Rapid Inventory for Android™ User Manual

Introduction

Rapid Inventory simplifies stocktaking, stock control and inventory management with Android™ devices. Focusing on versatile, fast and simple operation this inventory app provides custom fields, data import and export, an integrated camera scanner and support for external Bluetooth bar-code scanners.

Download & Installation

The Rapid Inventory app can be tested for free. In the demo version, the number of items is limited and the file name for Google Drive export cannot be changed. To remove this restrictions, we ask you to purchase either the Business Edition or the Unlimited Edition. Download the app using the following links:

• Rapid Inventory - Demo Version (up to 100 items)
• Rapid Inventory - Business Edition (up to 500 items)
• Rapid Inventory - Unlimited Edition (unlimited use)
• For users with a volume license, TEC-IT offers a bulk-license version of the app.

Grant App Permissions

After the installation, you have to grant the required app permissions:

• The app asks you to grant app permissions (Camera, Contacts, Storage), when starting it for the first time.
• App permissions can be changed anytime under Settings > App permissions.

If you experience any problems, please get in touch with us.

User Interface

1) List Configuration/List Order
Tap on the left menu button to configure or sort your list

2) Menu
Via the main menu you can access Labels, Fields and Settings.

3) Data Import/Export
Tap the share button to start data import or data export.

4) Barcode Scanner
Tap the scan button to start scanning either using the built-in barcode scanner or using an external Bluetooth scanner.

5) Number of Items
Displays the number of entered items. Tap on this button to filter your items by labels.

6) Add Item
Tap this button to add a new item to the list.

Product Features

Rapid Inventory provides a number of useful features for inventory control, asset management and stock-taking:

• Online/Offline Operation
  The app can be used without internet connection, the inventory data is stored locally on the device.
• Custom Fields
  The app offers adjustable item database fields and the possibility to use multiple quantity fields. This is especially helpful when managing several stores.
• Import and Export Data
  Item data can be imported and exported from/to CSV-files, XML-files and Google docs online spreadsheets.
• Barcode Scanner Support
  Barcodes can be scanned immediately with the built-in camera scanner. Additionally, external Bluetooth barcode scanners are supported to improve the scanning experience.
• Search, Filter and Sort Items
  The app displays all items in a searchable item list, the item details can be edited in the detail view. On tablets the item list and the detail view are displayed simultaneously beside each other, on phones the detail view can be opened by tapping on an item. The sort order of the item list is adjustable, in addition the item list can be filtered with the help of item labels.

Custom Fields

Rapid Inventory supports custom fields. You can remove unwanted fields or add additional ones (the only mandatory field is Barcode / Item-ID):

• Open the field editor by selecting Fields in the menu.
• Tap on a field to edit it or add a new field by tapping the + icon.
• To delete a field or to change the display order of the fields in the detail view long-tap on a field name in the field list.
• In order to apply the field configuration, you need to save it with the Save icon.

Fields

Users can choose from a large number of field types:

• Boolean
  Displays a check-box to enter a boolean value.
• Color
  A RGB color value can be defined as required and appears as a color space in the details.
• Date
  A date picker for date-only values.
• Expiration Date
  The list entry is highlighted in yellow color, if the expiration date is reached or exceeded.
• Image (High Resolution)
  Take a full-size image from the built-in camera or browse an existing image (from local storage / Google Drive).
• Image (Low Resolution)
  An image field which stores a low-resolution image taken with the built-in camera.
• Number (Decimal)
  An input box for positive or negative decimal values.
• Number (Integer)
  An input field for a positive or negative integer value.
• Price
  An input field for price quotation.
• Quantity
  An input box for positive or negative quantities. A quantity field is displayed along with +1, -1 and +/- n buttons for fast item check in/check out. Rapid Inventory can be used to track the quantities in multiple stores, just add multiple quantity fields if required.
• Selection
  To choose a single value out of a list of values.
• Text
  A text input field.
• Time
  A time picker for time-only values.
• Timestamp
  A picker to enter both date and a time.
• Description
  A field to enter the description of the item. Only one description field is allowed.
• Note
  A field to enter a note for the item. Only one note field is allowed.
• Labels
  A field to tag an item with an arbitrary number of labels. You may filter the item list by labels. Only one label field is allowed.

System Fields

• Total Quantity
  Indicates the total of all quantity fields.
• Origin
  A field holding the device-id (see Settings) on which this entry was created. Only one origin field is allowed.
• Creation Date
  The timestamp (date/time) when the item was created. Only one creation date field is allowed.
• Modification Date
  The timestamp (date/time) when the item was last modified. Only one modification date field is allowed.

