⚙️ Personalization Settings - Deep Dive

🛠️ Accessing Personalization Settings

To reach the personalization settings for the count page:

1. Go to the Start Count page (it doesn't matter which branch is selected).
2. Click the gear icon ⚙️ that appears in the upper corner.
3. A Personalization Settings window opens, where you can enable or disable various settings that affect the counting experience.

👤 Who Has Access?

• Regular users can change settings for themselves only.
• The main user (manager) can also save settings for all employees – to ensure consistency in the counting process.

📂 Settings Structure

Settings are divided into four main categories:

1. Scan Settings
2. Count Settings
3. Location Settings
4. System Modes

1️⃣ Scan Settings

Where to find it: Open ⚙️ "Personalization Settings" → Scan Settings tab (barcode icon). Note: Some settings depend on each other and only appear when another setting is active.

📷 Scan with Smartphone Camera

What it does: Allows performing barcode scanning through the device's camera (without an external scanner).

• Active (ON): A camera interface will appear within the count page. You can aim at a product and scan immediately.
• Off (OFF): No camera component is displayed. You can capture a barcode from an external scanner (Bluetooth/USB-OTG) or perform manual entry only.

When recommended:

• Businesses without external barcode scanners.
• Occasional/ongoing counts that can be done at any time without depending on external hardware.
• Small teams that prefer minimum equipment.

Example: A small shoe store does a shelf count once a week — enable, scan with the camera, no additional equipment needed.

🔳 Enable QR Code and 2D Barcode Scanning

Available only if 'Scan with Smartphone Camera' is on.

What it does: Expands the camera's ability to capture QR / DataMatrix / Aztec / PDF417 and not just regular 1D.

• Active (ON): The camera will also recognize 2D codes (common on manufacturer packaging/shipping boxes).
• Off (OFF): Limited recognition to 1D barcodes (EAN/UPC/Code128 etc.) — the default.

When recommended:

• Pharmacies/warehouses/jewelry stores that receive cartons with DataMatrix or QR.
• Working with delivery notes or internal labels containing PDF417.

Example: A warehouse receiving packages with DataMatrix — enable to scan the 2D code and pull the identifier.

🔢 Show Quantity Window After Scan

What it does: Determines whether after each item scan or entry, a special window opens for quantity input. Instead of the system always adding "1 unit", the user can enter the exact quantity – and in the latest update also perform a simple mathematical calculation directly in the window.

• Active (ON): Every time an item is captured, a quantity input window opens; suitable when there are multiple copies of the same item. The user can type the exact number or enter a math expression (multiplication, addition, subtraction, division) with the result automatically calculated and entered as the final quantity.
• Off (OFF): The system adds 1 unit per scan. If more is needed — scan again, or edit manually afterwards.

Dependencies: When this is active, you can set minimum/maximum quantity (the next two items).

When recommended:

• Supermarket/pharmacy/warehouse — items appear in large quantities.
• Want to avoid a "scan burst" and enter the correct number in one go.
• When you need to enter precise quantities quickly and conveniently.

The Update – Math Calculations in Quantity Window

The system supports performing calculations directly in the quantity field:

• * for multiplication
• + for addition
• - for subtraction
• / for division

Example: Scanning "Water Bottle 0.5l" — instead of scanning 12 times, the window pops up; enter "12" and done.

Another example with smart calculator: Found a crate with 4 rows of 7 units each. Instead of calculating in your head, just type 4*7. The system performs the calculation and immediately enters the value 28.

⬇️ Minimum Allowed Quantity Value

Available only if 'Show Quantity Window After Scan' is on.

What it does: Limits the minimum value in the "Quantity Window". The system allows setting 0 or a negative number (e.g. -100).

• When set to 0: Negative values cannot be entered — counting always adds only.
• When set to negative: A negative quantity can be entered down to the defined minimum — useful for reductions/returns/error corrections.

When recommended:

• To prevent typing errors (e.g. -9999 by mistake).
• Businesses that allow negative adjustments as part of the process.

Example: A pharmacy allows up to -10 for a single unit for returns/corrections; set minimum to -10.

