QuickBooks Enterprise 18 Advanced Inventory: Mobile Sales Order Fulfillment

by

QuickBooks Enterprise v18 Advanced Inventory is offering an optional Mobile Sales Order Fulfillment feature that makes use of a mobile barcode enabled computer. On its initial release, the approved device is a Zebra MC40 mobile computer, which is Android-OS device.

When QuickBooks Enterprise introduced Advanced Inventory, it wasn't long before users were asking for barcoding. Unfortunately, that feature was fairly limited when it came out. I mean, if you're going to offer barcoding for Inventory, you need to be able to do more than just hook-up a tethered barcode scanner to your computer so you can make sales.

Intuit has now chosen to offer "sales order fulfillment" as the first use of mobile barcode technology for Advanced Inventory. That makes sense, because it helps to streamline the "money-in" capabilities of QBES. After all, the faster you can get the money in the door of your business, the quicker you can spend it on technology, right?  

There have been third-party add-on software programs that worked with QuickBooks (Desktop versions) to provide this functionality. But keeping all of the bells-and-whistles under the same roof makes sense (at least until the roof leaks).

The Zebra MC40 makes use of MX (Mobility Extensions), a feature set that makes the Android OS a more robust enterprise-class operating system providing better WIFI performance, enhanced security and better control capabilities over the application. These enhanced features include dynamic screen orientation, improved power management and ambient light adjustment.

The MC40 uses a wireless local network. It doesn't have cellular network capabilities. Originally, the MC40 was a Motorola Symbol product – the first to combine its mobile scanner technology with the Android Operating system, rather than using the Windows Mobile professional OS. While Motorola initially had the intention of offering at least some future model of the MC40 as a cellular device, it seems it optioned to put that capability into another one of its portable computer models.

When you combine this MC40 mobile option with the Enhanced Sales Order Fulfillment feature, including Worksheet and Sales Orders, you have an automated approach to the pick, pack and ship process that makes good use of your Advanced Inventory barcodes. It also means you have a more efficient workflow and a better way of tracking your inventory.

Getting Started

You must configure the MC40 to work with QuickBooks through a series of steps that I will summarize here. These steps assume you have already turned on the new (Enhanced) Sales Order Fulfillment Worksheet:

  • Ensure the MC40 is fully charged and turned-on, and then connect the MC40 to your computer using a USB cable.
  • Download the Warehouse Manager App from the Intuit Website to your computer, and then copy the app to the MC40. (Note: An alternative method of downloading the app directly to the MC40 is available, but via computer is the recommended method.)
  • Navigate to the app on the MC40 and Install it. Click Done when it says "App Installed."
  • Set-up the MC40 to use your local area network, and select the"'unknown sources" option from the MC40 Security Settings. When you click WIFI, you should be able to identify and connect to your WI-FI – your local credentials may be needed.
  • Link the MC40 to QuickBooks – Click the Add button within the Add Device section of the Site Operation tab of Advanced Inventory Settings. Follow the on-screen instructions, QuickBooks will generate a passcode for the MC40.
  • Complete the link between the MC40 and QuickBooks – On the MC40 welcome screen, select Get started. Enter the passcode that QuickBooks generated, and then click Link.
  • Finalize the link in QuickBooks – QuickBooks will prompt you that a device is attempting to connect. Click Yes to grant permission for the MC40 to share date with QuickBooks. The MC40 device ID number will appear in the Add Device list of devices.

Another essential step to the mobile sales workflow involves the set-up of Pickers – the warehouse workers responsible for using the MC40. I'm not certain why, but Intuit chose to have these warehouse workers configured as Vendors within QuickBooks.

  • For each Picker create a Vendor in QuickBook
  • Set the Vendor-type for each Picker to "Warehouse User." 
  • Even if your warehouse workers who do your picking are already employees in QuickBooks, you must still add them as Vendors with the Warehouse User type.

Only individuals configured in this manner will be included in the Picker drop-down list of the Picklist Creation window. They will appear as Pickers in the MC40 scanner. In my example, I have chosen to create a generic picker I simply called Picker 1. I'm not suggesting you follow the same approach. It simply was the least complicated way for me to illustrate this set-up.

Mobile Workflow

I previously described the "manual" workflow option for the new Enhanced Sales Order Fulfillment feature in my article here. Not much changes when you substitute the data-entry portion of that process with the scanned-in capture of the same data using the MC40 scanners. As such, I'm only going to summarize the mobile workflow.

