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Inbound Operation Workflow Overview ​

This document explains the complete inbound operation workflow in GoWarehouse system, from goods arrival to shelving completion.

Workflow Overview ​

The inbound operation workflow involves collaboration between Admin (client backend) and Operator (warehouse operations) roles, ensuring smooth operation from goods arrival to shelving.

Key Roles ​

RoleResponsibilityMain Operations
Admin (Client)Inbound order creation & trackingCreate inbound orders, set expected arrival info, track inbound progress
Operator (Warehouse Staff)Goods receiving & shelvingReceive goods, scan barcodes, record quantities, shelve products

Complete Workflow Diagram ​

Interactive diagram (InboundProcessFlow)

This diagram will be re-provided as a static image. For now, please refer to the corresponding page in the system.

Detailed Stage Descriptions ​

Stage 1: Create Inbound Order (Admin) ​

Operating Role: Admin (Client)

Operation Path: Admin Backend → Inbound Management → New Inbound Order

Operation Steps:

  1. Click "New Inbound Order" button
  2. Select warehouse
  3. Add inbound products:
    • Select products (supports barcode scanning)
    • Enter expected quantity
    • Confirm product information
  4. Set inbound information:
    • Expected arrival date
    • Supplier information (optional)
    • Remarks
  5. Confirm order content and submit

Key Fields:

  • ✅ Warehouse (required)
  • ✅ Inbound products (at least one item)
  • ✅ Expected quantity (required)
  • ✅ Expected arrival date (required)
  • ⭕ Supplier (optional)
  • ⭕ Remarks (optional)

Order Status Change:

  • Status after creation: Pending

Stage 2: Receive Inbound Order (Operator) ​

Operating Role: Operator (Warehouse Staff)

Operation Path: Operator Backend → Inbound Management → Pending List

Operation Steps:

  1. View pending inbound order list
  2. Sort by expected arrival date
  3. Click order to view details
  4. Confirm order information:
    • Warehouse
    • Product list
    • Expected quantity
    • Expected arrival date
  5. Click "Start Receiving" button

Order Status Change:

  • Pending → Receiving

Stage 3: Goods Receiving (Operator) ​

Operating Role: Operator (Warehouse Staff)

Operation Path: Operator Backend → Inbound Management → Receiving List → Receive

Operation Steps:

  1. Enter inbound order receiving page
  2. Receive items according to order list
  3. For each product:
    • Scan product barcode to confirm item
    • Check product appearance and condition
    • Record actual received quantity
    • Take photos (if issues found)
  4. Handle quantity discrepancies:
    • If actual = expected: Normal receiving
    • If actual ≠ expected: Record discrepancy reason
    • If product damaged: Record and take photos
  5. Complete receiving for all products

Receiving Checklist:

  • ✅ Product item correct
  • ✅ Product barcode correct
  • ✅ Product appearance intact
  • ✅ Quantity accurate
  • ✅ Expiration date (if applicable)
  • ✅ Temperature requirements met (refrigerated/frozen products)

Important Notes:

  • ⚠️ Must scan barcodes to confirm product accuracy
  • ⚠️ Take photos immediately if quantity discrepancy or product issues found
  • ⚠️ Prioritize receiving and shelving refrigerated/frozen products
  • ⚠️ Notify Admin immediately for problem products

Stage 4: Quantity Confirmation & Discrepancy Handling (Operator) ​

Operating Role: Operator (Warehouse Staff)

Discrepancy Type Handling:

Situation 1: Actual Quantity < Expected Quantity (Shortage) ​

Handling Steps:

  1. Record actual quantity in system
  2. Select discrepancy reason:
    • Supplier shortage
    • Transportation loss
    • Other (need description)
  3. Take photos of current situation
  4. System automatically notifies Admin
  5. Admin decides follow-up:
    • Wait for replenishment
    • Adjust inbound order quantity
    • Contact supplier

Situation 2: Actual Quantity > Expected Quantity (Excess) ​

Handling Steps:

