Acctivate Mobile Warehouse Management Software

Acctivate Mobile Warehouse Management Software (WMS) is an application used to perform warehouse management functions from a handheld device running an Android operating system.

Before continuing, please review the System Requirements and perform the Acctivate Mobile Warehouse Management Software installation on your server and handheld device.

Login

Logging into Acctivate on the handheld device is very similar to the desktop. You will be presented with a list of Acctivate companies to login to and be prompted to enter your login credentials. The same login credentials used for the desktop version of Acctivate are used for Acctivate mobile.

  1. On the handheld device, look for the Acctivate icon and click on it to open Acctivate.
  2. Select the Company (this will default to the last company that logged into).
  3. Enter your User ID and Password.
  4. Click Login.

Once logged in, you will be taken to the Main screen which provides the following options:

  • Pick: Clicking the Pick button will open the list of sales orders to pick or a list of picklists to pick (if Picklists are enabled).
  • Product Info: Clicking the Product Info button will open the Product Info screen. Here, you can lookup a product to view information such as inventory quantities, transactions, the locations the product is stocked in, and product notes.
  • Receive: Clicking the Receive button will open the Inventory Receipts screen.
  • Menu: Clicking the menu icon in the upper left hand corner will open a menu of additional options.

Picking

Acctivate Mobile for Android allows you to pick sales orders, or, if you have picklist enabled, you can pick picklists.

Pick sales orders

Tip

You are able to see sales orders that are "In Progress" by the user you are logged in as. This is to accommodate environments that are prone to dropped connections or incidents of accidental closure of the app.

For example, once you begin picking an order it will move to the "Pick in Progress" status. If you were to accidentally close the app, you could log back in as your user and see the order that is "In Progress" by you; select it and continue picking. You will not, however, be able to open and begin picking an order that was started by another user.

For this reason, it's strongly suggested that each mobile user login with their own login ID.

Before picking sales orders, refer to the mobile order picking options:

  1. After logging into the app, click Pick on the main screen.
  2. A list of orders available to pick will be displayed. This list can be further filtered by clicking the funnel filter icon in the upper right hand corner:
    • Branch: Tap the Branch filter to see only sales order of a certain Branch.
    • Workflow Status: Mobile picking can only include sales orders which have the following workflow status: Ready to Pick, Pick in Progress, Pick on Hold.
    • Req Date: The requested ship date field will default to the device's system date. Sales orders with a requested ship date on or before this date will be displayed. After modifying your filters, click the back arrow in the upper left hand corner to return to the list of orders which will refresh. If more orders exist than can be displayed, you will see a Load more button which displays more orders.
  3. To select an order for picking, you can scan a barcoded order number, click on an order, or type in all of the order number in the "Order Number" field and press enter.
  4. Once you've opened a sales order for picking, the workflow status of the order will automatically update to Pick in Progress.
  5. The Details tab will show the Product ID and the picked quantity out of the total quantity to pick (the scheduled quantity). Below the Product ID you will see the warehouse location (if using warehouse locations).
    • To pick a standard control product (not lot or serial numbered):
      • Scan the product's barcode to increment the quantity by one. Alternatively, click on the product to select that order line and then use the device's touch screen to type they quantity picked in the Picked field.
      • While on the "Line #1 of 5" (for example) screen, use the up or down arrows to move to the next or previous line, or go back to view the entire order.
    • To pick a lot or serial control product:
      • If the barcode you are scanning is a GS1-128 barcode encoded with the Product ID and Lot/Serial number, you can perform a single scan on this screen, which will add the lot and increment the picked quantity.
      • If your barcode that only contains the Product ID, scanning the barcode will open that order line (for example, Line #1 of 5). On this screen scan a lot/serial barcode.
        • If you don't have a lot/serial barcode to scan, press the "#" button to open the Add/Edit Lot/Serial # screen and select a lot/serial number. This screen allows you to enter the lot/serial #, lot/serial location, quantity Picked, view/edit the lot/serial Expiration, view/edit the lot/serial Reference and Specification information.
        • After selecting a lot/serial number, click the devices back button or use the back arrow in the upper left hand corner to return to the previous screen.
        • To add another lot/serial number, click the "#" button again.
      • To delete a selected lot, long press the lot/serial number on the "Line #1 of 5" screen until the Delete button appears.
      • While on the "Line #1 of 5" (for example) screen, use the up or down arrows to move to the next or previous line, or use the checkmark button in the upper right hand corner to return to the order's Details tab.
  6. On the Pick Order screen, there are two additional tabs:
    • Info: Includes Bill To and Ship To information.
    • Notes: The Notes tab lists all notes found on the Notes tab of the Enter Order window. You can add a note by clicking ADD NOTE.
  7. Once you have completed picking an order or if you want to save your progress (to resume the pick at a later time), you will submit the order by clicking the checkmark in the upper right-hand corner.
  8. On the Submit Order screen, you can choose to put the sales order in a workflow status of Picked or Pick on Hold; see the Mobile Configuration section for more information. Optionally, if mobile printing is configured, you can print a Packing List and address labels.
  9. Click the arrow in the upper right hand corner to submit the order and you will be returned to the order list.
Note

