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--- barcode_scanning:receiving_goods [2019/01/28 16:13] – [Barcode scanning and receiving goods] Gary Willetts
+++ barcode_scanning:receiving_goods [2025/12/31 17:15] (current) – [Full barcode scanning] Gary Willetts
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-====== Barcode scanning and receiving goods ======
+====== 15.03. Barcode scanning and receiving goods ======
 <wrap info>Added: Version 4.01</wrap>
-When you receive goods into mSupply, that is when you tell mSupply about the barcode that belongs to each line of stock. At the moment it is not possible to receive stock using a barcode scanner (the functionality is coming soon though - watch this space) but this is still the point in your process where you tell mSupply about the barcode that belongs to each line of stock.
+You can use barcode scanning in two different ways when receiving goods, depending on how the preferences are set:
+  - Manually tell mSupply which barcode belongs to each line of stock (no scanning required but allows scanning to be used for the stock in other processes later e.g. stocktaking, picklist checking.
+  - Full scanning. Use this process to minimise manual data entry. This is using simple barcode scanners tethered to the computer running mSupply. For scanning using independant handheld computer barcode scanners, please see the details on the [[barcode_scanning:handheld_computer]] page.
-This is a vitally important step: once the barcode associated with the stock you receive is recorded, mSupply can recognise it anywhere when you scan it later.
+Please see the [[preferences:barcode_scanning]] page for details on how to set the preferences for barcode scanning. If the **Items, picklist checks and stocktakes** checkbox is checked and the **Receiving goods on a supplier invoice** checkbox is NOT checked then process 1 (manually telling mSupply which barcode belings to each line of stock) is used.
-The linking of barcodes with received stock is carried out on a supplier invoice.
+If both the **Items, picklist checks and stocktakes** checkbox and the **Receiving goods on a supplier invoice** checkboxes are checked then process 2, full scanning, is used.
-Create a supplier invoice in the normal way (either manually (see [[receiving_goods:supplier_invoices|Receiving goods - a supplier invoice]] or by finalising a goods received note (see [[receiving_goods:goods_receipts|Receiving goods (goods receipt function)]])). If the //We use barcode scanners// preference is turned on (see [[preferences:barcode_scanning|Barcode scanning preferences]]), this is what a blank supplier invoice invoice window looks like:
+Both these processes are carried out on a **supplier invoice**. The supplier invoice can be created manually in the normal way (either manually (see [[receiving_goods:supplier_invoices|Receiving goods - a supplier invoice]] or by finalising a goods received note (see [[receiving_goods:goods_receipts|Goods receipt notes]])). When the //We use barcode scanners// preference is turned on (see [[preferences:barcode_scanning|Barcode scanning preferences]]), this is what a blank supplier invoice invoice window looks like:
 {{ :barcode_scanning:barcoding_supplier_invoice.png?600 |}}
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 {{ :barcode_scanning:barcoding_supplier_invoice_line_no_item.png?500 |}}
-When the item has been selected in the usual way, the //Barcode// drop down list is filled with a list of all the barcodes assigned to the item, showing the pack size and manufacturer for each:
+How this window behaves depends on whether you're using the manually barcode asignment or full barcode scanning processes described above.
+==== Manually assigning barcodes ====
+When the item has been selected in the usual way, the //Barcode// drop down list is filled with a list of all the barcodes already assigned to the item, showing the pack size and manufacturer for each:
 {{ :barcode_scanning:barcoding_supplier_invoice_item_selected.png?500 |}}
@@ Line 27: / Line 33: @@
 If none of the barcodes in the drop down list match the one on the stock, you can click on the //Add one...// option. This will immediately open the Add barcode window so you can add the new barcode. See [[barcode_scanning:adding_barcodes_to_items#adding_a_barcode|Adding barcodes to items]] for details.
-When you are using barcode scanning, you must select a barcode from the //Barcode// drop down list, you will not be allowed to add the line without it.
+Note that once you have selected a barcode, the //Please select...// option in the **Barcode** drop down list becomes //Remove barcode// to show that selecting this option will remove the barcode from this line.
+When you are using this process, you must select a barcode from the //Barcode// drop down list, you will not be allowed to add the line without it.
+==== Full barcode scanning ====
+When full barcode scanning is chosen, the barcode drop-down list is not shown on the supplier invoice line entry window, so it looks like this:
+{{ .:pasted:20251231-170831.png?500 }}
+When you scan a GS1 barcode on the item to be received, mSupply will fill in as many of the fields as possible with information from the barcode, such as the:
+  * Item name
+  * Pack size
+  * Number of packs
+  * Expiry date
+  * Batch code
+  * Manufacturer
+  * Manufactured date
+Only fields that are displayed will be filled in (some preferences can make other fields show). These values can be edited manually after scanning if desired. If you enter them before scanning, they will be overridden with the contents of the barcode if you then scan. Click the **OK** or **OK & Next button** to save the line as normal.
+===== Manually assigning barcodes to existing stock lines =====
+Sometimes it might be necessary to manually add or edit the barcode that belongs to an existing stock line. For example, any stock lines you have in mSupply before you turn on the barcode functionality will not have barcodes entered against them and  they will need to be added manually. Or an incorrect scan may have been made at goods receipt and the barcode might need to be changed.
+To do this, first choose Items > Show items from the menus, search for the item whose stock you wish to edit and open its details window by double-clicking on it. Then click on the //Stock// tab:
+{{ :barcode_scanning:screenshot_2021-05-07_at_16.01.11.png?600 |}}
+Now double-click on the stock line whose barcode you wish to change. This will open the stock line details window:
+{{ :barcode_scanning:screenshot_2021-05-07_at_16.02.42.png?600 |}}
+The **Barcode** drop down list displays the current barcode assigned to the stock line (it will say //Please select...// if it has no barcode assigned). The current barcode will also be shown to the right of the drop down list, as in the screenshot, if one is currently assigned.
+Click on the drop down list and you will be shown a list of all the barcodes of the same packsize as this stock line for this item. You can select any one of these or the //Add one...// option to open a new window to add a new barcode (see the [[barcode_scanning:adding_barcodes_to_items#adding_a_barcode|14.02. Adding barcodes to items]] page for details on that window).
+If a barcode is already assigned to the stock line, the first option in the **Barcode** drop down list will be //Remove barcode// - select this if you want to remove the barcode current assigned ot this stock line.
-// Previous: [[barcode_scanning:adding_barcodes_to_items|Adding barcodes to items]]     Next: [[barcode_scanning:stocktaking|Barcode scanning and stocktaking]]//
+\\
+\\
+|  //  Previous:  **[[barcode_scanning:adding_barcodes_to_items]]** | | Next: **[[barcode_scanning:stocktaking]]** //  |
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