  1. Record actual quantity in system
  2. Select discrepancy reason:
    • Supplier overshipped
    • Inbound order quantity error
    • Other (need description)
  3. Take photos of current situation
  4. System automatically notifies Admin
  5. Admin decides follow-up:
    • Accept excess and adjust order
    • Return excess products
    • Contact supplier

Situation 3: Product Damaged or Issues ​

Handling Steps:

  1. Take photos of damage
  2. Mark problem products in system
  3. Record issue type:
    • Outer packaging damaged
    • Product damaged
    • Expired or near expiry
    • Other quality issues
  4. Isolate problem products
  5. Notify Admin for handling
  6. Follow Admin instructions to return or dispose

Stage 5: Product Shelving (Operator) ​

Operating Role: Operator (Warehouse Staff)

Operation Path: Operator Backend → Inbound Management → Received List → Shelving

Operation Steps:

  1. Enter inbound order shelving page
  2. System automatically suggests locations (based on product temperature and category)
  3. For each product:
    • Confirm allocated location
    • Move product to location
    • Scan location barcode for confirmation
    • Record shelved quantity
  4. Complete shelving for all products
  5. Click "Shelving Complete"

Location Allocation Rules:

  • 🌡️ Ambient Products: Ambient storage area
  • ❄️ Refrigerated Products: Refrigerated area (2-8°C)
  • 🧊 Frozen Products: Frozen area (-18°C and below)
  • 📦 Priority Use: Adjacent locations for same product category
  • 🔄 FIFO: Older products in front, newer products in back

Order Status Change:

  • Receiving → Shelved

Stage 6: Inventory Update (Automatic) ​

Execution Timing: When product shelving is completed

Automatic System Actions:

  1. ✅ Update product inventory quantity (add actual inbound quantity)
  2. ✅ Record inbound time and operator
  3. ✅ Update location occupancy status
  4. ✅ Generate inbound record report
  5. ✅ Notify Admin of inbound completion

Order Status Change:

  • Shelved → Completed

Stage 7: Track Inbound Progress (Admin) ​

Operating Role: Admin (Client)

Operation Path: Admin Backend → Inbound Management → Inbound Order List

Operation Steps:

  1. View inbound order list
  2. Click order to view details
  3. Check inbound information:
    • Current status
    • Expected vs actual quantity
    • Receiving time
    • Discrepancy reason (if any)
    • Receiving photos (if any)
  4. Handle discrepancy issues (if needed)

Inbound Order Status Overview ​

Status CodeChinese NameEnglish NameDescriptionResponsible Role
pending待驗收PendingInbound order created, waiting for receivingAdmin
receiving驗收中ReceivingGoods receiving in progressOperator
shelved已上架ShelvedProducts shelved, waiting for inventory updateOperator
completed已完成CompletedInbound completed, inventory updatedSystem
canceled已取消canceledInbound order canceledAdmin

Real-World Use Cases ​

Scenario 1: Standard Inbound Operation ​

Problem: Received a batch of products from supplier (10 product types, 500 pieces total)

Solution:

  1. Admin creates inbound order in advance, sets expected arrival date to today
  2. When products arrive, Operator receives order and starts receiving
  3. Uses barcode scanner to verify products and quantities item by item
  4. Discovers actual quantity matches expected, receives normally
  5. Allocates locations based on product temperature:
    • Ambient products → Ambient area
    • Refrigerated products → Refrigerated area
  6. After shelving completion, system automatically updates inventory
  7. Admin receives inbound completion notification, confirms inventory increased

Benefits:

  • ✅ Barcode scanning ensures product accuracy
  • ✅ Real-time recording of inbound quantities, avoids manual errors
  • ✅ Automatic location allocation improves shelving efficiency
  • ✅ Complete records are traceable

Scenario 2: Handling Quantity Shortage ​

Problem: Inbound order expected to receive 100 pieces of Product A, actually received only 80 pieces

Solution:

  1. Operator discovers Product A shortage of 20 pieces during receiving
  2. Records actual quantity of 80 pieces in system
  3. Selects discrepancy reason: "Supplier shortage"
  4. Takes photos of arrival situation
  5. System automatically notifies Admin of quantity discrepancy
  6. Admin views inbound order, confirms shortage
  7. Admin decides: Contact supplier for replenishment
  8. Creates new inbound order waiting for replenishment arrival
  9. Operator shelves received 80 pieces normally, inventory increases by 80 pieces

