The warehouse mobile functionality in Business Central logs registrations using a resource rather than a fixed Windows user. This lets you run all warehouse registrations from a single scanner or computer, even when many people use the same device.
You set this up in the user setup. If you lock a Windows user to a specific resource number, registrations happen automatically on that resource. If you leave the resource blank, the system prompts the operator to log in with a resource number each time they open the flow.
The resource number is stored on the entry tables, including the warehouse entries. This means you can see which resource performed each registration, even when several operators share the same scanner device.
Check your licensing before you use this functionality, since logging registrations through resources has licensing implications.
How the warehouse mobile functionality logs registrations
The warehouse mobile functionality logs information using a resource in Business Central. As an example, you might be logged in as a resource such as Simon L. Olson, which exists as a resource in Business Central. When you open your flow, the system asks for a resource number if you are not set up as a fixed user.
Locking a Windows user to a fixed resource number
In the user setup, you can lock a Windows user to a specific resource number. When you do this, all registrations are made on that resource number automatically. The operator does not have to identify themselves during the flow because the system already knows which resource to use.
Using a shared scanner with login during the flow
If you remove the fixed resource and open the flow, you have to log in during the flow itself. When you open it, you tell the system who you are by entering your resource number.
This setup means you can have one scanner or one computer that handles all registrations, even though many users work with it. Each operator logs in with their own resource number, so the registrations stay tied to the right person.
Resource numbers added to the entry tables
When you perform a warehouse receipt or any other registration, the system records the registration with the resource number. The resource number has been added to the entry tables so you can trace who did what.
If you look at your warehouse entries, the blank entries come from standard documents. When you scroll down, you can see the user ID logged with the resource number, for example SLO, on all the entries made through the mobile functionality. The resource number stays on the registration even when the work is done from the same scanner device.
Licensing considerations
Be aware of the licensing you need before you use this functionality. Logging registrations through resources has licensing implications, so confirm that your setup is covered.
Q&A
How does the warehouse mobile functionality identify who makes a registration?
It logs registrations using a resource in Business Central rather than a Windows user. The resource number identifies who performed each registration.
Can one scanner be used by many warehouse operators?
Yes. If you leave the resource blank in the user setup, each operator logs in with their own resource number when they open the flow. This lets a single scanner or computer handle registrations for many users while keeping each registration tied to the correct resource.
How do you avoid logging in every time on a dedicated scanner?
In the user setup, lock the Windows user to a specific resource number. The system then records all registrations on that resource number automatically, so no login is needed during the flow.
Where can you see which resource made a warehouse registration?
The resource number is stored on the entry tables. In the warehouse entries, you can see the user ID logged with the resource number on each registration. Blank entries come from standard documents.
Is there anything to check before using this functionality?
Yes. Check your licensing, because logging registrations through resources has licensing implications.