Scanner User Guide

A step-by-step guide to using the NoLimits handheld scanner. It is written for the people who use the scanner day to day — no technical knowledge is needed.

The guide is organised by where you are working:

Part 1 – Getting started — logging in, syncing, and choosing your location or event.
Part 2 – Working at a warehouse (stock location) — receiving, picking, transfers and stock counts.
Part 3 – Working at an event (Euro & Racing) — event scanning, fitting and collections.
Part 4 – Tools available anywhere — stock checks and barcode tools.
Part 5 – Quick reference — colours, sounds and common messages.

📷 A note on screenshots. Throughout this guide you’ll see screenshot placeholders like the one below. To add a picture, take a screenshot on the scanner, save it into the docs/images/ folder with the suggested file name, then replace the placeholder line with: ![description](images/filename.png). The guide will then show the image in that spot.

📷 Screenshot — Example placeholder. Suggested file: images/example.png

Part 1 – Getting started

1.1 The handheld scanner

The app runs on a handheld scanner with a physical scan trigger (the button you press to fire the laser). Whenever this guide says “scan the item”, it means:

Point the scanner at the barcode and pull the trigger. You do not need to type anything — the barcode goes straight into the app.

The app gives you three kinds of feedback every time you scan:

What you see / hear	What it means
🟢 Green screen + confirmation beep	Scan accepted — this item is now fully done.
🟡 Amber screen + beep	Scan accepted, but there is something to note (e.g. stock is set aside for this item, or there is money still owed). Keep going.
🔴 Red screen + error beep	The barcode was not recognised here. Read the message, tap Close, and try again.

1.2 Logging in

Open the Scanner app.
Enter your Email address and Password.
- Tap the eye icon to show or hide your password.
Tap LOGIN SECURELY.
If you have forgotten your password, tap I forgot my password.

If your details are wrong, a red message appears above the buttons. Check them and try again.

📷 Screenshot — The login screen. Suggested file: images/login.png

1.3 Syncing your data

The scanner keeps a local copy of products, purchase orders and locations so it can keep working even with a weak signal. At the top of the main menu you will see:

Last synced: … — the date and time the data was last refreshed.
Not synced (in red) — the scanner has no data yet.
Syncing… with a spinner — a refresh is in progress.

To refresh, tap the 🔄 refresh icon (top right) labelled Sync All Data. It is good practice to sync while you have a good connection — for example before heading out — so you are working from the latest information.

📷 Screenshot — The main menu top bar showing “Last synced” and the refresh icon. Suggested file: images/main-menu-sync.png

1.4 Choosing your location or event

Almost everything you do depends on where you are working. At the bottom of the main menu, tap the Select Location dropdown. It is split into two groups:

Stock Locations — your warehouses and stores.
Events — upcoming deliveries/events, shown by date. Events from the last few days onwards are listed automatically. To see older ones, tap Show past events.

Tap the location or event you are working at. The list of buttons on the menu changes to match what you selected (see Parts 2 and 3).

📷 Screenshot — The Select Location dropdown open, showing the Stock Locations and Events groups. Suggested file: images/select-location.png

Virtual Stock Warning. If the location you pick has virtual stock turned on, a warning appears. Virtual stock lets items be pre-sold before an event and then cleared down afterwards; any already-allocated items are set aside when that event’s purchase order is received.

Tap Continue to carry on as normal (this is the usual choice).

Only tap Clear Virtual Stock if you have been told to reset that location’s pre-sold stock.

1.5 Which buttons appear where

Function	Warehouses	Events	Always
Stock Receiving	✅	✅
Stock Update	✅	✅
Stock Transfer	✅	✅
Transfer Orders	✅	✅
Allocation Transfer	✅	✅
Order Picking	✅
Event Scanning		✅ (Euro only, until fitting starts)
Event Fitting		✅
Fitted at Event		✅
Tracking Barcode Lookup		✅
Stock Check			✅
Bulk Barcode Update			✅

📷 Screenshot — The main menu with a warehouse selected (left) and an event selected (right), to show how the buttons change. Suggested files: images/menu-warehouse.png, images/menu-event.png

Part 2 – Working at a warehouse (stock location)

These functions appear when you have selected a Stock Location from the menu.

2.1 Stock Receiving (booking in deliveries)

Use this to receive stock from suppliers against a purchase order (PO).

