Personalization Settings
These settings decide how the Count page behaves: what happens after a scan, which warnings pop up and which fields are shown. Every user keeps their own settings; a manager can apply theirs to all employees. The exception is scan fields (status, color, size and so on), which are defined once for the whole account.
Who sees it: manager · branch manager · warehouse worker
Used in modules: Counting Loans Picking Returns Receiving
TL;DR
The cog on the Count page opens four groups: Scanning Settings, Count Settings, Location Settings, System Modes. Every change is saved to your account automatically. A manager taps Save for All Employees to align the whole team, and uses Manage scan fields (status, color, size...) to define the fields every counter fills in after a scan.
Who can change them
- Every user changes their own settings. They are stored on the user account on the server, so they follow you between devices.
- A manager (main user or co-manager) also sees Save for All Employees. The button copies their current settings to every user in the company.
- A new worker receives a copy of the settings of the manager who created them.
- Scan fields are shared by the whole account. Only the main user and co-managers add, change and remove them – see Scan fields.
Save for All Employees overwrites
Save for All Employees replaces every worker's personal settings, including barcode rules and the scan-card field selection. There is no automatic restore.
How to get here
- On the phone: Start Scan → the cog in the corner of the input area.
- On desktop: side menu → Inventory Count → the cog.
The panel opens inside the page, and the camera is paused until you close it. In picking and order-creation modes the panel shows only the settings relevant to that mode. When you build (or edit) a returns document, the panel also shows the full Count Settings and Location Settings groups, because the items are scanned off the shelf as in a count; System Modes and scan notes do not appear.
Your settings in plain words
At the top of the panel, the Your settings in plain words card shows a paragraph that AI writes in your interface language, explaining what your current settings actually do, including the account's scan fields. After a change you see Updating the explanation to match your changes..., and the explanation refreshes a few seconds after your last change. When no explanation is ready, the card is not shown.
How settings are saved
- Each toggle is saved about a second after you change it, with no extra tap. Save and Close also saves values not yet stored and closes the panel.
- An invalid number field (for example a positive minimum) blocks saving until fixed.
- The group that was open is remembered on the device for next time.
- The defaults in the tables are those of a user who has never saved settings. A new worker receives the settings of the manager who created them, so their starting values may differ.
Scanning Settings
| Setting | What it does | Default | When to turn it on |
|---|---|---|---|
| Scan with Smartphone Camera | Shows the camera view on the Count page. Off: scan with a wireless scanner or type. | on | When there is no external scanner. If the camera does not appear although the setting is on, the feature is disabled for your company – contact support. |
| Enable QR Code and 2D Barcode Scanning | The camera also reads QR, DataMatrix, Aztec and PDF417. Shown only while the camera is on. | off | When packaging carries 2D codes. |
| Continuous scanning (no tap between scans) | The camera resumes scanning on its own half a second after each count is saved, with no tap on the screen. The same barcode is ignored for 1.3 seconds – to count the same item again, move the camera away and back. After a location scan you still tap the screen. Warnings, errors and dialogs pause scanning as usual. The camera turns off after 20 seconds without a scan. Shown only while the camera is on. | off | When the quantity window is off and items are not packed tightly on the shelf. |
| Convert EAN-13 Barcodes to UPC-A Format | An EAN-13 starting with 0 (e.g. 0123456789012) becomes a 12-digit UPC-A (123456789012), only when the check digit validates. Shown only while the camera is on. | off | When labels are in US format and the catalog stores the version with the leading zero. |
| Show All Matches When Identifier Is Ambiguous | When one identifier matches several items, a picker opens. Off: the first match is used silently. | off | When the same barcode is printed on several products. |
