> For the complete documentation index, see [llms.txt](https://www.neptune.tech/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://www.neptune.tech/mobile-workspace/mobile-application/scanning-operations.md). # Scanning operations Send a purchase order, sales order, transfer order, picking list or inventory journal to a user or a user group of the Dynamics Express app, scan its items with the phone camera - every user's scans a With scanning operations, a document from Dynamics 365 is sent to a user, or to all users of a user group, of the Dynamics Express app. Each user scans the items of the document with the phone camera, also offline, and submits the scans. Dynamics 365 adds every user's scans to the document in batch — the same way as a barcode scanned into the document in [real-time scanning](/mobile-workspace/mobile-application/real-time-scanning.md#scan-items-into-orders-and-journals) — and shows each scan in the **Scanning log**: added, or not and why. Nothing is posted: the receipt, the packing slip or the journal is posted as usual. | Document | Form | Operations | The scans go to | | ----------------- | ---------------------------------------------------------------------------------- | --------------------- | --------------------------------------------------------------------------------------------------------------- | | Purchase order | All purchase orders, the purchase order | **Receive** | **Receive now** of the lines | | Sales order | All sales orders, the sales order | **Pick**, **Ship** | Pick: the order's picking list lines are picked; Ship: **Deliver now** of the lines | | Transfer order | Transfer orders | **Ship**, **Receive** | **Ship now** / **Receive now** of the lines | | Picking list | Picking list registration | **Pick** | the picking list lines are picked | | Inventory journal | The inventory journals (Movement, Counting, Transfer, Profit/loss) and their lines | **Count** | **Counted** of the lines (**Quantity** in the other journals); a line is created for an item not in the journal | {% hint style="warning" %} **License required:** the user who scans needs **Scanning operations** selected in *Advanced parameters › Product and licenses ›* [*User licenses*](/advanced-suite/getting-started/activate-a-license.md#user-licenses) (license **Scanning - Scanning operations (users)**) and a registered Dynamics Express app ([Setup guide](/mobile-workspace/setup-guide.md)). The **Mobile workspace integration** batch job brings the documents to the app and the scans back ([Integration and data initialization](/mobile-workspace/integration.md)). {% endhint %} ## See it in action A 4.5-minute demo of both ways to scan; scanning operations start at 2:00: a purchase order sent to a user group, scanned on the phone and submitted, and every scan Processed in the Scanning log after the batch job. {% embed url="" %} Real-time scanning and scanning operations demo (4.5 min, Full HD) {% endembed %} {% file src="/files/EZfZXVg50HXz9gGopwQC" %} Download the video (MP4, 25 MB) {% endfile %} ## What you get Receiving a delivery, picking an order, counting a shelf: the people who scan are rarely the people in front of Dynamics 365. With scanning operations, the document goes to their phones, and Dynamics 365 adds every scan to it. * **One click to send** — **Options › Scanning › Send to Mobile workspace** on a purchase order, sales order, transfer order, picking list or inventory journal, to a user or to a whole user group. Dynamics 365 says who was left out, and why. * **The right operation for each document** — purchase orders to receive, sales orders to pick or ship, transfer orders to ship or receive, picking lists to pick, journals to count. * **Scan as on a scanner** — **Auto scan** or **Manual scan** with the phone camera, quantities on the keypad, the lines to check before **Submit**. * **Offline too** — no signal in the warehouse? The scans wait on the phone and go out when it's back online ([Offline mode](/mobile-workspace/mobile-application/offline-mode.md)). * **Added in batch** — the **Mobile workspace integration** batch job adds the scans to the document: there can be thousands, and nobody waits. * **Built to be reliable** — several people can scan the same document and all their scans are added; each scan is added once, in its own transaction; **Process again** adds only what's missing. * **The Scanning log** — who scanned what, when the document was sent, submitted and processed, and every scan **Processed**, or **Error** with the reason, for example an item that isn't on the order. * **Beyond the basics** — scanning operations in Production, Project management, Finance or another module? Neptune Tech adds the basic scenarios there too ([tell us](/company/contact-us.md)). **Who it is