# Personalization Settings These settings decide how the [Count page](/en/guide/counter) 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](#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` ::: tip 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](#scan-fields). ::: warning 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](#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](#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. ::: details 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](/en/guide/packages). ## 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. 1. On the Count page tap the cog → **Scanning Settings** → **Manage scan fields (status, color, size...)**. The **Scan fields** dialog opens. 2. Tap **Add field**. For the status field tap **Add status field**. 3. Type the **Field name**, for example `Color`. 4. Under **Options** type an option and press Enter. You can paste several options separated by commas. 5. Optional: turn on **Required**. The counter cannot confirm the window without picking a value. 6. 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. 7. 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](/en/guide/management/counts#scan-fields-in-the-table-and-the-export): 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](/en/guide/scanner#hiding-the-keyboard-while-scanning). | 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. | ::: details 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](#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](/en/guide/counter) – see where each setting shows up - [Locations](/en/guide/management/locations) – define the location list and mark a location finished - [Catalog](/en/guide/management/catalog) – upload a catalog with full barcodes - [Packages and parent barcodes](/en/guide/packages) – count by package in the quantity window - [Barcode scanner](/en/guide/scanner) – work with a wireless scanner instead of the camera