Warehouse Operations (WMS): Receiving, Picking, Packing, Shipping, Transfers and Counting

This is the warehouse floor operation: a set of screens designed to be used with a barcode scanner (or a tablet/phone keyboard) while staff walk the aisles. This is where every physical movement of merchandise gets registered: what comes in through a purchase reception, what gets picked for an order or return, what gets packed and shipped, what gets transferred between bins, and what gets counted during a physical inventory.

It doesn't replace the source documents (Sales Orders, Vendor Receptions, Return Authorizations or Transfer Requests): those are still created and authorized on their own screens. These WMS screens are the floor execution of that work, scanning bins, items, lots, attributes and serials as they move.

Module: Inventory Requires the add-on WMS (Advanced Warehouse Management) module Permissions vary per screen: Receptions, Dispatches, Sales Orders, Location Transfers or Inventory Adjustments

What is it and what is it for?

When your company has the WMS module enabled, instead of typing every movement from a document's detail screen, your warehouse staff works from these dedicated screens: scan the bin, scan the item (or its configured barcode), enter the quantity, and AdmCloud records each line in real time. When done, a single Save button generates the matching inventory document (reception, dispatch, transfer or count adjustment).

This lets you speed up warehouse work and reduce errors, control exactly what was picked or received on each line, and track in real time what each employee is processing, even from a phone or tablet with a barcode scanner.

Screens in this area

Screen	What it does
New Reception	Receives merchandise scanned against a Vendor Reception, a Purchase Order, or a Customer Return Authorization pending reception.
Pending Pick	Board listing Sales Orders, Return Authorizations and Location Transfer Requests ready to pick; each row opens its own individual pick.
Multiple Transactions Pending Pick	Variant of the above (enabled by a company preference) that lets you check several documents at once and pick them together in a single scanning session.
New Pick	Scan bin, item and quantity to pick the lines of a single document (Sales Order, Return Authorization or Transfer Request).
New Pick — Multiple Transactions	Same as "New Pick", but each scanned item is automatically distributed across all the combined documents that still need it, with a Summarized or Detailed view.
Pack	Finds an already-picked Dispatch, shows its contents and marks it as packaged.
Ship	Finds an already-packed Dispatch and marks it as shipped.
Pending Delivery Invoices	Lists already-shipped invoices and lets you mark them as delivered to the customer.
Transfer	Moves items from a source bin to a destination bin by scanning item, unit of measure and quantity; lets you stage several lines and assign them the same destination in bulk.
Mass Transfer	Empties (fully or partially) an entire source bin into a destination bin, without scanning item by item.
Location Transfer	Gun-scan screen (like "Transfer") that moves inventory by scanning items from a source location to a destination location; on save it generates a Location Transfer instead of a bin transfer. Every picked line stores the source location it was scanned from, so: the source location is locked while there are picked lines (to change it you must first transfer or delete those lines), and if the gun reloads the screen it shows the location of the pick in progress again, not the default location.
Physical Count	Scan bin, item and counted quantity to take a physical inventory, which later generates the matching inventory adjustment.
Stock	Read-only lookup: scan or search an item or a bin to see on-hand quantity, location and unit of measure, without recording any movement.

The barcode scan box

Most of these screens share the same barcode search box: when you scan (or type and press Enter), AdmCloud looks up the code against your configured Barcode Types and automatically fills in the item, quantity, lot and its expiration, unit of measure, serials and attributes (for example Color or Size), based on whatever that barcode encodes. If the code doesn't match any item, an "Unidentified Item" alert shows up. On the New Reception screen, scanning can also add the line automatically without pressing "Add".

This box only appears if your company has at least one Barcode Type configured; if not, these screens still work by typing the item's SKU or name directly.

How to use it: receiving merchandise

Open "New Reception" and find the source document (Vendor Reception, Purchase Order, or a pending Customer Return Authorization).
Scan or type the bin where you'll store the merchandise, then the item and the quantity received (and lot, expiration, serials or attributes if the item requires them).
Press "Add" to record the line; you can filter between "All Items" and "My Items" to see only what you've received.
Repeat until all pending lines are received, or use "Delete All" if you need to start over.
Press "Save" to generate the final reception in the system.

How to use it: picking orders

Open "Pending Pick" and choose the document to process (or, if your company has combined picking enabled, select several and press "Pickup" to combine them in a single session).
Scan bin, item and quantity for each line picked. If your company is configured for "Location Transfer" picking on Sales Orders, you'll also enter the destination location and bin.
Press "Add"; the line turns green once complete and orange when partial. The trash icon undoes an already-scanned line.
When picking an item with serials, the number of serials captured must exactly match the picked quantity.
Press "Save" to complete the pick; if quantities remain pending, AdmCloud warns you before continuing. Depending on how your company is configured, this automatically generates a Bin Transfer or a Location Transfer.