When submitting a sales order, picked lot/serial quantities will be validated against the lot/serial number's on hand quantity. If the sum of the lot/serial's picked quantity exceeds the lot/serial's on hand quantity, a warning will be displayed. You can return to the sales order to correct the quantities, however the pick can be submitted despite the discrepancy.

Note

The quantity to pick will be displayed in the sales order unit.

Pick picklists

To begin picking a picklist:

  1. After logging into the app, click Pick on the main screen.
  2. The list of picklists will default to the warehouse you last filtered on. Click the funnel filter in the upper right hand corner to change the warehouse.
    Tip

    If you plan to print a Picklist for another user to pick using Acctivate mobile, refer to our Tip under the Print a Picklist section.

  3. Scan, type in a picklist ID, or click on a picklist to open it.
  4. The Details tab will show the Product ID and the picked quantity out of the total quantity to pick (the scheduled quantity). Below the Product ID you will see the warehouse location. You can also toggle the Hide picked details slider to hide or show lines that have been picked in full.
    • To pick a standard control product (not lot or serial numbered):
      • Scan the product's barcode to increment the quantity by one. Alternatively, click on the product to select that picklist line and then use the device's touch screen to type they quantity picked in the Picked field.
      • While on the "Line #1 of 5" (for example) screen, use the up or down arrows to move to the next or previous line, or go back to view the entire picklist.
    • To pick a lot or serial control product:
      • If the barcode you are scanning is a GS1-128 barcode encoded with the Product ID and Lot/Serial number, you can perform a single scan on this screen, which will add the lot and increment the picked quantity.
      • If your barcode that only contains the Product ID, scanning the barcode will open that picklist line (for example, Line #1 of 5). On this screen scan a lot/serial barcode.
        • If you don't have a lot/serial barcode to scan, press the "#" button to open the Add/Edit Lot/Serial # screen and select a lot/serial number. This screen allows you to enter the lot/serial #, quantity Picked, view/edit the lot/serial Expiration, view/edit the lot/serial Reference and Specification information.
        • After selecting a lot/serial number, click the devices back button or use the back arrow in the upper left hand corner to return to the previous screen.
        • To add another lot/serial number, click the "#" button again.
      • To delete a selected lot, long press the lot/serial number on the "Line #1 of 5" screen until the Delete button appears.
      • While on the "Line #1 of 5" (for example) screen, use the up or down arrows to move to the next or previous line, or use the checkmark button in the upper right hand corner to return to the picklist's Details tab.
    • Picklists automatically select the most efficient location to pick from, however, you can change the location you are picking from or split the picklist line into different locations. While on the "Line #1 of 5" screen:
      • Press the pencil icon to edit the location for the picklist line. You can scan, type in, or lookup the location this line will be picked from.
      • After picking some of the quantity from the current location, click the map pin/+ icon to split the remaining quantity. This will open a screen where you can scan, type in, or lookup the location that the remaining quantity will be picked from. Once you select a location, it will split the remaining quantity to pick into a new picklist line.
  5. On the main Pick screen, there is an Info tab. The info tab shows information about the pick, orders included in the pick, and a layout of the warehouse.
  6. Once you have completed picking an picklist or if you want to save your progress (to resume the pick at a later time), you will submit the picklist by clicking the checkmark in the upper right-hand corner when on the main Pick screen.
  7. On the Submit picklist? screen, choose an option:
    • Pick complete": This will complete the picklist and you will return to the main picklist lookup screen.
    • Reopen Picklist: This will return you to the picklist to continue editing.
    • Pick On Hold: This will submit the picklist with a Pick On Hold status allowing you to continue picking at a later time.
Note

When submitting a picklist, picked lot/serial quantities will be validated against the lot/serial number's on hand quantity. If the sum of the lot/serial's picked quantity exceeds the lot/serial's on hand quantity, a warning will be displayed. You can return to the picklist to correct the quantities, however the pick can be submitted despite the discrepancy.

