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    ScanNow Mobile App - General Guide & Tips
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    Contents

    ScanNow Mobile App - General Guide & Tips

    • 8 Minutes to read
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    Article summary

    Getting Started

    Make sure your server computer and ScanNow devices are connected on the same network.

    To start inventory count, on the server (main database computer):

    1. Go to Operations -> Inventory -> Inventory Count

    2. A screen will open to choose the type of count that you want to perform.

    Each of the options shown has a different “scope” of inventory, and only those inventory items which are included in that count will receive quantity adjustments. Others will be ignored.


    Full Inventory Scan/Count: This includes ALL inventory that exists in the system at this very moment. That means, once you start this Count and Freeze it, any new items added into ACE will not be part of your count sheet.


    All inventory in the system, shown above in the Inventory Count screen.

    Partial Scan/Count (Empty): This Count option starts off as an empty sheet, where you will progressively add items that you wish to include, and only those items will receive adjustments in the end. Everything else in the system gets ignored.


    (a) Brand new Partial Scan/Count, shown above starting as an empty sheet.


    (b) Continuation of the Partial Scan with 4 counted items so far. Finalizing at this point would only adjust quantities on these 4 items and ignore the rest of the inventory.


    By Department: As described, this option allows you to count by department and only the items in that one chosen department (shown as BAKEWARE selected below) will be counted. I.e. everything else in inventory that is not from BAKEWARE will get ignored. Once you count one department, you must finalize before moving on to the selection for the next department and progress through the store’s full inventory a portion at a time.



    By Vendor: Similar to the By Department option, you can select one vendor to count only the items from that specific vendor and ignore everything else from inventory. Once you count one vendor, you must finalize before moving on to the selection for the next vendor and progress through the store’s full inventory a portion at a time.



    By Shelf / Aisle: The shelf/Aisle option in Inventory is used to classify items by its shelf location in the store. You can add items to a specific Shelf/Aisle from Inventory or Worksheet just like you would for a department. Once you count one shelf/aisle, you must finalize before moving on to the selection for the next shelf/aisle and progress through the store’s full inventory a portion at a time.



    Starting the Count Process


    For the purpose of this guide, we will be using the Full Count option. Choose Full Inventory Scan/Count to do a full inventory count.



    NOTE: If you do a full inventory count, at the end of the count, you will be given the option to zero-out any non-counted products.

    3. Before you start any count, inventory quantity has to be frozen. Click Freeze Now

    *Key Details about the Freeze Date*:

    • Freeze Date sets a system reference point for when you first started counting.
    • Ensures the quantities that exist at this specific date/time will be the quantities you have to count and those quantities will notchange within the count sheet itself, so it stays consistent.
    • Any sales you have done during your count process will deduct from your total count quantities entered (after finalizing), so always make sure to count these items before they leave the store.
    • Restricts from Purchasing or Receiving during this process so not to disrupt quantity levels.

    4. Once the inventory is Frozen on the server computer, go to Setup -> Store Information -> System Info (IP Address) box



    While this window is open, go to ScanNow App on your device.


    5. Click on the tab with 3 bars on the top-left corner of the screen. Then click on ACE Integration Setup option.


    6. On this screen, make sure you enter the following details correctly from the information found on the ACE server computer in Step 4.

    • Enter the ACE Username and password you use to login to ACE
    • Enter the Local IP from the server computer window into Server IP field in ScanNow
    • Enter the server Instance Name from the ACE window
    • Enter Server Port from ACE window into Port No. field in ScanNow
    • Enter Database name from ACE window into ACE DB Name field in ScanNow

    7. Once all the details are filled, click on Save.


    8. Make sure the Operation Mode is Offline. Then Click on the toggle button to turn on DB Connection. It should say Connected if all the information is correct.

    9. Now Click on Import Settings button on the screen.

    10. In the Import Settings screen, Check the square box for Filter By Inventory Status. If you want to import all inventory into ScanNow, fill the All radio button. If you need to import only Active inventory (excluding hidden/deleted items), fill the Active Only radio button.


    11. Click on Import Data From ACE. Note that this will overwrite your existing inventory list in ScanNow as well as old counts, sales orders, customers, receiving/re-orders and replace with the new current inventory from ACE.

    NOTE: If you are going to use multiple devices for ScanNow, you will need to repeat this connection and import process on all of the devices.

