❓ Frequently Asked Questions

🔌 Scanner, Camera & Barcodes

"I clicked on the scanner when it's 'connected', but nothing happens in the app"

Check in order:

1. Scanner is on and charged – indicator lights are active.
2. Check that Bluetooth is connected on the device (scanner shows as Connected).
3. Cursor position – go to Start Count and click on the input row (a blinking vertical line appears).
4. If still not registering – disconnect/reconnect Bluetooth and try scanning into Notes to verify the scanner is acting as a keyboard.

"I scanned a product and got 'Oops, item not in catalog' – what to do?"

1. Verify the catalog is loaded into the system.
2. Catalog is outdated / missing items → re-download the most up-to-date catalog from the ERP and upload again.
3. New item doesn't yet exist in ERP → add a new item to the catalog (via the message) or update ERP and reload the catalog.
4. ERP has no real barcodes (only item codes/names) → two options:
   • Build a "real" catalog with barcodes through OpticCount (scan and add).
   • Work without a scanner: search by item code/name.
5. Keyboard language – barcode with English characters but keyboard is in Hebrew → switch keyboard to English before scanning.
6. Barcode length differs from catalog → see "Partial/Shortened Barcodes" question.

"Can multiple items share the same item code but with different barcodes?"

Yes. This is common with variations (color/size).

• When manually typing the item code – the first item in the list is selected; it is recommended to activate autocomplete to select by name/description.
• The reverse is also possible: different item codes with the same barcode, but not recommended – scanning an identical barcode for two items creates ambiguity. It is better to have a unique barcode for each item/variation.

"In our ERP, barcodes are saved partially (e.g. the first 6 characters). Will scans be identified?"

Yes. The system searches for partial matches too and shows a list of similar matches; the shortened item will usually appear first and you can select it. Tip: Enable "Auto-select the closest match if identifier doesn't exist" to save manual confirmation.

"Barcode reader with special characters/English – supported?"

Yes. Supported. If using the scanner as a keyboard, make sure the device keyboard is on EN to prevent character corruption.

"How do I know the scanner is properly connected?"

• Connection indicator light is active,
• Bluetooth shows Connected,
• A scan populates the form in Start Count. Not working? Disconnect/reconnect Bluetooth and test scanning into the Notes app.

"Can I count products without a barcode?"

Yes. Search by item code or product name (partial too). It is recommended to activate autocomplete for quick selection.

🔋 "How long does the battery last and should I pre-charge?"

• Full charge: ~2 hours.
• Continuous work: ~8 hours (depending on pace).
• Recommended to charge the night before and bring a cable/Power Bank.

📚 Item Catalog & ERP

"Will you help download a catalog file from my ERP?"

Currently no. We come into the picture from the moment you have received a file through to exporting the summary.

"Can I upload an Excel/CSV catalog?"

Yes. XLSX/CSV supported. There is a smart column mapping screen (item name/barcode/price/color/size/model/balance/location etc.). Order doesn't matter – mapping is by column names.

"I have multiple stores – can I match to the ERP?"

Yes. The catalog is shared across all stores, but if you loaded 'Location by ERP / Quantity by ERP' columns you will be asked to select a store to assign location/balance data to the correct store.

🧮 Counting & Operations

"Do we have to close the store during counting?"

It is recommended to stop inventory movements, but you can also work with a rolling count: count an area → mark as complete → update ERP. If the ERP supports it – loading a file with a date range handles movements in between.

"Can I search for an item by text during counting?"

Yes. Enable autocomplete – after ~2 seconds a list of matches appears.

"Can I delete/correct an incorrect scan?"

Yes. Open the recent scans list → select item → Delete/Edit quantity. If the setting "Cancel auto-add after warning" is active – every scan requires confirmation, which reduces errors.

"Multiple workers at once? Any limit on scan/item quantities?"

• No strict limit; the system is designed for tens of thousands of items and hundreds of thousands of scans.
• Workers can count in parallel; everything merges in real time. (It's worth enabling duplicate warning).

"Can I do a partial/sample count?"

Yes. Count specific locations/categories/a defined item list. In export you can choose: only counted items, negative items, or merge by fields.

🏬 Stores & Permissions

"I work with multiple stores – how do I switch between them?"

First, make sure all stores exist in Branch Management. During counting: Start Count → choose store in the popup → all data will be associated with the selected store.

"What's the difference between a 'store' and a 'warehouse' in the system?"

There is no functional difference – it's the same entity. Within each store/warehouse you can define locations (shelf A, back storage, etc.).

"Can I restrict who counts in which store?"

Yes. In User Management you define for each user the list of permitted stores.

"I started a count in one store – can I 'continue' it in another store?"

A count is associated with a store. To continue elsewhere – start a new count in the second store. In downloads you can choose merge all stores for a combined summary.

📤 Export, Reports & Integrations

"How do I download a count summary file?"

In Recent Inventory Counts → select a count → click Download Count Summary Data File (the green button). Supports full Excel or ERP formats (SAP B1, SAP B1 Retail, Hashavshevet, All4Shop/ProfitAge, One ERP, Bina/Minisoft, Orpak, Restigo, Revahit, Priority, Comax, Mossachit 2000, and more).

"Can I export to Excel during a count?"

Yes. You can download at any stage; it doesn't interrupt the count.

"Can I generate custom reports?"

Yes. In Excel export you can set merges (by item code/barcode/location/batch etc.) and choose which columns to include. Complex needs? Contact us – we'll guide you to the appropriate settings.

"Do you have an API for integration?"

