Warehouse & Logistics Department

Roles covered: Warehouse Operator · Stock Manager · Logistics Supervisor · Warehouse Manager
Primary modules: Warehouse (Goods Receipt · Goods Issue · Delivery Notes · Packing Lists · Internal Transfers · Physical Inventory · Loss & Adjustments · Returns · Reports)

Who this guide is for

Warehouse operations map

INBOUND                              OUTBOUND
───────                              ────────
Goods Receipt Note (GRN)             Goods Issue Note
  ← from Purchase Order              Delivery Note
  ← manual                             → Packing List → Innoship AWB
  ← client return                   Purchase Return (to vendor)

INTERNAL MOVEMENTS                   CORRECTIONS
──────────────────                   ───────────
Internal Transfer                    Physical Inventory (Stock Take)
  from Warehouse A → Warehouse B     Loss & Adjustments

MONITORING
──────────
Warehouse History (transaction log)
Stock reports (value, movements, expiry)
Minimum stock alert

Recommended daily routine

Warehouse Operator — Morning

1. Receipt orders expected today
/admin/purchase/purchase_order?delivery_status=0 — undelivered POs with today's deadline
Prepare the receiving area, check if vendor has announced the delivery.

2. Delivery notes to process
/admin/warehouse/manage_delivery — filter approval = 0 (draft/pending)
Deliveries prepared by the sales team awaiting picking and packing.

3. Packing lists to complete
/admin/warehouse/manage_packing_list — unapproved packing lists
Weighed and dimensioned parcels awaiting AWB.

Warehouse Operator — During the day

Goods arrive → Scan barcode → Open Receipt Note
  → Fill in quantities, lot, expiry → Send for approval

Sales order ready → Open Delivery Note
  → Pick from shelf → Fill in picked quantities
  → Create Packing List → Weigh + measure parcel
  → Generate AWB → Hand to courier

Warehouse Manager — Daily

• Pending approvals — receipt notes, delivery notes, adjustments, transfers
• Stock below minimum — products needing urgent replenishment
• Blocked deliveries — delivery notes with insufficient stock (flag_export_warehouse = 0)
• New returns — return requests from clients or for vendors

Commodities — catalogue management

Where: /admin/warehouse/commodity_list

Structure of a warehouse product

Operational flags:

Product organisation

Hierarchy: Group → Sub-group → Product → Variant (attribute)

Minimum and maximum stock per product

Where: From product record → inventory_number_min / inventory_number_max fields

Important: Minimum stock is informational — it doesn't automatically trigger orders. The procurement agent must check the below-minimum stock report and create RFQs manually.

Goods Receipt Note (GRN)

Where: /admin/warehouse/manage_purchase

Complete receipt flow

1. Goods physically arrive in warehouse
   ↓
2. Operator opens Receipt Note (auto-created from PO or manual)
   ↓
3. Fill in line by line:
   - Quantity received (can be < PO quantity → partial receipt)
   - Lot number (if product is lot-tracked)
   - Manufacturing date + Expiry date (for perishables)
   - Serial number (for serialised products)
   - Unit purchase price
   ↓
4. Send for approval (if approval flow is configured)
   ↓
5. Manager approves → stock increases automatically in inventory_manage
   Transaction recorded: goods_transaction_detail.status = 1 (Receipt)

Key fields on receipt line

Partial receipt

If vendor delivers less than the order:

• Fill in actual quantities received (less than the PO)
• PO remains open (delivery_status ≠ Completed)
• Create a second receipt note when the remainder is delivered
• System sums quantities from both notes

Goods Issue Note

Where: /admin/warehouse/goods_issue_note

When to use it

Goods Issue Note = internal stock outflow without going to an external client:

• Production: raw materials consumed on a Manufacturing Order
• Internal use: office consumables, departmental own use
• CAPEX/OPEX: asset purchases or operational expenditure

Key fields

Delivery Note

Where: /admin/warehouse/manage_delivery

Creation

Stock check on creation

When adding lines to the delivery note, the system automatically checks inventory_manage.inventory_number:

• Sufficient stock → line added normally
• Insufficient stock → flag_export_warehouse = 0 → delivery note cannot be approved

The note stays in approval = 0 until stock is replenished. Procurement creates RFQ → PO → Receipt → stock increases → return to delivery note and approve.

