Item Display & Bin Lookup / Cycle Count (handheld)

Handheld Item Display & Cycle Count — Operator Guide

Two handheld screens off the Handheld Menu: Item Display & Bin Lookup and Cycle Count. They are the same screen — Cycle Count just adds the counting box at the bottom. Both are built for a scanner or a phone: one big SKU box, big type, big buttons.

Step by step

1. On the scanner or phone, open the Handheld Menu (bookmark it) and tap Item Display & Bin Lookup, or Cycle Count if you are counting.
2. Scan the item's SKU barcode into the box at the top, or type it and tap Go.
3. The item comes up. If it doesn't you get SKU … not found — check you scanned the SKU and not the manufacturer's own barcode.

What the item card shows

The item name and SKU, then:

• Description — the purchasing description.
• On hand — the QuickBooks on-hand quantity, in big type, with the unit of measure.
• Gen-Loc — the general location (area of the warehouse).
• Manufacturer and Mfr part #.
• Count group — which counting cycle the item belongs to.

The bin boxes

Below the card are Primary bin and Secondary bin.

• If you're allowed to edit them, type or scan the bin and step out of the field (or press Enter). It saves straight away and the hint under the box says Saved. Lower case is turned into upper case for you.
• If you're not allowed, the box says (view only) and is greyed out.
• If the save is rejected (a bin that doesn't match the required format, say) the reason appears under the box and the old value comes back — nothing is half-saved.

This is the fastest way to give an item a bin: scan the item, scan the bin, walk on.

Counting (Cycle Count screen only)

1. Scan the SKU.
2. Type the quantity you actually counted into Counted quantity.
3. Tap Save count. A green line confirms what you counted, what QuickBooks thinks is on hand, and the variance.
4. The cursor jumps back to the SKU box, ready for the next item.

Notes:

• Your name and the time are saved with the count.
• Counting the same SKU again before it posts replaces the earlier count — the last count is the one that posts. If there is already one waiting, the screen says so under the button ("Waiting to post: …"), and the confirmation tells you whose count you replaced.
• Recent counts lists the last five counts on that item and marks any that have not been posted yet.
• Nothing moves in QuickBooks here. An admin or level 1 user reviews and posts the counts on the Cycle Count Review screen on a PC.
• If you are view-only, the counting box is not shown at all.

Common mistakes

• Counting the wrong unit. Count in the item's unit of measure — it is shown next to the on-hand figure.
• Expecting on-hand to change after you save a count. It doesn't; it changes when the count is posted to QuickBooks.
• Typing a negative quantity. It is refused. A true zero is fine — enter 0.
• Leaving the bin field without tabbing out. The save fires when you leave the field or press Enter; if you close the browser mid-edit, nothing is saved.
• Using this to count off a printed Count List and expecting the sheet to tick itself. It doesn't — keep the paper as your own tick list.

The Menu link

Every handheld screen has a small Menu link at the top right. It takes you back to the handheld menu and forgets the job the scanner was last used on, so the next person starts clean. Use it when you finish a job rather than handing the scanner over on a live screen. Nothing you have already saved is lost.