Sometimes you need to add additional items to an order. Free scan lets you add bulk or non-stock products and serialised assets to an opportunity by scanning the asset number or barcode.
Get started
To start using free scan, switch to the detail view on an opportunity at the order stage, then click the Allocate tab. Toggle the “Free Scan” slider to YES.
From here, scan a barcode or asset in the Asset box.
If the item is not already on the opportunity, it will be added. Availability checks will be carried out as usual, and we will notify you if shortages are detected.
Keep in mind
When scanning bulk or non-stock items that can be either for sale or rental, items scanned for free will be categorised as rentals. In contrast, if a bulk or non-stock item is designated solely for sale, it will be treated as a sale during free scanning.
Charging for free scanned items is calculated as usual. To modify the charges, switch to the opportunity order view. Alternatively, by enabling Lock Pricing before conducting the free scan, your items will be added at a zero price.
If an opportunity item for the same product has already been created through a free scan, any additional free scans will either add a serialised asset to the existing opportunity item or update the bulk quantity, provided the item has not been booked out yet. However, if the product comes with accessories, a new opportunity item will be created that includes the accessories.
Free scan accessories
If the free scanned product you allocate has accessories, those will be added to the opportunity as reserved and in the same container as the free scanned opportunity item. Allocate assets for the accessories as normal using the Allocate tab.
Free scanning a product that can be both an accessory and a main product will add the item to the opportunity as a main product.
If you'd like to free scan an item and its accessories, scan the main product first.
Free scan at zero value
The Free Scan at Zero Value feature allows you to add additional equipment or products to an order without charging the customer. This is typically used when extra kit is supplied as contingency or backup equipment for a job.
Items added using this feature are automatically placed into a separate Spares group, ensuring they remain distinct from the items originally ordered by the customer.
How to Free Scan an Item at Zero Value
1. Open the opportunity that is currently at the Order or Quotation stage.
2. Switch to the Detail View.
3. Select the Allocate tab.
4. Set the Free Scan slider to Yes.
. This will display the Scan with Value option.
5. Set Scan with Value to No.
6. In the Asset field, scan or enter the barcode or asset number of the item you would like to add.
The scanned item will be added to the opportunity with a value of 0.00, meaning no charge will be applied.
How the Spares Group Works
. All items scanned at zero value are automatically added to the Spares group.
. This happens even if the same product already exists elsewhere on the opportunity.
. The first item scanned at zero value will automatically create the Spares group.
. Any additional zero-value scans will be added to the same Spares group.
. Standard availability checks are still performed when scanning items.
. If there is insufficient stock available, the system will display a warning message.
Important: Do Not Lock the Spares Group
Once the Spares group has been created, it must remain unlocked.
If the Spares group is locked:
. You will not be able to perform any further zero-value scans.
. Additional spare items cannot be added to the opportunity until the group is unlocked.
If you accidentally lock the Spares group, simply unlock it before attempting to scan any additional spare items.
Moving Items Out of the Spares Group
If required, items can be moved from the Spares group to another group within the order.
To do this:
Open the opportunity in Order View.
Locate the item within the Spares group.
Use the drag-and-drop functionality to move the item to the desired group.
This gives you the flexibility to reorganise items within the order as needed.