Receive, count and execute work with Stock Scan

Use Stock Scan to identify materials and carry out warehouse work prepared in Inventory Management. Choose the warehouse and the specific workflow before capturing quantities, then verify the applied result. Scanning a barcode in the general Scan view identifies an item; it does not itself change inventory.

Prepare the work and choose its scope

Start with an activated scanner, the correct warehouse selected on Home, and the relevant materials and bins available. Purchasing, transfer approval and production planning establish what work is ready; the scanner shows the work available to its user and warehouse.

Verify units and barcodes before capture. One accepted scan can represent a configured pack, not necessarily one each. If a barcode is blocked, retired, ambiguous or unavailable offline, read the message. Search for the material where offered, or resolve the underlying record in Zapstra Inventory Management. Do not select a different material just to continue.

For a purchase order from Northwind Packaging to Main Warehouse, identify the order and its Kraft mailer (MAILER-KR6) line before receiving. The order is for 72 each at USD 1 each, physically packed as 3 cases of 24 each. Receive only goods that have physically arrived.

Receive a purchase order

1. On Home, open the Receive item for the purchase order. Alternatively, choose See all open POs, search by order number or supplier, open the order, and choose Receive. If it belongs to another warehouse, change the warehouse on Home first.
2. Review the order and warehouse in Receive purchase order. Choose Start receiving to scan, or tap an available order line to enter its quantity without scanning.
3. Scan the material barcode. If the material appears on multiple open lines, choose the correct Purchase order line.
4. Review Ordered, Received, Rejected and Remaining. Enter the actual arriving quantity in the displayed unit, check its conversion, and use the Add action showing that quantity. For a partial delivery of two mailer cases, record 2 cases or 48 each, according to the selected unit. The remaining 24 each is for a later delivery.
5. If some goods are rejected, use Reject units and enter the rejected quantity separately, with the reason and available notes or photos. Rejected units do not reduce Remaining. Check that the accepted quantity includes only goods you are receiving. If a rejection cannot be saved, keep the receipt unfinished and seek help; do not substitute an accepted quantity to force it through.
6. Choose Review, or open Received this session and Review all. Inspect every captured line. Edit an incorrect entry or remove it before completing. To receive additional goods, add the additional quantity from the order line rather than rewriting a prior receipt.
7. Choose Complete receipt to open the review cart. Read the total and destination, choose Receive, and complete the confirmation.
8. Wait for Receipt applied. Check Activity and the purchase order's receipt history in Zapstra Inventory Management, including the received and remaining quantities.

Quantity-entry mode lets you review a total before adding it. Continuous scanning adds the barcode's configured quantity for each accepted scan when the match is unambiguous. Use the mode that matches how you are physically counting the delivery.

Completion requires fresh server confirmation of the receipt's opening and saved line changes. Waiting for server or a locally captured line is not a completed receipt. Some orders explicitly show Scans check online for this order. See offline work and recovery if connectivity interrupts the workflow.

Rejection photos may remain queued on the phone until receipt completion and connectivity allow attachment. A saved rejection is also different from a dispute sent to the supplier. Continue through shortages, rejected goods and replacements when supplier follow-up is needed. For receiving rules and destination setup, see full or partial deliveries.

Reverse an eligible receipt on Stock Scan

For an incorrectly completed receipt, open its receipt details from Stock Scan Activity. When Reverse this receipt is available, review the affected receipt and quantities, then confirm Reverse receipt. It reverses the entire receipt; the server can refuse the action, including when the purchase order is closed.

Wait for the confirmed reversal outcome and inspect the purchase order and stock before receiving again. A submitted reversal is not yet a completed reversal. This procedure is specific to the Stock Scan receipt-details screen; the Inventory Management desktop receipt page does not offer the same control.

Move stock within the warehouse

Use Move inventory on Home, Move from a material, or Move from this bin from a bin. Moves change where stock is held within the selected warehouse. For movement between warehouses, use a transfer.

1. Choose Bin mode for individual item routes, or Bay mode when every item shares the same source and destination. The mode is fixed after the first item is added.
2. Choose or scan the source and destination bins. They must be different. In Bin mode, confirm the route for each item.
3. Scan or enter a barcode and choose Resolve, or use Choose material. Review the quantity and add the item. In Bay mode, the quantity can start at the source's full on-hand total; reduce it when only part of the stock is moving.
4. Inspect each line and Stock impact. Edit or remove incorrect entries and add a reason if useful. Preview quantities are estimates that the server checks again when the move is submitted.
5. Choose Move, then Confirm move. If stock has changed, review the warning and use Edit when the proposed move is no longer appropriate. Move anyway does not override the server's stock checks.
6. Check each posted part of the movement, then inspect its current details in Activity. Source–destination pairs can succeed separately: do not repeat already applied parts after a partial result. Move more starts another draft.

Submission is unavailable when the movement's required data is stale or unreadable. Do not assume a saved draft has moved stock. See bins and moves for placement rules.

Complete other available warehouse tasks

For transfer picking or receiving, open the current task, choose Scan items, scan the item and bin, or open a line and use Take from bin or Put into bin. Verify quantities before Confirm picked lines or Confirm received lines. Dispatch work separately records Carrier, Tracking number and Dispatch shipment. Follow transfer execution for shortages and partial deliveries. Do not assume unsubmitted transfer scans will be saved when leaving; read the exit confirmation.

For production, open Pick components, choose the source bin and quantity, and Confirm pick. Place output records the output bin and quantity through Confirm placement. Placement does not itself complete production. Record scrap review records the disposition; Return to stock (needs adjustment) requires a separate adjustment. Follow production execution for the full sequence and verify Applied for submitted actions.

For physical stocktaking, use the separate counting guide. A task that cannot be opened may need a fresh connection or may be held elsewhere; return to the original task after checking its current state rather than creating duplicate work.