⬆️ Maximum Allowed Quantity Value

Available only if 'Show Quantity Window After Scan' is on.

What it does: Sets a "ceiling" for quantity input in one go.

• Active with value (e.g. 500): Quantities larger than this cannot be entered — prevents errors like "50000" by mistake.
• If left empty/too high: No "real" limit — almost any value can be typed.

When recommended:

• Product lines where from a business perspective it shouldn't go above X units per item.
• New/temporary team — to reduce input errors.

Example: An office supply warehouse — set maximum to 250 per item to prevent accidentally entering 2500.

🧪 Show Batch Number Field After Scan

What it does: Adds a batch/lot number field at the "edit quantity" stage.

• Active (ON): With every quantity entry, the batch number can also be recorded.
• Off (OFF): The field is not displayed.

When recommended:

• Pharmacy/food/cosmetics — quality tracking/returns/recall.
• A chain that wants to know which batch is at each branch.

Example: Scanning a "Vitamin C" product barcode and entering quantity 8 + batch number "C2408-B".

📅 Show Expiration Date Field After Scan

What it does: Adds an expiration date field at the "edit quantity" stage.

• Active (ON): An expiration date can be captured for each entry.
• Off (OFF): The field is not displayed.

When recommended:

• Food, pharmacy, and refrigerated products.
• FEFO/FIFO processes.

Example: Scanning milk — enter "12" units + expiration "31-06-2027".

🔗 Show Fixed Prefix Entry Option

What it does: Displays a prefix field in the search bar; every identifier that is scanned/typed receives this text at the beginning.

• Active (ON): For example, set prefix "A-" → scanning "12345" becomes "A-12345".
• Off (OFF): The identifier is captured as-is.

When useful (relatively rare):

• Organizations that manage item identifiers with a fixed prefix by zone/branch/unit.
• Temporary code mapping during a transition period (until the catalog is updated).

Warnings/Tips:

• May cause mismatches with the catalog if the meaning isn't understood.
• Not recommended to enable without coordinating with the system administrator.
• For most businesses it's better to leave off and maintain "clean" identifiers.

Example: A central warehouse marking intake from the Northern branch: sets prefix "N-"; every captured code is saved with N- at the beginning.

2️⃣ Count Settings

⚙️ Location: Within the Personalization Settings window → Count Settings tab (📊 icon). Settings here determine the logical behavior of the system during counting – alerts, add or subtract, duplicate handling, and more.

🔁 Show Duplicate Scan Warning

What it does: Checks if a currently scanned item was already counted before at the same branch (and by default — at the same location if working with locations is enabled). In such a case, a smart warning is displayed aimed at preventing duplicate errors.

Behavior when setting is active (ON):

• When scanning/typing an item that was already counted, a prominent warning card opens (reddish background) above the item with the text that "the item was already counted".
• Action buttons are displayed:
  • ✅ That's fine – confirms the scan is valid. The new quantity will be added/merged as usual and the alert closes.
  • 🗑️ Delete this scan – immediately cancels the last scan.
• A context panel is displayed containing all the information to decide if it's an error:
  • Detail of all scans of the item at the same branch, grouped by location (if entered).
  • For each record: counter's name, date and time, quantity.
  • Prominent indication of records suspected as duplicates (e.g. same location and same quantity, and sometimes a short time gap between scans).
  • Summary at the top, e.g. "Total counted of this item at branch", and "Total by you" to see relative to the rest of the team.

Behavior when setting is off (OFF):

• No alert will appear; each additional scan of the same item simply joins the quantity sum.
• No context panel and no flow interruption.

When recommended to enable:

• Annual/quarterly/audit counts where precision is above all.
• Working with multiple counters simultaneously — to prevent the same item being counted twice at the same location.
• When a new team is working and you want a "safety rail" against errors.

When not recommended to enable (or with adjustments):

• When the same item intentionally appears in multiple copies at the same location, and you are scanning one-by-one (i.e. quantity window is off and you pick up and scan again). In this state the alert will appear again and again and slow the flow.
• When working with locations but expecting legitimate repeated counting of the same item at the same location.

