Pick List — Operator Guide

1. What this screen is for

Pick List is how you issue a whole load of material to a job in one pass. You bring up the job, the screen lists every inventory line still owed on that job's Requirements Order, and you walk the warehouse typing the quantity you actually pulled next to each line. When you are done you save it. Saving does not move anything in QuickBooks — an Admin or Level 1 posts it later from the Pick Review & Posting screen.

There are two versions of the same screen, and they share the same in-progress pick, so a pick you start on a scanner can be finished at a desk:

• Pick List — the handheld one, one card per item, big qty boxes.
• Pick List Full Screen — the PC one, the same lines as a wide table.

If you are issuing only one or two items, use Pick Item instead.

2. Who is allowed in

Level 3 sees the screen but no save. Posting is controlled by Settings → Allow Inventory Posting to QB, which is No by default: the Post now button is greyed with the message Posting inventory to QuickBooks is turned OFF (Settings -> Allow Inventory Posting to QB). Save the pick and let it be posted from Pick Review once that switch is Yes.

3. Finding the job

Type into the find box and tap Go. It takes any of these:

• the RO #,
• the FP or BT job number,
• the source # the RO came in as,
• part of the customer / job name or the BOM name.

As you type (2 characters or more) a dropdown of matching Requirements Orders appears — pick one rather than typing the number, it is faster and it cannot mismatch. The last row of that dropdown is always Search QB jobs for "…". Tap it and the same dropdown refills with QuickBooks customer:job names instead. Choosing one of those starts a direct issue with no RO (see section 7).

If what you typed matches more than one order, nothing opens and you get '…' didn't match one order — try the RO #, FP #, or more of the name. Be more specific.

Change RO / customer in the header takes you back to the find box, and Menu on the handheld leaves the pick altogether and goes back to the handheld menu — both forget the remembered job. If you had not typed any quantities yet, that half-open pick is thrown away cleanly. If you had, it stays put and is still waiting on Pick Review — you will see That pick is still waiting on Pick Review — it had quantities on it.

4. Class

Every issue has to land on a QuickBooks class (Residential, Commercial, Service, Administration — whatever is set up under RO classes in Settings). The screen tries to work the class out for you from the job itself, and shows it in the header as Class Residential etc.

• If it could find one, there is a Change class button — use it only if the class shown is wrong.
• If it could not, the class strip turns red: Class required — nothing on the job to read it from, so choose one, and Save for later stays greyed out until you pick one and tap Set class.

On a direct issue with no RO the class you last issued against is carried forward as a starting point. It is always shown on screen, so check it — carrying the wrong class over is the easy mistake here.

5. Reading the list

Each line shows: SKU · Req'd (what is still owed on this job, not the original order quantity) · OH (what IM2 thinks is on hand) · description · unit of measure · and either Bin or, when the item has no bin, its Gen-Loc shelving area.

• If part of the line was already issued, you also see (3 of 10 issued) — the Req'd figure is what is left, so do not re-enter the whole order quantity.
• Lines already issued in full are not listed at all. Neither are lines on hold, cancelled or closed short, and neither are non-inventory lines (those get bought on a purchase order, never picked).
• Bin / SKU buttons re-sort the list: Bin is the walking order (items with no bin sort last, grouped by their Gen-Loc), SKU is numeric-ish order. The search box filters by SKU or description. Both are instant and do not lose anything you have typed.

6. Entering quantities

Type the quantity you actually pulled in the box on the line.

• Blank is not zero. Leaving a line blank means "did not touch it" and it stays owed.
• 0 means "drop this requirement." You will be asked to confirm; after posting, the rest of that line is cancelled off the job.
• A negative number is a return — material coming back to the shelf. Use the ± button to flip the sign.
• If you enter more than IM2 shows on hand you get Over IM2 qty on hand — saves anyway. It is a warning, not a block; the shelf is the truth, IM2's number often is not.

Extra items not on the list go on the bottom card, SKU — add or substitute: type the SKU, tab out, and the description / UOM / bin / on-hand fill in; then the quantity. A SKU that is already a line above cannot be added down here — you get …is already on this order — use its own qty box above — put the quantity on the line itself.

7. Direct issue (no RO)

If you got here by choosing a QuickBooks job, there is no BOM to pick against, so the whole screen is blank SKU + qty rows instead. Tap + more rows for more. Rules:

• a SKU with no quantity is rejected rather than quietly dropped;
• the same SKU typed on two rows is rejected — put the whole quantity on one row;
• the class must be set before you can save.

8. Saving

• Save for later — writes what you typed into the pick and leaves it waiting for Pick Review. This is the normal ending. It is all or nothing: if any line or add row is rejected, nothing at all from that submit is saved, the screen lists what was wrong, fix it and save again.
• Post now (Admin / Level 1 only, and only when posting is switched on) — saves and posts straight to QuickBooks in one go, after a confirm.

If you typed nothing at all and save, the pick is dropped instead of parking an empty one on the review screen: Nothing was entered, so nothing was saved for review.

9. Common mistakes

• Leaving a line blank when the answer is really zero. Blank keeps the requirement alive forever; 0 (confirmed) closes it.
• Re-entering the full order quantity on a partially issued line. Req'd already is the remainder.
• Letting a carried-over class ride on a direct issue. Read the class in the header every time.
• Typing a SKU on the add row that is already on the list. Use its own box.
• Expecting stock to move when you save. It does not. Only posting does that.
• Saved add-on rows cannot be edited or removed from this screen — their quantity box shows greyed. An Admin or Level 1 can change or remove that quantity on Pick Review & Posting, or the whole pick can be discarded and re-picked.

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.

Surplus lines on the pick list (added 2026-09-07)

A requirement satisfied from surplus stock now appears on the pick screens like any other line, with SURPLUS in the SKU column and the item's description beside it. Enter the quantity you actually used and save. That is all it does: it closes out the RO requirement. No inventory is drawn, no QuickBooks document is written, and the line never reaches a buy list.

Surplus lines appear on a pick session that was already open, too — the session picks up lines added or changed on the RO after it was opened.