Benefits:

  • ✅ Discrepancy discovered and recorded in real-time
  • ✅ Photo evidence facilitates follow-up handling
  • ✅ Automatic notification speeds up communication
  • ✅ Complete system records are traceable

Scenario 3: Urgent Refrigerated Product Inbound ​

Problem: Batch of refrigerated products arrived, needs immediate receiving and shelving (avoid temperature issues)

Solution:

  1. Operator sees inbound order contains refrigerated products, prioritizes processing
  2. Quick receiving:
    • Scan barcodes to confirm items
    • Quick quantity check
    • Immediately shelve to refrigerated area
  3. Prioritize refrigerated products in refrigerated area, ensure temperature stability
  4. After refrigerated products shelved, process ambient products
  5. System records complete inbound time, ensures temperature control compliance

Benefits:

  • ✅ Prioritize temperature-sensitive products, ensure quality
  • ✅ Quick receiving and shelving, reduce temperature risk
  • ✅ Record inbound time, comply with food safety standards

Scenario 4: Product Damage Handling ​

Problem: Partial product outer packaging damaged during receiving

Solution:

  1. Operator discovers 10 pieces with damaged outer packaging during receiving
  2. Immediately take photos of damage (multiple angles)
  3. Mark these 10 pieces as problem products in system
  4. Select issue type: "Outer packaging damaged"
  5. Isolate problem products to problem area
  6. System automatically notifies Admin
  7. Admin views photos, decides handling method:
    • Product itself intact: Accept inbound, adjust to "Defective"
    • Product damaged: Return to supplier
  8. Execute follow-up handling per Admin instructions

Benefits:

  • ✅ Photo records as evidence
  • ✅ Immediate isolation of problem products
  • ✅ Quick decision on handling method
  • ✅ Protect inventory quality

Frequently Asked Questions (FAQ) ​

Q1: Can inbound orders be modified after creation?

A: Yes, but with status limitations:

  • ✅ Pending status: Admin can modify order content (products, quantity, expected date)
  • ⚠️ Receiving status: Need to contact Operator to confirm if modification is possible
  • ❌ After Shelved: Cannot modify, need to create new inbound order or adjustment order if changes required

Q2: How to cancel an inbound order?

A: Cancellation process depends on order status:

  1. Pending: Admin can cancel directly
  2. Receiving: Need to contact Operator for confirmation, can cancel if not received
  3. Shelved or later: Cannot cancel, need to create adjustment order for handling

Example:

Admin Backend → Inbound Order Details → Click "Cancel Order" button → Confirm cancellation

Q3: What if product barcode cannot be scanned during receiving?

A: Handling steps:

  1. Check if barcode is damaged or blurred
  2. Try manually entering barcode digits
  3. If still unrecognizable, search using product SKU
  4. Take photo of barcode issue
  5. After receiving completion, notify Admin to update product barcode information

Q4: How often is inbound order status updated?

A: Inbound order status is updated in real-time:

  • ✅ System immediately updates status when Operator completes each stage
  • ✅ Admin can view latest status in real-time
  • ✅ Key status changes trigger notifications (e.g., receiving, completed)

Q5: How to query inbound order history records?

A: Complete operation records can be viewed on order details page:

  1. Enter inbound order details page
  2. View "Operation Records" or "Timeline" section
  3. Records include: operation time, operator, status changes, discrepancy reasons, photos

Q6: What if actual quantity far exceeds expected quantity during receiving?

A: Handling steps:

  1. Confirm quantity is correct (recount)
  2. Record actual quantity in system
  3. Select discrepancy reason: "Supplier overshipped" or "Order quantity error"
  4. Take photos of current situation
  5. Notify Admin for confirmation
  6. Follow Admin instructions:
    • Option 1: Accept excess, adjust order quantity
    • Option 2: Return excess products
  7. Record final handling result

Q7: What special precautions for refrigerated/frozen products receiving?

