The Change Item State feature in the Finale Inventory barcode scanner app allows you to reassign inventory from one product ID to another while keeping the same lot or serial number intact.
This is especially useful when products are evaluated, graded, or reclassified after being received.
For example:
In electronics, items may arrive under a generic “ungraded” product ID.
After inspection, each device is reclassified as Grade A, Grade B, or Grade C.
Instead of creating new inventory records, you can simply change the item state and carry the lot/serial number forward.
https://youtu.be/Ccx4lEcX-r8
Why Use Change Item State?
Keep your product catalog clean and organized.
Maintain lot and serial traceability across product IDs.
Avoid creating duplicate or redundant records when reclassifying inventory.
Save time by updating product associations directly on the scanner.
How to Use Change Item State
On the scanner, select Change Item State from the main menu.
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Scan or enter the Short Code of the item you want to update.
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Select the new product ID you want the lot/serial reassigned to.
Confirm the change.
Sync the scanner to update Finale with the new association.
Best Practices
Use this feature immediately after evaluation to keep your catalog up-to-date.
Always sync after making changes so Finale reflects the updates.
For bulk updates, consider organizing workflows so items are reclassified in batches.
Need Help?
If you need assistance with setting up or using the Change Item State feature, contact us at Descartes Customer Support or check our other training resources.
Frequently Asked Questions
What plan level is required for access to the mobile barcode scanner?
The mobile barcode scanner is available on Gold Plans and above
Is the physical scanner included with my Finale Inventory subscription?
We do not provide or sell any hardware. If you are upgrading your plan for access to Finale's Mobile Barcode Scanning features, you must purchase a scanner on your own, and can use one of our preferred vendors if you wish.
What are the hardware requirements for the mobile barcode scanner?
ANDROID-OS Based Minimum hardware requirements:
Operating system version: Android OS 8.1 or greater
Hardware specifications:
I am using the free trial of Finale Inventory, how do I integrate my mobile scanner with my trial account?
Please contact Descartes Customer Support to enable access.
How do I change the Orientation of the Barcode Scanner screen?
The mobile barcode scanner software has a Toggle screen hot spot on the top of every screen in the app. Click the area under the title bar to swap your orientation.
How do I type a quantity on the scanner?
Press the UP arrow, on the bottom-of your screen in the app, BEFORE you scan the items you intend to receive or count. That will open up a quantity box for you to type into.
How do I use my own scanner with the Finale Inventory scanner app?
Ensure that your scanner is running Android operating system version 8.1 and that your account is on the appropriate plan level to access Finale barcoding features. The barcoding application is available for download from the Google Play store.
Where do I purchase the scanner?
We have two preferred vendors that are recommended to purchase your scanner with however you may ultimately purchase a scanner from anywhere you wish. Our preferred vendors are Barcode-Arena and AML. Please note that Finale's Mobile Barcode Scanner app is only compatible on Android device.
How do I know what version my scanner is running?
From the main screen of the Finale IMS Barcode Scanner app, click More until you reach option #18 About. Selecting this option will tell you exactly which version of the app you're running on that device.
What is the difference between a USB/Bluetooth scanner and a Mobile Scanning device?
USB/Bluetooth scanners can plug directly into a phone or computer for the purpose of scanning a barcode, whereas a Mobile Scanning Device acts as on handheld tool to run Finale's Mobile Barcode Scanner app and scan barcode information simultaneously.
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