The Warehouse App (Xentral Warehouse) brings the most important warehouse processes directly to your smartphone or MDE device: goods receipt for purchase orders and independent of purchase orders, return processing, storing products in, out, and relocating them between storage locations, and a fast stock lookup. You log in with a QR code and PIN, scan with the camera, an MDE device, or a Bluetooth handheld scanner, and benefit from automatic recognition of GS1 barcodes. This lets you work directly at the storage location - fast, mobile, and with as little manual input as possible.
After logging in, you have access to four areas:
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Goods receipt: Open a purchase order, count the delivered products by scanning or manually, capture BBD, batch, or serial numbers depending on the product, assign storage locations, and book in the positions.
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Fast goods receipt: Book in products without reference to a purchase order - ideal for spontaneous deliveries or special cases.
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Returns: Find returns via the list or the cross-document search, create a new return if needed, and process it including batch and BBD suggestions from the original delivery note.
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Warehouse management: Store products in, out, or relocate them to another storage location, use an interim storage location for this, and look up the current stock contents at any time.
The app also offers you:
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Flexible scanning: Camera scanner, MDE devices with a built-in scanner, and Bluetooth handheld scanners are all supported. The app automatically reads GS1 barcodes - including product, batch, BBD, serial number, and quantity in a single scan.
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Documents directly at the document: Photograph delivery notes or return notes and attach them directly to the purchase order or return in Xentral.
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Working even without a continuous internet connection: After the first login, the app synchronizes your warehouses, shelves, and products to the device. This means scanning and resolving products and storage locations also works offline; you still need an internet connection for bookings (goods receipt, returns, relocations) and uploads.
Note the following requirements for using the Warehouse App:
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Operating system: iOS 15.5 or later, or Android 7.0 or later.
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Language: The app is available in German and English.
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Mobile device QR code with PIN: For every device a user logs in with, a mobile device QR code with a PIN must be created in Xentral (see Setting up the mobile device QR code and PIN).
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User rights: The user needs the appropriate permissions in Xentral for the modules they use via the app - in particular for purchase orders, returns, goods receipt, products, delivery notes, sales orders, invoices, and the product export in the warehouse module. Missing rights don’t block the app directly, but they lead to error messages for the respective action.
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Product maintenance: For products to be scanned and captured correctly, batch, BBD, and serial number requirements as well as EANs or external numbers should be maintained on the products.
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Return reasons: Return reasons must be maintained in Xentral to create returns.
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Interim storage: To use the Relocate from interim storage feature, the corresponding storage locations must be created with the name prefix "Zwisch…" or "Interim…" (see Relocating from interim storage).
Tip
You can check your own permission status at any time directly in the app under Settings > Permissions (see Permissions).
All scan-enabled screens in the Warehouse App - goods receipt, returns, warehouse management, stock contents, fast goods receipt, and login - support two ways of scanning: the camera scanner via the scan icon in the app bar, and hardware scanners, whose scan button works directly on the open screen without opening the camera.
The scan icon opens a window with a camera view and scan frame. It also provides the Barcode / QR / Document toggle (see Scanning and uploading documents).
Once a code is recognized, the frame briefly flashes green, the device vibrates briefly, and the camera window closes automatically. Whether the scanned value is a valid match is checked by the respective screen only after that.
The app understands GS1 barcodes (e.g. GS1-128, GS1 DataMatrix) and captures the following from them in a single scan:
Content |
GS1 application identifier |
|---|---|
|
Product (GTIN) |
01 or 02 |
|
Batch |
10 |
|
BBD |
17 (expiration date) or 15 (best before date) |
|
Serial number |
21 |
|
Quantity |
30 or 37 (defaults to 1 if not specified) |
The GTIN is matched against the EAN, product number, and external numbers of the products; the app automatically applies any included batch, BBD, serial number, and quantity to the matching position. If the GTIN matches multiple open positions, the Multiple positions found selection opens instead.
GS1 codes work everywhere products are scanned - in goods receipt, returns, fast goods receipt, warehouse management, and stock contents.
The app supports two types of hardware scanners: MDE devices with a built-in scanner and Bluetooth handheld scanners. On supported MDE devices, no setup is needed in the app - the scan button works directly on every scan-enabled screen, including the QR login.