What happens after the alert appears:

1. The item's warning card opens (reddish background) with a clear message that it was already counted.
2. Below it opens a detail of all scans of the item at the branch:
   • Table: Counter Name | Quantity | Date and Time | Location (if relevant).
   • Records suspected as duplicates are highlighted (e.g. same quantity + same location + close time).
   • A summary bar at the top summarizes: total counted at branch, and total by the current user.
3. The user has two main actions:
   • ✅ That's fine – confirms this is not an error (in a system that doesn't block "add anyway"). The quantity is saved/merged, and the alert closes.
   • 🗑️ Delete this scan – immediately cancels the last (suspected) scan.
4. If the "Cancel scan addition option after alert" policy is enabled – the confirmation button is not shown, and the user must correct (delete/change location/quantity) before continuing.

Short examples:

• Preventing a real duplicate: Employee accidentally scanned the same barcode at the same location → immediately sees who already counted, how much and when, understands the mistake → clicks "Delete this scan".
• Legitimate scan: Employee intentionally scans another carton of the same barcode at the same location → checks the detail, understands it's not an error → clicks "That's fine" and the quantity updates.

Practical recommendations:

• For speed work: if legitimate repeated scans are expected — consider turning off the alert, or keeping it active without blocking "add anyway".
• For precision work: enable the alert and simultaneously enable "Cancel scan addition option after alert" — so there's no way to bypass the control.
• Combining locations? Remember: location narrows false alerts, because the duplicate is checked within the same location. If you know you're intentionally doing another count at the same location — consider the policy setting accordingly.

⛔ Cancel Scan Addition Option After Alert

What it does: Changes the behavior after a duplicate alert.

• Active (ON): After an alert pops up, no "Add anyway" button is shown. The scan is blocked until the user addresses the issue.
• Off (OFF): Even if there's an alert, an "Add anyway" button is still shown, and the user can bypass it.

When recommended:

• Businesses requiring zero errors – want to ensure every alert is addressed before continuing the count.
• Less recommended when flexibility is needed and the count is performed under time pressure.

Example: Employee scans a duplicate item → the alert comes up. If the setting is active, there's no way to add this scan until verifying with a manager.

➕➖ Show Add / Subtract Inventory Option

What it does: Adds a toggle or "add/subtract" buttons in the interface, to allow the scan to add to or subtract from inventory.

• Active (ON): For each scan you can choose: "Add" or "Subtract". Suitable for incoming/outgoing inventory management. If we choose to subtract from inventory, every scan is immediately counted as a scan with a negative quantity — subtracting the entered quantity from the total quantity of that item, i.e. reducing it from inventory.
• Off (OFF): Every scan only adds to inventory. No option to subtract (you can always manually enter a negative quantity).

When recommended:

• Warehouses that work with both incoming and outgoing (e.g. logistics or a retail chain warehouse).
• Businesses that want to do rolling inventory – also updating outgoing inventory along the way.

Example: A clothing warehouse does merchandise returns → scanner on "Jeans" with "Subtract" mode – takes 5 units off the inventory instead of adding.

Select Similar Option for Non-Existent Identifier

What it does: When an item identifier doesn't exist in the catalog, the system will suggest choosing a similar item.

• Active (ON): If you scan an identifier that isn't found, the system searches for the "closest" and displays a selection window.
• Off (OFF): The system simply announces: "Item not found" without suggesting alternatives.

When recommended:

• Environments where there are similar barcodes. For example:
  • Barcodes with different check digits.
  • If the item catalog has shortened barcodes and not the full barcodes as they appear on the actual products.
  • If there's a prefix on the barcodes in the catalog that isn't on the actual products, or vice versa.

Example: Scanning "6262625" which doesn't exist. The catalog includes "6262624". The system suggests the closest → the user decides if this is indeed the item.

If only the "Show list of similar items if available" setting is enabled, the system will only display a list of the most similar items and won't automatically select the closest one for you.

␣ Remove Spaces from Item Identifier

What it does: Automatically cleans up spaces entered/scanned in item identifiers by mistake.