Currently there is no open public API. There are official integrations (e.g. Shopify, Wix, Priority, Hashavshevet, WhatsApp, Bina, Boss, Minisoft, Nesher Tevel, Yarpa, and more) and custom file exports. Need a dedicated connection? Contact support and we'll explore options.

"Can I integrate with Shopify/other cash registers?"

Yes – through the Integrations page. Support exists for Shopify, Wix, Priority, Hashavshevet, WhatsApp, Bina, Boss, Minisoft, Nesher Tevel, Yarpa, and more. For additional systems – usually through custom export or a dedicated connection.

👥 Users, Licensing & Support

"Can I set up multiple users to count together?"

Yes. In User Management you add users and assign permissions. Licensing is determined by number of active users and scan quantity (as chosen in your plan).

"Can I add scanners/devices during the month?"

Yes. Scanners are input devices (like a keyboard); you can add as many as you like. Licensing is not per hardware device but per users/scans.

"Can I work with an external scanner or only with the phone camera?"

Both are supported: smartphone camera (very fast in our system) and Bluetooth/USB scanners in HID (keyboard) mode.

"Can I configure warnings for counting errors?"

Yes. In advanced settings:

• Duplicate warning (duplicate scan),
• Warning for item not in catalog,
• Negative/positive controls (per customer needs),
• Option to manually confirm addition after a warning.

"Does the system support variations (sizes/colors/model)?"

Yes. Fields like size/color/model are supported in the catalog and in export. A unique barcode per variation is recommended.

"Can I combine counts from stores and a warehouse?"

Yes. Count in each entity separately, then download/merge (including the overview screen with "merge all stores").

"Can I purchase additional scan packages as needed?"

Yes. In License & Purchases you can expand a package/add quantity – activation is immediate.

"Is there technical support via WhatsApp/phone?"

Yes. WhatsApp and email support are available; depending on the plan – phone call support is also arranged when needed.

"Can I try for free before purchasing?"

Yes. 🎁 Our gift to you: 300 scans for the first month + one active user for trial – start working and get a feel for it without commitment.

🔐 Data & Storage on Devices

"Is data saved on employees' phones?"

Only the minimum data necessary for fast operation is saved (e.g. identifier list for local cache and "recently scanned" list). The counts themselves are saved in the cloud and synced; there is no dependency on a specific device.

🧭 A Few "How-To" Questions

"I work with multiple stores – how do I switch between them?"

Main menu → Start Count → choose store → continue normally (store association happens automatically).

"How do I download the count summary file?"

Management page → Recent Inventory Counts → green button next to the count → choose format → download.

🌐 Languages & Interface

"What languages can I use the system in?"

The system supports 4 languages: Hebrew, English, Arabic, and Russian. You can switch between languages at any time.

"How do I change the language?"

Click on username / profile in the top corner of the header → choose language from the dropdown list. The page reloads in the new language. Interface direction (RTL for Hebrew/Arabic, LTR for English/Russian) changes automatically.

📦 Orders & Collection

"What is orders/collection mode and how do I use it?"

Collection mode allows you to collect inventory based on an existing order (from Wix, Bina ERP, or manually). Order selection and management always starts from the Orders Management page – not from count settings. Here's how:

1. Go to the Orders Management page (from the sidebar).
2. Find the desired order and click "Start Picking".
3. The system opens the count page directly in collection mode for that order.
4. Scan items – the system automatically marks which items from the list have been collected and in what quantity.
5. When done, click "Finish Picking" – you receive a detailed summary with collected items, missing items, and substitutions.

Useful for stores receiving orders who want to ensure the correct inventory is packed/shipped.

"Where do orders come from?"

You can import orders from Wix eCommerce (automatically/manually), from Bina ERP, or create an order manually through the Orders Management page in the management menu.

🔧 Advanced Settings

"What are barcode transformation rules and when should I use them?"

Barcode Transformation Rules allow you to modify the scanned barcode before the system searches for it in the catalog. Useful when there is a mismatch between the barcode on the product and the catalog.

Examples of rules:

• Remove X characters from the end – to trim check digits.
• Remove X characters from the beginning – to skip a prefix.
• Add a prefix/suffix – to complete a partial barcode.

You can configure the rules in Count Settings (gear icon) and see a preview of the transformation result before saving.

"What is a Count Goal (Count Scope) and when to use it?"

A Count Goal defines a specific list of items that need to be counted, instead of counting the entire catalog. Useful for sample counting, counting a specific category, or tracking a focused inventory list.

• The progress card shows: how many items were counted, how many are missing, and completion percentage.
• Missing items list – you can see exactly what hasn't been scanned yet.
• Count Goals can be created and managed from the Branch Management page.

"What is Package Quantity and how does it work?"

A field that defines how many units are in each package/carton of the item. The idea: when scanning an item and marking that you are scanning "as a package" (not as a unit), the system multiplies the entered quantity by the package quantity.

For example: package quantity = 12. If you entered quantity 2 packages – the system will record 24 units in the count. This allows workers to scan and count in full cartons without calculating themselves.

The field is supported in the catalog, in counting, and in export.

👥 Advanced User Management

"How do I reset an employee's password?"

In the User Management page → click Edit User Account in the employee's row → at the bottom of the dialog there is a Reset Password button. The new password will be set and sent directly to the employee.

"Can I update permissions for multiple employees at once?"

Yes. In the User Management page there is a Bulk Permissions Update button that allows you to apply a permissions change (such as adding/removing store access, enabling/disabling cost permission) to all company employees in one action.

If something is unclear or a question is missing here – send us a short message and we'll add a proper answer here 💬