Scanning, labels and stock on your phone

The Smileline app scans stock with the camera, on the store-room iPad and on phones. Point it at a pack's barcode, or at a Smileline label you printed for an item or a room, and the app opens what it found. It works in every country Smileline serves.

Print labelsCopy Anchor Link

Labels put a QR code on a shelf or a bin, so staff can scan an item that has no barcode of its own, or a room's door. Print them from Inventory on the web, under Manage:

• Print labels prints a label for each item the list is showing, so search or filter first to print fewer: its name, with its unit and room underneath.
• Print room labels, with a room chosen in the room filter, prints the room's own label first, then one for every item in it.

Labels print on Avery sheets that follow the practice's country: Avery L7160 (A4, 21 labels a sheet) everywhere, or Avery 5160 (Letter, 30 labels a sheet) in the US. In the print window, print at 100% scale with no margins added, so each label lands on its sticker.

Scan with the appCopy Anchor Link

Tap Scan at the top of the stock screen. The first time, allow Smileline to use the camera: it only reads barcodes and labels. If a label is worn, type its code under the camera instead. A Bluetooth barcode scanner paired with the iPad types the code in the same place.

The app reads EAN and UPC barcodes, GS1 codes (the Code 128 and DataMatrix codes on medical packs), and Smileline's own QR labels.

A barcode no item has yet can be added straight away by an owner or manager: choose Add this barcode to an item and pick the item. Other team members see No item here has this barcode. An item can also have its barcode typed or scanned into Barcode on the web.

Take, restock and count lotsCopy Anchor Link

When you tap an item's number, or scan it:

• Take comes out of the soonest-expiring stock unless you choose a lot under Take from.
• Restock asks for the Lot number and Expiry date, if the pack has them.
• Count sets how many there are now.

Each take and restock is kept as its own change, in order, until you save: you can take from one lot and restock another of the same item in one save. A count replaces the item's other changes. The number on the item shows what is waiting, such as −2 +10.

If the connection drops while saving, the changes stay on the device, even if you leave the screen or close the app. Saving again sends exactly the same changes, and they are recorded only once. If the device can't read such a save back, the stock screen says so and saves nothing new until you tap Retry or Discard it. Before you discard it, check those items: the save may already be recorded.

Stock on your phoneCopy Anchor Link

Team members who can take and restock stock in the clinical workspace find Stock under More in the Smileline app on their phone.

The phone saves under your own name, so there is no list of names to tap. Low stock and Out of stock alerts open the Stock screen on your phone. Request reorder stays on the store-room iPad: on a phone, order from the Shop itself.

Stocktakes and pick lists in the appCopy Anchor Link

The stock screen has three tabs: Items, Stocktake and Pick lists. They work the same on the store-room iPad and on phones.

• Stocktake shows the open stocktake for the room you are in, or for the whole location. If there is none, start one. Tap or scan each item and enter how many there are; a whole-location stocktake can be counted room by room by changing room. Tap Complete stocktake to apply every count at once. Items that moved since they were counted show Count again. The app counts each item's total; to count lot by lot, use Stocktakes on the web.
• Pick lists shows the location's open pick lists, made on the web. Open one, tap or scan each line as you take it off the shelf, then tap Mark picked. Lines you didn't tick are recorded as not picked. A list from bookings is a checklist and takes no stock.