• Active (ON): If identifier "12 34 56" is scanned, the system automatically converts it to "123456".
• Off (OFF): The system will keep the spaces, which may prevent correct item identification.

When recommended:

• When working with files imported from other ERP systems, which sometimes include unnecessary spaces.

Example: An ERP file contains "AB 123". Scanning "AB123". With the setting active – the system recognizes it's the same item.

⌨️ Hide Virtual Keyboard When Editing Quantity

What the setting does: Determines whether the OpticCount virtual keyboard will appear in the quantity editing window.

• Active (ON): The virtual keyboard is hidden, leaving only the quantity field and the (+/−) buttons.
• Off (OFF): The system's virtual keyboard will appear, in addition to the quantity buttons.

Important to know on iPhone:

• When a mobile barcode scanner is connected to an iPhone, the device recognizes it as a keyboard and therefore the regular phone keyboard disappears.
• In this case you must leave the setting off – so OpticCount's virtual keyboard is displayed and allows typing.

When to enable (ON):

• On Android or in any situation where the phone keyboard is active and you want a clean screen without an additional keyboard.

When to leave off (OFF):

• In any work with iPhone and mobile barcode scanner – to allow typing via the system's virtual keyboard.
• When manual entry of quantities/additional data is required.

🏷️ Show on Scan Card

What the setting does: Allows choosing which data will appear on the scan card of each item added in the count. In the settings window, a list of options appears, and next to each option there's an icon you can click:

• ✅ (green checkmark) – The field will be shown on the card.
• ❌ (red X) – The field will not be shown.

This way each user can compose their own card in a way that suits their needs.

📝 Available Fields to Choose

• Item code
• Barcode
• Sale price
• Supplier name
• Category
• Sort code
• Color
• Size
• Model
• Unit of measure
• ERP location
• ERP quantity

Usage examples:

• Fashion store – will choose to show color, size, model, and sale price, to distinguish between similar items.
• Pharmacy – will prefer to show barcode, category, supplier, and ERP quantity, for ERP matching verification.
• Logistics warehouse – can choose to show only item code and ERP location, to get a compact and clear list.

Advantages:

• Full personalization – each business and each user can decide what they see.
• Time-saving – shows only important data, without flooding with unnecessary information.
• Flexibility – the selection can be changed at any stage as needed.

3️⃣ Location Settings

⚙️ Location: Within the Personalization Settings window → Location Settings tab (📍 icon).

📍 What Are "Locations" and Why Use Them?

A location is a physical spot within the business: shelf, bin, row, zone, room, "end cap", etc. Working with locations enables:

• Dividing the count into small, clear units.
• Preventing duplicates (each employee is responsible for defined locations).
• Real-time progress tracking on the Location Management page (open/in-progress/completed).
• Audit and error correction by position.
• Allows identifying errors in real time, improving accuracy and preventing duplicates.

How It Works in Practice (Brief Flow)

1. On the count page, enter/select a location at the top of the screen.
2. Scan all items of that location.
3. When done, click the green button with ✔️ in the location row → a count summary is received and the location is marked completed.
4. A manager can see in Location Management who counted, when, and the status of each location; they can identify missing, duplicate, or anomalous areas.

✅ Show Location Entry Option

What it does: Displays a "location" field at the top of the count page and activates location-based count logic.

• Active (ON): The field is displayed; alerts and duplicates are checked within the same location; a location can be marked as completed.
• Off (OFF): No location field; all counting is done "globally" for the branch; duplicate alerts will work only at the general level.

When recommended: When the business works in its ERP system with locations, or when there is more than one area/shelf, or when multiple counters are working in parallel and you want to improve count accuracy.

Example: A pharmacy: A01–A10 for medicine shelves; B01–B08 for cosmetics → work by location and mark ✔️ at the end.

⛔ Require Location Entry

What it does: Requires entering a location before capturing an item.

• Active (ON): If the location is empty → an alert is shown and no scans can be added until a location is entered.
• Off (OFF): Location is optional; scanning is possible without a position.

