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Mobile Inventory Guide
Updated

 

Table of Contents

 

Introduction

365 Mobile Inventory is a website dedicated to managing product inventory directly from the field. It can be accessed from a number of devices including the RS31 Cipher Labs Handheld and PCs and Macs running the current and last version of Chrome and Edge. The camera plugin allows you to scan product barcodes using the built-in camera on a device, which eliminates the need for additional hardware. The Mobile Inventory website has been designed for in-store inventory updates, which are typically performed by the route driver.

Navigating to Mobile Inventory

  1. Go to 365mobileinventory.com.

  2. Enter your User name and Password. (Same credentials as ADM)

  3. Choose your location.

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Mobile Inventory Management

Inventory Management includes these features:

  • Add and Remove Products
  • Look Up Products
  • Physical Inventory

 

Add and Remove Products

The Add and Remove Product functions make it fast and easy to manage your perpetual inventory counts. When adding or removing products at a location, a reason code can be associated to the event for easier tracking and management. You can create Reason Codes in ADM. Use this function when manually adding or removing products while at the location. 

  1. Select Add Product or Remove Product from the main menu. Selecting either option will display a list of reason codes that are associated with either positive adjustment (Add Product) or negative adjustment (Remove Product).
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  2. You can set which reason codes are associated with adding or removing product in the Admin tab, Reason Code section of ADM.

  3. Select a Reason Code. The reason code you select will be applied to every item scanned from that point forward until you submit or cancel your current scanning session. The selected reason code is also clearly displayed at the top, right corner of the screen for quick reference.

  4. Scan products. When you have selected a reason code, tap the Scan or search products field. Then scan the barcode or manually enter the UPC. Select the item you just searched for.
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  5. Enter the quantity you would like to add or remove.

  6. If you have additional products that you would like to add to or remove from inventory, return to step three.

  7. When you have completed your scanning for that reason code, press the Finish button to commit those The Save Inventory Changes pop-up will display.

  8. Confirm by pressing Save or press Back to make any changes. After confirmation, the main menu will display.

 

Lookup Product

Lookup Product is a quick way to view the details of a particular item. Select this function and scan a product’s barcode to view its UPC, price, gross margin percentage, case pack, min/max and on-hand quantity. This is a useful feature for performing price checks and making sure you are always filling inventory to the correct par level for your market.

  1. Select Lookup Product from the main menu.

  2. Tap the Scan or search products field.

  3. Scan the barcode or manually enter the UPC.  Select the item you just searched for.

  4. Review the product information and if you want to adjust the on-hand quantity, press Adjust ON-hand Quantity.
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  5. Enter a quantity to add or remove.    

  6. Select a reason code from the drop-down menu.

  7. Press Adjust. You will receive a confirmation.

 

Physical Inventory

The best way to be sure that your on-hand counts are accurate is by performing regular physical inventories. Best practice is to complete a full store count once each month, prior to closing your books. Between full physical inventories, you can also perform regular cycle counts of just one, or a few product categories, which will help you to better monitor the product flow.

To perform a Physical Inventory:

  1. Select Physical Inventory from the main menu.

  2. Select Freestyle, Complete Inventory or Cycle Count.

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Freestyle

This option allows you to dynamically count and scan products in any order.

 

Complete Inventory

A complete inventory will search through every active product in your market, based on the filters you set.

 

Cycle Count

A cycle count will process the active products based on the filters you select, however with a cycle count, you have the added feature of sorting the Category(s), UPC, or Product ID range to limit the physical inventory.

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Typically for a full store count, you will want to go by Category, but other sort options like UPC or Product ID can be useful for cycle counts.

 

Filter By

The Filter By option is available for Cycle Counts, to restrict your inventory to only the range of products that you need to inventory. Filtering by Category will allow you to check one or multiple  categories.

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Filtering by UPC range will allow you to enter a UPC Start and UPC End. This is useful for conducting an inventory on only a certain manufacturer’s products, as the first four to six digits of a UPC will usually be consistent across a manufacturer’s product range. 

Filtering by Product ID will allow you to enter a Product ID Start and a Product ID End. This option is useful for conducting an inventory of only a certain distributor’s products. Each filter option coincides with a sort option, and recommended usage when running a cycle count is to match your Filter By and Sort Order selections.

 

Count

Select a group of products to count by choosing from:

  • All Products
  • Zero and Positive Items Only
  • Positive Count Items Only
  • Negative Count Items Only

Typically for a Physical Inventory, all products should be counted, but other options can be useful for cycle counts or periodic negative inventory reviews.

 

Sort By

Choose a sort order to determine the order that Mobile Inventory will prompt for items to be scanned. You can sort by:

  • Category – sorts products alphabetically by Category (e.g., Beverages, Candy, Chips).
  • UPC – sorts products numerically by UPC. Product ID will sort products numerically by Product ID.
  • Description – sorts products alphabetically by description.

Typically, you will want to sort by Category for the most streamlined inventory. The other sort orders are useful for cycle counts of a specific manufacturer or distributor’s products.

 

Counting Inventory

Mobile Inventory will guide you through the inventory process by displaying a list of the items you need to inventory with their description and UPC.