How to use it: packing, shipping and delivery

On "Pack", find the number of the already-picked Dispatch, review its contents and press "Packaged" once it's ready to leave.
On "Ship", find the same already-packed Dispatch and press "Sent" once the carrier picks it up.
On "Pending Delivery Invoices", press "Deliver" once the customer receives the merchandise, to close the invoice's cycle.

How to use it: transfers and physical count

Transfer: scan item, unit of measure, quantity and source bin; press "Add" to keep staging lines. Select one or more lines and use "Assign" to give them a destination bin in bulk, then press "Transfer".
Mass Transfer: enter the source bin, press "Show Content" to list what it holds, adjust the quantities to move (or use "Transfer All Stock") and confirm the destination bin with "Transfer".
Physical Count: scan bin, item and the counted quantity; the count in progress is preserved if you leave the screen and come back. When done, "Save" generates the inventory adjustment with the differences found.
Stock: at any time, scan or search an item or a bin to check its on-hand quantity, location and unit of measure, without affecting any document.

Key fields

Field	What it's for
Source Bin	The exact physical location inside the warehouse the merchandise leaves from or enters. Requires your company to have Bins enabled. You enter it once and it is kept while you keep adding items: there is no need to re-scan it on every line. It stays until the operator changes it, and a single transaction can include items from several different bins.
Item / SKU / Barcode	The product being moved; it can be scanned by its configured barcode or typed by name or SKU.
Quantity	How much was received, picked, transferred or counted on that line, in the given unit of measure.
Unit of Measure (UOM)	The unit the quantity is entered in (for example box or unit); on Transfer it's chosen explicitly.
Lot and Expiration	Identifies the item's specific lot, if your company has Lots enabled.
Attributes (Color, Size, etc.)	Selects the exact item variant, if your company has Attributes enabled (Advanced Inventory).
Serials	The item's individual serial numbers, if your company requires them; their count must match the line's quantity.
Destination Bin	The bin the picked or transferred merchandise moves into, when it applies.
All Items / My Items filter	On Reception and Physical Count, limits the view to what you personally have processed.

Validations when saving

The source document (Sales Order, Return Authorization or Transfer Request) can't be voided, must be authorized, and can't already be picked or closed; it also can't be picked by anyone other than the employee it was assigned to.
The picked quantity can't exceed the ordered quantity on the source document.
On items with serials, the number of serial numbers captured must equal the picked quantity for that line.
If your company is configured to generate a Bin Transfer once a pick is completed, the picking bin must already be configured (at the location or company level); if it's missing, AdmCloud won't let you save.
If configured for Location Transfer, you must enter the destination location and bin before saving.
When picking several Location Transfer Requests together, all of them must share the same destination location and belong to the same subsidiary; and all the selected transactions must be of the same document type.
On Mass Transfer, a duplicate bin name across several locations blocks you from continuing until you specify the exact location.

Availability, permissions and conditions

Requires your company to have purchased and enabled the add-on WMS (Advanced Warehouse Management) module together with the Inventory module; without them, these screens show an "unavailable in your edition" message.
Access to each screen is controlled by a different permission on your user group: Inventory Receptions (New Reception), Dispatches (Pick, Pack, Ship), Sales Orders (Pending Pick), Location Transfers (Transfer, Mass Transfer, Pending Delivery Invoices) and Inventory Adjustments (Physical Count).
Multiple Transactions Pending Pick only shows up if your company has the matching combined-picking preference enabled; otherwise, "Pending Pick" only lets you process one document at a time.
The barcode scan box only appears if your company has at least one Barcode Type configured.
The Lots, Bins, Attributes and Customs Declaration fields only show up if your company has those Advanced Inventory capabilities enabled.
What happens once a pick completes (generating a Bin Transfer or a Location Transfer) depends on how your company's picking method is configured.

Tips and common issues

💡

Use the scanner whenever you can. Setting up your Barcode Types means the item, lot, serials and attributes fill in on their own when scanning, cutting down on typing mistakes compared to keying in the SKU by hand.

⚠️

Can't save a pick? Check that the document is still authorized and not voided, that it's assigned to your user, that the quantity doesn't exceed what was ordered, and that the serials captured match the picked quantity.

ℹ️

Physical Count and the Transfers (Transfer and Mass Transfer) are independent of the order flow. You can use them at any time to reorganize your inventory or correct on-hand quantities, with no Sales Order, Return or Transfer Request in between.

💡

The source bin is scanned only once. On every gun-scan screen (Transfer, New Pick, Multiple Transactions Pick, Physical Count and New Reception), once you enter the source bin it is kept and you can keep adding items without typing it again. When you need to take merchandise from another bin, just change it and the new value is kept. This way a single transaction can accumulate lines from several bins.