Multiuser – Real time synchronization

This feature allows you to:

  • Share your inventory with other users from your team
  • Collaborate with them for adding stock information 
  • Get inventory information / reports in real time
  • Restore your shared inventories from cloud when signing in on other devices

You cannot:

  • share the images

Pre requirements:

  • All users from the team have to:
    • be connected to the internet
    • be logged in 
    • get SYNC package

Steps:

1. Make sure all users of your team are logged in
  • Go to: Inventories list -> Drawer menu (top-left) -> Tap on default user
  • Log in with Google account used for Google Play Store or other user you wish

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2. Define the inventory you wish to share with your team 
  • this can be done by any user of the team
3. Share the inventory with the team by adding users one by one
  • long tap on the inventory you want to share
  • choose  "Share"
  • add users one by one (bottom-right button)
    • you have to write the email address of the user you want to share with

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Manage stock entries

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Use case

Stock entries are used in  Stock management inventory type.

Steps

  1. Identify quickly the product from products list (see how to populate your products list) by using dedicated features:

    • Search
    • Filters
    • Barcode / QR scanner (external scanner or device camera)
    • NFC identification
  2. Tap on the wanted product
  3. Choose one of the entries types from "Add entry" tab:
    • INput
    • OUTput
    • MOVEment
  4. Complete the entry fields and Save

Add entry fields

  1. Location
    • Optional - only if you work with multiple locations. If you don't add the location -  the application chooses for you automatically the "Default location" 
    • A location can be added directly from "Add entry" tab or from navigation menu (see how to manage locations)
  2. Quantity
    • Mandatory
  3. Batching factor (default = 1 )
    • Optional. Batching factor is a multiplicator of the Quantity field and is used when your products are delivered in packages.
    • Example: one box contains 6 bottles. You fill 6 in batching factor area and 2 in quantity area. When saving will be recorded 12 bottles.
  4. Price
    • Mandatory
  5. Tag
    • You can assign any custom tag to an entry (ex.: damaged, expiration date, etc.)
  6. Custom fields (find out more about custom fileds)

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Entries history

Navigate through entries history and edit or delete them.

Actions

  1. Edit (modify)
    • Datetime of the last update is displayed in the list
  2. Delete
    • Deleted entries can be viewed in the history list, distinctively marked
    • Datetime of deleted action is displayed
    • It does not affect the stock

How

Long tap on entry.

 

Details

Products have a couple of attributes which can be imported or added manually. These attributes can be found in Details tab within the product area:

 

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Count physical inventory

Use case

Counting physical inventory can be done in Take stock inventory type.

Steps

  1. Populate products list. You have more alternatives to do that:
    • Import from a predefined Excel (.xls, .xlsx, .csv) product list (see how ...)
      • download a products list example here ...
    • Take over from Stock management at a certain date (see how... )
    • Add products manually one by one
  2. Identify quickly the product from products list by using dedicated features:
    • Search
    • Filters
    • Barcode / QR scanner (external scanner or device camera)
    • NFC identification
  3. Tap on the wanted product
  4. Insert counted quantities
    • you can use the built in calculator to make this process easier
  5. Export counting results - csv, excel file (see how ...)

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Fields

  1. Batching factor (default = 1 )

    • Optional. Batching factor is a multiplicator of the Quantity field and is used when your products are delivered in packages.
    • Example: one box contains 6 bottles. You fill 6 in batching factor area and 2 in quantity area. When saving will be recorded 12 bottles.
  2. Quantity
    • Mandatory
  3. Location
    • Optional - only if you work with multiple locations. If you don't add the location -  the application chooses for you automatically the "Default location"
    • A location can be added directly from "Counter" tab or from navigation menu (see how to manage locations)
  4. Tag
    • You can assign any custom tag to an entry (ex.: damaged, expiration date, etc.)
  5. Custom fields (find out more about custom fileds)

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Countings history

Navigate through countings history and edit or delete them.

Actions

  1. Edit (modify)
    • Datetime of the last update is displayed in the list
  2. Delete
    • Deleted countings can be viewed in the history list, distinctively marked
    • Datetime of deleted action is displayed

How

Long tap on entry.

 

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Details

 

Products have a couple of attributes which can be imported or added manually. These attributes can be found in Details tab within the product area:

  • Picture
  • SKU
  • Barcode / QR code
  • Product name
  • NFC
  • MU
  • Category
  • Custom fields
  • Book Quantity
  • Counted quantity
  • Variation (counted vs. book quantity)

 

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Stock management vs. Take stock

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Stock management

Stock management - add day by day entries into your inventory:

  1. INputs
  2. OUTputs
  3. MOVEments between locations

These entries drive to final stocks for each product (overall or by locations).

Another specific element for stock management is using the price field for each entry (this is optional, only if fits to your need).

Also you have a history list where each entry is marked intuitively depending on its type.

 

 

Take stock

 

Take stock it's about counting physical inventory and comparing counted quantities vs. book quantities. These are  "time to time" operations.

Among specific features / fields you can find:

  • Book quantities
  • Varations (Counted quantities vs. Book quantities)
  • Built in calculator

There are two use cases for take stock:

  1. Free Take stock:
    • There is no connection between Take stock and Stock management
  2. Take stock from Stock management:
    • Products list and book quantities are taken over from an existing Stock management inventory (see how to)

 

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Stock management Take stock
Picture
Locations
SKU
Barcode / QR code
Product name
NFC
MU
Category
Custom fields
Variation
Book Quantity
Built in calculator
Current stock
Price
Entries types

Import products list from Excel file

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Where?

