Scanning on a phone

Warehouse App

Give warehouse staff a phone app for scanning purchase order deliveries and stock take counts - without a full TrueSKU login, and without using up one of your paid seats.

What it's for

The warehouse app is a scan-first version of TrueSKU that runs as an installed app on a phone. It covers two jobs today: receiving purchase order deliveries, and counting stock takes. It does not give access to pricing, customers, settings or channel credentials - a warehouse login can only reach those two scanning screens, nothing else in your account.

You don't have to use a separate warehouse login. Any normal TrueSKU user (you, or a colleague with their own account login) can also use the same scan-to-receive and scan-to-count screens from their own phone, from the normal Purchase Orders and Stock Takes screens. The warehouse app below is specifically for staff who shouldn't have a full TrueSKU login at all.

Setting it up

Generate the access link.

Go to Settings > Overview and click Warehouse Access, then generate a link and QR code. This is shared by everyone on your team - each person still gets their own name and PIN once they join.

Share the QR code or link.

Print the QR code and stick it up in the warehouse, or send the link directly. Anyone who scans it can join.

Each worker picks a name and PIN.

The first time someone opens the link, they choose their name and a 4-6 digit PIN. Next time, they just tap their name and enter their PIN - no need to scan the QR code again unless they're on a new phone.

Install it as an app.

After joining, the app prompts to install itself to the home screen. On Android with Chrome this creates a real app with its own icon; on iPhone use Share > Add to Home Screen in Safari. Skipping this is fine too - the scan screens still work in a normal browser tab.

Receiving deliveries

Tap Receive deliveries to see purchase orders waiting to be received. Scan a barcode, or type a code or item name, to find the right line. Enter the quantity received and save - it's added to a draft delivery. Review the whole delivery before tapping Book in delivery, which is the step that actually updates stock. Items received that weren't on the original order can be added with Item not on PO.

Counting stock takes

Tap Stock take to see stock takes that are open for counting (started on desktop first - see Stock Takes). Scan or tap a line to enter a count; it saves immediately. The screen deliberately does not show the expected quantity while counting, so the count reflects what's really on the shelf. Accepting counted lines and reconciling them into stock happens back on desktop - the warehouse app only enters counts.

A count can be entered from a phone while someone else has the stock take open on desktop. The desktop screen shows who last counted something and when, and warns before reconciling if someone else has counted recently - but it's still worth checking with your team before finalising.

Managing access

From Settings > Overview > Warehouse Access you can regenerate the link at any time - this immediately signs out everyone currently using the old one, useful if a phone is lost. You can also deactivate an individual person's login without affecting anyone else, the same way you'd deactivate a normal secondary user.

A 4-6 digit PIN is intentionally simpler than a full login. This is a deliberate trade-off: warehouse access can only ever reach the scanning screens above, nothing else, so a weaker PIN there doesn't put the rest of your account at risk.