    12. Once the import is complete, go to the home screen in ScanNow and click on Inventory Count


    NOTE: Make sure there is no count history from your previous inventory counts. If there is any history, please delete it by holding on the batch, and click Delete. If you’ve re-imported, it should have already deleted this old batch data.


    13. Now you can start your inventory count from this screen. If you need to scan the barcodes of the products, click on SCAN button to do so, or hold the scan trigger of your Cipherlab RS-31 device.

    You can also click on FIND button to add items by searching their PLUs or Description in the list.



    Once an item is scanned or selected for count, you can click on the little calculator button on the bottom-right to add the quantity of that item.



    NOTE: Please limit the number of items in one batch to around 500. You can create multiple batches in ScanNow to complete inventory count.


    14. Once you have scanned enough items for one batch, click on the back arrow on the top-left corner of the screen.



    On this Count History screen, you can see all the batches you have created on this device. Make sure the dates on this list are recent. If you see any old dates, it could be from the last time you did Inventory Count. Make sure you delete those old batches.



    You can click on the Plus button on the bottom of this screen to create another batch for the scan.


    15. After you have finished counting and ready to import all these batches to ACE, press and hold on each batch and select Send to ACE.



    It will show that the data is sent to ACE successfully and there will be an arrow pointing upwards beside each batch that is sent to ACE.



    16. You can now go to the Inventory Count screen on ACE. Click on Load Scan button from the top.

    As you can see below, the count from ScanNow is showing in Load Scan window.

    17. Now, in order to add the count correctly, close this window after every batch sent over so that we can refresh the total amount.



    18. Once the window is closed, click on Load Scan button again.



    19. Re-opening has refreshed the count ensuring the total sent over correctly. Now click on Process Scan button to add the count batch in ACE.



    20. Once added, it will show a pop-up window that the data is processes successfully. Just click OK here.



    IMPORTANT: You need to repeat this process from Step 15 through 20 for every single batch you have in ScanNow.

    Once all the batches are processed into ACE, we can now finalize the inventory count.

    21. Click the the Count column on the screen to sort by quantity for all the items that are scanned and counted.

    The “Final Qty” section should have the same quantities as the “Count” field unless you have entered any manual “Count Adj” adjustments.

    Likewise, if you edit the “Final Qty”, the “Count adj” field will change to reflect Count + Count Adj = Final Qty. This Final Qty will be the new Quantity On Hand after finalizing your count.


    22. After you make sure the count is correct, click on Finalize button from the top.

    If you want to zero the quantity for items that are not scanned (i.e. Final Qty = 0), select the first option. (Includes all not-scanned inventory with zero, positive or negative quantities)

    • The second option is similar to the first one, but it will only zero the quantity for non-scanned items with a negative Final Qty (quantities)
    • The third option will leave any non-scanned item unchanged.



    23. For a full “correction” of your inventory and (0) zero’ing anything that was not counted, the first (top) option (Zero Quantity for ALL) must be selected. Only use this top option if you are sure you have counted everything in store. Select the best option that fits your requirement and click on Start Final Processing.



    24. It will ask you if you want to back up your database. Click Yes.


    25. This message means that the inventory count has completed now. You can go to your inventory and check for the updated inventory quantities.


    After finishing your inventory count, it is recommended that you keep the batches in the device for the next 1-2 weeks just in case any re-entering may need to be done.

    To prepare for future use, after a given amount of time we can now delete the uploaded batches from ScanNow. *Only do this next step 26 when you are satisfied with your current count results and no longer need the old count batches*

    26. Press and hold on each batch, and click on Delete button to remove it from ScanNow.



    The second way to do inventory count is by adjusting inventory quantities instantly, sending real-time updates to quantity in your ACE system.

    1. Go to ACE Integration Setupscreen on ScanNow

    2. In Operation Mode, select Online button. Click Save.



    3. Go back and click on Inventory Adjustment option.



    NOTE: you will notice the other options will be greyed out as the operation mode has changed.
    4. From the Inventory Adjustment Screen, you can search the item you need to update the quantity for.
    5. Select an item.



    6. On this screen, click on the pencil logo beside Qty On Hand to edit the quantity of this item.



    7. Hit Save.



    8. Open inventory on ACE to see that the On Hand quantity is now updated for this item.


    *You can repeat this for all the items and instantly update quantity on hand for the products.*




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