for:** warehouse, receiving, picking and inventory teams of companies that run Dynamics 365 Finance, Supply Chain Management or Commerce, and the managers who send them the work. To scan straight into the form you have open in Dynamics 365, see [Real-time scanning](/mobile-workspace/mobile-application/real-time-scanning.md). **Price and free trial:** €20 per user per month, on top of the Mobile workspace and Advanced Suite base licenses ([Pricing](/resources/pricing.md#mobile-workspace)). Each user registers their phone once ([Mobile application](/mobile-workspace/mobile-application.md)); any iPhone or Android phone with a camera ([Supported phones](/mobile-workspace/overview.md#supported-phones)). To try it, install Advanced Suite ([Releases](/advanced-suite/releases.md)) and select **Request trial licenses** on the **Licenses** page ([Activate license](/advanced-suite/getting-started/activate-a-license.md)): a free 30-day trial follows. ## Send a document from Dynamics 365 1. Open the document, or select it in its list. 2. On the Action Pane, open **Options**. In the **Scanning** group, select **Send to Mobile workspace**. A small dialog drops down under the button with the **Document**, the **Operation** (a sales order and a transfer order have two), **User** and **User group**. 3. Who scans the document: * **User** — one user; you by default. * **User group** — every user of the group (**System administration › Users › User groups**) who has the license and a registered app gets the document, each in their own app. Selecting a group empties **User**. 4. Select **OK**. The message says, for example, *Picking list 00136 was sent for scanning in the Mobile workspace app to the users of the group WH: anna, ivan, test.* Users of the group without the license or the app are named in a warning: *Not sent to bob: no license Scanning operations or no registered Mobile workspace app.* A user who has the document waiting for the same operation already doesn't get it again: *… is already waiting for scanning with test: not sent again.* The document reaches the app at the next run of the Mobile workspace integration, usually within a minute or two. The app also notifies the user, when notifications are on. The dialog stays open with the reason when it refuses: * neither a user nor a group — *Select a user or a user group to scan the document.* * a user without the license — *User … does not have the license Scanning operations (Advanced Suite parameters > Product and licenses > User licenses).* * a user who hasn't registered the app — *User … has not registered the Mobile workspace app.* * a group none of whose users can scan — *No user of the group … has the license Scanning operations … and a registered Mobile workspace app.* * an operation the document doesn't have — *The operation … is not available for a ….* ## Scan in the app Open the menu (☰). The **Scanning** section has: * **Pending scanning** — the documents to scan, for example **Purchase order 000038** with the operation (**Receive**) in grey below, * **Completed scanning** — the documents submitted, and their scans as Dynamics 365 added them, * **Real-time scanning** — [the phone as a scanner for the Scanning pane](/mobile-workspace/mobile-application/real-time-scanning.md). Select a document: the page shows the operation, the company, who sent it and when, and the barcodes scanned so far with their quantities. Then: 1. Select **Scan**. The camera takes the upper half of the screen. Below it are **Auto scan** / **Manual scan**, the last barcode with its quantity, and a keypad. The gear at the top right of the camera opens **Auto-add**. 2. Choose how barcodes are read: * **Manual scan**: point the camera at a barcode and select **Scan** above the keypad. The app reads the barcode in view at that moment; with none in view it says *No barcode found*. Select **Scan** once for each barcode. * **Auto scan**: every barcode the camera sees is read. After each barcode the app waits for the **Scanning delay** set in [Settings](/mobile-workspace/mobile-application/app-settings.md) (1000 ms by default) and shows *Next scan in … s*. The same barcode is read again only after it has left the camera's view: to count many of the same item, scan it once and type the quantity. The camera reads barcodes at any angle, also small ones and ones seen at a slant. When a barcode is read, the picture stops, and the corners close in on the barcode's own corners and highlight it. 3. With **Auto-add** on (the gear at the top right of the camera), the barcode is added with the quantity **1** right away. To change it, type the quantity with the keypad (0–9, ⌫) and select **OK**: **5** makes the quantity 5, not 6. With **Auto-add** off, the barcode waits above the keypad with the quantity **1**, and the picture stays on it. Type another quantity if needed and select **OK** to add it. Type **0** and select **Skip** to leave the barcode out. The app remembers these choices on the phone. 