Scan Reports are used to compare the inventory you're expecting on a Purchase Order and the inventory you actually received from your vendor. You can scan your inventory labels with a barcode scanner to track which items you have and then see if any items you were expecting are missing.
Creating a Scan Report from a PO
You can create scan reports from any purchase order or sales order. Just navigate to your PO or SO and click on the More button (three vertical dots) on the page at the top right of the inventory table, then choose 'New Scan Report':
Then give your scan report a name. If you don't have a specific name in mind, just use something simple like "Scan Report 1".
You'll be led to the 'Scan Results' tab. If it's a new scan report, the tab will be blank. Click on the 'Inventory Items' tab to start scanning.
There are four sections at the top of the page with information about the scan report.
The first section details which PO or SO the scan report is for.
The second section is a progress bar with counts showing how many items have been scanned, how many are waiting to be scanned, and the total number of items on the purchase order.
The third section has the input field where your barcode scanner will input ESNs or IDs as you scan.
The fourth section shows the details of the last item you scanned.
Creating a Scan Report (General, not from any PO)
To create a scan report, click 'Scan Reports' from the sidebar menu, then click on the blue 'New' button.
On the next page, enter a title for the report and any inventory conditions you want to filter. You can filter your inventory by status, warehouse, and location. In my example below, we want to see all inventory from the main warehouse and all locations from that warehouse.
After hitting Save, you'll be taken to the 'Scan Results' tab. If it's a new scan report, the tab will be blank. Click on the 'Inventory Items' tab to start scanning.
Based on the filters applied, I show 1353 devices from the main warehouse.
Note that if you select any choices from the 'Warehouse' and 'Location' filters, WholeCell will only show the items that have that warehouse or location information. Inventory missing a warehouse or location will not be displayed, even if it meets other criteria.
Scanning barcodes
*You'll want to have your barcode scanner set up so you can click "return" or "enter" on each scan. This is typically in the scanner's settings.
As you scan the barcode labels on your inventory items, you'll see a green success alert in the scanner section of the page if the item exists on the PO and this is the first time it's been scanned on this scan report:
If an item isn't on the PO or has already been scanned, you'll see a red error:
If an item has already been scanned:
...and if an item is in your account but is not included in the report due to the filters applied when you created the report (if it's not on the PO or SO you created the report from, or if it's in a different status, warehouse, or location):
You can review the results on the 'Scan Results' tab. You can see which IMEIs were scanned that are not part of the PO or group that you've selected to scan. You can also switch between different view buttons for easier reviewing.
Making changes to scanned inventory
You can make location and status changes to scanned inventory from the scan report, if necessary. Click on the '+Add Scan Action' button at the top right.
Note that scan actions will apply updates to inventory as soon as they are successfully audited. They will not apply to scans that are not found, duplicates or don't belong to this scan report. In the 'Add a Scan Action' window, choose the desired location and status (you can choose to change either one or both), then save.
After saving, the scan actions chosen are displayed as a reminder in the upper right corner of the window.
Downloading the report
Once you've scanned all of the items that you physically have, you can download a CSV of the scan to share that data with your vendor.
If you click on the "Individual" button above the table before you download the CSV, you'll get an individual report with each item by ESN and ID, showing exactly which ones were scanned:
If you click on the "Grouped" button above the table before you download the CSV, you'll get a report that's grouped by product model, grade, and damages -- showing how many units of that product were scanned, left unscanned, and the total that were on the PO:
