ccou Stock - FAQ

Inventory - FAQ

FAQ - frequently asked questions

How is the best-before date monitored?

Each time the app is started, it checks whether the best-before date stored for any stock has been reached or exceeded. If this is the case, a list of the stocks for which this is the case is displayed before the actual basic menu (sorted in ascending order by best-before date). In the settings, you can also specify a number of days before the best-before date to be warned.

However, this automatic display of expired stocks can also be switched off in the settings.

In addition, under the Quick search - Stocks by best before date menu, you can display a list of all stocks that contain a best before date, sorted in ascending order by best before date, i.e. at the top is the one with the earliest best before date.

What is the difference between quantity and number in the product mask?

Depending on the product type, the volume ('l' or 'ml') or the weight ('kg' or 'g') of a single item is specified under 'Quantity', e.g. 200g or 1.5l - possibly also a multiple specification (10 bags, double pack or similar) for multiple packaging. In any case, there can be any text here that is not checked further. Whether the quantity is also displayed in the stock list can be defined in the settings.

Under 'Quantity', the number of individual items that you want to buy / have deposited in the storage location is specified. Therefore, only one number can be entered here - with decimal places if required.

How can I specify a stock in several versions with different BBDs?

To do this, you must call up an existing pool with 'Edit pool' and create a copy with the button . All data will be copied. 'New' is then displayed in the header. You can then change all the data in the copy, including the BBD, and save the copy by clicking OK.

How can I store 2 copies of a stock in different storage locations?

To do this, you must call up an existing pool with 'Edit pool' and create a copy with the button . All data will be copied. 'New' is then displayed in the header. You can then change all the data in the copy, including the storage location, and save the copy by clicking OK.

Why is the MHD sometimes missing in the mask?

The BBD field is missing in the screen if the screen is not a stock but only a known product. The BBD only makes sense if there is stock in the warehouse.

what does MHD=??? or 'invalid MHD' mean?

A 'very old' BBD before 01.01.2019 is interpreted as a typing error and rejected with an error message when entered. If you really want to deliberately use such an old best-before date (the question can be asked), you must suppress this check by activating the 'Allow any best-before date' switch in the settings. If such an old BBD is found in the data (e.g. entered with this switch) and the switch is not on, the BBD is displayed as '???'.

Can I also enter the best-before date, quantity etc. by voice input?

All text fields can be entered very easily by voice using special keywords .

How does the interaction between shopping list, place of purchase and storage location work?

In principle, a shopping list is not linked to the place of purchase. You can bundle several places of purchase in a shopping list - depending on your preference (this is why a shopping list is usually sorted by place of purchase if there are several places of purchase).

If you want to link this, you have to create several shopping lists via the configuration (e.g. with the same name as the place of purchase) and then add the products to the desired shopping list. This works best if you first call up the shopping list and then insert the desired products for this shopping list.

Checking off a product in a shopping list does not yet determine the storage location (this is not necessarily linked to the item), but only indicates that the item is now in the shopping cart and no longer needs to be purchased.

You only decide at home which storage location it will go to (e.g. which freezer compartment is still free), for example by calling up 'Add to storage locations' in the shopping list and then selecting the storage location for all checked items one after the other. Alternatively (and more conveniently), you can click on each individual item and select'Add to storage' from the menu.

How do minimum stock levels and requirements planning work?

Minimum stock and requirements planning must first be activated in the settings. You can then specify for each product (not for stocks) which minimum stock you would like to have and which other requirements planning is desired. The exact interaction is described here

What is the meaning of 'Combine items of the same name' in the stocks?

If you have saved several stocks for a product (e.g. because they have different best-before dates or different storage locations), you often only want to see them as 1 single item in the stock list. The menu item 'Combine items with the same name' is used for this purpose. All stocks with exactly the same name are then displayed as 1 pseudo stock item with the total number as the count (recognizable by the preceding totals sign Σ) and with the oldest BBD of the associated stocks.

If such a totals element is called up for editing, a list of the associated inventories is first presented for selection.

How can I create, rename or delete categories / storage locations / purchase locations / shopping lists?

All this data can be structured in 2 stages according to your own requirements. The desired selection can be accessed via the Configuration button.

If stocks / products exist for categories / storage locations / purchase locations to be changed, you can adjust this with 'Configuration' -> 'Global renaming'.