Opening a purchase order

From the main menu, tap Stock Receiving. The Purchase Orders list opens.
Each row shows: No (PO number), Supplier, Ref, Due date and Status. The status dot tells you how far along each PO is:
- ⚪ White — nothing received yet.
- 🟠 Amber — partly received.
- 🟢 Green — fully received.
- 🔴 Red — locked.
Tap a PO to open it.

📷 Screenshot — The Purchase Orders list showing the status dots. Suggested file: images/po-list.png

Receiving items on a PO

The PO screen is titled PO: {number} and shows the Supplier, Reference, and a table of items (SKU, Name, Ordered, Unit Cost).

Scan the item’s barcode. A detail panel slides up showing the product name, SKU, EAN and (if used) Shortcode.
Set how many you received using the + / – buttons. Each press is confirmed with a beep. You cannot go above the number still outstanding.
If the screen turns amber and shows ALLOCATION MODE / “Please set items aside for collection/fitting”, it means some of this delivery is already spoken for. Set those items aside as instructed.
Tap Confirm to accept, or Cancel to go back.
Repeat for each product. The running totals update on the item table.
When finished, tap Receive at the bottom to save.

⚠️ Nothing is saved until you tap “Receive”. The app reminds you of this on screen: “NB. Changes not saved until you click Receive!”

📷 Screenshot — Receiving a scanned item: the detail panel with the +/- quantity buttons. Suggested file: images/po-receive-item.png

Can’t scan a barcode? Use the product search to add an item by hand — search by product name, brand or SKU, then tap Add.

Wrong barcode? If the item isn’t on this PO you’ll see a red screen: “Item with EAN {number} not found for this PO!” — tap Close and check you have the right PO.

You won’t lose your place. If you leave the screen or the app is interrupted part way through, your progress is saved as a draft. When you return you’ll be offered the chance to resume where you left off.

Receiving several POs at once (multi-receive)

If one delivery covers more than one PO:

On the Purchase Orders list, tap the Multi-Receive icon (top right).
Tick the POs you want (you need 2 or more — the button reads “Select 2+ POs” until you do).
Tap Receive {N} POs. The Delivery Receive screen opens.
The POs appear as chips across the top, each showing its supplier and a “{x} / {y} scanned” progress count. The chip turns green with a tick when that PO is complete.
Scan items as normal. The app works out which PO each item belongs to. If the same barcode could go to more than one PO, a “Select PO for this item” panel appears — tap the correct one (it shows how many are remaining on each), or use Change PO.
Set the quantity, tap Confirm, and carry on.
Tap Close when the delivery is done.

If a scanned item isn’t on any of the selected POs you’ll see: “Item with EAN {number} not found on any selected PO!”

📷 Screenshot — The Delivery Receive screen with the PO chips along the top and their progress counts. Suggested file: images/delivery-receive.png

2.2 Order Picking (preparing customer orders)

Use this to pick items for customer orders at a warehouse.

From the main menu, tap Order Picking.
Use Pick from Location to confirm where you are picking from. You can also tap the calendar icon to Filter by Delivery (e.g. All Orders, Mail Order, or a specific Racing Event / Track Day).
The order list shows #{order} / {customer} and a status such as UNALLOCATED, PART-ALLOCATED or PART-COMPLETED. Tap an order to open it.
The order shows each line with the product, SKU, the quantity needed, and current Stock.
Scan each item to pick it. The picked count updates (“Picked: {x} / {y}”) and a tick appears next to completed lines.
When done, tap Confirm Picking.
- If you haven’t picked anything you’ll be stopped with “No items picked — Please pick at least one item to confirm.”

If you scan something that isn’t on the order: “Item with EAN {number} not found in this order!” — tap Close.

📷 Screenshot — An order open in Order Picking, with the picked count and ticks. Suggested file: images/order-picking.png

2.3 Transfer Orders (planned stock moves)

Use this to move stock between locations (warehouse to warehouse, or warehouse to event) against a transfer order.

From the main menu, tap Transfer Orders and open (or create) a transfer.
Creating a transfer: choose a From Location and a To Location, and optionally type a Reference.
Items are added by scanning them. Each scanned line shows Qty.
When ready, tap Dispatch to send it, or Save as Draft to finish later.

Receiving a transfer at the other end:

Open the transfer in receive mode. You can confirm the Receive Into Location.
Each line shows Expected / Received / Remaining.
Scan items to receive them, adjusting the quantity if needed (you can’t exceed what’s remaining).
Tap Process Receive to save.