4. **Lines** returns to the list of barcodes. Select a barcode to change its quantity. 5. Select **Submit**. The document moves to **Completed scanning**. Offline, the app keeps the scans and submits them when the phone is back online ([Offline mode](/mobile-workspace/mobile-application/offline-mode.md)). When Dynamics 365 has added the scans to the document, the document shows the status **Processed** — or **Error** when some could not be added — and each barcode its item number, product name and what Dynamics 365 did with it, for example *'M0001': 3.00 ea picked on picking list 00136*, or *Not added — Barcode 999 is not the barcode of a product.* A document is scanned once: after **Submit** it can't be scanned again. To scan more, send it again. ## How the scans are added to the document The **Mobile workspace integration** batch job receives the submissions and adds the scans to the documents, usually within a minute or two after **Submit**. As there can be many scans, this runs in batch, not while the user waits. * Each scan — a barcode and its quantity — is added on its own, by the same scanning action as a barcode scanned into the document in [real-time scanning](/mobile-workspace/mobile-application/real-time-scanning.md#scan-items-into-orders-and-journals): the line of the item and the product dimensions of the barcode gets the quantity (see the table at the top for where it goes). The quantity is the scanned quantity times the quantity of the barcode, in the unit of the line. * A scan is either fully in the document or not at all: it gets the status **Processed** in the same step, or **Error** with the reason, and nothing of it is in the document. A scan with **Processed** is never added again. * Several users scanning the same document each submit their own scans; all of them are added. For example, two users pick a picking list together: one scans 3 of an item, the other 2 — the picking list has 5 picked. * What the document can't take is refused with the reason, as on the form: more than is left to pick, an item that isn't on the document (*Purchase order 00000250 has no line with product 'A0001'.*), a barcode of no product. ## Check the scans in Dynamics 365: the Scanning log On the document, select **Options › Scanning › Scanning log**. The upper grid lists the scanning operations of the document, one for each user it was sent to: | Field | Description | | ----------------------------------------- | --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | **Document type**, **Document** | The document sent. | | **Operation** | **Receive**, **Ship**, **Pick** or **Count**. | | **Status** | **Pending**: to be scanned in the app. **Submitted**: the scans are waiting for the batch. **Processed**: all scans are in the document. **Error**: some scans could not be added — **Processing result** says how many, each scan below why. **Canceled**: removed from the app. | | **User**, **User group** | Who scans the document, and the user group it was sent to. | | **Created date and time**, **Created by** | When and by whom the document was sent. | | **Submitted**, **Processed** | When the app submitted the scans and when Dynamics 365 added them. | **Scanned barcodes**, below, has the barcodes of the selected operation: | Field | Description | | --------------------------------- | ----------------------------------------------------------------------------------------------------------------------- | | **Barcode**, **Scanned quantity** | As scanned in the app. | | **Item number**, **Product name** | The product of the barcode: an Advanced Suite product barcode, or an item bar code of the company that isn't blocked. | | **Inventory quantity** | The scanned quantity in the inventory unit: the quantity times the quantity of the barcode. | | **Status** | **Pending**: not added yet. **Processed**: added to the document. **Error**: not added. | | **Message** | What was done, for example *'D0001': 2.00 ea added to Receive now of line 1 (now 2.00)*, or why the scan was not added. | Buttons: * **Process again** — for an operation with the status **Error**: adds the scans that are not in the document yet, for example after the missing line was added to the order. The scans already **Processed** are not added again. * **Cancel** — cancels an operation that is still **Pending**. The document is removed from the app at its next synchronization. ## Security The duty **Scanning operations** has the privileges **Send to Mobile workspace** and **Scanning log**. Add it to the roles of the users who send documents and check the scans.