What are the markings for?

The markers can be used to assign a rating to products that are not covered by the standard terms such as category or similar.

Example: Marker 1 will receive all the supplies I want to buy at the local market every second Saturday of the month.

I can then use this marker to search for suitable items or add them to a shopping list if required.

You can add any number of markers with any text under 'Configuration' -> 'Markers'.

How can I back up my data?

The simplest and most effective form of data backup is to create or join a group. This means that all data (including your own product photos) is saved on the stock manager's own server and can be restored at any time, even after purchasing a new cell phone. A group therefore also makes sense if you are the only member. The data on the server is also backed up daily. It is a German server that complies with the GDPR.

In the Pro version, you can also export the entire stock as a CSV file and send it by email, for example (but this does not contain any photos). In the free version, this function is available for test purposes, reduced to 5 products.

However, you can also save a data backup of all elements of a group on Google Drive or similar.

How can I organize 2 purchasing groups - household and business ?

It is best to divide this into 2 separate groups - one for the household, one for the business - then nothing gets mixed up.

What are additional fields?

Additional fields are a chargeable extension for managing up to 20 freely definable additional input values per group in lists, which can also be used for selecting and sorting.

What is a requirements group?

A requirements group is the combination of several similar products for requirements planning. It is part of the paid extension 'Additional fields'. With its help, you can ensure that the requirements group is automatically transferred to the intended shopping list via minimum stock monitoring if the total of all associated stocks falls below the minimum stock level.

what is the extension for large photos ?

If the normal resolution of your own product images is not sufficient, you can use this paid extension to save and synchronize up to 10 times larger product images in a group.

Where can I buy extensions?

Extensions such as the additional fields or the large product images are fee-based extensions. These can be purchased per group by selecting an option in the menu on the start page. The menu item 'Buy extension' appears if you have the Pro version, because only then can you buy them. If you are not in a group or the current group already has one of the extensions, the corresponding Buy button cannot be selected.

How can I organize shopping for several other people?

There is a special interface for this - the collective shopping list, which makes it possible to keep separate shopping lists for several groups of people and still be able to shop with a single total shopping list.

How can I recognize in which group I am currently entering ?

If you set a separate photo as the group logo for each group, you can see which group you are currently active in as soon as you start the app and again and again on the basic screen, because the group logo replaces the stylized broccoli.

Why are the umlauts so strange in the Excel import?

During CSV export, the data is output by the app in the universal Unicode UTF-8 code (optionally also in the Windows character set).

Unfortunately, Excel is very faulty when importing - it always requires Windows code, among other things.

You can tell Excel this via the import wizard by proceeding as follows (version 2010 - for other versions, proceed accordingly):

  1. Data
  2. from text
  3. Select CSV file
  4. Import
  5. File origin 65000 : Unicode (UTF-7) (or UTF-8 depending on Excel version)
  6. Next
  7. Tab separator
  8. Finish

How can I transfer my data to a new cell phone?

You should always be a member of a group - even if you are the only member of the group. You can then send yourself an invitation to join the group from your old cell phone (preferably inviting yourself as the new owner) and then join the group by accepting the invitation on your new cell phone, thereby taking over the group's data. Should it happen that the old cell phone 'dies' before you can send yourself an invitation, you can contact vorrat@sebag.de by email to transfer the group to the new cell phone.

The same applies if you have to reinstall the app for any reason. In addition, it is always advisable to make a note of the current (old) ID (displayed in the basic menu -> 'About...'). You should also make a note of the ID before a new installation, as this will change. If you change the ID, the Pro version will be lost!

Where can I buy the Pro version?

The Pro version is not a separate app, but the services are activated via an in-app purchase. This costs a one-off fee of €4.99 per device and is initiated by clicking on the corresponding menu item on the start page. If this selection point is not available, you already have the Pro version.

What additional benefits do I get from buying the Pro version?

The Pro version costs a one-off fee of €4.99 per device: the purchase disables the advertising at the bottom of the display and supports the further development of the app. However, it also has advantages in use, as some functions are only available for testing to a limited extent in the free version.

