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Warehouse Operations — Picking, Counting, Slotting

The Warehouses window keeps the record of goods: how many in which warehouse, which lot, which transfer is on the way. The daily work of the people in the warehouse is different: picking the lines of an order from the racks in the right order, preparing the material before production starts, counting the racks at regular intervals and having someone else approve the variance. The Warehouse Operations window brings this work into one place; pickers and counters do their part on the phone by scanning QR codes.

1. What this window is for

The window is in the Stock / Warehouse group of the dock, right after Warehouses. On the desktop it has five tabs:

• Picking — prepares a pick list (TL…) for a sales order, a shipment, a production kit or a warehouse transfer, assigns it to a picker and has it picked bin by bin on the phone.
• Counting — the cycle count schedule (ABC), full count, location and ABC class counts; blind counting, four-eyes variance approval and the adjustment document (SY…).
• Slotting — rack/bin records, bin labels, the occupancy heat map, empty bins and the ABC slotting suggestion.
• Stock in transit — goods moving between warehouses, coming from suppliers and going to customers, in one list.
• Reservations — the quantities held by pick lists; on hand, reserved and available per item × warehouse.

In production the material kit (preparing the material before the order starts) runs through this window; if the kit is short the order "cannot start" and a material hold is opened in Stuck Work (section 5). The slotting view shows rack/bin occupancy and stock in transit shows goods that have not yet entered any warehouse.

2. Permissions

Settings › Users › Warehouse operations has four permissions:

• Warehouse operations planning (picking, count plan, bin records) — creates, assigns and cancels pick lists; sets up count plans; edits rack/bin records and the settings. Can also do the picker's and counter's work.
• Picker (mobile picking) — sees the lists assigned to them, claims an unassigned list from the pool, picks the lines and completes the list. Cannot touch a list assigned to someone else.
• Counter (blind count) — starts, counts and finishes a count assigned to them (or one whose counter was left empty).
• Count variance approval (four-eyes) — approves, rejects or sends for recount the variance of a finished count line by line; reverses the adjustment document. This permission has no older equivalent: only this bit or the system administrator.

The older warehouse bits still work: depo (warehouse clerk) opens planning; deposayim opens the counter's work; depotransfer opens the window for reading only. A user without permission sees "Warehouse permission is required for warehouse operations." A read-only user cannot change any record.

3. Creating a pick list

In Picking › New pick list you first choose the Source type and the warehouse; the documents open for picking are listed:

• Sales order — the remaining lines of an open sales order.
• Shipment — the documents of a shipment (SV…) planned on the shipping board.
• Production kit — the remaining components of an open or in-production order (bill total − used), from the order's source warehouse.
• Warehouse transfer — the not-yet-shipped remainder of a transfer order in ordered, approved or partial status.

Wave. If you select several documents they are picked in a single run: a wave combines at most 50 source documents and all must be of the same type. Lines still stay per document (packing is done per document); on the picker's screen, consecutive lines for the same item and lot from the same bin are shown as one step: "{item} from bin {bin}: total {quantity}". An item already on another open pick list does not enter a second list ("… items are already on another pick list.").

Show suggestion previews without saving; Create pick list saves. Priority (Urgent / Normal / Low), due date and Picker (user name, empty = pool) are entered here. The suggestion follows these rules:

• FEFO lot: the lot with the nearest expiry date first; lots without an expiry date last. A blocked lot is skipped; lot quantity reserved by another list is deducted.
• A lot-tracked item gets no unlotted share: if the lots are not enough, the remainder is not filled from unlotted stock; it shows as short.
• Available quantity = warehouse on hand − the active reservations of other lists. Lines are split per lot.
• Bin order is a "snake path": aisles in ascending order; racks ascending in the first aisle, descending in the second, ascending again in the third… — the picker turns at the end of the aisle instead of walking back. Within a rack, level and bin ascend.
• Lines without a bin go last (by item code): "… lines have no bin assigned and are placed at the end of the list."
• Short line: the quantity that cannot be covered comes on a separate line, planned 0, with the shortage reason already set to Out of stock.