| Show Quantity Window After Scan | Opens the quantity window after every scan. Off: every scan adds 1, unless the account has scan fields – then the window opens anyway. | on | When most items appear more than once on the shelf. |
| Show Discrete Quantity Field After Scan | Extra field in the quantity window for loose units next to the total (4 boxes + 3 units). Shown only when the quantity window is on. | off | When you count both packages and opened units. |
| Show Batch Number Field After Scan | Batch Number: field in the quantity window. | off | Food, pharma, cosmetics – batch tracking. |
| Show Expiration Date Field After Scan | Expiration Date: field in the quantity window. | off | Products with an expiry date. |
| Manage scan fields (status, color, size...) | A button that opens the Scan fields dialog, where you define the fields every counter in the account fills in after a scan, including the status field. Shown only to the main user and co-managers. Details under Scan fields. | no fields | When every scan must record a status (good, damaged), a color, a size and so on. |
| Allow notes on scans | Note icon on every scan card in count, loan and return modes. Turning it off hides the icon; saved notes stay and come back when re-enabled. | on | Almost always. Turn off for a team that never uses notes and wants a cleaner card. |
| Minimum Possible Quantity Value: | The lowest quantity the quantity window accepts. 0 blocks negatives; -100 allows down to −100. Shown only when the quantity window is on. | empty (no limit) | To prevent typing errors. |
| Maximum Possible Quantity Value: | The highest quantity the quantity window accepts. Shown only when the quantity window is on. | empty (no limit) | To prevent 2500 instead of 250. |
| Show Fixed Prefix Input Option | A Fixed Prefix for Item Identifier field at the top of the page; its text is added in front of every scanned identifier (A- + 12345 = A-12345). | off | Rarely – only when the catalog holds a prefix that is not printed on labels. |
| Barcode Transformation Rules | Enables a list of rules that change the barcode before lookup. Details below. | off | When labels contain digits that are not part of the item code in the catalog. |
Barcode transformation rules
Rules run in order, top to bottom, on every scanned or typed barcode. Add Rule adds a row; for each row you pick an action and a value.
| Action | Value | Example |
|---|---|---|
| Remove first N characters | number of characters | 2 on 991234567 → 1234567 |
| Remove last N characters | number of characters | 1 on 8690526015374 → 869052601537 |
| Keep only first N characters | number of characters | 5 on 12345000X → 12345 |
| Keep only last N characters | number of characters | 6 on SHOP-004512 → 004512 |
| Remove specific text | text | SHOP- on SHOP-004512 → 004512 |
Live preview at the bottom of the list: type a Sample barcode and see the Result after all rules – check it before you start counting.
When to use rules and when other settings
- Fixed digits at the start or end of the label → barcode transformation rules.
- The catalog stores only part of the barcode (last 6 or 8 digits) → I Have Shortened Barcodes in Catalog, no rules.
- EAN-13 with a leading zero against a UPC-A catalog → Convert EAN-13 Barcodes to UPC-A Format.
- Danacode barcodes → I Have Danacode Format Barcodes in Catalog.
Quantity window
The window's virtual keyboard includes + - * /. The expression is evaluated on confirm: 4*7 becomes 28, 3*12+5 becomes 41. The quantity is limited to 7 digits and two decimals. A quantity outside the minimum/maximum range is blocked with a message. An item with a package quantity shows Package Mode / Units Mode – see Packages and parent barcodes.
Scan fields
Scan fields are pick lists the account defines, such as status, color or size. Every field appears for every counter in the window after a scan, and the picked value is saved on the scan. Unlike the other settings on this page, scan fields are shared by the whole account and are not saved per user.
Who defines them and where
Only the main user and co-managers see the Manage scan fields (status, color, size...) button in the Scanning Settings group. The button does not appear in picking mode or while creating an order or a returns document. You can define up to 10 fields, with up to 200 options each.
- On the Count page tap the cog → Scanning Settings → Manage scan fields (status, color, size...). The Scan fields dialog opens.
- Tap Add field. For the status field tap Add status field.
- Type the Field name, for example
Color. - Under Options type an option and press Enter. You can paste several options separated by commas.