When recommended: When high accuracy is required by position control or when there is a large team.

When less appropriate: Quick/one-time count without shelf management.

Example: A fashion chain — set as required so each item is marked at its shelf/area.

🟢 Show Alert if Count Performed in a Location Marked as Completed

What it does: Prevents adding new scans to a location that is already closed.

• Active (ON): Scanning in a "closed" location opens an alert. If "Cancel scan addition option after alert" is also enabled – the addition is blocked until reopened by a manager.
• Off (OFF): Counting can continue in a location even after it was marked as completed (e.g. for a small correction).

When recommended: In official/final counts; when you don't want accidental "re-openings".

Example: Warehouse marked A03 "completed"; employee accidentally scans there again → gets an alert and uncontrolled correction is prevented.

👥 Show Alert if Item Counted in a Location Another User Already Counted

What it does: Warns when the same item is counted at the same location by another employee — indication of a duplicate.

• Active (ON): An alert pops up in real time.
• Off (OFF): Both counts will join the total quantity, without alert.

When recommended: In projects with parallel teams on the same area.

When less appropriate: When two employees consciously share the same location and perform legitimate repeated counting.

Example: At location B05 employee A counted "Cola 1.5L"; employee B scans again → alert explains who counted, when and how much.

📋 Show Alert if a Location is Entered that Was Not Pre-Defined on the Management Page

What it does: Control over a closed list of locations pre-defined in advance.

The count manager has the option to enter all location names in advance on the Location Management page.

• Active (ON): Entering a location that doesn't exist in the location list on the management page will trigger an alert. With "Cancel scan addition option after alert" – you cannot continue until the location is officially added.
• Off (OFF): Entering a new location will create it "on the fly" (less recommended in organized organizations).

When recommended: When there is a fixed mapping of shelves/areas and you want consistency in names.

Otherwise every location name entered will be accepted and a new location created based on what the user typed — even if they entered an invalid location that doesn't actually exist.

Example: A01–A20 were defined; employee types A-01 by mistake → alert prevents creating an invalid new name. Another example: employee scans a product barcode into the location field → alert prevents creating an invalid new name.

🔄 Show Alert if Location Doesn't Match ERP Location

What it does: Compares the location captured in the count to the location recorded in the ERP system for that item, and alerts on a mismatch.

• Active (ON): If ERP says the item belongs to "G12" and it's scanned in "F07" → alert.
• Off (OFF): No ERP matching check is performed.

When recommended: Organizations that manage official warehouse locations in ERP and want logistics control.

Example: Item "8mm Screws" is assigned to R02 in ERP; employee counts at R03 → gets an alert and corrects.

ℹ️ Important: For the check to work, items must have the "ERP location" field stored in the catalog uploaded to the branch.

🚫 Cancel Scan Addition Option After Alert

What it does: Determines what is allowed to do after an alert opens (e.g. for a closed/mismatched/undefined location).

• Active (ON): There is no "Add anyway" button. The scan is blocked until the problem is addressed (open location, change position, update name, etc.).
• Off (OFF): Even after an alert, you can still confirm and continue ("That's fine").

When recommended: Formal/critical count; organizations requiring full compliance with policy.

Example: Employee enters an undefined location; with the setting active — they will be forced to choose a location from the management list before continuing work.

4️⃣ System Modes

Where to Configure?

Open ⚙️ Personalization Settings → System Modes tab. There you'll find three main modes:

1. Item Catalog Creation & Count Mode
2. Barcode Linking to Catalog Mode
3. Loan & Return Mode (The tab is labeled "System Modes" in the interface)

1) Item Catalog Creation & Count Mode 🆕

Allows building the catalog while counting – scan/type a non-existent item identifier, a quick add window opens, fill in product details and it joins the catalog and is immediately counted. The mode is especially intended for those who haven't uploaded a catalog file in advance. This option is automatically disabled in Loan & Return mode.

When the mode is active (ON):

• Scanning/typing an identifier not found opens a creation form: item name, category, supplier, barcode/code, price, and more.
• After saving – the item is added to the catalog and immediately counted in the current count.
• This is the fastest way to "build up" a catalog from scratch for a new business.