A: Important precautions:

  • ⏰ Priority Receiving: Refrigerated/frozen products must be processed first
  • 🌡️ Temperature Monitoring: Record temperature condition on arrival
  • 📸 Photo Records: Record product condition and thermometer readings
  • ⚡ Quick Shelving: Shelve to corresponding temperature area as soon as possible
  • ✅ Expiration Date: Check expiration date, use older batches first
  • ⚠️ Temperature Abnormal: Notify Admin immediately if temperature abnormal

Q8: How to handle mixed temperature inbound orders?

A: Recommended processing order:

  1. First Priority: Frozen products (-18°C and below)
  2. Second Priority: Refrigerated products (2-8°C)
  3. Third Priority: Temperature-controlled/air-conditioned products
  4. Last: Ambient products

Reason: Prioritize temperature-sensitive products to ensure quality and food safety.

Q9: How to print inbound order receiving list?

A: Operator backend provides print function:

  1. Enter inbound order details or receiving page
  2. Click "Print Receiving List" button
  3. System generates PDF format list
  4. List includes: product name, SKU, expected quantity, barcode, temperature requirements

Q10: What if quantity record error found after inbound completion?

A: Handling steps:

  1. Physically count actual inventory
  2. If error confirmed:
    • Create "Inventory Adjustment Order" in system
    • Record adjustment reason: "Inbound quantity record error"
    • Adjust inventory quantity
  3. Notify Admin of adjustment
  4. Review process to avoid recurrence

Q11: How to set inbound order priority?

A: Priority can be indicated through:

  1. Use order remarks to note "Urgent", "Priority Receiving"
  2. Set expected arrival date (earlier = higher priority)
  3. Refrigerated/frozen products automatically marked as high priority
  4. Operator can filter urgent orders in backend filter

Example Remarks:

🔥 Urgent Inbound - Frozen products, receive immediately
⏰ Priority Processing - Customer urgently needs products

Q12: Can products be created directly during inbound?

A: Not recommended, but possible:

  1. Standard Process: Should create products in "Product Management" first, then create inbound order
  2. Emergency Situation: If time is tight:
    • Discover new product during receiving
    • Quickly create product in system
    • Record basic information (SKU, name, barcode)
    • Complete product information after receiving

Best Practice: Recommend creating product data in advance to ensure data completeness.

Important Notes ​

⚠️ Important Reminders:

  1. Barcode Scanning: Operator must scan barcodes during receiving to avoid item errors
  2. Temperature Control: Refrigerated/frozen products must be prioritized for receiving and shelving
  3. Quantity Accuracy: Carefully verify quantities, take photos immediately if discrepancy found
  4. Real-Time Communication: Notify Admin immediately when issues arise to avoid delays
  5. Photo Evidence: Must take photos for product issues or quantity discrepancies
  6. FIFO: Follow FIFO principle when shelving, older products in front
  7. Location Confirmation: Scan location barcodes for confirmation to avoid shelving errors
  8. Expiration Date: Check product expiration dates, avoid receiving expired products

Best Practices ​

  1. Advance Preparation: Admin creates inbound order before arrival, allowing Operator to prepare
  2. Batch Processing: Concentrate receiving and shelving for same product types, improve efficiency
  3. Temperature Priority: Always prioritize temperature-sensitive products
  4. Complete Records: Take photos and record all abnormal situations for follow-up handling
  5. Real-Time Updates: Update status immediately after completing each stage, maintain transparency
  6. Regular Counting: Regularly count inventory to ensure system matches actual
  7. Clear Remarks: Use remarks feature to communicate special requirements or precautions
  8. Standard Process: Follow standard receiving process to ensure quality and accuracy

Path Information ​

Feature Paths ​

  • Admin Inbound Management: /admin/inbounds
  • Operator Inbound Receiving: /operator/inbounds

Documentation Web Paths ​

  • Chinese Documentation: http://localhost:3000/docs/processes/inbound-operation/overview
  • English Documentation: http://localhost:3000/docs/processes/inbound-operation/overview (Switch language to EN)

💡 Tip: Select "Inbound Operation Workflow" in the Process Guides menu to open this document.