The following MDE devices with a built-in scanner are supported on Android:
Manufacturer |
Series |
|---|---|
|
Honeywell |
CT, CK, CN, EDA, ScanPal, Dolphin, RT series |
|
Datalogic |
Memor, Skorpio, Joya, Falcon, Elf series |
|
Sunmi |
L2, V2, M2, T2, P2 series |
|
Zebra |
TC, MC, ET, WT, RS, DS, LI series (DataWedge 6.3 or later) |
|
KEYENCE |
BT-A600 |
|
Unitech |
PA, EA, HT, TB series (verified on PA760) |
The device type is detected automatically and the app initializes the matching scanner SDK. On devices without supported hardware scanning, the scanner settings display Scanner not available.
Bluetooth handheld scanners are supported on both Android and iOS, but must be switched to the mode matching the platform before pairing:
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Android: Switch the scanner to SPP mode by scanning the SPP QR code with the scanner.
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iOS: Switch the scanner to BLE mode by scanning the BLE QR code with the scanner.
Tip
The configuration QR codes are usually included with the scanner (in the manufacturer’s manual or an accompanying sheet). The scanner confirms the mode switch with a beep or an indicator light.
Then, pair the scanner:
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Android: Put the scanner into pairing mode and pair it in the device’s Bluetooth settings; it’s then usable in the app.
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iOS: No manual pairing is needed - the app automatically finds and connects powered-on scanners in BLE mode.
The connection is automatically restored after interruptions.
Note
Tested Bluetooth scanners: EYOYO barcode scanner, NETUM barcode scanner, Honeywell Bluetooth scanner.
Search for and connect Bluetooth scanners under Settings > Scanner settings.
For each device found, the app displays the name, type (BLE/SPP/HID), and the Connect or Connected button. On Android, paired devices carry the PAIRED badge; on iOS, a signal strength indicator is also available.
Use Refresh devices to update the list, and Disconnect to release the connection to a scanner again.
The Warehouse App is available for download for iOS and Android.
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Open the App Store (iOS) or the Play Store (Android) on your mobile device.
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Search for the app Xentral Warehouse.
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Tap on Install.
The app is downloaded and installed on your device.
For a user to log into the Warehouse App, they need a personal mobile device QR code and a PIN from Xentral.
Important
If you do not have permission to access the user administration, you cannot carry out the following steps. Please discuss the further procedure with the admin of your Xentral instance in this case.
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In Xentral, open the Settings > General Settings > User management > Manage users menu.
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Open the desired user by clicking on the pencil icon to the right.
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Click on the Mobile Apps tab.
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If no QR code is displayed yet, click on Create mobile device token.
The QR code is generated and displayed.
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In the PIN field (4 digits, numeric), enter the desired PIN that the user will later use for app login.
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Click on Update PIN.
The entered PIN is assigned to the user.
Tip
You can print the QR code so that your warehouse staff can attach it to their access card and scan it at any time they want to work with the app. This significantly speeds up and simplifies login to the app.
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Open the Warehouse App on your mobile device.
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Tap on the screen to open the camera scanner (on MDE devices, you can also scan the QR code directly with the hardware scanner).
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Scan the mobile device QR code you created as described in chapter Setting up the mobile device QR code and PIN.
The PIN screen with the greeting Hi, ‹Name› 👋 is displayed.
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Enter the 4-digit PIN.
The login is triggered automatically with the fourth digit - a separate confirmation is not necessary.
Note
If you enter an incorrect PIN, the display briefly turns red and displays Incorrect PIN / Try again. After 3 failed attempts, the app returns to the QR scan screen; the QR code must then be scanned again. There is no permanent lock.
Important
For security reasons, the session is not saved on the device. If the app is closed or restarted, you need to log in again with the QR code and PIN.
After logging in, the app displays the Select module home screen with four tiles:
Tile |
Opens |
|---|---|
|
Goods receipt |
The purchase order list for goods receipt (see Purchase order list) |
|
Warehouse management |
The menu with storing in, out, and relocating products, as well as stock contents (see Warehouse management) |
|
Returns |
The return list (see Return list and search) |
|
Fast goods receipt |
The goods receipt process independent of a purchase order (see Fast goods receipt) |
The gear icon in the top right takes you to the settings (see Settings and permissions). If you’re missing required Xentral rights, the gear icon displays a red ! symbol.
