first).

Info-sign.png After you delete a site, a handheld device associated with it won't be able to synchronize anymore and all unsynchronized data will be lost. You will have to reassign the device to another site.



[Back to top]


Compweb.png Tabletandroid).pngTabletapple.png Reviewing Quantities on Hand

Inventory levels can be reviewed across all sites in the web app, as well as on mobile devices.

In the Web App

Go to Inventory → QOH Viewer to see a list of your inventory parts with quantities on hand at each site, as well as total quantities.

Here you can also specify desired quantities and reorder points per each site by clicking Desired QOH and Reorder Points.

You can manage what columns to view on this page by clicking HFO choose columns QOH.png.

It is possible to sort information on the page by column by clicking on its header. You can also filter the information by selecting the field to search in (All Fields, Item Name, Description, SKU) and typing necessary data in the search field.
The Export button allows you to export an xls or a csv file containing the information about quantities across sites.

When you click on the item's name, you will be able to view the detailed information about quantity on hand, quantity on sales orders, available quantity, and quantity on purchase orders for each site, as well as total quantity information across all sites. Here you can also quickly adjust quantity for this item by clicking the respective button.

QOH Viewer Screen of the Web App


You can also access detailed information about the quantities of a specific item under Inventory → Item List by clicking on Hfo-dropdown.png at the rightmost of the necessary item and clicking QOH details.

In the Mobile App

Go to Inventory → Item List to review inventory levels. The Item List shows item quantities (where applicable) at the site to which the device is assigned. To check the item's quantity at other sites, you can highlight it and tap View QOH on Android, or tap it and tap QOH Viewer on iOS.

[Back to top]


Compweb.png Tabletandroid).pngTabletapple.png Adjusting Quantities

In the Web App

If you need to quickly adjust the quantity of one item across one or more sites, you can do this in the web app. This functionality can be accessed on several pages:

  • Inventory → QOH Viewer: Click on the necessary item's name, then click Adjust Quantity in the pop-up window.
  • Inventory → Item List: Click on Hfo-dropdown.png at the rightmost of the necessary item and select Adjust QOH.

In the pop-up window, you can enter the new quantities for this item on every inventory site in the New Qty column. Optionally, you can also specify a number and a memo for this adjustment. Click Save when done. This operation will create a new inventory adjustment transaction with just one item on it for each site that you entered a new quantity for. You can review the resulting adjustments under Inventory → Counting Sessions.

In the Mobile App

On the mobile device, quantities on hand can be adjusted through Inventory Counting.

[Back to top]


Compweb.png Tabletandroid).pngTabletapple.png Inventory Transfers

Hfo-transfers.gif

Inventory can be moved between sites through the use of Transfers.

Compweb.png In the Web App

To create or review transfers, go to Inventory → Transfer Center.
You can sort information on this page by column by clicking on its header. You can also filter the information by selecting the field to search in (All Fields, Transfer number, "From" site, "To" site) and typing necessary data in the search field. Clicking HFO calendar icon.png allows filtering transfers by a time period.
To view the details of the transfer, just click on its number. This will open a View Transfer page - here you can edit or print the transfer. You can also access editing and printing by clicking Hfo-dropdown.png back in the list of transfers.

To create a new transfer, click Hfo-plus-button.png, select the source and destination sites and specify items and quantities being transferred. You can click on the Scan Barcode field and scan items to add them. The transfer date is set to the current date. The transfer number is set according to transaction numbering , but it is possible to change it. Optionally, you can add a Memo. When you are finished, click Save or Save and Print.

Tabletandroid).png In the Android App

Quick Transfer Screen of the Android App

On an Android device, transfers can be accessed from the main screen under Transfers. Transfers created on the handheld device let you send or receive inventory from another site without confirmation from the staff at that site.

Tap Quick Transfer and select whether you wish to send or receive items, then tap Next and select which site to transfer inventory to or from. There are a few ways to add products to the transfer:

  • Tap Find to select products from your item list, possibly using search and filtering. When you’ve marked all the required items, tap Add and enter necessary item quantities via the keyboard.
  • Enter the exact item name in the text field above the item list and tap the Add button next to it, then enter the necessary quantity via the keyboard.
  • Scan product barcodes, possibly multiple times to set the necessary quantities. See Barcoding.

The date is set to the current date. It is possible to manually change the transfer number. Optionally, you can add a memo in the respective tab. You can save your progress and continue entering the transfer later by tapping Save. To finish entering the transfer and apply it, tap Apply & Save.

[Back to top]


Tabletapple.png In the iOS App

Quick Transfer Screen of the iOS App

On an iOS device, you can access transfer functionality under the Transfers tab. Transfers created on the handheld device let you send or receive inventory from another site without confirmation from the staff at that site.

Tap Plus iOS HFO.jpeg and select whether you wish to send or receive items, then select which site to transfer inventory to/from and tap Next. Switch to the Items tab to add products. There are a few ways to add products to the transfer:

  • Type in the unique name of the item in the Look for Name field and tap the Plus iOS HFO.jpeg button to add the item straight to the list.
  • Tap the Plus iOS HFO.jpeg button to open the Add Item screen. You can scroll through the list and select several items at once. It is possible to filter the items by typing the keywords in the Look for field and selecting the desired category (All fields, Name, Description, SKU, Category). Tap Add when you are finished to add items to the transfer.
  • Scan the item's barcode with the rear camera. To do so, tap HFO iOS scan button.png. If the item is already on the list, each correct scanning of its barcode will increment the Qty value.

The date is set to the current date. It is possible to manually change the transfer number. Optionally, you can add a memo in the respective tab. When you are finished, tap IOS ellipsis menu.jpeg and then tap Save in the pop-up window to apply your changes, or go back to leave without saving.

[Back to top]