Note

The quantity to pick will be displayed in the stocking unit.

Receiving

The Acctivate Mobile Android app allows you to receive inventory using a mobile device. An inventory receipt can be created for a particular purchase order or you can receive inventory without a purchase order. Review the Mobile Receiving options to enable options such as receiving by the PO unit, receiving in full and whether receipts should be saved or posted from the mobile device.

Receive a purchase order

  1. After logging into the app, click Receive on the main screen.
  2. If necessary, slide the From PO slider to the right.
  3. You can scan, type in the PO number, or use the magnifying glass to lookup and select the PO. Press the arrow in the upper right hand corner to open the PO.
  4. You will see the PO details. This screen will show the Product ID and the received quantity out of the total quantity to receive. Below the ProductID you will see the warehouse location (if using warehouse locations) that the product will be received into.
    • To receive a standard control product (not lot or serial numbered):
      • Scan the product's barcode to increment the quantity by one or click on the product and use the device's touch screen to type in the Qty received.
      • If you wish to receive inventory into a particular location, you can use the magnifying glass next to the Loc field to lookup and select a location. Or, you can scan a GS1-128 formatted location barcode containing a "99" application identifier.
    • To receive a lot or serial control product:
      • If the barcode you are scanning is a GS1-128 barcode encoded with the Product ID and Lot/Serial number, you can perform a single scan on this screen, which will add the lot and increment the received quantity.
      • If your barcode only contains the Product ID, scanning the barcode will open that order line (for example, Line #1 of 5). On this screen scan a lot/serial barcode.
        • If you don't have a lot/serial barcode to scan, press the "#" button to open the Add/Edit Lot/Serial # screen and enter a lot/serial number. This screen allows you to enter the lot/serial #, lot/serial location, quantity Picked, lot/serial Expiration, view/edit the lot/serial Reference and Specification information.
        • After entering a lot/serial number, click the devices back button or use the back arrow in the upper left hand corner to return to the previous screen.
        • To add another lot/serial number, click the "#" button again.
      • To delete a selected lot, long press the lot/serial number on the "Line #1 of 5" screen until the Delete button appears.
      • While on the "Line #1 of 5" (for example) screen, use the up or down arrows to move to the next or previous line. Use the back button in the upper left hand corner to return to the PO details screen.
  5. On the screen with the PO details, click the checkmark in the upper right-hand corner to submit the inventory receipt. If the Automatically post inventory receipts configuration option is enabled, this screen will say "Post Receipts?" and the receipt will be posted. If the option is not enabled, then the screen will say "Save Receipts?" and the receipt session will be saved, but not posted. Before posting, you can choose to print Product Labels and/or the Put Away List for Inventory Receipts (Mobile Printing must be configured).

Receive without a purchase order

  1. After logging into the app, click Receive on the main screen.
  2. If necessary, slide the From PO slider to the left.
  3. Choose a Warehouse from the list, then press the arrow in the upper right hand corner.
  4. On the Inventory Receipts screen, you can scan or enter a product. This screen will show the Product ID and the received quantity. Below the ProductID you will see the warehouse location (if using warehouse locations) that the product will be received into (add a location by clicking on a line to enter the location).
    • To receive a standard control product (not lot or serial numbered):
      • Scan the product's barcode to increment the quantity by one. Alternatively, use the lookup or type in a product to add it to the receipt.
      • If you wish to receive inventory into a particular location, click on the product to open the Line #1 of 5 (for example) screen and use the magnifying glass next to the Loc field to lookup and select a location. Or, you can scan a GS1-128 formatted location barcode containing a "99" application identifier.
    • To receive a lot or serial control product:
      • If the barcode you are scanning is a GS1-128 barcode encoded with the Product ID and Lot/Serial number, you can perform a single scan on this screen, which will add the lot and increment the received quantity.
      • If your barcode only contains the Product ID, scanning the barcode will open that order line (for example, Line #1 of 5). On this screen scan a lot/serial barcode.
        • If you don't have a lot/serial barcode to scan, press the "#" button to open the Add/Edit Lot/Serial # screen and enter a lot/serial number. This screen allows you to enter the lot/serial #, lot/serial location, quantity Picked, lot/serial Expiration, view/edit the lot/serial Reference and Specification information.
        • After entering a lot/serial number, click the devices back button or use the back arrow in the upper left hand corner to return to the previous screen.
        • To add another lot/serial number, click the "#" button again.
      • To delete a selected lot, long press the lot/serial number on the "Line #1 of 5" screen until the Delete button appears.
      • While on the "Line #1 of 5" (for example) screen, use the up or down arrows to move to the next or previous line. Use the back button in the upper left hand corner to return to the receipt details screen.
  5. On the screen with the receipt details, click the checkmark in the upper right-hand corner to submit the inventory receipt. If the Automatically post inventory receipts configuration option is enabled, this screen will say "Post Receipts?" and the receipt will be posted. If the option is not enabled, then the screen will say "Save Receipts?" and the receipt session will be saved, but not posted. Before posting, you can choose to print Product Labels and/or the Put Away List for Inventory Receipts (Mobile Printing must be configured).