In the Pro version :

  • Barcodes can be used indefinitely (not just 20)
  • Your own product photos can be used indefinitely (not just 10)
  • you can save as many supplies as you like (not just 200)
  • unlimited import/export via CSV file (not just 5 articles)
  • you can be a member of a group with any number of members (not just 2)
  • you can be a member of up to 30 groups (not just 1)
  • In stock lists and shopping lists, you can combine items with the same name (with total sum display)
  • all products can be provided with a minimum stock level etc. for requirements planning (not just 5)
  • All product and stock lists can be sorted according to several criteria
  • An order of categories can be defined for each shopping list
  • The selection function can be used to carry out processes with many items at the same time
  • the extension for large product images can be purchased per group
  • the extension for up to 20 freely definable additional fields in stocks can be purchased for each group
    ...

Why do I see the ads despite buying the Pro version?

It often requires quitting and restarting the app (not reinstalling) to get the Pro version.

How can I set a minimum stock level for a product?

In the Pro version, you can define several sizes for each product for requirements planning with minimum stock monitoring and automatic shopping list filling. In the free version you can test this for 5 products. The exact interplay of minimum stock / purchase pack / desired stock etc. is described here.

However, this function must first be activated in the settings (with stock monitoring)

Can I add a product photo to my stocks?

In the Pro version, you can assign a photo that you have taken yourself or taken from your own gallery to each product / stock. These photos are also synchronized via the server. In the free version, you can assign up to 10 photos for test purposes.

However, this function must first be activated in the settings (own product photos)

why do I get the message 'there is a new version' but cannot 'update' in the Play Store ?

The app can provide the information 'there is a new version' because it receives it from its own server. Since the app was banned from the Play Store for 8 months (see withoutGoogle ), you can now also update a version without Google Play Store here.

Why has my Pro version disappeared' ?

This is because the stock app was banned from the Play Store by Google for 8 months from August 2024. This means that all Pro versions are no longer valid and must be purchased again.

edit the same shopping lists etc. with several people

To be able to access the same shopping lists and supplies with several people (e.g. family or shared flat), everyone must be together in a group:

  1. one of the persons must form a group
  2. this person must invite all others to the group (a group code is communicated)
  3. the other persons must join the group with the group code

All members of the group then have the same database and this is automatically synchronized. Each time the input screen is called up (when the app is started and also when falling back by exiting one of the sub-programs), all new / changed data is uploaded to the server and all changes made by other people are downloaded.

In addition, synchronization is performed when the image in the middle is clicked on in the input screen.

You can even edit the same shopping list at the same time: while one person is still adding new products to the shopping list, the other is already shopping with this shopping list. The only requirement for this is the ability to synchronize via the Internet.

The free version cannot be in a group with more than 2 people, but any number of members of a group are possible if they all have the Pro version.

How many Pro versions do I need to buy if I have several devices?

In principle, each device requires its own Pro version if you use functions for which the Pro version is required, e.g. if more than 2 people are to be in a group (mixed operation of free version / Pro version within a group is not supported). Which functions require the Pro version can also be found here

How can I 'move' stock from one freezer compartment to another?

It is sufficient to change the storage location in the stock mask of the associated product by selecting a different one from the storage location menu. However, you can also call up the more flexible menu item 'relocate'.

How can I 'move' a product from one shopping list to another?

It is sufficient to change the shopping list in the stock mask of the associated product by selecting a different one from the shopping list menu. This saves time, for example, if you want to move products from the -Reserve- list back to a 'normal' shopping list.

How can I print out a shopping list' ?

In the shopping list menu, select 'Show shopping list in HTML'. In the selection of display apps then shown, select the Chrome browser. There you can then select 'Share' in the menu and specify the printer as the destination. You can also use a CSV file export.

How do I remove stock from a storage location?

There are 4 different cases here:

  1. all copies have been used up from the storage location: then you can use the selection item Delete from storage location in the product-specific menu to remove the stock
  2. only part of a copy is removed - the rest remains in the storage location: then you can reduce the number in the stock mask or in the list view by selecting the menu.
  3. all parts of a specimen are removed: then you can click on the waste garbage can button in the stock screen.
  4. the stock or part of it is to be moved to another storage location: the menu option 'relocate' is available for this.

Can I switch off the advertising?

As the app is free of charge, it is pointed out on every page that it is better to buy the Pro version. If you find the advertising too annoying, you can remove it completely by purchasing the Pro version in the options menu on the basic page and get more performance.

why do I get the error message 'the app could not be installed' ?