Right after login, the app downloads your master data for offline scanning: first warehouses and shelves, then projects, and finally the product master data. If shelves are already available on the device, the app skips the automatic shelf synchronization at startup; a manual update is available at any time via Synchronize shelves in the settings (see Synchronizing shelves).
Tip
If you scan a newly created product or storage location and the app doesn’t find it, synchronize the master data again: for products, log in again; for shelves, use Synchronize shelves in the settings.
The Goods receipt tile on the home screen opens the Purchase orders list with all purchase orders from Xentral.
Each card displays the document number, status badge, supplier, and document date. Use the Sort by: bar to filter by document status (All, Created, Completed, Released, Shipped, Canceled); the default is All.
The Search… field searches the document number and supplier name. A scan (hardware scanner or camera via the scan icon) also enters the scanned code directly into the search. Tap on a card to open the purchase order for processing.
After opening a purchase order, you count the delivered products, capture BBD, batch, or serial numbers depending on the product, assign storage locations, and book in the positions.
The header area displays the purchase order number, the supplier, the purchase order status, and the Book in all button. Below that are two expandable/collapsible sections: Open purchase order positions (red) and Booked purchase order positions (green). A fixed hint line guides you through the next step, for example Select product, Add BBD/batch, or Scan or select shelf.
A scan is evaluated in the following order:
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If the serial scan is active on a position, the app takes the code as a serial number.
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If the app recognizes a GS1 barcode, it reads the GTIN as well as - if included - the batch, BBD, serial number, and quantity from it and automatically fills the matching position (see GS1 barcodes).
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If the code matches a shelf name, the app assigns the storage location to the selected position (or the pinned storage location).
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Otherwise, the app matches the code as a product number, EAN, or external number against the open positions.
The list automatically jumps to the matching position. If a scanned code matches multiple open positions, the Multiple positions found selection opens, where you tap on the correct position.
Note
If a scanned code doesn’t match any open position, the app displays Product not found in this purchase order. If a scanned storage location isn’t known locally, Synchronize shelves usually helps (see Synchronizing shelves).
The product master data in Xentral (batch requirement, BBD requirement, serial number mode) determines what a position requires:
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Simple product: Quantity counter with −/+ and direct entry. Every matching product scan increases the quantity by 1.
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Product with BBD/batch: The button on the position opens the Capture BBD & batch dialog with the BBD (date picker), Batch, and Quantity fields. Confirm with Add. Each entry appears as its own card with its own counter; a quantity above the open remaining quantity is automatically reduced to the remaining quantity.
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Serial number product: A toggle activates the serial scan; each scan adds a serial number, and the quantity results from the number of captured serial numbers. Duplicate numbers are rejected (Serial number already exists).
Caution
You can never capture more than what’s still open. If you exceed the expected quantity - by scanning or direct entry - the app alerts you and the counter briefly flashes red.
You can assign a storage location per position using the storage location icon, which opens the stock view with the product’s existing storage locations. Alternatively, use the Book to one storage location bar to pin a shared storage location that is automatically applied to all open positions - including ones scanned afterward.
When you release the pin, the app asks whether the already assigned storage locations should be Kept or Removed.
The green Book in button on a position is active as soon as a quantity greater than 0 is captured and a storage location is assigned. Use Book in all in the header area to book in all prepared positions at once. If not all open positions are fully prepared, the app warns you:
Note
If less than the purchase order quantity is booked, the position remains open with the remaining quantity and can be booked further later (partial delivery).
Once no open positions remain, the Complete button appears, letting you complete the purchase order in Xentral.
You can also switch to Document mode via the scan icon to, for example, photograph a delivery note and attach it to the purchase order (see Scanning and uploading documents).
The Fast goods receipt tile on the home screen opens a goods receipt process that’s independent of a purchase order: scan or search for products, count them, assign a storage location, and book them in directly - without any associated purchase order.
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Optional: If you pin a storage location via Book to one storage location, it applies to all positions - including ones added later.
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Set the desired date in the Receipt date field. Today’s date is pre-filled by default; any date back to January 1 of the previous year can be selected.
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Add products as positions via the Search for product field or by scanning.
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Depending on the product, capture the quantity, BBD/batch, or serial numbers, and assign each position a storage location via the storage location icon or by scanning. Use the X to remove a position again.
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Tap on Book in as soon as every position has a quantity greater than 0 and a storage location.
After a successful booking, a green success animation briefly appears; the form is then empty and ready for the next process.