A line's bin is found in this order: the bin on the warehouse level record (Warehouses › min/max level), otherwise the location code on the stock card (if the card's warehouse is this one), otherwise the card's aisle-rack-level-bin fields.

4. Reservations and the Delivery Promise

When the list is created, the planned quantity of each line becomes a picking reservation. A reservation does not move goods; it only stops another list from planning the same goods a second time: available = on hand − reserved. The Reservations tab shows on hand, reserved and available per item × warehouse, plus the reservation lines.

• The Delivery Promise (ATP) pulls the picking reservation to today: the reserved part of an order line's or order component's demand counts as today's demand. Total demand does not change — nothing is counted twice; the demand only moves earlier.
• A transfer reservation does not enter ATP: it is an internal move and does not reduce the company's saleable goods.
• When the list is completed, the reservation drops to the picked quantity and the rest is closed; when the list is cancelled, all its reservations are cancelled.
• Stale reservations close when their source closes: when the order line is gone, the order is closed or the transfer is closed. The Close stale reservations and refresh button does this by hand as well.

For how the Delivery Promise is calculated: Delivery Promise.

5. Production kits and the Stuck Work hold

When the source type Production kit is chosen, the remaining components of the order are picked. Kit approval writes no stock movement — the material is still consumed at production confirmation; a fully picked kit means "material ready". If the suggestion is short, the line shows a Cannot start badge and a warning appears: "Material shortage: this production order cannot start. When the list is created, a material hold is opened in Stuck Work."

• When the list is saved and the order has no open hold, a hold with reason MATERIAL is opened in Stuck Work (source automatic; owner = the order's owner; target date = planned start, or today + 2 days if that has passed).
• If the order already has a "Reason not entered" hold opened by automatic detection, no new hold is opened; that hold's reason is updated to MATERIAL and an audit line is written. An open hold with another reason stays as it is.
• When the kit is fully picked, the hold the list itself opened is resolved ("Kit ready. Material hold released."). If picked short, the hold stays open ("Kit picked short. The order still cannot start."). A hold that existed before and was updated to MATERIAL is not resolved automatically; close it in Stuck Work with a resolution note.
• When the list is cancelled, only the kit hold it opened itself is cancelled; holds with other reasons are not touched.

6. Picking on the phone (Garden + Steps)

On a screen under 7 inches the window opens with four tabs depending on permission: Pick (picker), Count (counter), In transit and Slotting (the last two read-only). The Pick tab shows Lists assigned to me on top and Pool (unassigned) below; Claim and start on a pool list assigns it to you and starts picking.

Each line has three steps:

1. 1 Bin — "Scan the bin label". The bin label QR code has the form HNRG|warehouse|bin; a bare bin code is accepted too. If there is no label, No bin label, skip.
2. 2 Item — "Scan the item QR code or item code". The item is looked up by card QR code, then stock code, then barcode; if the wrong item is scanned the line is not saved.
3. 3 Qty — the picked quantity (cannot exceed the requested quantity); Save and next opens the next bin.

• Wrong bin. If the scanned bin is not the line's bin, saving stops. If the item really is in that bin, choose "Item is in this bin: report relocation"; the line is saved and the item's bin link in that warehouse is updated to the new bin (min/max levels are kept).
• Different lot. If another lot is scanned instead of the suggested one, the "FEFO order is broken" warning appears; if confirmed knowingly, the line is saved with the scanned lot.
• Short. With Item missing / report shortage, or when less than requested is entered, a shortage reason is required: Out of stock, Bin empty, Damaged, Different lot, Other.
• Camera. To show a QR code to the camera, the phone must connect through the HTTPS address (e.g. :5175) or use localhost on this computer; otherwise use a hand scanner or type the code. Connection details: Mobile guide.