This is because the stock app was banned from the Play Store by Google for 8 months from August 2024. Therefore, there are now 2 versions of the app: one with Google Play Store and one without.

The two versions are being developed identically in parallel. They are functionally identical (except for the Play Store features), but Google's signature makes them incompatible in the sense that you can only replace one version with the other by uninstalling/reinstalling. Hence this error message from the Android system if you want to install a different version than you had before. It should be borne in mind that the ID changes during a new installation and an existing Pro version must be purchased again for the new version.

I accidentally emptied my shopping list even though I hadn't finished shopping yet

No need to panic: all products not yet marked as purchased have been automatically moved to the shopping list -Reserve- so that you can continue shopping as normal. Only when the -Reserve- is also emptied will the information about products to be purchased disappear.

Can I also manage stocks that have nothing to do with my livelihood?

In principle, yes - but it makes sense to create a completely separate group for this (Pro version required) so that all elements such as categories, storage locations etc. can be created separately and the search for individual products is not mixed with the foodstuffs etc.

Why is the synchronization not working for me?

There may be several reasons for this:

  1. An error message appears: please search for it
  2. the AutoSync switch may be switched off - please switch it on
  3. you or the other person is not a member of any group
  4. Internet access is not possible because flight mode is switched on
  5. the mobile data connection is switched off on the cell phone and no WLAN is accessible
  6. one is in a different group than the other
  7. you do not go back to the home screen of the app: synchronization only takes place there
  8. In particular, no synchronization is carried out beforehand when called up via a shortcut
  9. common error : the app is not always terminated properly by multiple 'back' but by 'close all' : then Android gives the app no chance to synchronize

Synchronization always takes place via the server as an intermediate station. This offset via the server must be taken into account if you want to check your procedure. In normal operation, you will not notice the offset at all, but you may notice it during a specific check.

Here is an example of the synchronization procedure:

  • Cell phone 1 changes data
  • Cell phone 2 changes data
  • Cell phone 1 synchronized - now the server has the changed data from cell phone 1
  • Cell phone 2 synchronized - now the server has the changed data from cell phone 2 and cell phone 2 has the changed data from cell phone 1
  • Cell phone 1 synchronizes again - now cell phone 1 also has the changed data from cell phone 2

If something causes an asynchrony, it will not fix itself, but you can always correct it by manually synchronizing all phones with the server:
'Basic menu' -> 'Group' -> 'Menu' -> 'Download from server'

However, multiple manual synchronization or longer waiting times are useless: either it works in less than 1 second, or something has already gone wrong.

No feedback as to whether the synchronization was successful

If the automatic synchronization was successful, this is not reported because this is the standard case and the positive feedback could interfere too often. If it was not successful, this will be displayed. If you also want to receive positive feedback about the synchronization, you can do this under the Group menu - Synchronization menu or by clicking on the image at the top in the middle of the main menu: feedback is always given there.

How can I work with the data on my PC or laptop?

There are two options for editing the stock data on the PC or laptop:

  • data can be exchanged between the Inventory Manager and the PC via CSV import/export (Pro version)
  • you can edit the data directly with a very convenient and efficient cell phone emulator - without manual intermediate steps
  • you can perform certain basic functions under Windows with the freely available Excel spreadsheet

"Changes have not been saved"

If changes have been made in a mask (e.g. product mask or configuration or similar) but the mask has not been saved with the corresponding OK button, a warning is displayed that the changes have not been saved so that they can be re-entered if not saving was an oversight.

The message can also appear when another app comes to the foreground, e.g. because a call is answered, or the barcode scanner is started, or a product photo is taken or taken from the gallery, etc.

"The synchronization was not successful ..."

If the synchronization was not completely successful due to a poor or even missing Internet connection, this is always displayed so that you can adjust to it. However, you do not have to do anything (unless, for example, the flight mode was still set by mistake), as the synchronization is automatically repeated shortly (but see also Synchronization).

"Place of purchase reached"

You can use this to make your work easier if you have 'just arrived in this business'.

So if you want to carry out a series of activities that all relate to a specific store (= place of purchase), you can use this to avoid having to specify the place of purchase again for each of the steps. For example, if you want to scan several items purchased in the same store or manually add stock from the shopping list to the warehouse that all come from the same place of purchase.

