Warehouse

Warehouse is the module for stock held in your own warehouses. It records stock arriving from a purchase order or supplier (a Receipt, also called a GRN), stock leaving to fulfil a request (an Issue, also called a GIN), stock moving between warehouses (a Transfer), and the paperwork around vehicles and stock counts: gate passes for vehicles entering and leaving, weigh slips for weighing incoming loads, and stock counts of what is actually on the shelves. Pick lists and transfer requests support the transfer process, and material requests feed transfer requests from elsewhere in OCTO Ops.

#The document flow

1. Stock enters a warehouse through a Receipt (GRN) — from a purchase order, a vendor, or scanned stock already on hand.
2. Stock sits in the warehouse. See it, live, under Stocks: on hand by product, batches, what expires soon and every stock unit, and move it or mark it damaged with the scan screens.
3. Stock leaves the warehouse in one of three ways:
   • An Issue (GIN) fulfils a request for stock, with its own picking step.
   • A Transfer moves stock to another warehouse, either freeform or against a transfer request — which can itself be raised against a pick list or a material request from elsewhere in OCTO Ops.
   • A customer return brings goods a customer sent back into stock, good or damaged.
4. Vehicles moving stock in and out are tracked with gate passes, and incoming loads can be weighed with weigh slips.
5. Stock counts check, bin by bin, what is on the shelves against what OCTO Ops expects, and correct the stock records.

#Access and permissions

You need a signed-in OCTO Ops account with a verified email address, an active membership in the selected organization, and the Warehouse module enabled for that organization.

Team owners and admins can use every Warehouse screen. Every other member is governed by the organization's permission groups. Most submodules listed in the left navigation have their own set of permissions:

Not every submodule uses every one of these permissions — each page in this guide says which ones apply. Material requests only has a View permission, since it is a read-only list here. Locations has only View all and Edit all, because locations have no owner. Customer returns has View, Create, Edit (which also receives a return) and Delete. Stocks has View (the stock pages and the awaiting put-away list) and Edit (putting stock away, moving it and marking it damaged), with no Delete. Scan only has a View all permission: it decides who can use the scan screens. Issues also has an Override picking permission for picking out of order or picking expired or short-dated stock. Damage & disposition has the standard permissions plus three approve permissions, one per decision (see Damage and disposition). Stock counts has the standard permissions (Edit also counts bins and submits the adjustments) plus Approve or reject stock count adjustments (see Stock counts). Each page's Before you start section names the exact permissions it checks.

#What you can do

• Start from the Warehouse overview, the module's first page, which collects the figures a warehouse team checks through the day.
• See live stock on hand by product, batch, expiry and stock unit. See Stocks.
• Print QR and barcode labels for stock. See Stock labels.
• Scan stock and bin labels on the warehouse floor with a phone, a handheld or a scanner, and look up what a label is. See Scanning.
• Receive stock into a warehouse from a purchase order or vendor. See Receipts (GRN).
• Put received goods away into their bins by scanning. See Put-away.
• Move stock to another bin and mark damaged stock where it is, by scanning. See Moving stock.
• Decide what happens to damaged stock — return it to the vendor, scrap it, or repair it — with approval where your organization requires it. See Damage and disposition.
• Issue stock against a request: pick it in each product's picking order at a desk or by scanning, then dispatch it. See Issues (GIN) and Picking.
• Move stock between warehouses, freeform or against a transfer request. See Transfers.
• Compare what a transfer request asks for against what is available before it is fulfilled. See Pick lists.
• Raise a request to move stock from one warehouse to another, optionally against a material request. See Transfer requests.
• Look up material requests raised elsewhere and turn one into a transfer request. See Material requests.
• Record and receive goods a customer sends back. See Customer returns.
• Record a vehicle entering and leaving the yard. See Gate-Passes.
• Weigh an incoming load and match it to a purchase order. See Weigh Slips.
• Count stock bin by bin and correct the stock records from what you find. See Stock counts.
• Set up your warehouses, their zones, racks and bins. See Warehouses.
• Turn on location management for a warehouse, give zones, racks and bins a purpose and positions per bin, assign them to brands or products, print bin labels, and see what is stored in each. See Locations.

#Recommended setup sequence

1. Create your Warehouses first, including their zones and racks, before using any other Warehouse screen.
2. Turn on location management for each warehouse that doesn't hold 3PL stock.
3. Give zones, racks or bins their purposes (receiving, dispatch, damaged, returns; everything else stays saleable) and positions per bin.
4. Assign brands or products to their aisles or bins.
5. Print bin labels and stick them on the shelves.
6. Give your users the permissions they need for the submodules they'll use.
7. Bring stock in with Receipts (GRN), print its labels, and put it away into bins (warehouses with location management on).
8. Move and issue stock with Transfers, Transfer requests, Pick lists and Issues (GIN) as the need arises.
9. Use Gate-Passes and Weigh Slips for vehicle and load tracking, and Stock counts to check stock periodically.

#Current limitations

• Delete appears only on draft receipts, draft issues with nothing picked, draft damage and disposition documents and draft customer returns, whatever Delete permission a member holds.
• The toolbar's Actions menu does not currently offer anything on any Warehouse page — several menu entries were planned but none of them work in this version.
• An Edit icon was intended for Gate-Pass, Transfer request, and Pick list profile pages, but none of them currently appear. Only Warehouses has a working Edit icon.
• Office screens (receipts, issues and profile pages) do not have a scan box yet; the exceptions are the desk pick page, where a unit can be scanned to pick it, the New stock count page, the damage and disposition form and the customer return form. Scanning happens on the scan screens, which offer Lookup, Put away, Move, Mark damaged, Pick, Return to stock and Count in this version. Where a page mentions scanning (Weigh Slips), that scanning still happens through a separate process outside these pages, and the results appear here read-only.
• SAP Business One synchronisation for Receipts and Transfers is not available in this version.