Scan to Contact

Overview

Scan to Contact allows you to scan serial units and non-serialized quantity to a contact in your system. Any units or quantity scanned to the contact will show in the Assets tab on the contact page.

Navigating the Scan to Contact Screen

To access the Scan to Contact screen:

1. On the Main Menu, click the Warehouse sub-menu.
2. Click Scan to Contact.

Along the top of the Scan to Contact screen, you will find the following:

• Scan Mode selector - You can choose Scan Out or Return mode, depending on whether you want to scan inventory out to a contact, or return from a contact.
• Select a Contact search - Search for and choose a contact to scan inventory out to or return inventory from.
  • If you choose a contact that has facilities set up, then a field called Facility will appear where you can select a specific facility to scan out to or return from.
• Due Date selector - You can choose a default due date when scanning inventory out to a contact, so anything you scan will automatically be set to that due date.

Along the bottom of the Scan to Contact screen, you will find the following:

• Business Location selector - You can choose which business location / warehouse you are scanning from (if you have multiple locations set up in your system).
• Sound Theme selector - You can choose which sound theme plays for various scan prompts.
• Prompt Preferences - You can turn various scanning prompts on or off.
• Current User - Shows the currently logged in user. Any scan performed will show the current user in the scan log for the inventory.

After you choose a contact, the contact name will show in the status bar. The color of the status bar is determined by which Scan Mode is selected.

Green = Scan Out mode

Orange = Return mode

A grid shows any inventory currently scanned to the contact.

Scanning Inventory Out to a Contact

To scan inventory out to a contact:

1. Navigate to the Scan to Contact screen
2. Verify the Scan Mode is set to Scan Out
3. Select a contact (you can either click the search icon, or start typing a contact name directly into the search field to see results)
4. Choose a Due Date (optional)
5. Begin scanning inventory

If you have a barcode scanner configured, you can scan a barcode with your scanner and it will automatically register on the Scan to Contact screen. (see Configuring a Barcode Scanner).

Otherwise, you can manually enter a barcode by typing it in to the barcode input box in the top-right corner of the screen.

Scanning a serial unit barcode will immediately scan that unit out to the contact. The unit will show in the grid, indicating that it is currently scanned out to the currently selected contact.

Scanning a non-serialized model barcode will result in the quantity prompt where you can enter the quantity you want to scan out to the contact. 

Returning Inventory from a Contact 

To return inventory from a contact:

1. Navigate to the Scan to Contact screen
2. Choose Return from the Scan Mode selector
3. Select a contact (you can either click the search icon, or start typing a contact name directly into the search field to see results)
4. Begin scanning inventory

If you have a barcode scanner configured, you can scan a barcode with your scanner and it will automatically register on the Scan to Contact screen. (see Configuring a Barcode Scanner).

Otherwise, you can manually enter a barcode by typing it in to the barcode input box in the top-right corner of the screen.

When a line is returned, it is removed from the list of assets currently scanned to the contact.

Viewing Assets Currently Scanned to a Contact

1. Navigate to the contact page
2. Click the Assets tab

The Assets tab shows all inventory currently scanned to the contact. If the contact has multiple facilities and you selected a specific facility when scanning the inventory out, then the Assets tab will show which facility the inventory was scanned to. 

You can use the filter below the column names to filter results by Name, Facility, Size, Barcode, and Due Date.

If you want to quickly navigate to the Scan to Contact screen with the contact pre-selected, click the Scan to Contact button in the footer below the grid. 

Generating Reports that Show Assets Currently Scanned to a Contact

1. On the Main Menu, click Reports

There are multiple reports that you can generate that show information about assets currently scanned to contacts:

• Asset Assignment Register
• Asset Register
• Asset Receipt

The Asset Assignment Register report shows any contact in your system that has assets scanned to them. When generating the report, you can filter by the following:

• Contact - Choose a contact and the report will generate with only information about assets currently scanned to that contact. Leave this field blank and it will return information about assets currently scanned to any contact.
• Include Past Due Only? - If an asset is scanned to a contact and has a due date set, then setting this field to Yes will only show information about assets currently scanned to contacts that have a due date in the past.

The Asset Register report shows all of your assets and indicates if it is assigned to a contact. When generating the report, you can filter by the following:

• Inventory Group - Select a specific inventory group and the report will only show assets from that group. Leave this field blank and it will show assets from any group.
• Include Assigned Assets Only? - If Yes, then the report will only show assets that are currently scanned out to a contact.
• Include Headers? - If Yes, the report will be formatted with headers per inventory model name.

The Asset Receipt report shows all of the assets that are currently assigned to a specific contact and will provide a signature line at the bottom so the contact can acknowledge. When generating the report, will need to filter by the following:

• Contact (required) - Choose a contact record that currently has assigned assets.