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Zero Out: To zero out a product, tap  mceclip8.png by continuing or by tapping Review.

 

Skip: Simple tap, mceclip9.png a pop-up will appear, choose Yes, Skip to continue with your inventory.

  1. Tap or type in the UPC to select a product.

  2. Count the quantity of that product.

  3. Enter the quantity.

  4. Press Update to advance to the next item.

If you encounter a product that you cannot scan, either because of a damaged barcode or the product is missing:

  • Tap the Skip button to skip the scan.
  • Tap the Quantity field and enter the appropriate value.

If the quantity entered exceeds your max par level, you will be prompted to confirm the amount before scanning the next product.

 

Reviewing Your Inventory

  1. Press the red Review button in the top, right corner. The number references the quantity of items you will be reviewing.
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  2. Make any changes to the products listed in the Review page.

  3. Press Finish to submit the changes.

Note: You may see a warning screen if the entry exceeds Min/Max quantities.

 

Submitting Your Inventory

When you are finished going through each product, you can press Finish to submit your inventory and send the results to ADM.

 

Freestyle Mode

For a quick, easy and efficient inventory method, use Freestyle Mode. This function allows you to scan and count products in any order, and then provides a prompted list of any products that have not been inventoried for review prior to completion. This prompt ensures that all products are accounted for and allows you to zero out any inaccurate positive inventory amounts.

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Freestyling

To perform a Freestyle Inventory:

  1. Select Physical Inventory from the main menu.

  2. Select Freestyle.

  3. Use the scanner to scan any product barcode.

  4. After scanning, tap to select the product.

  5. Enter the current quantity, using the number pad to enter the amount.

  6. Press Update to submit that quantity. Be sure to count carefully, as this new quantity will replace the old value in ADM when the inventory is submitted.

  7. Continue scanning product bar codes and entering the on-shelf quantity until you reach the end of your market. 
  1. To adjust the quantities entered, tap the desired product to review it and change the amount of that product before submitting your inventory.
  1. Press Finish when all products have been counted.

You may see a warning screen if the entry exceeds Min/Max quantities. You will receive a confirmation that the Physical Inventory is updated.

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When you finish your Freestyle Inventory, if there are any active items that have not been inventoried, you will be prompted to review them. Tap any product to review it. Some of these items may be present in the market but were missed during the first count. Tap the Quantity field and enter the current quantity.

Reviewing your Freestyle Inventory is optional but is strongly recommended for best accuracy. If you choose not to review the products that were not inventoried after a Freestyle Inventory, you can press Yes, Skip and the Main Menu will display.

 

Variance Analysis Report

This report works by comparing two inventories completed on different dates. It shows the expected quantities of each item based on adds, removals and sales against the inventory quantity, and then calculates the variance between those values.

To run a Variance Analysis Report, select your location and two different inventory dates.

Note: ADM will only allow you to select dates when a Physical Inventory was run.

From left to right, the Variance Analysis fields and what they display are listed below:

BarCode – Product UPC.

Description – Product description.

Item Type – Product category.

Date 1 – Quantity of the product as reported by a Physical Inventory on that date.

Adds – Quantity of product added to inventory between Date 1 and Date 2.

Removes – Quantity of product removed from inventory between Date 1 and Date 2.

Sales – Quantity of product sold between Date 1 and Date 2.

Expected – Quantity of product reported on Date 1, plus the quantity added, less the quantities removed and sold.

Date 2 – Quantity of the product as reported by a Physical Inventory on that date.

Variance – Difference between the expected quantity of product and quantity of product reported by the Physical Inventory on Date 2.

Variance Cost – Variance quantity multiplied by product cost.

The three center columns, Adds, Removes, and Sales are functional links. Click on any of the numbers to get enhanced visibility on product additions, removals, and sales.  

 

Using the Variance Analysis Report

Run the Variance Analysis Report after you have completed at least two Physical Inventories. Sort the report to show your high variance items at the top of the list by clicking the Variance header. Review the stock adjustments in the Adds and Removes columns to determine if your driver is adding and removing product from ADM properly. Positive variances typically indicate that products are not being added to ADM after they are stocked and will appear at the top of your Variance Cost column.

Negative variances can indicate products not being removed from ADM when taken from the market or can also indicate shrink. Review your Variance Analysis report periodically to identify repeat issues. Click the Export link to save an Excel copy of your report.

 

FAQ

What browsers are supported for www.365mobileinventory.com>?

Current and recent prior versions of Chrome, Safari and Edge are supported.

 

Will the Cipher handheld scanner work with 365’s older inventory platforms such as SmartHQ?

Yes.

 

Will the www.365mobileinventory.com website work with the Linea Pro handheld scanners?

Linea Pro devices are not a supported solution for the www.365mobileinventory website.

 

Does the system support pushing picklists during an inventory?

Not currently.

 

Can I do an inventory while completely disconnected from the Internet?

No, you need an Internet connection to access the www.365mobileinventory.com website. Offline inventory features are being reviewed by the 365 Product team as a possible future enhancements.

 

 

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