Xentral Warehouse: Your new app for goods receipt, returns, and warehouse management

The Warehouse App works with the permissions of the logged-in Xentral user. Administrators don’t need individual permissions. For all other users, you grant the permissions in the Settings > General Settings > User management > Manage users menu in the user’s Rights tab. The following table displays all permissions the app checks, with their name in the Rights tab, their name in the app, and the area of the app they are required for:

The scan icon opens a window with a camera view and scan frame. It also provides the Barcode / QR / Document toggle (see chapter Scanning and uploading documents).

Once a code is recognized, the frame briefly flashes green, the device vibrates briefly, and the camera window closes automatically. The respective screen checks whether the scanned value is a valid match only after that.

The app understands GS1 barcodes (e.g. GS1-128, GS1 DataMatrix) and captures the following data from them in a single scan:

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. If the GTIN belongs to several products, you select the correct product (see chapter Multiple products for one code).

If a date contains the day 00 (meaning only the month and year are specified), the app applies the last day of the month as the BBD. The app also fully reads GS1 labels with additional data elements, for example country of origin, amounts and prices, logistics references, or food and health information. It takes over the data listed above and skips all other information.

GS1 codes work in goods receipt, return processing, quick goods receipt, warehouse management, stock contents, and the label printer.

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:

The device type is detected automatically and the app initializes the matching scanner SDK. On MDE devices with a built-in scanner, the app hides the Bluetooth scanner and Scanner Settings entries in the settings.

Bluetooth handheld scanners are supported on Android and iOS. You switch them on in the app settings with the Bluetooth scanner switch. Only then does the app search for Bluetooth scanners and request the Bluetooth permission of the device. After installation, the switch is turned off.

The app supports Bluetooth scanners on Android in SPP mode and on iOS in BLE mode. Before pairing, switch the scanner to the matching mode:

Proceed as follows to switch on the Bluetooth scanner in the app.

Then, pair the scanner:

The connection is automatically restored after interruptions. If you turn off the Bluetooth scanner switch again, the app disconnects a connected scanner, stops the Bluetooth search, and hides the Scanner Settings entry.

Search for and connect Bluetooth scanners under Settings > Scanner Settings. The entry appears as soon as the Bluetooth scanner switch is activated.

For each device found, the app displays the name, the mode of the scanner (SPP on Android, BLE on iOS), 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. If the app doesn’t find a scanner, it displays No scanners found with a checklist for your platform. Check the items and tap on Search to search again.

The Warehouse App is available for download for iOS and Android.

For a user to log into the Warehouse App, they need a personal mobile device QR code and a PIN from Xentral.

After logging in, the app displays the Select Module home screen with five tiles:

The gear icon in the top right takes you to the settings (see chapter Settings and permissions). If you’re missing required Xentral permissions, 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 Sync Shelves in the settings (see chapter Synchronizing shelves).

Use Logout in the settings to return to the login screen. Your local master data (products, shelves) remains on the device.

The type-ahead suggestions appear from the first character you enter and update continuously while you type. The app finds products whose product number, EAN, name, or external number starts with the text entered. Upper and lower case don’t matter. Tap on a suggestion to apply it.

If a scanned or entered code belongs to several products - for example, because two products have the same EAN or external number -, the app opens the Multiple products found selection with the note Please select the correct product:. Each card displays the image, name, number, and EAN of the product.

The selection appears in quick goods receipt, when creating a return, in warehouse management, in stock contents, and in the label printer. When stocking out, relocating, and relocating from interim storage, only the matching products located at the source storage location are available for selection. In quick goods receipt, warehouse management, stock contents, and the label printer, this also applies to GS1 barcodes whose GTIN matches several products.

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, Approved, Sent, Canceled). When opened, the list always displays all purchase orders (filter All) with an empty search field.

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 Submit All button. Below that are two expandable/collapsible sections: Open Positions (red) and Delivered Positions (green). A fixed hint line guides you through the next step, for example Select a product, Add BBD/Batch, or Scan or select shelf.