7. Completing the picking — what happens next

When you press Complete picking and some lines are not processed yet, you are asked: "… lines have not been picked yet. Complete with shortages?" If you confirm, those lines become Could not pick. If every line was picked the list becomes Completed, otherwise Partially picked, and the reservation drops to the picked quantity. Depending on the source type:

• Sales order / Shipment → a packing suggestion: "Packing suggestion: {n} packages. Create the packages in Shipment › Packing." The Open Shipment › Packing button takes you there. Cartons are not cut in this window; see Shipping › Packing.
• Production kit → if the kit is complete, the material hold is resolved (section 5); stock is still reduced at confirmation.
• Warehouse transfer → a transfer dispatch is made with the picked quantity: the dispatch document is issued and the goods leave the source warehouse and are IN TRANSIT ("Transfer shipped (document issued, goods IN TRANSIT)."). Receiving at the target warehouse is done in the Warehouses window. If the dispatch fails, the picking stays open.

An open, assigned or in-progress list can be closed with Cancel by someone with planning permission; a cancellation reason is required. A closed list is not reopened, reassigned or edited line by line. Every step of the list (creation, assignment, claim, start, line, completion, cancellation, hold) leaves a trace in History.

8. Counting: types, schedule, blind count

In Counting › New count plan you choose the Count type:

• Cyclic (ABC schedule) — items that are due or have never been counted: today − last count ≥ the class's schedule days. Default schedule A 7 · B 30 · C 90 days. Order: most overdue first, then ABC class.
• Full count — every item in the warehouse, in bin order.
• Location count — bins whose code starts with the given prefix (e.g. A-01).
• ABC class count — items in the selected class(es).

The ABC criterion is the sales value of the last 12 months: with items sorted from largest to smallest, a cumulative share up to 80% is A, up to 95% is B, the rest and items without sales are C — the same criterion as the ABC / XYZ Class report on the stock card. The last count date comes from an approved count line or from a line of a warehouse count document. In the Cycle count schedule box you set the days per class (1-730) and the daily limit (default 60, at most 2000 lines); a plan above the limit is shortened with the note "Cut off due to the daily limit …".

Show plan lists the candidates ("{n} of {candidate} candidate items entered the plan"); an item whose Add to plan box you untick leaves the plan. Create count opens the count (SY…) as a draft; Counter (empty = everyone) and Blind count (the system quantity is not shown to the counter) are chosen here — blind counting is on by default. The flow:

1. Start count — the book quantity at that moment is FROZEN on every line. Sales or receipts made during the count do not distort the variance (section 9).
2. Count — on the phone scan the bin → scan the item → counted quantity. If a different bin is scanned, the line is marked "Found in another bin" (it enters location accuracy). In a blind count the counter does not see the system quantity or the variance: "Blind count: count what you see. The system quantity is not shown."
3. I found an item not on the list — an item on the rack that is not on the list is scanned and counted; its system quantity is the book at that moment. If the item is already on the list, the "Count that line" warning appears.
4. Finish count — if some lines were not counted you are asked: "… lines were not counted. Finish without adjusting the uncounted lines?" An uncounted line is not adjusted. Unit cost and variance value are calculated for lines with a variance; the count becomes Awaiting approval.

9. Variance approval (four-eyes) and the adjustment document

A person with the Count variance approval (four-eyes) permission opens the finished count and chooses a Decision for each line: Approve (goes to the document), Reject (does not) or Recount; then Apply decisions. No line may be left without a decision. If any line is sent for recount, no document is issued: those lines go back to Pending and the count back to Counting.

The adjustment document is not a new path: approved variances are written with the familiar warehouse count document of Warehouses ("Adjustment document #{no} issued"). The quantity sent to the document = current book + (counted − frozen system). Example: at start the system froze at 100, counted 96 (variance −4); 10 units were sold before approval, the book is 90. The document gets 86 — the sale in between is not overwritten, only −4 is applied. Lot lines of the same item are added together; the result never goes below zero.