"Mixed editing with free and Pro version is not supported"

If a dataset (i.e. the data of a group) contains elements that are reserved for the Pro version (e.g. more than 20 barcodes), losses may occur if the data is changed by the free version of the app. This mixed operation is therefore not supported
If a group is working with the Pro version, all members of the group must have the Pro version.

"The server request could not be executed ..."

A server request that cannot be executed can occur if an Internet action was canceled in the middle, the server was temporarily unavailable, or another error occurred that may be corrected at the next attempt.
However, it could also be that something fundamental has gone wrong. An example of this would be if a group has since been deleted by the founder, but a member believes they can still work with the group.

"invalid server request"

This message means that something has gone wrong in the communication between the app and the server - this should not actually happen. If this happens more than once, please send an email to support@sebag.de.

"Designation xyz is already taken"

If a name is used in one of the 2-level configurable elements (categories, storage locations, purchase locations, shopping lists) that is already defined at another level, this message is displayed, as all names must be unique within the categories and subcategories, for example. The app automatically adds '_i' with i as a consecutive number to the duplicate designations and the changes can then be saved in this way. To prevent these consecutive numbers from being displayed in the designations, you can ensure in the settings that the upper categories, upper storage locations etc. are also displayed, as this makes them unique again.

"no internet authorization"

The app's authorization to access the Internet was (subsequently) withdrawn. This means that sync processes etc. can no longer be carried out.

"You are not a group member"

This can happen if the founder of the group has removed the member from the group or if the system has done this because there are already 2 or more other members in the group. Then a 3rd member with a free version can be removed. This can also happen if a member with a free version is in the same group as a member with a Pro version. However, it is also possible that the stock manager has been reinstalled deliberately or due to a system error during an update, after uninstalling or changing a cell phone - the connection to the group is then lost. Another possibility is that the group has not been accessed for more than 1 year, in which case the group will be archived and deleted. In this case, please send an email to support@sebag.de

"invalid group code"

The group code entered to join a group is not a valid 6-digit number.

"unknown group code"

The group code entered to join a group does not exist. Either there is a typing error, or the group code has already been used, or the corresponding invitation was too old (older than one month).

Barcode support

You can insert supplies using the barcode or identify them when searching. The internal barcode scanner software is normally used for this. However, if desired, you can also use an existing barcode scanner app that supports this process. This function is available in the Pro version. In the free version, you can scan up to 20 barcodes for testing purposes.
Instead of a barcode scanner app via the cell phone camera, an external Bluetooth barcode scanner can also be used (e.g. for tablets), which is controlled directly and not via an additional app.

Why is my installed barcode scanner not working?

If an installed barcode scanner is not accepted or does not work correctly, this is not due to the Inventory Manager, but is a function of this particular barcode scanner app. Most barcode apps refuse to be called up and used by another app (usually these are QR code scanner apps that want to show their own advertising in detail).

Remedy: 1. switch off 'Barcode scanner selection' in the settings, 2. scan again - the barcode scanner software integrated in the Inventory Manager is then automatically used.

Voice input even without an Internet connection

Voice input can also be used without an internet connection (i.e. even in basements and shielded stores). However, there are sometimes cases in which the recognition accuracy is slightly higher with an Internet connection. As this is a service provided by Google, you have no influence on this.

Are there any maximum number restrictions in the app?

There are no restrictions on the maximum number of products, stocks, categories or other data - even in the free version there are only a few.

The only restrictions are :

  1. Without the Pro version, you can only be a member of a single group
  2. without the Pro version, a group can only contain 2 members; if there are more than 2 members, ALL must have the Pro version
  3. Without the Pro version, a maximum of 10 product photos can be taken
  4. a maximum of 20 barcodes can be scanned without the Pro version
  5. Without the Pro version, you can store a maximum of 200 supplies
  6. Without the Pro version, a maximum of 5 items are imported / exported when importing and exporting stocks as a CSV file
  7. some sorting/grouping functions are not available without the Pro version
  8. Even in the Pro version, you can be a member of a maximum of 30 groups at the same time
  9. if group content has not been synchronized for more than 1 year (i.e. the group members have not used the app at all), it is considered obsolete and no longer needed: it is then automatically deleted from the server (along with the entire group).

There are some numerical restrictions because the functions are actually intended for the Pro version, but are activated to a limited extent in the free version so that you can try them out and check them before you buy.