Import and Export Data

Rapid Inventory can import or export item data from/to CSV files, XML files and from Google Drive spreadsheets (Google Docs). The app offers three options for importing data (similar options are available when exporting data to Google Drive spreadsheets):

• Bulk load (faster)
  If enabled, the local database is deleted and then filled with the external data. Note: Dats is imported as is, no checks (e. g. for unique IDs) are performed.
• Update local items
  If checked, locally stored items are updated with the data of the imported items in case of matching item IDs. If unchecked, updates of matching items are not performed.
• Add to local items
  If checked, new items will be added to the local store. Any external item with an item-ID not found in the local store is treated as new item. If unchecked, new items are not created locally.
• Delete local items
  If checked, local items without an external match will be deleted form the local store. If unchecked, no items are deleted from the local store.

Export

• Google Drive Spreadsheet
  Export options are similar to import options.
• CSV File
  The CSV file is stored with UTF-8 encoding. Use Text Import Wizard in Excel and select Unicode (UTF-8) if you have issues with special characters (e.g. Umlauts). The CSV file export does not support images.
• XML File
  This export format supports also images, but only a reference to the image file is exported. You have to copy the file from the Pictures/Inventory folder manually along with the XML file.

Barcode Scanner Support

The current version of Rapid Inventory supports barcode scanning into the Barcode / Item-ID search field in the item list. In addition to the internal camera scanner Rapid Inventory offers the use of external Bluetooth barcode scanners:

Built-In Camera Scanner

The internal camera scanner can be adjusted to scan bar-codes using the current device orientation. It may also be forced to scan barcodes always in landscape or portrait mode. In addition to the internal scanner any supported external barcode scanner app can be selected. See the section Camera Scanner in Settings for details.

Bluetooth Barcode Scanner

For a better scanning experience use an external Bluetooth barcode scanner: Open Settings, check Use Bluetooth Scanner and select the external scanner by tapping on Bluetooth Device. Rapid Inventory establishes a connection to the scanner as soon as Settings are closed and the item list is displayed again. A Bluetooth icon right to the search field shows the connection state.

Bluetooth Troubleshooting

If you experience difficulties when connecting or using a Bluetooth barcode scanner, ensure that

• the scanner operates in SPP mode (serial port profile),
• that the scanner was already paired with your Android device,
• and that the operation mode of the scanner matches the Rapid Inventory settings (client/server or master/slave operation and allowed insecure connection).

If a single barcode scan is recieved over and over check the configuration of the scanner (disable any special protocol on the scanner). If incomplete barcode data is received, use Advanced Settings to adjust the rules for handling incoming barcode data. A single bar-code scan is defined by

• the maximal number of bytes in the barcode (packet size),
• the time required for receiving it (number of milliseconds measured from the first byte of the barcode)
• or by a delimiting character sequence (which is a regular expression).

If at least one of the three parameters is fulfilled, Rapid Inventory assumes the barcode is read completely and populates the search field.

Add, Edit, Tag and Remove Items

Add Items

To add an item tap on the Add button, complete the item details and tap the Save button. The field Barcode / Item-ID is mandatory and is automatically populated with the content of the search field. Please note, that the setting Unique Item-IDs controls whether Rapid Inventory enforces unique item-IDs or not.

Edit Items

To edit an existing item, tap on its entry in the item list and use the detail view to enter the required values. If the setting Auto Edit is enabled, the item data can be changed immediately. Otherwise you need to activate the edit mode by clicking on the edit-icon. Use the option Auto Close to instruct Rapid Inventory to switch back to the item list immediately after you have saved your changes with Save.

Tag Items

In Edit-mode you may tag items with custom labels. Make sure a field of type Label is configured with the Fields function (see menu). A single label field can store any number of tags for an item. The item list can be filtered by any combination of labels.

Delete Items

To delete an item long tap it in the item list or use the Delete button in the detail view.

Search, Filter and Sort Items

Search Items

To locate an item just type a complete (or partial) search text into the search field on top of the item list. Rapid Inventory instantly updates the list and displays only items with a matching item-ID or a matching description. Use the setting Auto Open to open the detail view automatically in case of an exact match. Exact match means that exactly one item matches the search criteria.

Filter by Label

The item list can be filtered to display only items with matching labels. To adjust this filter tap on the bottom of the item list.

Sort Items

Can be opened by pulling it from the left edge of the screen. Configure the displayed fields in the list and determine the list sorting..

Feedback and Suggestions

TEC-IT appreciates your feedback and suggestions. Just let us know what you think and contact us.