To use the new sales order fulfillment flow and a mobile barcode scanner with QuickBooks, begin by creating a Picklist for the mobile scanner. These steps assume you've already configured at least one MC40 device to work with QuickBooks, and that you have set-up at least one Picker (warehouse worker):

  • Select Customers > Sales Order Fulfillment Worksheet
  • Select the order you want to fulfill and click Next
  • Select the details for the Picklist
  • After you have selected the items to be picked for the given sales order, click Next. You'll see the Picklist Creation window. If you have selected items to be picked from more than one site, you'll have a separate Picklist for each site.
  • In the Picklist Creation window, fill out the Picklist Name (you can keep the QuickBooks generated name or give the picklist a unique name). Select the Picker's Name from the dropdown list. Add any Note(s) for the picker you want to provide.
  • When you have filled out the Picklist Creation information, click the Create & Send blue button. The Picklist(s) will be sent to the correct mobile scanner(s) based upon the assigned Picker(s).
  • Pickers will open the picklist on the mobile scanner, and then follow the picking process with the information provided in the picklist. This includes the order information, item(s), location (including bin/row/shelf if active) quantity available, quantity to pick and the picklist notes.
  • As the picker updates the picklist on his scanner (by scanning items and incrementing quantities picked), the information is updated to the picklist within QuickBooks. This information can be viewed from the picklist tab of the Sales Order Fulfillment Worksheet.
  • The status changes occur as the picker updates the item quantities on the order, going from "sent for picking" to "partially picked to "picked" all in near real time.

I observed these scanners and the related QuickBooks technology working in a test environment. It worked well. The scans picked-up the barcodes in typical and bright light from a few inches and as far away as 3 to 4 feet. The information was captured into the correct fields and flowed into the Sales Order Worksheet and Sales Order forms correctly. This updated the QuickBooks inventory in near real-time.

The mobile system also works if you are using multiple warehouses and the row/shelf/bin feature. The warehouse and sub-location defined for your inventory items will be displayed in the picklist information within the MC40.  

While the mobile fulfillment workflow also allows you to scan or enter serial numbers, it is clunky at best. It neither displays available numbers or validates the numbers captured during the pick. It only provides a warning on the QuickBooks picklist at the item detail level if the serial numbers differ from those recorded within QuickBooks.

For the most part this mobile system appears to work the way it should from a technology and application standpoint, barring any unforeseen issues, but that is not to say that it couldn't use some improvements.

My real concern is how the MC40 scanners will perform in large, and perhaps harsh, warehouse environments. The MC40 scanners seem a little on the light side if you ask me, even though they are rated for business-class durability. They're marketed as both water and dust resistant and rated to "take a fall" onto a concrete floor from 5 feet. This is due in part to their Gorilla Glass touch panel. I've been told that Intuit is pursuing an optional "heavy-duty" case that may add to the ruggedness of this device for extreme environments.

The Android App being used for this feature will run on any Android device, so an option will be used on an Android Phone or Tablet that employs a barcode scanner (most likely blue-tooth). At the time of initial release of QuickBooks Enterprise v18, there has been no formal announcement of preferred equipment to make use of this option, nor has the workflow associated with this option been finalized. It should be almost identical to the MC40 workflow.

Intuit is pursuing the use of other portable computer options for this mobile feature. Research conducted by the team working on this feature found most customers who don't already use barcode scanners feel that the price of the Zebra MC40 scanner is too high. At the same time, sophisticated customers who already use barcode scanners reported they were willing to invest in even higher priced barcode scanners.

By the way, there seems to be a significant range in price on these scanners. Intuit found the scanners ranged in price from $700 to as much as $1,500 each, depending upon where you buy them from.

There are a few different versions of the MC40 available. And, depending upon the version, some non-QuickBooks related features might be useful in a warehouse environment, including the optional "workforce connect PTT" feature that allows the device to be used like a two-way radio. The SMART feature gives you real-time positioning of the devices within the network. In other words, a kind of local GPS where you can see where your workers are at within your facility.

My way of thinking is if you're going to shell out the big bucks for this type of technology, you may want to spend a few dollars more to get "all the marbles" available.

While Intuit hasn't announced any future functionality for this mobile system, it would seem only natural that such an investment would warrant additional uses and benefits. So, I'd expect to see mobile receiving and mobile inventory stock counts at some point in the future, which makes sense.

Editor's Note: The information and screen shots appearing in this article were taken from a pre-release version. There could be differences from what's included here and what exists within the initial or subsequent releases of the software.

Get the inside scoop on 2018 QuickBooks Desktop

Join us for our next "QB Talks" on Sept. 13, where our very own Murph will share what he knows about the new 2018 QuickBooks Desktop roll out. If you're using Desktop, this will be one of your first opportunities to get "the inside scoop."

To sign up for the 1 p.m. (EST) session, click HERE.

To sign up for the 6 p.m. (EST) session, click HERE.