The R365 Red App supports Barcode Scanning, a feature that maps Barcodes to Purchase Items. 




Users can save time completing Inventory by using the Camera on their mobile device to Scan Item Barcodes into Inventory Counts. When a Barcode that is mapped to a Purchased/Recipe Item is scanned, Users will be prompted to enter a count for the Item in Inventory. The R365 Red App Barcode Scanning feature also allows Users to map new Barcodes to previously unmapped Items. 


This article covers the following:


Users can Manager Barcodes via web. From the Web version of R365, Users can do the following:


Barcode Scanning is an add-on feature for Inventory Counts. Contact your CSM or  R365 Support to learn how Barcode Scanning can enhance your R365 Experience!

Security


Important Note


Barcode Scanning is a feature used to count Items in Inventory Counts, therefore, when enabled Users with access to Inventory Counts will have access to Barcode Scanning. 


Users must have the following Permissions to add Items to Storage Locations
  • Food → Inventory Counts →  Edit Inventory Counts
  • Food →  Inventory Count Template →  Edit Inventory Count Template
  • Food →  Purchased Items →  Edit Purchased Item


Users must have the following Permissions to Link the Barcode to an Item
  • Food →  Purchased Items →  Edit Purchased Item


The Permissions listed below are associated with Inventory Counts and Items. These Permissions can be added to Custom User Roles or single Users. Learn more about managing Permissions and Custom User Roles here.


Inventory Count and Item permissions related to Barcodes are found in the Permission Tree as follows:


  • Food
    • Inventory Counts
      • View Inventory Counts
      • Edit Inventory Counts 
      • Create Inventory Counts 
    • Inventory Count Templates
      • View Inventory Count Templates 
      • Edit Inventory Count Templates 
    • Purchased Items
      • View Purchased Items
      • Edit Purchased Items

 

The Permission Access report can be used to determine which User Roles or Users already have these Permissions assigned.

Learn more about User Setup and Security here.


Barcode Scanning can be accessed from the Inventory Counts screen. To navigate to the Scanner, follow these steps:


  1.  First, navigate to the 'Inventory Counts' Screen by tapping 'Inventory Counts' from the navigation menu.



  2. Users will be directed to the 'In Progress' Inventory Counts list. Tap the necessary Inventory Count from the list to open the Inventory Count's Storage Location(s) List screen. 



  3. From the Storage Locations List screen, tap a Storage Location





  4. Tapping a Storage Location from the list will open the Inventory List for that Location. The Scanner button will be located at the bottom of the open Inventory list


Barcode Scanning Using a Mobile Device Camera



To scan Barcodes using the mobile device camera, follow these steps:


  1. The 'SCANNER' button will appear at the bottom of the Inventory List screen for the selected Storage Location. Tap the 'SCANNER' button to begin

  2. If this is the first time Using the Barcode Scanner, Users will be prompted to allow the Restaurant365 Red App to access the camera. Click 'OK' to allow




  3. Once access is granted, the Scanner will open. Aim the camera lens at a Barcode to Scan




  4. Once the Camera reads the Barcode, the Item Inventory information screen will open where Users can enter a Count for the scanned Item


    Note: If a Count is not entered, Users will be prompted to confirm that no count was entered. The following message will be shown:


    Click 'Continue' to move on to the next Item. Click 'Cancel' if this was done in error.

  5. Once a Count is entered, click the Scanner icon button to open the Scanner and continue the Inventory Count by scanning another Item



Offline Barcode Scanning


Barcode Scanning supports offline Barcode recognition, which allows User to continue scanning Items into Inventory, even if the mobile device has disconnected from the internet.  This means that Users can continue to conduct Inventory Counts in all areas of a Restaurant, including those with little to no Internet connection.


For Offline Barcode Scanning, an Inventory Count must first be opened when the device is connected to the Internet. 


Once the Inventory Count is open, all Barcodes that are linked to an Item on the open Inventory Count can be scanned and counted into Inventory. Items can continue to be scanned as the device goes offline.  

  • Note: When a new Barcode or a Barcode that is not linked to an Item in the opr Inventory Count is scanned while offline, Users will encounter an error and be prompted to reconnect to use the scanned Barcode




A new Inventory Count cannot be opened when offline. The Inventory Count will update across mobile and web once the device reconnects to the Internet.

Item Not In Location 


When a Barcode scanned is for a Purchased/Recipe Item that is not available in the selected Storage Location but should be in the Storage Location,  the Item must be added to a Storage Location to continue. 

  • Note: Users must have the following Permissions to add Items to Storage Locations
    • Food → Inventory Counts →  Edit Inventory Counts
    • Food →  Inventory Count Template →  Edit Inventory Count Template
    • Food →  Purchased Items →  Edit Purchased Item


Users will be prompted with the following message:



If this Item was scanned in error, click 'Cancel,' and scan the correct Barcode. If the scanned Item should be in this Storage Location, tap 'Add Item.' 


This will navigate Users to the 'Add Item' screen. Select the appropriate Item and tap 'Add Item.'




Users will be prompted to make a selection between the following two choices based on their permissions:

  • Add Item only to Inventory Count
    • Note: Requires the permission: Food → Inventory Counts →  Edit Inventory Counts
  • Add Item to Inventory Count and Inventory Count Template
    • Note: Requires the permissions:
      •  Food → Inventory Count Templates →  Edit Inventory Count Templates
      • Food → Inventory Counts →  Edit Inventory Counts





Once a selection has been made, the Item and Item Barcode have now been added to the Inventory Count/Inventory Count Template, and Users can proceed with completing the Inventory Count.



Note: Users can only add an Item to a Location when the device is connected to the Internet. This cannot be done when the device is offline.

Barcode Not Found




If a Barcode has not been previously linked to a Purchased Item, Users will encounter the 'Barcode not found' message.  This requires Users to either Cancel or Link the Barcode to an Item.

  • Note: Users must have the following Permissions to Link the Barcode to an Item
    • Food →  Purchased Items →  Edit Purchased Item



If the Barcode was scanned in error, click 'Cancel,' and scan the correct Barcode. If this Barcode needs to be added, click 'Link to Item.' 


Users will be navigated to the 'Suggested Items' screen. From this screen, Users can search for the Item to link the Barcode to. Once the appropriate Item is located, tap to select the Item. Then, click 'Link to Item.' 




The Barcode has now been linked to the Item, and Users can proceed with the Inventory Count.



Note: Users can only link a new Barcode when the device is connected to the Internet. This cannot be done when the device is offline.