Inbound Orders on the Warehouse App

The warehouse mobile app lets your team receive goods and complete inbound orders directly from the warehouse floor using a phone or tablet.

Logging In

1. Open the warehouse app on your device.
2. Enter your 6-digit PIN — this is the PIN assigned to you in Stores Settings (ask your manager if you don't have one).

Finding an Inbound Order

There are two ways to locate an inbound order:

Option A: Browse the Inbound Tab

1. From the home screen, tap the Inbound tab at the bottom of the screen.
2. You'll see a list of all inbound orders assigned to your site. Each order card shows:
   • Order number (e.g. GI-001234)
   • Reference (purchase order or external reference)
   • Status badge — blue for "Pending", orange for "In Progress"
   • Customer name
   • Date (shown in red if overdue)
   • Line count (number of product lines on the order)
3. Use the search bar at the top to filter by order number, reference, or customer name.
4. Tap the filter icon in the top-right to narrow by status (Pending or In Progress). A coloured filter icon indicates an active filter.
5. Pull down on the list to refresh and fetch the latest orders.

Tap any order card to open it.

Option B: Scan a QR Code

1. From the home screen, tap the QR scan button (floating button with QR icon).
2. Point your camera at a Goods In QR code.
3. The app automatically identifies the order and opens it directly.

Viewing Order Details

Once you open an inbound order, the order detail screen shows:

• Order number in the header
• Customer name, date, and reference
• Notes from the order (if any) — these are added by office staff when creating the order
• Documents — tap to view attached files such as delivery notes or packing lists
• Order lines — each line represents a product expected on this delivery, showing the product name, code, line reference, and progress (e.g. "5 / 10")

Taking Photos: Tap the camera icon in the top-right to photograph the delivery (e.g. damaged packaging, delivery paperwork). Photos are uploaded and attached to the order.

Receiving Items

There are two receiving methods available from each order line:

Method 1: Standard Receive (Single Item)

Use this when you need to record location and label details for each item.

1. Tap an order line to open the line items screen.
2. Tap Receive New at the bottom.
3. Fill in the receipt form:
   • Quantity to receive — enter the number of units. Tap Set to full to auto-fill with the remaining quantity.
   • Batch reference — pre-filled from the line reference. This is locked after the first item is received on the line.
   • Label scan (optional) — tap Scan and scan a preprinted item label QR code.
   • Location scan (optional) — tap Scan and scan a warehouse zone QR code to put the item away immediately.
4. Tap Receive to submit.
5. A confirmation message appears and you're returned to the line items view.

Method 2: Quick Add (Batch Receive)

Use this to receive multiple items on a line quickly without scanning labels or locations.

1. From either the order detail screen or the line items screen, tap the Quick Add button (playlist icon).
2. Enter the quantity for the first item. If the product has a default inners value, a Full button appears to auto-fill that quantity.
3. Tap Add Another to add more item entries.
4. Remove entries with the X button (available when more than one entry exists).
5. The running total is shown at the top (turns red if it exceeds the remaining quantity).
6. Tap Receive X Item(s) (Y qty) to submit all items in sequence.
7. A progress bar shows submission progress, and a summary confirms how many succeeded.

Viewing Received Items

From the line items screen, you can see all items already received for that line:

• Each item shows its item number, location, and current quantity.
• Tap any item to view its full details.
• The progress bar at the top shows overall completion for the line.

If you need to check what locations are available for a product, tap the help icon in the top-right corner to view stock locations.

Completing an Inbound Order

Once all items have been received (or you're ready to close the order):

1. From the order detail screen, tap Complete Order at the bottom.
2. If any lines are under-accounted (received less than expected), a warning panel lists them with their quantities. You can still proceed.
3. Enter your name.
4. Draw your signature on the signature pad. Use Clear Signature to start over.
5. Tap Confirm to submit.
6. The order is marked as complete and you're returned to the order list.

Typical Workflow

1. Delivery arrives — open the app.
2. Scan the delivery's QR code or find the order in the Inbound tab.
3. Review order details and check documents if needed.
4. For each product line — use Quick Add for bulk receiving, or Receive New for items needing label/location tracking.
5. Once all lines are accounted for, tap Complete Order.
6. Enter your name, sign, and confirm.