- Optional: turn on Required. The counter cannot confirm the window without picking a value.
- Optional: under Pre-select from catalog pick Color, Size or Model. When the item's catalog value matches one of the options, that option is selected in advance.
- Tap Save. The fields appear right away for every counter in the account.
The status field comes with the options Good, Reject, Display, Property, For Repair and In Use, and each user sees them in their own interface language. You can rename, add and remove options. The status field replaces the former personal setting Show Status Field After Scan; accounts where any user had turned it on received the status field automatically.
What counters see
- When the account has scan fields, the after-scan window opens on every scan, even when Show Quantity Window After Scan is off.
- The fields appear in count, borrower loan and return, and goods receiving modes. They do not appear in picking or when creating an order or a returns document.
- An empty required field blocks confirming with the message Please select «field name».
- The values show on the scan card as Field name: value. You can change them by editing the card.
- Pre-selecting from the catalog works offline too, because the catalog is stored on the device.
Where the values show up later
- On Recent Counts: the Scan fields column (status has its own Status column). The edit-quantity dialog there lets you correct values, and required fields are not enforced.
- When merging scans in the table and in the Excel file, each field is its own merge option. A field you leave unticked splits rows by the picked value.
- In the Excel file each field gets its own column. ERP-format files always merge rows across scan fields.
Count Settings
| Setting | What it does | Default | When to turn it on |
|---|---|---|---|
| Show Warning for Duplicate Scan | The scan card is tinted and shows a warning when the item was already counted in this store. With locations on – only if it was counted in the same location. | off | Precise counts with several counters. Turn off when scanning unit by unit without the quantity window. |
| Show Add/Subtract from Inventory Selection | Shows the Add to stock / Subtract from stock selector. In subtract mode every scan is recorded as a negative quantity. Unavailable in loan and return modes. | off | A run of stock removals without typing a minus each time. |
| Remove Spaces from Item Identifier | Deletes spaces from the identifier before lookup (12 34 56 → 123456). | off | A scanner that adds a space, or a catalog imported with spaces. |
| Show List of Similar Items if They Exist | When the identifier is not found, the Item Not Found in Catalog dialog lists items with a similar identifier to choose from. | off | Barcodes almost identical to the catalog, e.g. a shortened catalog. |
| Choose from List the Closest Item to Non-Existent Identifier | When the identifier is not found, the system proposes the closest item. | off | Different check digit, missing prefix. |
| Autocomplete in Item Identifier Field - Search by Item Name Only | Autocomplete searches only item names, not barcodes and codes. | off | When you type names rather than codes. |
| I Have Shortened Barcodes in Catalog | A barcode longer than 10 digits that is not found is looked up again by its last 8, then last 6 digits. | off | A catalog that stores partial barcodes. |
| I Have Danacode Format Barcodes in Catalog | A UPC-A or 0-leading EAN-13 that is not found is converted to Danacode format (043400020902 → 434-2090) and looked up again. | off | A catalog managed in Danacode. |
| Show Option to Hide Keyboard During Scanning | A Hide Keyboard / Show Keyboard button that floats at the bottom of the screen. While the keyboard is hidden, the phone keyboard stays down and a physical scanner scans continuously. Details on Barcode scanner. | off | A device with a physical scanner where the keyboard gets in the way. |
| Hide Virtual Keyboard When Editing Quantity | Hides the app's virtual keyboard in the quantity window. | off | Android with a comfortable system keyboard. Keep off on iPhone with a wireless scanner – the system keyboard does not appear there. |
| Display on Scan Card (if data exists): | Multi-select of the fields shown on every card. | Item Code, Item Image | Add what helps tell items apart (color, size, model) and remove the rest. |
Fields in "Display on Scan Card"
Item Code, Barcode, Cost Price (only for users allowed to see cost prices), Selling Price, Supplier, Category, Sort Code, Color, Size, Model, Unit of Measure, Item Image, Location by ERP system, Quantity by ERP system (managers and users with the matching permission). A field is shown only when the item has a value for it.