When the mode is off (OFF):

• Scanning a non-existent identifier will show the message "Item not found" (or a list of similar items, based on other settings), without the option to create immediately.

When recommended:

• Initial setup of the store/warehouse, or when the catalog is partial.
• Short projects where it's important to start working now and build the catalog "on the go".

When not recommended (or with caution):

• Organizations with a closed, managed catalog (ERP) – to avoid creating duplicates or low data quality.
• Annual/audit counts – it's better to work only against an approved catalog.

Short example: A new sports store hasn't uploaded a catalog. Scanning a soccer ball – the creation window opens, enter details, save; the item is added to the catalog and continues to be counted.

2) 🔗 Barcode Linking Mode

If a barcode is scanned that isn't in the catalog, an option appears to link it to an item that already exists in the catalog but currently has no barcode. Designed to close gaps when the catalog was uploaded without barcodes, and the barcodes are "discovered" in the field.

When the mode is active (ON):

• When scanning an unrecognized barcode, a matching dialog appears: choose the existing item (by manually entering the item name or its SKU) you want to associate.
• After linking – from the next scan that barcode will be immediately recognized as the item you chose.

When the mode is off (OFF):

• Scanning an unrecognized barcode won't offer linking to an existing item; a regular "not found" message will appear (or "similar items", if configured).

When recommended:

• You uploaded a catalog from an ERP system without a barcode field, and now you want to complete it from the field.
• Switching between suppliers/barcodes – there are existing items that haven't had a new barcode defined yet.

When not recommended (or with caution):

• If there is a risk of confusion between similar items – don't link until there's high certainty it's the right item.
• In organizations with a data quality procedure: it's better for a manager/catalog person to approve each link.

Short example: Scanning barcode 729000… not found, select from the list "Shampoo X 750ml" that has no barcode in the catalog, save → from now on every scan of the barcode will identify that shampoo.

3) 👥 Loan & Return Mode

The system adds logic for managing borrowers: you can perform a loan (negative quantity) and return (positive quantity), choose a borrower for each count, verify there is sufficient inventory for a loan, and track all actions.

When the mode is active (ON):

• A borrower selection field appears on the count screen.
• You can choose an action: Loan (reduces inventory, negative quantity) or Return (increases inventory, positive quantity).
• The system verifies there is inventory before a loan, and maintains a loan/return history.
• Other settings may change: for example, "Item Catalog Creation & Count Mode" is disabled in this mode (no new item creation during the process).

When the mode is off (OFF):

• The screen returns to regular count behavior without borrowers; counting is only quantitative addition/editing (or based on the "add/subtract" setting, if enabled outside this mode).

When recommended:

• Organizations managing equipment loans: educational institutions, laboratories, photo/stage equipment rental, gyms (accessories), maintenance companies.
• When a loan log and tracking by borrower is important.

When not recommended:

• Regular inventory count with no loan processes.
• Work environments where all items must be part of a closed, pre-defined catalog — better to prevent unnecessary complexity.

Short example: A tool warehouse: choose "Uri Levi – Borrower", scan "Screwdriver" in Loan mode (−1). Two days later – go back to Return mode and scan the same screwdriver (+1). The loan report shows both events for full tracking.

Saving Settings and Sharing with All Employee Accounts

After making changes to personalization settings, it's important to click the "Save Settings" button to ensure the settings take effect.

The main user has a unique option to save the selected settings for all employee accounts in the business.

• By clicking "Save these settings for you and all employee accounts", the system will automatically update all employee accounts with the same personalization settings.
• This option is especially useful when you want to ensure consistency in the counting process and prevent a situation where each employee uses different settings.
• Each employee can still change settings personally, but the default will be according to what the main user set.

Therefore, if this is a business with multiple employees using the system, it is recommended that the main user set the desired settings and save them for all users, to maintain consistency in the work process.

✅ Summary

Personalization settings provide full control over the counting experience, so each business can adapt the work process to its needs, whether it's manual counting or quick scanning with barcodes.