Messages you might see: “Item with EAN {number} not found!” or, if there’s nothing to move, “No stock available.” Tap Close to continue.

📷 Screenshot — A transfer order in receive mode, showing Expected / Received / Remaining. Suggested file: images/transfer-order.png

2.4 Stock Transfer (quick move to another location) — occasional

A simpler, on-the-spot way to move stock from where you are to another location.

From the main menu, tap Stock Transfer.
At the bottom, choose Select Location to Transfer to (grouped into Stock Locations and Events).
Scan an item. Enter the Quantity to Transfer to {location} — the panel shows the Available Stock.
Tap Confirm.

2.5 Stock Update (view & adjust stock levels) — occasional

Use this to check or adjust the stock held at your location.

From the main menu, tap Stock Update. A table lists each product’s SKU, Name and Stock.
Scan an item to adjust it. Enter the amount under Adjust stock by — the panel shows Current Stock and the resulting New Stock.
Tap Confirm, then Back when finished.

2.6 Allocation Transfer (move pre-ordered items between events) — occasional

Used to move pre-ordered items from one event or warehouse to another. This is how you keep track of items that a customer didn’t collect at the event they were originally booked for — you can transfer them directly to the next chosen event, or to an intermediate stock location (such as a truck or warehouse) to hold until needed.

From the main menu, tap Allocation Transfer.
At the bottom, choose Select Location to Transfer to — this is the destination event or stock location. You’ll be reminded if you forget: “Please select a location to transfer to before proceeding.”
Scan an item. The panel shows the customer name and, if money is owed, an UNPAID banner. Add a Transfer Note if needed (for example, why it’s being moved on).
Tap Confirm to move that item’s allocation to the new location.

📷 Screenshot — Allocation Transfer: the scan panel with the destination selected and a transfer note. Suggested file: images/allocation-transfer.png

Part 3 – Working at an event (Euro & Racing)

These functions appear when you have selected an Event from the menu. There are two kinds of event:

Euro events — these use the full Event Scanning process below to track every unit from the warehouse to the customer.
Racing events — fitting and collections work the same way; full unit-by-unit Event Scanning is planned for Racing events in future.

3.1 How an event flows

Stock for a Euro event is tracked in four stages, and different people handle different stages along the journey:

Load Van — done at the warehouse as the van is loaded.
Transfer to Stillage — done at the logistics partner.
Unload Stillage — done at the event site.
Ready for Fitting — the items have arrived and are ready to be fitted to customers.

Once items reach the customer, the team uses Event Fitting to record each item as fitted or collected, and Fitted at Event to review what’s been done.

📷 Screenshot — Optional: a simple diagram of the four stages (Load Van → Stillage → Unload → Ready for Fitting). Suggested file: images/event-stages.png

3.2 Event Scanning (Euro events)

When it’s available. The Event Scanning button only appears for Euro events, and only until fitting has started for that event.

Event Scanning tracks each individual unit, not just quantities, as stock moves through the four stages above.

Choosing the stage

The screen header reads “Event Scanning – {current stage}”. Tap the stage selector (bottom-right) to switch between Load Van, Transfer to Stillage, Unload Stillage and Ready for Fitting. The current stage is highlighted. If you have unsaved scans, you’ll be asked to save before switching.

📷 Screenshot — Event Scanning: the customer grid with progress counts, and the stage selector. Suggested file: images/event-scanning.png

Scanning units

Customers appear as cards in a grid, each showing their initials and a “{x}/{y} scanned” progress count. A card turns green when that customer is complete for the current stage.

There are two kinds of barcode you may scan:

A product barcode (EAN): the grid filters to show only the customers who need that product. Tap a customer card to record units against them.
A unit tracking label (starts with 201-): records that one specific unit directly.

To record units for a customer:

Scan the product, then tap the customer’s card (or scan the unit’s 201- label).
The panel shows “Unit {x}/{y} scanned”. Use + / – to add units, or scan each unit’s label.
Missing or damaged label? Add the unit by hand and choose a reason: Label missing, Label damaged / unreadable, Scanner fault, or Other.
Tap Confirm.

You’ll hear a beep for each unit, and a different “complete” beep when a customer’s item is fully scanned. Scanning a unit that’s already been scanned gives an error beep.

