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Warehouse Operations

Comprehensive guide to receiving, quality control, put-away processes, and warehouse management.

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Receiving ShipmentsQuality Control & InspectionPut-Away ProcessWarehouse Locations & ZonesCycle Counting & Inventory AccuracyKitting & Assembly Services

8.1 Receiving Shipments

Receiving Process Overview

The receiving process is the first critical step in warehouse operations, ensuring accurate inventory intake and proper documentation.

Step 1: Shipment Arrival

  • Carrier delivers shipment to receiving dock
  • Warehouse staff verifies carrier and tracking information
  • Initial visual inspection for external damage
  • Photographs taken if damage detected

Step 2: Check-In Process

  • Scan shipment tracking number or BOL
  • Match against expected ASN if available
  • Log receipt time and receiving staff member
  • System creates receiving record

Step 3: Unloading & Sorting

  • Unload packages from pallet or truck
  • Sort by SKU or client if known
  • Separate temperature-controlled items immediately
  • Stage in designated receiving area

Step 4: Item-Level Scanning

  • Scan each unit barcode or manually enter SKU
  • Count quantity for each SKU
  • Verify against packing slip if provided
  • Record discrepancies immediately

Step 5: Documentation

  • System generates receiving report
  • Client notified of received inventory
  • Discrepancy report created if needed
  • Photos attached to receiving record

Receiving Without ASN

When shipments arrive without advance notice:

  1. Contact client to identify shipment contents
  2. Use packing slip or manifest if included
  3. Manually create receiving record in system
  4. Extra verification steps to prevent errors
  5. Extended processing time (24-48 hours)

Handling Damaged Shipments

External Damage

  • Refuse delivery if severe damage
  • Accept with notation on delivery receipt
  • Photograph all damaged packaging
  • File carrier claim if applicable

Internal Damage

  • Document damage during unpacking
  • Separate damaged units from good inventory
  • Notify client immediately with photos
  • Await client instructions (dispose/return)

8.2 Quality Control & Inspection

Standard Quality Checks

What we inspect on every receiving:

Every Receiving:

  • External packaging condition
  • Carton count vs. ASN
  • Product damage or defects
  • Correct SKUs received
  • Basic functionality (if testable)

Healthcare Products (Additional):

  • Tamper-evident seals intact
  • Lot numbers recorded
  • Expiration dates verified
  • Temperature indicators checked
  • Packaging integrity verified

Inspection Levels

Level 1: Visual Inspection (Standard - Included)

  • Check for obvious damage
  • Verify count
  • Record lot/expiration
  • Takes 5-10 minutes per carton

Level 2: Detailed Inspection ($0.25/unit)

  • Open individual product packages
  • Check for defects
  • Verify all components included
  • Test basic functionality
  • Detailed photos
  • Takes 2-3 minutes per unit

Level 3: Full Quality Audit (Custom pricing)

  • Comprehensive testing
  • Weight/dimension verification
  • Label accuracy check
  • Batch sampling (ANSI standards)
  • Full documentation
  • Lab testing if needed

When to Use Each Level:

  • Level 1: Replenishment of existing products
  • Level 2: New product launches, previous quality issues
  • Level 3: FDA audits, customer complaints, recalls

Quality Hold Process

Quality holds flag inventory as non-sellable until issues are resolved.

Reasons for Quality Hold:

●Damaged during receiving
●Expiration date concerns
●Customer returns needing inspection
●Suspected defects
●Regulatory hold
●Quarantine period (supplements)

Managing Quality Holds:

  1. Go to Inventory → Quality Holds
  2. Review hold items with photos and reasons
  3. Choose action:
    • Release to Stock: Make available if resolved
    • Dispose: Destroy with documentation
    • Return to Supplier: Send back for credit
    • Rework: Repackage or repair
    • Donate: Charity donation (tax receipt provided)
  4. Document decision with notes
  5. Submit disposition request
  6. Warehouse executes and updates inventory

8.3 Put-Away Process

How Put-Away Works

After receiving and QC, products are stored in optimal locations.

