1. Preparing for Inventory Management: Barcoding

To effectively manage your inventory in HandiFox Online, it is essential to barcode all of your products. This ensures a fast and error-free scan-in/scan-out process.

Setting Up Barcoding

• Assign Barcodes: Assign unique barcodes to each item in your inventory. You can do it in the Inventory  → Barcodes page. HandiFox Online allows you to either record existing barcodes or generate new ones (1D or 2D) within the system.
• Hardware Setup: You can use a dedicated barcode scanner or a mobile scanning app on your phone. Mobile scanning is a budget-friendly option for small businesses but may be slightly slower than using a traditional barcode scanner.
• Printing Barcodes: After generating or recording barcodes, you can print labels for your inventory items.

With your barcode system ready, you can now proceed to scan items in and out.

2. Adding Inventory (Scan In)

Scanning in refers to adding new stock to your inventory. This is done primarily when receiving goods from suppliers.

Steps for Scanning In Inventory:

1. Receiving Against a Purchase Order (PO):

   • Go to Purchases → Purchase Transactions in HandiFox Online.
   • Click on the relevant PO number and then click Receive.
   • The system will generate an Item Receipt that lists all the items from the linked PO.

2. Batch-Receiving:

   • To receive items from multiple POs, select additional POs from the list on the right.
   • Start scanning the barcodes of the products you are receiving. Each product variant and unit of measure will have its unique barcode, minimizing the risk of errors.
   • After scanning all the items, click Save. Your inventory will be updated with the new stock.

3. Mobile App Scan In:

   • In the mobile app, follow a similar process, although batch-receiving from multiple POs is not supported.

4. Receive All Option:

   • For quicker processing, you can use the Receive All checkbox to bypass individual scanning. However, this is less accurate and is not recommended for precise inventory control.
     

3. Removing Inventory (Scan Out)

Scanning out is used when selling products or removing items from stock for any reason.

Steps for Scanning Out Inventory:

1. Create Invoices and Sales Receipts:

   • Go to Sales → Sales Transactions and click + to create a new Invoice or Sales Receipt.
     
   • If you are starting from scratch, scan in the barcodes of the items you are selling. The system will automatically populate the invoice with the corresponding products.
     
   • Once the invoice or sales receipt is saved, the inventory is automatically subtracted from your stock on hand.

2. Sales Orders:

   • If you prefer to use Sales Orders, HandiFox Online will generate an invoice after a sales order is picked and packed. 
     

4. Inventory Adjustments and Counting Sessions

In addition to scanning inventory in and out, HandiFox Online offers Counting Sessions and Inventory Adjustments to correct discrepancies in stock levels.

Counting Sessions (with Barcode Scanning):

• Go to Inventory → Counting Sessions → + to start a counting session.
• You can choose to scan only specific items or perform a full inventory count.
• Scan the items you are counting, and HandiFox will compare your results with the current stock levels.
• Manager Approval: Counting sessions must be approved by a manager to take effect (this option depends on the Manager Approval setting). 
  

Inventory Adjustments (Manual Process):

• For quick, manual updates to inventory levels, use Inventory Adjustments.
  
• Go to Inventory → QOH Viewer, select the item you want to adjust, and click Adjust Quantity.
  
• ​Enter the new quantity and provide a reason for the adjustment.
  

• Adjustments do not involve barcode scanning and must also be approved by a manager.