Transfers

The Acctivate Mobile Android app allows you to transfer inventory using a mobile device. An existing inventory transfer can be opened or a new transfer can be created from the mobile app. Transfers can be created between warehouses or within the same warehouse if multiple locations are enabled. Review the Mobile Receiving options to configure whether transfers should be saved or posted from the mobile device.

  1. After logging into the app, click Transfer on the main screen.
  2. Use the Open an existing transfer slider to open an existing transfer or create a new transfer. If creating a new transfer, select the From and To warehouses.
  3. If multiple bin locations are enabled and you will be scanning bin locations, slide the I will be scanning bin locations slider to the right. This option is used to determine which location field(s) are updated when a location barcode (barcodes with the "99" Application Identifier is scanned).
    • "From" bin location only: When this option is selected, each location barcode scan will update only the From bin location field.
    • "To" bin location only: When this option is selected, each location barcode scan will update only the To bin location field.
    • Both "From" and "To" bin locations: When this option is selected, the first location barcode scan will update the "From" field. Then second location barcode scan will update the "To" location.
  4. Click the arrow in the upper right.
  5. On the transfer details screen, you can scan a product barcode to add the product.
    • To transfer a standard control product (not lot or serial numbered):
      • Scan the product's barcode to increment the quantity by one. Alternatively, use the lookup or type in a product to add it to the transfer.
      • If locations are enabled, the product's primary location will default. If scanning locations, simply scan the location barcode, otherwise use the touch screen to update the location.
    • To transfer a lot or serial control product:
      • If the barcode you are scanning is a GS1-128 barcode encoded with the Product ID and Lot/Serial number, you can perform a scan on this screen, which will open the Add Lot screen with the lot number added. Optionally, you can scan the location barcode.
      • If your barcode only contains the Product ID, scanning the barcode will open the Add Lot window. On this screen scan a lot/serial barcode.
        • If you don't have a lot/serial barcode to scan, press the "#" button to open the Add/Edit Lot/Serial # screen and lookup a lot/serial number.
        • After selecting a lot/serial number, click the devices back button or use the back arrow in the upper left hand corner to return to the previous screen.
        • To add another lot/serial number, click the "#" button again.
      • To delete a selected lot, long press the lot/serial number on the "Line #1 of 5" screen until the Delete button appears.
  6. On the screen with the transfer details, click the checkmark in the upper right-hand corner to submit the inventory transfer. If the Allow posting transfers from the mobile device configuration option is enabled you will have a Post Transfer option. If the option is not enabled, then the screen will say "Submit Transfer?" and the transfer session will be saved, but not posted.
Tip

Once a product is on the transfer, each scan will increment that product's transfer quantity. If multiple locations are enabled and you need to transfer the same product from or to multiple locations, tap the Add Product icon (looks like a product tag with a plus sign next to the product lookup) on the transfer details to add the product as a new row.

Count

An Inventory Count session must be created on the desktop version of Acctivate. Once created, you can perform the inventory count using Acctivate Mobile.

Only one user may edit a Count Sheet at a time, so if you plan on having multiple users/devices counting at the same time you should break your count sheet up into Sections by using the Sequence list of the Create Count Sheet window.

Mobile Inventory Counts have a Blind Count option. When the Blind Count option enabled, you will create a count sheet on the desktop, however, when viewing the count sheet on the device the products in the count sheet will not be visible. Instead, the user will enter/scan the products and on hand quantity that have been counted. This ensures an unbiased count process.