Put-Away Steps:

  1. Location Assignment - System assigns optimal location based on:
    • Product velocity (fast movers near packing)
    • Product size/weight
    • Storage requirements (temperature, etc.)
    • Available space
  2. Physical Movement - Warehouse staff transports, scans location and product barcodes, confirms quantity
  3. System Update - Inventory marked "Available", location recorded, notification sent

Typical Put-Away Time:

  • Standard items: Same day as receiving
  • Large shipments: 24 hours after receiving
  • Palletized goods: 2-4 hours

Location Strategy

Fast Movers

High order frequency, stored closest to packing stations for faster fulfillment

Slow Movers

Low frequency, stored in overflow areas while remaining accessible

Bulk Storage

Palletized quantities for case picking and replenishment

Special Storage

Climate-controlled, refrigerated, secure, or hazmat areas

8.4 Warehouse Locations & Zones

Understanding Warehouse Zones

Receiving Zone

Truck unloading, staging, QC station

Reserve Storage

Bulk pallets, high-density racking, overflow

Pick Zones

A/B/C zones by velocity, easily accessible

Packing Zone

Packing stations, supplies, label printers

Shipping Zone

Staged by carrier, loading dock access

Special Zones

Climate, refrigerated, hazmat, high-value

Viewing Your Inventory Locations

Track exactly where your inventory is stored:

Location Lookup:

  1. Go to Inventory → Locations
  2. View all inventory by location
  3. Filter by Zone, Aisle, Shelf, Bin

Location Code Format:

Example: A-12-C-03

  • A = Zone
  • 12 = Aisle
  • C = Shelf level
  • 03 = Bin number

8.5 Cycle Counting & Inventory Accuracy

What is Cycle Counting

Instead of disruptive annual physical inventory, we count small portions regularly throughout the year.

Our Cycle Count Program:

  • A items: Monthly (high-value, fast-moving)
  • B items: Quarterly (medium-value, moderate movement)
  • C items: Annually (low-value, slow-moving)
  • Problem SKUs: More frequently until resolved

The Process:

  1. System generates daily count list (mixed ABC + problem SKUs)
  2. Warehouse staff physically counts locations
  3. System compares counted vs. expected quantity
  4. Significant variances are recounted for confirmation
  5. System updated with actual count, variance analyzed

Inventory Accuracy Metrics

Target: 99.5%+ Accuracy

Formula:

Accuracy = (Correct Locations / Total Locations Counted) × 100

Monthly Accuracy Report:

  1. Go to Analytics → Inventory → Accuracy
  2. View dashboard with current accuracy %, trends, variances by SKU/location
  3. Export detailed report

Common Causes of Inaccuracy:

  • Receiving errors
  • Pick errors
  • Return processing errors
  • System transaction errors
  • Theft/damage
  • Location confusion

8.6 Kitting & Assembly Services

What is Kitting

Assembling multiple products into sets, bundles, gift sets, or subscription boxes.

Holiday Gift Sets

Starter Kits

Sample Packs

Subscription Boxes

Promotional Bundles

Trade Show Kits

Setting Up Kit Products

  1. Go to Products → Add Product → Kit/Bundle
  2. Enter kit details (name, SKU, image, price, description)
  3. Add component products with quantities
  4. Provide kitting instructions and quality checks
  5. Specify packaging requirements

Example Kit:

Product: Wellness Starter Kit

SKU: KIT-WELL-001

Contains:

  • Vitamin C (1 bottle) - SKU: VIT-C-100
  • Vitamin D (1 bottle) - SKU: VIT-D-50
  • Multivitamin (1 bottle) - SKU: MULTI-30
  • Welcome Card + Product info sheet

Package in: Branded gift box (6×6×4)

Kitting Pricing

Simple assembly (2-3 items)$1.00 per kit
Standard assembly (4-6 items)$2.00 per kit
Complex assembly (7+ items)$3.00 per kit
Custom packaging+$0.50 to $2.00
Insert stuffing$0.25 per insert

Pre-Kitting vs. On-Demand:

Pre-Kitting

  • Build kits in advance
  • Faster fulfillment
  • Best for predictable demand

On-Demand

  • Assemble when ordered
  • Maintains flexibility
  • Best for variable demand
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