Stock Database - Booking In and Out

Part 4 of our series of articles on the Zupplychain Stock Database explains how a warehouse provider books pallets in and out.

Inbound Delivery Notifications

A warehouse provider will receive advance notice of a delivery from a customer with information on the number of pallets, expected dispatch date and carrier. Closer to dispatch date and once the customer has confirmed the pallet details, the warehouse can review the pallet list on the View Dispatches to Provider page. Once the delivery is ‘In-Transit’, this will also be shown on this page.

Booking-In Pallets by a Provider

Once the delivery is received, it should be booked in on the Zupplychain system. Zupplychain will send a reminder the day after delivery and, once booked in, confirm this to the customer including any details of discrepancies.

To book product in:

  • Go to ‘warehouses’ on the dashboard, and ‘manage stock’ (for the relevant warehouse).
  • The booking in page will open as the default page. Other pages can be accessed through the ‘Stock menu’ at the top left hand of the page.
  • Choose the appropriate customer from the drop down list.
  • A list of all the pallets to be delivered from that customer to the chosen warehouse will be displayed. Use the tick box in the book in column header to book in all the displayed pallets. Or tick individual pallets.
  • To find single pallets more easily, use the sort toggle buttons at the top of most columns.
  • If a pallet is missing or damaged, tick the discrepancy box. Additional fields will appear for reason codes and comment.
  • For a ‘positive discrepancy’ (receiving an unexpected pallet not on the list), use the ‘Add Pallet’ button at the bottom of the page and add details for this pallet. The minimum obligatory information is one of product code and product description plus pallet footprint, weight and height (though weight may have to be an estimate).
  • Once all the information is complete, select ‘Confirm’.
  • An automated notification will go to the customer confirming the quantity of pallets booked in and detailing any discrepancies.

Outbound Delivery Notifications

When a customer requests an outbound delivery, Zupplychain sends a notification to the warehouse. The delivery request can be viewed by going to the stock menu, choosing ‘View Dispatches from Provider’ and then selecting from the list of outbound delivery requests by selecting ‘View’.

The list of pallets requested for outbound delivery can be printed so as to be a picking list. This also shows the delivery date and location.

Booking-Out Pallets by a Provider

Once the outbound movement has been dispatched, it should be booked out on the Zupplychain system. Zupplychain will send a reminder the day before the required date of delivery and, once booked out, confirm this to the customer including any details on discrepancies.

To book product out:

  • Go to ‘warehouses’ on the dashboard, and ‘manage stock’ (for the relevant warehouse).
  • Select ‘book out’.
  • Choose the appropriate customer from the drop down list.
  • A list of all the pallets that the selected customer has requested for outbound dispatch will be displayed. Use the tick box in the book in column header to book out all the displayed pallets. Or tick individual pallets.
  • To find single pallets more easily, use the sort toggle buttons at the top of most columns.
  • If a pallet that should have been dispatched is missing or been found damaged, tick the discrepancy box. Additional fields will appear for reason codes and comment.
  • Once all the information is complete, select ‘Confirm’.
  • An automated notification will go to the customer confirming the quantity of pallets booked out and detailing any discrepancies.
  • A booked out pallet will remain visible on the Zupplychain system for 120 days. To view these, go to ‘View pallets’ and select ‘Booked out’.

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If you have any further questions – either around the Stock Database or more generally about Zupplychain, please don’t hesitate to get in contact .