The main workflow, step by step
Goods are followed below from the delivery bay to dispatch, with a count at the end. Open a step to see what the operator sees. The supplier, products and locations are invented for the demonstration.
Goods in
RCV-3381Difference found| Item | Expected | Received |
|---|---|---|
| Carton A, case of twelve | 40 | 40 |
| Carton B, case of six | 25 | 22 |
| Carton C, single | 10 | 10 |
Off the pathA short or damaged delivery is received as it is, the difference is recorded and purchasing is told automatically.
Put-away
Pallet 00417Location suggested- Product
- Carton A, batch recorded
- Suggested bin
- Aisle four, level two
- Why
- Same product nearby, weight allowed
- Confirm
- Scan the bin label
Off the pathIf the suggested bin is full or blocked, the operator scans another and the system checks that the choice is allowed.
Pick list
Wave 12, order 884In progress| Bin | Item | Qty |
|---|---|---|
| Aisle one, level one | Carton C | 2 |
| Aisle four, level two | Carton A | 5 |
| Aisle six, level one | Carton B | 3 |
Off the pathA bin found empty is reported with one tap. The picker is sent to another bin and a count is scheduled for the first.
Packing
Order 884Ready to ship| Check | Result |
|---|---|
| Items scanned against order | All matched |
| Parcel weight | Within tolerance |
| Carrier label | Printed |
Off the pathA scanned item that is not on the order stops the pack until it is removed or the order is corrected.
Cycle count
Today's binsOne recount| Bin | System | Counted |
|---|---|---|
| Aisle six, level one | 18 | 15 |
| Aisle two, level three | 40 | 40 |
| Aisle five, level one | 7 | 7 |
Off the pathA difference above the tolerance triggers a second count by another person before the stock figure is changed.
Who uses it, and what each role can do
Most people in a warehouse use the system through a scanner, a few through a desk. Each role sees the next task and little else.
| Role | Sees | Can do |
|---|---|---|
| Receiving operator | Expected deliveries and their lines | Receive, record differences and label pallets |
| Warehouse operator | Their next put-away, move or replenishment | Scan, confirm and report a blocked location |
| Picker and packer | The current pick route or packing station | Pick, substitute within rules, pack and label |
| Stock controller | Stock by bin, status and counts due | Count, adjust within authority and investigate |
| Warehouse manager | Workload, backlog and accuracy | Plan waves, set rules and approve adjustments |
| Customer service | Order status and stock availability, read only | Answer customers without calling the floor |
When the work leaves the usual path
A warehouse system is tested by what happens when the physical world disagrees with the screen. Each mismatch below has a set response.
| Situation | What the system does | Who decides |
|---|---|---|
| Delivery short or damaged | Receives the actual quantity and notifies purchasing | Receiving operator |
| Suggested bin unusable | Accepts another bin if the rules allow it | Warehouse operator |
| Pick location empty | Redirects the picker and schedules a count | Stock controller |
| Wrong item scanned at packing | Stops the pack until it is resolved | Packer |
| Count differs from the system | Requires a recount before adjusting | Stock controller |
| Scanner loses connection | Queues scans on the device and sends them later | No one, it is automatic |
What it connects to
The warehouse system owns the stock on the floor, and the business systems own the orders. They exchange a small number of well-defined messages.
| System | What moves | Direction |
|---|---|---|
| ERP | Items, purchase orders and sales orders in, receipts and shipments out | Both ways |
| Ecommerce or order platform | Orders to fulfil and stock available to sell | Both ways |
| Carriers | Labels, bookings and tracking numbers | Both ways |
| Scanners and printers | Barcode scans, labels and documents | Both ways |
| Automation, where present | Tasks for conveyors, scales or sorters | Both ways |
What a first release includes
Locations and stock
Zones, aisles and bins with capacity rules, and stock held by product, batch, expiry and status.
Receiving and put-away
Receipts against purchase orders, labelling, quality hold and suggested locations confirmed by scanning.
Order picking
Waves or single orders, routes through the warehouse, and picking on handheld devices with scan confirmation.
Packing and dispatch
Scan checks at the packing station, weights, carrier labels and shipment confirmation to the ERP.
Counting and adjustment
Scheduled and triggered counts, recount rules and adjustments with reasons and approval.
Floor dashboards
Backlog, picks per hour, receipts waiting and count accuracy, visible to the team.
Often added after the first release
- Replenishment of pick faces from bulk storage
- Returns processing and grading
- Kitting and light assembly
- Client billing for a shared warehouse
- Labour planning from forecast orders
What we need from you
- A plan of the warehouse with zones, aisles and bin types
- Your product data, including units, barcodes and any batch or expiry rules
- The processes on the floor today, seen during a visit if possible
- A test copy of the ERP or order platform
- The scanners and printers you have or intend to buy
Ownership and licensing terms are defined in the project agreement.
What to do next
Describe the warehouse: its size, the number of products, orders per day and what is hardest to control. We reply with questions, usually a visit, and then a scope and a proposal. Start a conversation or book a 30-minute call.
Common questions
When does a custom warehouse system make sense?
Less often than people expect. Packaged warehouse systems are capable and should be your first comparison. Custom development is justified when your handling rules are unusual, when you operate equipment or processes the packages do not model, when you need a narrow set of functions tightly joined to your own ERP, or when licence costs per user exceed what a tailored system would cost over its life.
What devices do operators use?
Rugged handheld scanners are the usual choice, and many run Android, which lets us build one application for them. Phones in protective cases work for lighter operations. Fixed stations use a screen with a scanner and a label printer. We test on the actual devices, with gloves and in the cold store if you have one, because that is where interfaces fail.
How do you move from our current stock records?
With a full count at the start. Locations are labelled, products are checked for barcodes, and opening stock is counted into the new system bin by bin, usually over a weekend or zone by zone. Trying to import old records that are already inaccurate carries the errors forward. From then on, cycle counting keeps the figures honest without closing the warehouse.
Can it run several warehouses or several clients' stock?
Yes, if it is designed for that from the beginning. Stock can be separated by site and by owner, with each client seeing only their own goods and orders. Rules such as put-away logic and pick methods can differ by warehouse. Tell us early if you run or plan a shared warehouse, since ownership of stock touches almost every screen.