As long as open positions exist, you find the expandable Delivery note / Invoice section below the Book to one location bar (see chapter Capturing delivery note and invoice numbers). As soon as a position has a booked quantity, Print labels appears at the bottom right (see chapter Printing labels during a workflow).

The Quick 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. Every time you open it, the quick goods receipt starts with an empty form and today’s receipt date.

The Returns tile opens the list of returns from Xentral. From here, you open a return for processing (see chapter Processing a return) or - if a return doesn’t yet exist for a scanned or searched document - create a new one (see chapter 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, Approved, 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:

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. Tap on Select Order to apply the document. Use the Search Product field to narrow the document list down to documents containing this product.

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 chapter 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.

Submit 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. As soon as a position has a booked quantity, Print labels appears at the bottom right (see chapter Printing labels during a workflow).

The processing progress of a return goes through Announced → Received → Checked → Done. Once all positions are booked, the Order Progress card appears with the matching buttons, for example Mark as Received or Mark as Checked.

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 chapter Scanning and uploading documents).

The four warehouse actions use the same screen with adjusted fields and button labels. Except when stocking out, the Default storage location bar is displayed directly below the app bar (see chapter Applying the default storage location). Using Relocate Items as an example, the process works as follows:

In addition to normal relocation, the following applies to Relocate 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 product or location field mix products and storage locations and are labeled accordingly. You can also confirm text you have typed with the Enter key - the app then resolves it like a scan. If a code belongs to several products, you select the correct product (see chapter Multiple products for one code).

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.

Proceed as follows to print labels for a single product.

Select printer displays the printers from Xentral with name and designation. The selected printer is marked with a check mark. When you open it for the first time, the app loads the printers automatically.

The selected printer applies to all printing methods. You can also select it in the settings under Label Printer (see chapter Label printing settings).

The app remembers every label template with which you printed successfully. The most recently used template is pre-filled the next time you print.

As soon as the app has remembered templates, a + appears next to the Label template field. Tap on it to open the list of recently used templates. The newest template is at the top, and the template currently entered is highlighted and marked with a check mark. Tap on a template to apply it.

In four workflows, the round button with the printer icon (Print labels) appears at the bottom right:

In goods receipt and return processing, partially delivered positions are also included. For decimal quantities (e.g. products sold by weight), the app rounds the number down but suggests at least 1 label. In quick goods receipt and in Store Items, you print before booking in, because the form is empty after the booking.

Proceed as follows to print the labels during a workflow.

If a product cannot be printed, printing stops, and a red hint line at the top of the window displays the reason. Products that have already been printed are grayed out. If you print again, the app only prints the products that are still open.

In the app settings, you find two entries for label printing after Sync Shelves:

Label Printing opens the Where do you want to print labels? window with one switch each for Goods Receipt, Quick Goods Receipt, Returns, and Store Items. By default, all switches are activated. The entry displays the status as All, Partially, or Off. Use the X at the top of the window to close it again. The Label Printer tile is always available regardless of this setting.

If printing fails, the app displays a red hint line - in the label printer below Number of labels, in the Print labels window at the top of the window:

For other errors, for example without an internet connection or with missing permissions, the hint line displays the reason and, if applicable, the message from Xentral (see chapter Error messages).

The Permissions entry displays your permissions as the logged-in user for each Xentral module:

The Purchase order, Return, Goods Receipt, Warehouse, Product, User, Delivery note, Sales order, Invoice, Label templates, and Printers modules are checked with the permissions from chapter Required user permissions. The overview displays the permissions with their names in the app (see chapter Required user permissions). If required permissions are missing, the gear icon displays a red ! symbol, and the Permissions entry displays a warning icon. The overview is for your information: The app doesn’t hide any modules, but actions without sufficient permissions fail with the message No permission (see chapter Error messages).

Use Sync Shelves to take over warehouses and storage locations completely from Xentral. The app also removes storage locations deleted in Xentral from the device. The app reconciles a saved default interim storage location: If it no longer exists in Xentral, the app removes it as the default.

During the synchronization, the entry displays a circular progress indicator with a percentage. If the synchronization fails, a red warning icon appears. Press and hold it to see the title and text of the error message (see chapter Error messages).