When the stage is done, tap Save to send your scans.

You won’t lose your place. Event Scanning saves a draft automatically. If the app is interrupted, you’ll be offered the chance to restore your scans when you return.

3.3 Event Fitting (fitting items to customers)

Use this on the day to record items being handed over or fitted.

From the main menu, tap Event Fitting.
Tap the customer you’re serving. Their purchases are listed by Shortcode, each showing PAID, INVOICED (£…) or £… TO PAY, and a tick once processed.
Scan the item. The panel shows the customer, Shortcode, EAN and how many are Remaining. If there’s money owing, the screen shows an UNPAID banner — flag this as per your instructions.
Set the quantity and tap Confirm.
You’ll be asked: “Is this item being Fitted or Collected?” — tap Fitted or Collected as appropriate.

If a scanned item isn’t found: “Item with EAN {number} not found!” — tap Close.

📷 Screenshot — Event Fitting: the “Is this item being Fitted or Collected?” prompt. Suggested file: images/event-fitting.png

3.4 Fitted at Event (review what’s been done)

Use this to review items already fitted or collected at the event — it works like Event Fitting but is mainly for checking and finishing off.

From the main menu, tap Fitted at Event.
Tap a customer to see their purchases, with a tick against anything already processed.
You can still scan an item and confirm it as Fitted or Collected in the same way as Event Fitting.

📷 Screenshot — Fitted at Event: a customer’s purchases with ticks against processed items. Suggested file: images/fitted-at-event.png

3.5 Tracking Barcode Lookup — occasional

Use this to find out who an item belongs to by scanning its tracking label.

From the main menu, tap Tracking Barcode Lookup.
Scan the barcode. The result shows the customer name, product and EAN.
Tap Close to look up another.

Part 4 – Tools available anywhere

These two buttons are always on the menu, whatever location you’ve selected.

4.1 Stock Check (counting stock)

Use this to count physical stock and record the figures.

From the main menu, tap Stock Check, then Create Stock Check (or open an existing one from the list).
Give it a Name and tap Create Stock Check.
Scan each item (or tap the camera icon / search to find a product). The panel shows the product details with a quantity counter starting at 1.
Scan the same item again to add one more, or use + / –. Each add gives a beep.
Tap Save to add the item to the count. The table at the bottom lists everything counted so far (Qty, Items, SKU, Shortcode, EAN).
Your work is saved as you go.

Unknown barcode? “Item with EAN {number} not Found!” — tap Close and try again.

📷 Screenshot — A stock check in progress, with the counted-items table at the bottom. Suggested file: images/stock-check.png

4.2 Bulk Barcode Update — rarely used / admin

A tool for correcting product barcodes in bulk. It lists Products with invalid EAN and Products with valid EAN, and lets you switch between the two with Show Invalid EAN / Show Valid EAN. This is normally an admin task — only use it if asked to.

Part 5 – Quick reference

Screen colours

Colour	Meaning
🟢 Green	Scan accepted — item fully done.
🟡 Amber	Accepted, but note something (stock set aside, or money owed).
🔴 Red	Barcode not recognised here — tap Close and retry.

Common messages

Message	What to do
Item with EAN … not found …	The barcode doesn’t belong on this screen/PO/order. Tap Close and check you’re in the right place.
NB. Changes not saved until you click Receive!	Your receiving isn’t saved yet — tap Receive.
No items picked	Pick at least one item before confirming.
Select 2+ POs	You must tick two or more POs to multi-receive.
Virtual Stock Warning	Tap Continue unless told to Clear Virtual Stock.
Not synced (red, top of menu)	Tap the 🔄 refresh icon while you have a good connection.

Sounds

A short confirmation beep each time a scan or count is accepted.
A distinct “complete” beep when an item or customer is fully done.
A stock-available beep when received items are already allocated/set aside.
An error beep for an unrecognised or duplicate scan.

If something goes wrong

Red error screen: read the message, tap Close, and re-scan.
App interrupted mid-job (Stock Receiving / Event Scanning): reopen the screen — you’ll be offered the chance to resume your saved draft.
Data looks out of date: tap the 🔄 Sync All Data icon on the main menu.
Wrong location’s buttons showing: check the Select Location dropdown at the bottom of the main menu.

This guide reflects the scanner app as currently built. If a screen looks different from what’s described here, let the team know so the guide can be updated.