• Variance value = variance × unit cost; the unit cost comes from the same resolver the stock reports use (period purchase average first, otherwise the card cost). The detail shows "Total variance value".
• Reverse document reverses the document of an approved count through the Warehouses count document delete path (with backup) and returns the count to Awaiting approval. The document delete rule still applies: the administrator, or the person who issued it on the same day.
• Because the document is a warehouse count document, it appears in the Count difference summary report in Reports by itself.
• There is no accounting entry yet: the accounting entry for count variances (197/397 in the Turkish chart) is pending as separate work; the hook is ready.

In a blind count, the system quantity, variance and value are shown only to those with approval permission ("Blind count: system quantity and variance are hidden until approved."); once the count is approved, everyone sees them.

10. Accuracy indicators

The three boxes at the top of the Counting tab measure the counts of the last 90 days:

• Count accuracy = lines without variance / counted lines ("{correct}/{counted} lines without variance"). The tolerance is 0 by default.
• Location accuracy = lines found in the right place / count lines whose place is known. The "… in picking" line under it is the share of pick lines where the scanned bin matched the line's bin.
• Value accuracy = 1 − Σ|variance value| / Σ system value.

11. Slotting: rack/bin records, heat map, ABC suggestion

Bin records. If the warehouse has no bins yet, it says "This warehouse has no rack/bin records. Generate bins in bulk below." Generate bins in bulk creates records from an aisle × rack × level × bin range: Aisles (e.g. A B), rack 1–10, level 1–4, bin 1–1 → codes like A-01-1-1; at most 2000 bins at once, existing bins are skipped. For each bin the type (General, Fast pick, Slow moving, Quarantine, Bulk storage), Capacity (units) and Distance to dock (m) are edited; for bins with a kg or m³ capacity, occupancy is calculated with the item's measurements. Print label prints the bin label (with the HNRG|warehouse|bin QR code).

The Heat map (aisle × rack, average occupancy) shows the average occupancy of each aisle-rack cell by colour: empty light green, yellow from 50%, orange from 85%, red above 100%. Next to it the empty bins (active with zero stock) are listed. The sentence on top says how many stocked items have a bin: "…% of stocked items have a bin assigned".

ABC slotting suggestion. "By sales value, A-class items go to the 20% of bins closest to the dock and B items to the next 30%. C items should vacate the near bins." Items are ranked by ABC class and number of outgoing lines (picking frequency), bins by distance to the dock (or snake-path order if empty). There are three kinds of suggestion: Move to a bin near the dock (an A/B item outside the zone it deserves), Move to a distant bin (a C item in the A zone), Assign bin (an A/B item without a bin). The target is the first empty bin in the suitable zone; if there is none, "No empty bin" is shown. Apply links the item to the target bin in that warehouse (min/max levels are kept).

12. Stock in transit

Three sources in one list, overdue lines on top. Each line shows type, document, from, to, item, quantity, departure and expected date; a line past its expected date gets an Overdue badge.

• Inter-warehouse transfer — transfer lines where shipped − received − scrap > 0. Expected date = first shipment + 3 days.
• Expected from supplier — open purchase order lines and their promised dates. Once the supplier advance shipping notice (ASN) integration is set up, ASN lines will come here too; the hook is ready.
• In transit to customer — documents on loaded or on-the-way shipments that do not yet have a proof of delivery (POD). Delivery recording: Shipping › Driver screen.

13. Numbers

Pick lists get TL and counts SY + year + a five-digit number (e.g. TL202600001, SY202600001). Numbers are consecutive within the year and restart from 1 each year. The number of a cancelled list is never given again: the counter is stored separately, so a gap may remain but never a duplicate. The adjustment document's number is the Warehouses count document number.

14. Not in this version

Splitting a wave across several pickers and wave optimisation (today one picker, snake path), a put-away task at goods receipt, returns logistics, the accounting entry for count variances, supplier advance shipping notices (ASN), pallet (LPN) picking and an offline queue for hand terminals are planned as separate work. The hooks are ready. Because there is no offline queue, if saving fails on the phone the screen stays open; save again when the connection is back.

Related guides: Warehouses · Shipping and Logistics · Stuck Work Tracking · Delivery Promise · Mobile · All modules.