  1. After logging into the app, click Count on the main screen.
  2. Select the Count Sheet of the count sheet you will be counting.
  3. Depending on the whether or not multiple bin locations are enabled, the count sheet will be presented differently.

    • If warehouse locations are enabled, you will see a list of locations to be counted. Select a location to view a list of the products stocked in this location to be counted, unless you are performing a blind count.

      You can also select a location for counting by scanning a location barcode containing the "99" Application Identifier (a Location Barcode Label can be printed from Acctivate).

      When you return to the main screen, the location will have a checkmark in the Counted column to help track which locations you've counted.

    • If warehouse locations are not enabled, you will see a list of products that needs to be counted, unless you are performing a blind count.

  4. To count a product, Scan a product barcode or tap on a product to enter the quantity counted. If the product is lot or serial controlled, you will also need to record the lot/serial number counted. After selecting the product, tap on a Lot/Serial # to enter a quantity or scan a GS1-128 barcode encoded with the Product ID and Lot/Serial number.
  5. Once you've completed the count, tap the checkmark in the upper right hand corner. If any products are uncounted, you will be able to select the option Count Completed. Set the quantities of uncounted lines to zero.
    • When this option is enabled, any uncounted products will have their counted quantities set to zero, which may result in an adjustment of those products.
    • If this option is not enabled, those products will be left uncounted and their on-hand quantity will not be adjusted.
  6. Tap the checkmark one final time to Save the count. Count sessions must be posted from the desktop version of Acctivate.

The main menu of the Acctivate Mobile for Android app also includes a "hamburger" menu. Access this menu by clicking the three horizontal lines in the upper left hand corner. This menu shows the following information:

  • User: This is the Acctivate user that you are logged into the app as.
  • Company: This is the Acctivate company which you are logged into.
  • Barcode Info: The Barcode info screen allows you to scan a barcode and Acctivate will display the results of the data embedded in the barcode, including any application identifiers. Consider some examples of possible results:
    • Text: Widget This barcode does not contain GS1 Application Identifiers, it only contains text. In this case, the text that is barcoded is simply "Widget"
    • GTIN (01): 123456789 This barcode contains the GS1 Application Identifier (01) which indicates the following text is a GTIN or Product ID. The Product ID in this example is "123456789".
    • Lot (10): 4567 This barcode contains the GS1 Application Identifier (10) which indicates the following text is a lot number. The lot number in this example is "4567".
    • Expiration (17): 210125 This barcode contains the GS1 Application Identifier (17) which indicates the following numbers are the expiration date in YYMMDD format. The serial number in this example is "210125" (January 25th, 2021).
    • Serial (21): 1234 This barcode contains the GS1 Application Identifier (21) which indicates the following text is a serial number. The serial number in this example is "1234".
    • Location (99): A01A This barcode contains the GS1 Application Identifier (99) which is recognized by Acctivate as a Location. The location in this example is "A01A".
    • Kg (310): 0010.50 This barcode contains the GS1 Application Identifier (310y) which indicates the following numbers are the weight in Lbs. The 4 digit in the application identifier represents the number of decimals; e.g. 3102 would be interpreted as 310 (weight in lbs) showing 2 decimals. Acctivate will not show the "y" portion of the Application Identifier, but it will show the correct number of decimals based on that value. The weight in this example is "0010.95".
    • Lb (320): 0010.95 This barcode contains the GS1 Application Identifier (320y) which indicates the following numbers are the weight in Lbs. The 4 digit in the application identifier represents the number of decimals; e.g. 3202 would be interpreted as 320 (weight in lbs) showing 2 decimals. Acctivate will not show the "y" portion of the Application Identifier, but it will show the correct number of decimals based on that value. The weight in this example is "0010.95".
    • Quantity (30): 28 This barcode contains the GS1 Application Identifier (30) which indicates the following numbers are the quantity. The quantity in this example is "28".
  • Configure: The Configuration menu option allows you to make changes relating to the Acctivate Mobile web service connection.
    • URL: The URL field contains the URL of the Acctivate Mobile web service that the app is connected to. You can use the Test Connection button to verify a successful connection.
    • Validate SSL certificate: When enabled (default), Acctivate will require the device to trust the SSL certificate from the web service. If this option is disabled, Acctivate will not check to see if the device trusts the SSL certificate.
  • Log Out: Use the Log Out option to log out of Acctivate on the device. For security reasons, it's always a good idea to log out when not using the device.