Mobile Stocktakes

Marlin GTX enables users to conduct and manage physical stock counts using the Marlin mobile app.

The Marlin mobile app streamlines the stocktake process by enabling users to:

• Enter, update, or remove product counts
• Sync product information to GTX in real-time
• Filter by counted, uncounted, or recount items
• Add existing or unknown products
• Scan barcodes to count or add products
• Review scan history in the history panel
• Configure scanner settings
• Review products marked for recount in GTX

Initialising Mobile Stocktakes

If there is no active stocktake in GTX, the Stocktake module will display a pop-up prompting the user to initialise a new stocktake.

To initialise a mobile stocktake:

• Select the Mobile Stocktake option
• Click Ok

Product lists can be broken up and assigned to different counters, when using mobile stocktakes.

In the Manage Recorders to Initialise pop-up that opens:

• Tick Included in Stocktake next to each counter that will count products
• Click the Products... button next to a counter

In the Add a range of items to the Stocktake List pop-up that opens:

• Select an option under Select Products by
• Enter the From and To range
• Click Ok

These products will be added to the stocktake list and will appear in the mobile Stocktake app for the assigned counter (and not any others).

To assign products to additional counters:

• Click the Products... button next to the next counter
• Select a different product range
• Click Ok

Once all counters have been assigned products:

• Click Initialise.

Once initialised, all users logged into the GTX system in the app will see the mobile stocktake when they open the Stocktake module.

The number of counts assigned to each counter can be checked by clicking on the Manage Recorders button at the top of the module window.

Currently, there is a bug where you have to tick the selected counter then close and re-open the manage recorders window before it will update the assigned counts

Saving Logins

After the first login, the mobile app asks whether to remember the login.

Tap Remember to save the login using the device PIN, fingerprint or face ID.

Mobile Stocktake Counts

To open the Stocktakes module in the Marlin Connect app:

• Tap on the menu button (three lines, top-right)
• Select Stocktake

You will be prompted to select the Default Stock Counter.

To enter a product count:

• Tap the count box next to relevant products
  • Tap Enter/Go on your device, otherwise the count will not be recorded
  • If there is no stock on hand: You still need to enter 0 for the count

You can also tap on a product to open the options pop-up (above right), which can be used to:

• Enter or update the count
• Add a comment

Filtering Stocktakes

Tap the Filter button at the bottom left to open filter options.

Tick the relevant checkboxes to include products that are:

• Counted Stock
• Uncounted Stock
• Marked for Recount
• Then tap Save

Refresh the stocktake list (swipe up) to apply filter options.

Adding Existing Products

To add a product from the existing GTX catalogue:

• Tap the Add button at the bottom-right of the stocktake list
• Select Existing Item

The Search pop-up will open:

• Tap the Search By button at the top
• Select a search method
• Enter search terms in the field to the right
• Tap the blue Search button below

To add a scanned product that exists in GTX but is not in the stocktake:

• Scan the product's barcode
• Tap the plus icon next to the product in the history panel

Adding Unknown Products

To add an unknown product:

• Tap the Add button at the bottom-right of the stocktake list
• Select Unknown Items

The Add Unknown Item screen will open:

• Enter product information
• Enter stock count and any comments
• Tap Submit

To add an unknown product from the history panel:

• Scan the product's barcode
• Tap the red line in the history panel
• Complete the Add Unknown Item screen (the barcode is filled in automatically)
• Tap Submit

The product is added to the stocktake as an unknown product. Scanning the same barcode again adds another to the same line, which is shown in green.

Barcode and QR Code Scanning

If barcodes have been set up in GTX, you can also quickly count and add products by using the camera to scan product barcodes or QR codes on capable devices.

Tap the barcode button at the bottom of the screen to open the camera, then point the camera at the product's barcode.

Scanning a product’s QR or barcode will:

• Count the product, based on the scan counting mode
• Show the scan as a line in the history panel
• If the product is not in the stocktake, it will be marked with a plus icon so it can be added
• If the product is not found in GTX, it will be shown as a red line so it can be added as an unknown product

Configuring Scanner Settings

To open the scanner settings:

• Tap the Settings icon at the top-right of the stocktake screen
• Select the setting to change

To set how scans are counted:

• Select Scan counting mode
• Select Auto-increment (+1 per scan) to add one to the count each time a product is scanned, so scanning four items counts four
• Select Manual entry (enter total count) to enter the total count after scanning one item, so enter 4 for four items
• Tap OK

To set what the scanner reads:

• Select Barcode scan format
• Select Barcodes only or Barcodes and QR codes
• Tap OK

To use a Bluetooth barcode scanner:

• Connect the scanner to the device
• Select External scanner
• Tick Enable external scanner
• Tap OK

Scanned barcodes enter the app directly. The phone keyboard does not appear while the external scanner is enabled.

Reviewing Count History

The history panel at the bottom of the stocktake screen lists each scan as it is counted.

To change the size of the history panel:

• Tap the chevron icon at the left of History to minimise the panel to a single line
• Tap the expand icon at the right of History to open the panel fully
• Tap the same icon again to return to the half open size

Each line shows the scanned barcode and its quantity:

• Green lines are barcodes that exist in the stocktake
• Red lines are barcodes that could not be found in GTX; tap the line to add the product as an unknown product
• A plus icon marks a product that exists in GTX but is not in the stocktake; tap the icon to add the product

To correct the quantity of a history line:

• Tap the Quick adjust icon on the line
• Enter the correct quantity

To see what each icon does, tap the information icon next to History.

The history key lists:

• Show in list: shows the product in the product list
• Quick adjust: changes the counted quantity of a history line
• Exists in the system but not in this stocktake, tap to add: adds the product to the stocktake
• Item could not be found, tap to add unknown: adds the barcode as an unknown product
• Count submit failed: marks a count that did not submit
• Minimise the panel: reduces the panel to a single line
• Expand or collapse the panel: opens or closes the panel
• Enable or disable the keyboard for count input: turns keyboard entry on or off

Typing Counts Manually

Keyboard input for counts is off by default when using camera scanning or an external scanner. This stops a scanned barcode being entered as a quantity if a count box is tapped by accident.

To type a count manually:

• Tap the red keyboard icon in the history panel to enable the keyboard
• Tap the count box and enter the count

When the keyboard is off, tapping a count box shows the message Enable the keyboard to edit counts.

Completing Counts

Once all of the counts have been entered:

• Tap the Completed icon at the bottom-right of the stocktake list
• The Complete Stocktake pop-up will open
• Tap the Complete button to confirm

The count will be marked as complete and can be reviewed and finalised in GTX, as usual.

Finalising Mobile Stocktakes

Main > Products > Stocktake

Item counts and additions update in real-time within the Stocktake module in Marlin GTX.

Once the mobile stocktake is complete, it can be reviewed and finalised in GTX as usual.

Unmatched Products

Products added to a mobile stocktake that do not match those in GTX will be highlighted in red.

To resolve unmatched products, click the Match button at the top of the module window.

You can then select an existing product or enter a new one.

Product Recounts

If there are suspected discrepancies with a mobile product count, then products on mobile stocktakes can be marked for recount.

To mark a product for recount:

• Click in the relevant Recount Pending column
• Press Y on the keyboard (to change "n" to "y")
• Confirm the pop-up

These products can then be double checked in the mobile app by:

• Taping the Filter Products icon
• Selecting Marked for Recount