Full Warehouse Flow

This guide walks through the complete lifecycle of inventory in PrepFlow — from a client creating an inbound order all the way through to the shipment leaving your warehouse.

Every stage is connected. Understanding the full flow helps you run a faster, cleaner, and more accountable operation.

The Full Flow at a Glance

Client creates Inbound Order
        ↓
Packages arrive → Dock Scanning (log receipt)
        ↓
Receive & Check In (match to inbound, record quantities)
        ↓
Store to warehouse location (barcode or free-text)
        ↓
Inventory is live and visible
        ↓
Shipment requested (by client or admin)
        ↓
Pick Session created → Staff picks from shelves
        ↓
Shipment marked Picked → Pack boxes
        ↓
Outbound Scanning (verify packages leaving)
        ↓
Mark as Shipped → Outbound history

Stage 1 — Inbound: The Client Ships Inventory

Everything starts when a client submits an inbound order through their dashboard.

The inbound order tells your warehouse what to expect:

• What items are coming
• How many units
• The fulfillment type (FBA, FBM, Storage, etc.)
• Any product details — ASINs, SKUs, tracking numbers

Once submitted, the inbound order appears in your Inbound tab immediately.

Best practice: Encourage clients to submit inbound orders before shipping and to include tracking numbers — this unlocks automatic matching during receiving.

For full details, see the Inbound System Guide.

Stage 2 — Dock Scanning: Log Every Package on Arrival

Before any processing begins, packages should be scanned at the dock using the Received → Scanning tab.

This creates a tamper-proof, timestamped log of every package that physically entered your warehouse — entirely separate from the check-in process.

When a tracking number is scanned:

• If it matches a known inbound order, the system announces the client name and fulfillment type out loud, so staff can sort packages into staging areas without looking at the screen.
• If it does not match, it is still logged — nothing is left unrecorded.

This step is your safety net. If a package is ever disputed or goes missing, the dock scan log proves exactly when it arrived and who processed it.

Stage 3 — Receiving: Match and Check In

Once packages are staged, move to the Mark Received / Check In workflow.

Finding the Right Inbound Order

• Scan the tracking number — PrepFlow automatically pulls up any matching inbound orders.
• Scan a UPC barcode — PrepFlow uses its network to find similar products and suggest matches.
• Search manually — filter by client name or browse open inbound orders.

If no inbound order exists for an item (the client forgot to create one), use "Can't find inbound item" to create a received record manually. These will appear in the Needs Attention tab until resolved.

Recording the Check-In

For each item, you enter:

• Quantity received
• Warehouse location (optional at this stage — you can store later)
• Damage quantity, if any
• UPC code

PrepFlow generates an internal barcode ID for the received record. Print and attach this label to the item or box — it becomes the item's identity in your warehouse for all future scanning.

Items with damage are automatically flagged. Damage records are stored separately and do not alter the received quantity — the full amount received is always recorded accurately.

For full details, see the Received System Guide.

Stage 4 — Storing: Place Items in the Warehouse

Once checked in, items need a physical home in your warehouse. This is handled in the Storing section.

How to Store

1. Go to Storing and click Scan & Store.
2. Scan the item's internal barcode ID — PrepFlow loads the item details and shows how many units still need to be stored.
3. Scan the bin or shelf barcode for the location you're placing the item.
4. Enter the quantity going into that location.
5. Confirm.

You can split a single received record across multiple locations — for example, storing 8 units in A-02-3 and 4 units in C-07-1. PrepFlow tracks each split separately.

Location Modes

Tip: If you checked in an item directly to a location during receiving, this step may already be done. The Storing page shows only items that still have units to place.

For full details, see the Storing System Guide.

Stage 5 — Inventory: Items Are Live

Once stored, items are fully visible in your Inventory — searchable by client, SKU, ASIN, location, or internal barcode ID.

From inventory, admins can:

• View stock levels per item and per location
• See check-in history and storage details
• Create outbound shipments manually

Clients can see their own inventory in real time from their dashboard.

Stage 6 — Shipment Request: Trigger Outbound

A shipment is the container that moves inventory from stored to shipped.

Shipments can be triggered in three ways:

• Manually by an admin — from the Inventory page, select items and click Create Outbound Shipment
• By a client — clients can request shipments directly from their dashboard
• Automatically via MOQ — if a client has a minimum order quantity rule, PrepFlow creates a shipment request when the threshold is met

New shipments start in Requested status. An admin reviews and opens the shipment, moving it to Working — at which point the integration-specific workflow begins (FBA label generation, FBM packing slips, etc.).

For full details, see the Shipments Guide.

Stage 7 — Pick Session: Pull Items from Shelves

With a shipment in Working status, it's time to physically pull inventory off the shelves.

1. Open the shipment and click Create Pick Session.
2. Select the shipments to include (you can combine multiple for efficiency).
3. Open the session on a mobile device or iPad on the warehouse floor.
4. Click Start Picking.

Picking

Each item in the shipment becomes a task card, sorted by warehouse location so staff walk in shelf order.

Staff scan the item's barcode when they find it on the shelf. A confirmation modal shows the item details — verify it matches, adjust the quantity if needed, and confirm.

If the same item is stored across multiple locations, separate task cards are generated — one per location. Barcode scans resolve tasks in location order automatically.

Once every task is confirmed or skipped, click Complete Session. The shipment is automatically marked as Picked.

For full details, see the Pick & Pack Guide.

Stage 8 — Packing: Prepare Boxes for Dispatch

After picking, staff pack items into boxes according to the shipment's destination and integration type.

• FBA shipments — items are packed per Amazon's box content requirements. Shipping labels and box labels are generated in PrepFlow.
• FBM shipments — individual orders are packed and labelled for carrier pickup.
• Manual / Storage — packed according to your prep center's process.

Shipping labels can be printed directly from PrepFlow for supported integrations.

Stage 9 — Outbound Scanning: Verify Packages Leaving

Before handing packages to the carrier, use the Outbound → Scanning tab to scan every tracking number as it leaves your dock.

This step:

• Confirms the package physically left your warehouse
• Detects wrong carriers before packages are picked up
• Flags duplicate or unrecognised tracking numbers
• Creates a permanent, timestamped audit trail — mirroring the dock scan on the inbound side

Every scan is logged whether it succeeds or triggers a warning, ensuring complete accountability.

Stage 10 — Mark as Shipped: Close the Loop

Once dispatch is complete, mark the shipment as Shipped.

• Status moves to Shipped
• The shipment transfers from your Worklist to Outbound history
• Billing and post-shipment logic fires based on your settings
• Clients can see the update in their dashboard in real time

The shipment is now complete and fully traceable — from the client's original inbound order through every stage of your warehouse operation.

Quick Reference — Stages and Where to Find Them

Key Principles

Everything is traceable. From dock scan to outbound scan, every action is logged with a timestamp and the staff member who performed it.

Locations are tracked at every step. Check-in records carry location data, storing records carry location data, and pick tasks are generated from those locations — so inventory always has a known address in your warehouse.

Nothing is assumed. If something doesn't match — a barcode, a carrier, a quantity — PrepFlow flags it rather than silently accepting it. Warnings and attention queues exist so exceptions are handled deliberately, not overlooked.