Delivery types

Packing List — Packing and shipment preparation

Where: /admin/warehouse/manage_packing_list

Packing flow

Delivery Note approved
  ↓
Picker collects items from shelf
  ↓
Create Packing List from Delivery Note:
  - Select quantities to pack per item
  - Fill in: length (cm), width (cm), height (cm), weight (kg)
  - Delivery address (pulled from order, editable)
  - Client notes (e.g. "fragile", "do not tip")
  ↓
Send for approval (if configured)
Manager approves → status → wh_ready_to_deliver
  ↓
Generate Innoship AWB
  ↓
Print AWB and label → affix to parcel
  ↓
Hand to courier → status → wh_in_transit
  ↓
Delivery confirmed → status → wh_delivered

Mandatory fields for AWB generation

Without all dimensions filled in, the Innoship AWB generation button does not become active.

Packing statuses

Internal Transfer

Where: /admin/warehouse/manage_internal_delivery

When to use it

• Moving stock from central warehouse → work location
• Relocation from WIP (Work In Progress) zone → finished goods zone
• Rebalancing stock between two physical locations

Key fields

On approval:

• Source warehouse: inventory_number -= quantity (transaction code 4)
• Destination warehouse: inventory_number += quantity (transaction code 4)

Physical Inventory (Stock Take)

Where: /admin/warehouse/physical_inventory

Complete process

1. PLANNING
   Manager sets inventory date
   Assigns stock managers per zone/category
   Temporarily stops stock movements (recommended)

2. COUNTING
   Each stock manager opens inventory session
   Per item: scan barcode → enter physically counted quantity
   System automatically shows: book stock vs. physical stock → difference

3. REVIEW DIFFERENCES
   Manager views difference report:
   - Surplus (+ positive): more physically than in system
   - Deficit (- negative): less physically than in system
   Per line: `reason` field — explain cause (theft, damage, entry error, etc.)

4. APPROVAL
   Manager approves the inventory session
   System automatically creates adjustments for each difference
   Stock corrected to physically counted quantities

5. FINAL REPORT
   Excel export with: item, book stock, physical stock, difference, reason

Inventory session fields

Multiple stock managers simultaneously

The system allows assigning multiple staff to the same inventory session — each can be responsible for an area or product category. Counts are aggregated in the same session.

Loss & Adjustments

Where: /admin/warehouse/loss_adjustment

Adjustment types

Key fields

Lot and Serial Number Tracking

Lot tracking (for batch products)

Activated when: you fill in lot_number at receipt

Automatic FIFO: when generating a delivery note, the system chooses ORDER BY id ASC on goods_receipt_detail records — first lot in, first lot out.

Serial Number tracking (for serialised products)

Activated from settings: wh_products_by_serial = 1

Complete traceability: for any serial you can see: when it came in, when it went out, to which client.

Returns

Return from client (Delivery Return)

Where: /admin/warehouse/manage_order_return_receipt

Client returns goods:

1. Create return request with reference to original order
2. Specify returned items and quantities + reason (return_reason)
3. Manager approves the return
4. On approval → stock increases (return receipt note auto-generated)
5. Return fee (fee_return_order) can be applied if configured on vendor

Return window: wh_return_request_within_x_day days from delivery (default: 30). Out-of-window returns require special approval.

Return to vendor (Purchase Return)

Where: /admin/warehouse/manage_order_return_delivery

Defective or non-conforming goods returned to vendor:

1. Create return delivery note referencing the PO and original receipt note
2. Specify returned items + quantities
3. Stock decreases on approval (return delivery note)
4. Track vendor credit through the Debit Note

Warehouse reports

Where: /admin/warehouse/manage_report

Essential daily report: Inventory History

Where: /admin/warehouse/warehouse_history

Complete log of all stock transactions:

• Every inflow and outflow with timestamp, source document, operator
• Balance before and after each movement (old_quantity)
• Filterable by: product, warehouse, transaction type, period
• The single source of truth for reconciliations and audits

Warehouse configuration

Where: /admin/warehouse/setting and /admin/warehouse/warehouse_mange

Critical settings

Approval flow configuration

Where: wh_approval_setting — accessible from Warehouse settings

Integration with other departments

Common permissions

Ask the administrator at /admin/roles:

Quick reference

Workflows: Warehouse Inbound → Outbound · OmniSales Fulfillment · Purchase to Pay · Manufacturing Order · Full Commercial Cycle

Modules: Warehouses · Warehouse Settings · Commodities · Goods Receipt Note · Goods Issue Note · Delivery Notes · Packing Lists · Internal Transfers · Physical Inventory · Loss & Adjustments · Purchase Returns · Delivery Returns · Inventory History · Warehouse Reports

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