Location Settings
The group is hidden in picking and order-creation modes; it does appear while you build a return document. Every setting after the first appears only while the first is on.
| Setting | What it does | Default | When to turn it on |
|---|---|---|---|
| Show Location Input Option | A Location field at the top of the page. Scan all the location's items, then tap the green button (or Finish This Location with the camera) to mark it finished and move on. | off | Several counters in parallel, defined shelves and areas, or an ERP with locations. |
| Set Location Entry as Required | The label becomes Location (Required). Scanning without a location shows the warning Location not entered…. | off | When every item must have a location. |
| Show Warning if Counting in Location Marked as Complete | Warning when scanning in a location a manager marked finished on Locations. | off | A final count where accidental reopening is not wanted. |
| Show Warning if Item Counted in Location Another User Counted | Warning when someone else already counted in this location. | off | Parallel teams in the same area. |
| Show Warning if Location Not Pre-Defined in Management Page | The warning Entered location name not yet in predefined locations list… with Add count anyway and create new location. Off: a new location is created silently. | off | A closed list of locations with consistent names. |
| Show Warning for Location Not Matching ERP Location | Warning when the entered location differs from the catalog location for the item. | off | To find stock in the wrong place. |
| Disable Add Scan After Warning Option | Removes Add count anyway from every count warning – the user must fix the issue. | off | A zero-override policy. |
System Modes
The group is hidden in picking and document-creation modes.
| Setting | What it does | Default | When to turn it on |
|---|---|---|---|
| Item Catalog Creation and Count Mode | An item that is not found opens a dialog to create it in the catalog straight from the scan. Disabled in loan and return modes. | off | A business without a catalog file that builds it while counting. |
| Link Barcodes to Catalog Without Barcodes Mode | A barcode that is not found offers to link it to an existing item that has no barcode. After linking you see Barcode "…" successfully linked to item "…". | off | A catalog with items imported without barcodes. |
Settings that affect each other
- Show Warning for Duplicate Scan + Show Location Input Option: with locations, duplicates are checked only within the same location, so there are fewer false warnings.
- Disable Add Scan After Warning Option applies to every warning – duplicate, required location, finished location, undefined location, another user's location and ERP mismatch. It lives in the location group and appears only while locations are on.
- Show Quantity Window After Scan unlocks Discrete Quantity, Minimum and Maximum. Without the quantity window they have no effect, but the batch and expiry fields are still available when editing an existing card.
- The account's scan fields open the after-scan window on every scan, even when the user has Show Quantity Window After Scan off. Show Batch Number Field After Scan and Show Expiration Date Field After Scan also open the window on every scan.
- Scan with Smartphone Camera unlocks QR Code Scanning, Continuous scanning and UPC-A conversion, and hides the virtual keyboard in the quantity window even when Hide Virtual Keyboard is off.
- Show List of Similar Items shows a list to choose from; Choose from List the Closest Item proposes a single match. Both together: the list is shown with the closest item marked. Show All Matches When Identifier Is Ambiguous covers the opposite case – an identifier found more than once.
- Item Catalog Creation Mode and Link Barcodes Mode change the Item Not Found in Catalog dialog: the first adds Add to Catalog, the second adds a field for picking an existing item. In loan and return modes catalog-creation mode is disabled.
- Show Add/Subtract from Inventory Selection is unavailable in loan and return modes – there the direction is fixed for the whole session.
- Allow notes on scans appears only in count, loan and return modes. Picking, document creation and receiving have no scan notes at all.
Related pages
- Count page – see where each setting shows up
- Locations – define the location list and mark a location finished
- Catalog – upload a catalog with full barcodes
- Packages and parent barcodes – count by package in the quantity window
- Barcode scanner – work with a wireless scanner instead of the camera