Important
If you leave the screen with positions already captured but not yet booked in, the app warns you with the Unsaved data dialog.
The Returns tile opens the list of returns from Xentral. From here, you open a return for processing (see Processing a return) or - if a return doesn’t yet exist for a scanned or searched document - create a new one (see Creating a return).
Each card displays the document number, status badge, customer, document date, and processing progress. Use the Sort by: filter bar to filter by document status (All, Created, Completed, Released, Canceled).
The Search… field filters starting at 3 characters by document number, customer number, and customer name; matches are highlighted in the text.
If the normal search doesn’t find a return, the app automatically searches across documents in Xentral - by address, delivery note, invoice, sales order, tracking number, credit note, and replacement order:
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Document belongs to an existing return: The return appears in the list with the note Identified by: ‹document type› – ‹document› and can be opened directly.
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Document without a return: The match appears as a card with a document type chip and the Create return button, which starts return creation with this document as the source.
From the advanced search, use Create return to create a new return. The found document (address, delivery note, invoice, sales order, tracking number, credit note, or replacement order) serves as the source.
If an address leads to multiple documents, the app first displays a sales order selection: each card displays the document number, date, and address; Select sales order applies the document. Use the Search for product field to narrow the document list down to documents containing this product.
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Check the desired position. The Return quantity is pre-filled with the delivered quantity from the document and can be adjusted using the counter (up to the document quantity).
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Tap on Select return reason to assign a return reason from Xentral.
Important
A return reason is mandatory per selected position; if it’s missing, the app marks the field red.
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Optional: Use the Search for product field or scanning to also add products that don’t appear in any of the available sales orders. The app then asks whether a return should be created with this product.
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Tap on Submit return as soon as at least one position is selected and every selected position has a quantity greater than 0 and a return reason.
The app creates the return in Xentral, releases it, and opens the return processing directly.
When you open a return, you count the returned products, capture BBD/batch or serial numbers, assign storage locations, and book in each position individually.
Scanning products and storage locations works the same way as in goods receipt (see Counting products by scanning). If a product appears in multiple positions, the app asks:
For products with batch/BBD requirements, the Capture BBD & batch dialog opens with suggestions from the original delivery note: the app automatically suggests the batches and BBDs from the original delivery, and each suggestion has its own quantity counter. You can also manually enter the BBD and batch in the same window.
Book in is active on a position as soon as a quantity greater than 0 is captured and a storage location is assigned. The booking creates the goods receipt for the return in Xentral.
The processing progress of a return goes through Announced → Received → Checked → Completed. Once all positions are booked, the Purchase order progress card appears with the matching buttons, for example Mark as received or Mark as checked.
Note
Xentral sets the "Completed" status automatically; there is no dedicated button for it in the app.
Here too, you can switch to Document mode via the scan icon to, for example, photograph the return note and attach it to the return (see Scanning and uploading documents).
The Warehouse management tile opens a menu with five entries:
Menu item |
Function |
|---|---|
|
Store product in |
Book stock in to a storage location |
|
Stock product out |
Remove stock from a storage location |
|
Relocate product |
Move stock from one storage location to another |
|
Relocate from interim storage |
Relocate from an interim storage location, with a default interim storage location |
|
Stock contents |
Stock lookup (see Stock contents) |
The four warehouse actions use the same screen with adjusted fields and button labels. Using Relocate product as an example, the process works as follows:
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Scan or select the Source storage location. The app loads the products stored there. (This step is skipped when storing a product in.)
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Search for the desired product via Search for product or scan it. Type-ahead suggestions are limited to products located at the source storage location.
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Optional: Expand the Stock (‹n› shelves) section to see everywhere the product is located. Tapping on a row applies it as the target storage location.
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Capture the quantity - depending on the product, via the Quantity counter, BBD/batch, or Serial numbers.
When storing a product in, you capture batches, BBDs, and serial numbers freely; when stocking out or relocating, the app offers you the values available at the source storage location for selection.
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Scan or select the Target storage location. (This step is skipped when stocking out.) The source and target storage locations must be different.
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Optional: Use Select project to choose a project and add a free-text Reason.
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Tap on the action button (Relocate, Store in, or Stock out) once all mandatory fields are complete.
After a successful booking, a green success animation briefly appears; the form is then empty for the next process.
Note
GS1 barcodes also work here: A single scan can capture the product, batch/BBD, serial number, and quantity at the same time (see GS1 barcodes).
