Warehouse Operations

Precise Operations. A Full Audit Trail.

Cycle counts, quarantine, expiry, returns and value-added services, each with supervisor sign-off and an append-only record. Nothing on the floor happens without a trace.

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3PL warehouse aisles with racked pallets, a reach truck and staff managing inventory


Cycle counts your auditors can trust.

Count a bin range, a zone or the whole warehouse. Staff count blind, and every approved variance posts to the ledger.

  1. Set the scope

    Pick a location range, zone or full warehouse. In-scope bins are frozen so no other task can move stock mid-count.

  2. Count blind

    Counters see the bin and product. The expected quantity stays hidden until they submit, which removes anchoring bias.

  3. Check the variance

    Under 2% is approved automatically. Anything higher goes to an Operations Manager, with up to three recounts per line.

  4. Post & Bill

    Approved differences post to AdjustmentSurplus or AdjustmentDeficit. Closed counts feed customer billing per bin.

2%
Auto-approval threshold
3
Maximum recounts per line
0
Stock moves in frozen bins

Damaged stock held until someone decides.

Flag damage anywhere in the flow and the stock moves to quarantine on its own. It stays out of allocation until a supervisor picks one of four outcomes.

What sends stock to quarantine

Damage flagged during any of these steps triggers a hold straight away.

  • Goods Receipt (GRN) Inbound
  • Picking & Dispatch Outbound
  • Customer Return (RMA) Returns

Quarantined stock never counts as available and is billed as a separate hold.

  • Restock

    The item passes inspection and returns to normal storage. Its available balance is restored.

    Back to a storage bin

  • Return to vendor

    An outbound order is created to send the goods back to the supplier.

    Debit Vendor, credit QuarantineHold

  • Customer write-off

    A manager approves the loss. A permanent write-off record is kept for the customer.

    Manager approval required

  • Disposal

    The goods are physically destroyed and the disposal is logged against the item.

    Supervisor sign-off, DisposalVoid

Expiry caught days ahead, every night.

A nightly check sorts every LPN by days left to expiry and raises alerts for anything at risk. Filter the near-expiry register by bucket at any time.

  1. 0 days or less

    Expired

    A write-off is required with supervisor sign-off. Stock moves to ExpiredGoodsVoid.

  2. 1 to 7 days

    Critical

    Flagged for urgent action and the customer is alerted automatically.

  3. 8 to 30 days

    Near Expiry

    A notification is sent and the stock is highlighted in the customer portal.

  4. Over 30 days

    Acceptable

    Monitored only. Listed in the near-expiry register for planning.

Pair expiry buckets with FEFO picking so the oldest safe stock always ships first.

Customer returns with a clean paper trail.

Every return gets a fresh LPN and is split by condition at receiving. Your team never has to guess where returned stock went.

  1. Create the RMA

    An Operations Manager or Supervisor raises the return and can update it until it is authorized.

  2. Authorize

    The return is approved, or cancelled if the customer withdraws it.

  3. Receive & Inspect

    Returned units get a new LPN, then go where their condition sends them.

    Good units to storageDamaged units to quarantine

  4. Issue the return receipt

    A bilingual RRN is generated as a PDF when the return is complete.

  • Always a fresh LPN

    Returns are never reattached to the original LPN, so outbound history stays accurate.

  • Forced Inspection

    Turn on Require Return Inspection for regulated or high-value products to hold every return, damaged or not.

  • Billed once, per line

    Each return line is billed. Quarantine holds are charged separately, with no double-counting.

Value-added services, billed from real work.

Every confirmed VAS line creates a permanent VasEvent record. Billing reads only from those records.

  • Labeling

    Re-label LPNs with updated barcodes. A rescan is required to confirm each line.

  • Repackaging

    Move goods into new outer packaging with a new LPN assigned.

  • Kitting

    Assemble components into kits. The new LPN is created with a balanced ledger split.

  • Gift Wrapping

    Wrap items for retail orders, tracked line by line.

How a VAS job starts

  • After receiving Starts automatically when the GRN is issued.
  • Before dispatch Starts automatically when the GIN is issued.
  • AD HOC Created by a supervisor at any time.

Job lifecycle

  1. Draft
  2. Pending
  3. In-Progress
  4. Completed

A job can be cancelled at any stage before completion.

Per-LPN lines
Units to process, completed, rejected and QC results.
Priority levels
Standard, Express and Urgent, shown on the task queue.
VAS event records
One per confirmed line. The only source for billing.
Reports
Filter by date, customer, service or trigger. Export to Excel or PDF.