Scanning scenarios

Scanning verifies and processes physical warehouse work with a barcode scanner (Zebra terminal, handheld reader, or a phone camera). Vintrhall tracks what was scanned, tells the worker where it goes, and updates order statuses in your order source automatically. Below are the common scenarios.

Receiving — sorting a delivery

Sort incoming items into buckets without matching each one to an order by hand.

1. Open Scanning and pick a sorting process.
2. Click Start — Vintrhall pulls orders from your order source (e.g. Base).
3. Scan each product's EAN, one by one.
4. After each scan the screen shows a colour-coded bucket — drop the item in the indicated bin.
5. Click Finish — orders move to their configured target status and stock updates.

Picking — confirming an order

Pick items for an order and verify the full set before shipping.

1. Open Scanning and pick an order-picking process.
2. Click Pick to take one order from the queue (or Start to work from a status list).
3. Gather the items and scan each product's EAN.
4. Vintrhall tracks scanned vs. required quantity:
   • Exact match — the order is marked complete.
   • Missing items — highlighted; mark the order incomplete to split the rest into a follow-up.
   • Extra items — flagged as over-quantity; undo and re-scan.
5. Click Finish — confirmed orders move to the target status.

Morning scan — receiving against orders

Scan newly received goods; items not yet ordered are split out with a supplier.

1. Open the Morning scan tile (if enabled) — it resumes an active session or starts a new one.
2. Scan the products you're receiving.
3. For each line Vintrhall shows the current supplier status — assigned items can be skipped, empty ones get a supplier from SKU-prefix rules.
4. Click Finish — not-yet-ordered items split into a separate order ready to purchase.

Full inventory — counting the whole warehouse

Count everything that is physically on the shelves, bin by bin, with several people at once.

1. An admin opens Scanning → Full inventory, picks the warehouse and starts a round: the whole warehouse or selected racks.
2. Each worker scans a bin barcode or taps Next free bin. A bin can be open by one person at a time.
3. Scan the products in the bin; every scan adds one piece. Expected quantities are not shown.
4. If a product belongs to another bin, or has no bin yet, Vintrhall stops and asks: Stays here or I'll take it back to A-01-03. Pick one; the following pieces of that product are not asked again. Pieces you mark to be taken back are recorded as a transfer; the target bin's stock grows only if nobody scanned them there yet, so nothing is counted twice.
5. Close bin saves the bin's contents exactly as scanned. Products that were expected in the bin but not scanned are set to zero there.
6. When every bin is closed, the admin clicks Finish round. Until then the button lists the bins that are still waiting, and who has them open. An empty bin is closed like any other: scan it and click Close bin with nothing on the list.
7. After the round is closed, open Reports → Full inventory rounds and pick the round. The Products tab lists every product with what was counted, the source quantity at the time of counting and the difference, so you can fix the numbers in your quantity source; Transfers lists the pieces workers took back to another bin, and In several locations shows products found spread over more than one bin. Any tab can be downloaded as CSV from the round header.
8. If wFirma is your quantity source, an admin can issue the stock documents from a closed whole-warehouse round: an RW zeroes the wFirma warehouse, then a PW adds what was counted. Products that could not be matched to a wFirma good (by SKU, then unique EAN) are listed and left for you. Partial rounds cannot issue documents.

A full inventory changes only where products sit in Vintrhall. Quantities in your quantity source (wFirma, PrestaShop, WooCommerce) are not touched, so the round is a report you act on elsewhere. If the round covered only selected racks, products that also have stock in a bin outside that scope are marked Out of scope: their difference is not trustworthy, because part of the stock was never counted.

Cycle counting — one bin at a time

Count what is physically on a shelf and compare it with the quantity source, without stopping order work. A session is always one bin.

1. Open Scanning → Cycle counting and pick a warehouse.
2. Vintrhall shows the next bin to count. The queue rotates automatically: bins never counted come first, then the ones counted longest ago. You can skip a bin.
3. Scan the bin's barcode to open it.
4. Scan the products on the shelf. Every scan adds one piece; you can edit a line's quantity by hand (zero removes it) or undo the last scan. Expected quantities are not shown, so the count is blind.
5. A product that belongs to a different bin is flagged as Outside this bin. You can put it back where it belongs or move it to the current bin on the spot.
6. Click Finish count — the summary shows either a match or the number of discrepancies, and the next bin comes up.

Counting never changes stock levels. Vintrhall is not the quantity source, so the result is a report: every counted bin lands in Reports → Location counts, where you review the lines (source quantity, counted, difference, current quantity) and mark sessions as reviewed. Fix the numbers in your quantity source (wFirma, PrestaShop, WooCommerce) and the report will show the discrepancy as resolved.

An abandoned session can be taken over by the next person who scans the same bin. Aborting a session discards its scans and returns the bin to the queue.

Product locations — confirming shelf locations

Confirm or fix where products sit, and place new stock on shelves.

1. Open Scanning → Product locations and pick a warehouse.
2. Optionally choose specific brands to work on.
3. Scan products as you walk the aisles. For each scan Vintrhall either asks where to place new stock, shows the current location to confirm or move, or suggests a bin.
4. Click Finish — the confirmed and moved locations are saved. Quantities are not counted here; use the cycle count for that.

Dispatch — courier handoff

Log parcels handed to a courier and keep a record per day.

1. Open Scanning → Dispatch and create a destination (e.g. a hub or courier depot).
2. Open the destination — a calendar shows dispatch history by day.
3. Scan parcel/tracking numbers (one per barcode); duplicates scanned the same day are flagged.
4. Parcels are logged to the calendar for courier reconciliation.