Important
If a product requires serial numbers but none are stored at the source storage location, the app displays: This product requires serial numbers, but none are available at the source storage location. A relocation is not possible.
Relocating is technically done in two steps: stock is first removed from the source, then stored in at the target. If storing in fails - for example due to a connection interruption -, the app displays the Relocation incomplete dialog. Try again only repeats the pending storing in; Close anyway requires a second confirmation, since the stock remains in transit.
Caution
If you close the dialog despite the warning, the stock has already been removed from the source storage location but not yet stored in at the target. In this case, correct the stock manually in Xentral afterward.
In addition to normal relocation, the following applies to Relocate from interim storage:
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Only interim storage locations can be selected as the source; any other storage location is rejected.
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The + button opens Select interim storage: for each interim storage location, you can choose Select (use once) or Save as default (pin as the default interim storage location).
-
The default interim storage location remains saved on the device and is automatically preselected the next time you open the screen, as well as after every successful booking.
Important
The app recognizes interim storage locations by the name of the storage location - it must start with "Zwisch…" (e.g. "Zwischenlager 1") or "Interim…" (case doesn’t matter). Storage locations named differently don’t appear as interim storage.
The Stock contents menu item in warehouse management is a pure stock lookup: scan or search for a product or storage location and immediately see what’s located where - including batch, BBD, and serial numbers. No bookings are performed here.
The type-ahead suggestions in the Scan or search for a product or storage location field mix products and storage locations, and are labeled accordingly.
Product view: The product (image, number, name, EAN) stays fixed at the top while scrolling. Below it, you see all storage locations with shelf name, warehouse, and stock quantity. Tapping on a storage location loads and expands its detail data.
Storage location view: The storage location (shelf and warehouse) stays fixed at the top; below it, you see all products located there with quantity and detail data.
Where available, the detail rows display Batch, Best before (BBD), Quantity, and Serial numbers for each stock entry. The app groups stock entries with the same batch and same BBD together.
In goods receipt and return processing, you can capture documents - for example delivery notes or return notes - with the camera and attach them directly to the document in Xentral.
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In purchase order or return processing, open the scan icon and switch to Document at the top (instead of "Barcode / QR").
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In the Select document format dialog, choose the desired format: Image or PDF.
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Photograph the document. In the "Image" format, you capture one page per upload; in the "PDF" format, you can combine multiple pages into a single document.
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Fill in the fields on the upload form that follows:
Field
Description
Keyword
Pre-filled with "Other file"; other values are "Attachment" and "Cover sheet"
File name
Mandatory field
Title
Pre-filled with the current date and time
Description
Optional
The file is attached to the open purchase order or return in Xentral.
Note
Images are automatically compressed before upload; the maximum file size is 10 MB.
If an upload fails - for example without an internet connection -, the app remembers the upload locally. A cloud icon with a yellow counter badge then appears in the app bar. Tapping on it opens the Failed uploads list with the Try again and Delete actions for each entry.
Tip
Failed uploads remain saved locally even after closing the app and are kept for 30 days. They automatically appear when you reopen the associated document.
The gear icon in the top right of the home screen opens the settings. At the top, you’ll find the connected Xentral instance as well as the user name and email of the logged-in user.
Entry |
Function |
|---|---|
|
Permissions |
Overview of Xentral permissions (see Permissions) |
|
Language |
Language selection: German or English |
|
Design |
Toggle between light and dark design |
|
Font size |
Slider from 0.5x to 2.0x |
|
Scanner settings |
Search for and connect Bluetooth scanners (see Scanner settings) |
|
Synchronize shelves |
Download warehouses and shelves again (see Synchronizing shelves) |
|
Log out |
Log out and return to the QR login |
Note
Design and font size remain saved on the device. The language selection takes effect immediately but isn’t saved permanently: after an app restart, the app follows the device language again.
The Permissions entry displays your permissions as the logged-in user for each Xentral module:
-
Granted (green) - permission is present.
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Denied (red) - a required permission is missing.
-
Missing with the addition optional (yellow) - an optional permission is missing; the app still works.
Among others, the purchase order, return, goods receipt, warehouse, product, user, delivery note, sales order, and invoice modules are checked. If required rights are missing, the gear icon displays a red ! symbol.
Note
Administrators instead see the note You have full administrator access.