There are two places where you can import an excel product list:

  1. When you create a new inventory:
    • Add new inventory -> Select inventory type -> Choose "IMPORT your excel product list"
  2. Existing inventory:
    • Contextual menu -> "Import products list"

 How?

  1. Create your excel products list (see below how)
  2. Bring it locally (to mobile device card) or to a cloud place (Google Drive, Dropbox, etc.)
  3. Access "Import products list"
  4. Pair application fields with columns from excel list (verify section)
  5. Proceed ...

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Format

  • xls
  • xlsx

Download an excel list exemple here

List structure and fieldshttp://www.mobileinventory.net/mi_product_list_example_en.xls

We recommend that the first row of the list to be the header of the list with the fields names. Each column is a distinct field in the app.

What fields are mandatory and what are optional?

At least one of the fields below is mandatory (it's enough to have just one of them):

  • SKU (internal code)
    • alphanumeric field which identify an unique product
  • Product name
  • Barcode / QR code
    • your products barcodes field
    • helps you to identify products at scanning
  • NFC code

 

Other optional fields

  • UM
    •  main measurement units field
    • use the lowest measurement unit level
  • Category
    • your products categories filed
    • helps you to identify products easily using categories filter feature
  • Book quantity (only for Take stock inventory type)
    • your products expected quantities
    • helps you to compare during and after the collection data process:  collected vs. book quantity
  • Batching unit
    • your batching units names (i.e: box, 6 pack)
  • Batching factor
    • conversion factor from batching unit to main measure unit
    • helps collecting data in batching units and trasnforming into main measure units
    • Ex.:
      • product name => juice
      • MU => bottle
      • batching unit => box
      • batchin factor => 8
      • i.e. one box contains 8 juice bottles
  • Your custom fileds (ex.: price, color, etc.)

Existing inventories - imports types

There are two types of imports:

  1. Delete and import
    • All the products from the inventory will be deleted (including entries / countings) and replaced with the new imported products
  2. Update
    • Products from the new list and not found in inventory will be added
    • Products from the new list and found in inventory will be updated with the new values for all the fields excluding SKU (internal code)
    • Atention !!!  - > For update your products must have SKU (internal code) field completed

Free vs. Premium vs. SYNC

Licenses

FREE PREMIUM SYNC
Stock management
Take stock
Unlimited inventories
Unlimited products
Import products list
Barcode reader / QR Code reader
NFC tag reader
External barcode scanner
Export data to Excel file
Backup & Restore locally
Backup & Restore on CLOUD
Multiuser - Real time synchronization

How to get PREMIUM / SYNC?

  1. Contextual menu from the main page (top-left button) 
  2. Tap on "Buy licence"
  3. Follow Google Play purchase process

You should know ...

  • The license is for Google play account
    • if you log in to multiple devices with the same account (for which you've gotten the license) - the license will be valid for each device
    • if you uninstall and reinstall the app the license will be restored
  • You can get the invoice from Google Payments

      PREMIUM

  1. It's one time payment

      SYNC

  1. It's monthly / yearly subscription
  2. Sharing inventories between multiple users requests SYNC package for each user

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Export data to Excel file

In both cases - Stock management and Take stock - you can export data to excel files which can be saved locally, on drive, shared via email, etc.

How?

  • Within the inventory -> Contextual menu -> Export inventory

What?

  1. Stock management
    1. Summary:
      • One line for each product
      • Current stock for each product
    2. History details
      • One line for each entry
  2. Take stock
    1. Summary
      • One line for each product
      • Countings result for each product
    2. History details
      • One line for each counting

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Backup & Restore locally

We strongly recommend you to make periodically backups to your data and  save them to your computer / external disk, etc.

 In that way -  if something wrong has happened to your mobile device - you can restore data from the last backup.

Backup

  1. Inventories list area -> Contextual menu -> Backup & Restore -> BACKUP
  2. Choose where do you want to save the backup:
    • Locally (on the mobile device) ... and then copy to an external disk or to your computer
    • Cloud places (Google Drive, Dropbox, etc.)
    • Share via email

Restore

  1. Inventories list area -> Contextual menu -> Backup & Restore -> RESTORE
  2. Take over the backup file
    • If you have saved the backup file to an external disk you should copy it first to your mobile device memory card.

You should know

  • Images will not be included into backup file
  • Restoring a backup file will erase all your current data

backup

restore

Use external barcode scanner

Use case

If you have a barcode scanner that can be paired with mobile device - in order to scan barcodes easier .

Strengths

  • Better barcode reading
  • Higher mobility

Prerequirements

You have to own an external barcode scanner that can be paired with your mobile device via:

  • Bluetooth
  • Cable

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How

Follow the steps below:

  1. Pair the external barcode scanner with the mobile device
  2. Open the inventory that you want to work with
  3. Scan the barcodes. The effect of scanning varies from one app area to another:
    •  Products list:
      • (A 1) barcode is found in database -  identifies the product and places you to input area (where you can add entries or countings)
      • (A 2) barcode is not found in database - adds a new product with scanned barcode
    • (B) Within product area - Details tab:
      • adds the scanned barcode in the barcode field
    •  Within product area - Add entry / Counter tab:
      • (C 1) barcode is found in database - switch to found product
      • (C 2) barcode is not found in database - adds a new product with scanned barcode

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