End-to-End Flow: How It All Works Together
This page explains how the entire Warehouse 3PL system works from start to finish — from initial setup, through daily operations, to billing and reporting. Use this as your complete reference for understanding the flow.
The Big Picture
Phase 1: One-Time Setup
Before any warehouse activity can happen, a manager must configure five things. These are done once per client and rarely change.
Step-by-step
| Step | What to do | Where | Details |
|---|---|---|---|
| 1 | Create Client Account | Customer list | Check "Is 3PL Client", set Client Code, Default Temp Zone |
| 2 | Add Items | Item list | Set Storage Temperature Zone, Velocity Class, Lot Tracking |
| 3 | Map Client SKUs | Client Item list | Link client's SKU codes to internal ERPNext Items |
| 4 | Set Up Warehouses | Warehouse list | Create zones (Frozen, Ambient, etc.) with Locations (bins) |
| 5 | Create Inventory Policy | Inventory Policy | Set FIFO/FEFO/LIFO, putaway strategy, QC rules per client |
| 6 | Create Rate Card | Rate Card | Set per-activity rates: receiving, putaway, pick, pack, ship, storage |
| 7 | Link Rate Card to Client | Customer form | Set "Active Rate Card" field on the customer |
INFO
See Master Data Setup for detailed field-by-field instructions.
Phase 2: Create a Warehouse Job Record
For every significant engagement, create a Warehouse Job Record — the central document that ties everything together.
What happens:
- Go to Warehouse 3PL → Warehouse Job Record → New
- Set the Client and Date
- Fill in any job configuration (type, container number, etc.)
- Save the Job Record
- From here, use Create → Create ASN or Create → Create Client Order — documents are automatically linked
What the Job tracks:
- Stock In / Out / Balance — live quantities from Receivings and Delivery Notes
- Revenue / Cost / Profit — from linked Billing Transactions and Invoices
- Linked Document Counts — clickable badges to jump to ASNs, Orders, etc.
Phase 3: Inbound — Receiving Goods
When a client's supplier ships goods to your warehouse:
Step-by-step
| Step | Who | Action | What happens automatically |
|---|---|---|---|
| 1 | Office | Create ASN with expected items | — |
| 2 | Office | Submit ASN | Status → Confirmed |
| 3 | Dock | Create Receiving from ASN (auto-populates items) | — |
| 4 | Dock | Count goods, adjust quantities, Submit | Stock Entry (receipt at $0) created |
| Putaway Tasks created (one per line) | |||
| Billing Transaction logged (receiving fee) | |||
| ASN status updated | |||
| 5 | Operator | Open Putaway Task, move goods to bin, Mark Complete | Stock Entry (transfer) created |
| Billing Transaction logged (putaway fee) |
Key automation
Submitting a Receiving is the trigger for everything — stock entry, putaway tasks, and billing all happen automatically in one click.
Phase 4: Outbound — Shipping Orders
When a client wants goods shipped to their customer:
Step-by-step
| Step | Who | Action | What happens automatically |
|---|---|---|---|
| 1 | Office | Create Client Order with items and ship-to address | — |
| 2 | Office | Submit Client Order | Stock allocated (FIFO/FEFO), Status → Allocated |
| 3 | Office | Create Wave, add orders, Release Wave | Pick Tasks created (one per bin location) |
| 4 | Picker | Open Pick Task, pick items from bin, Mark Complete | Pack Task created, Pick billing logged |
| 5 | Packer | Open Pack Task, pack goods, enter tracking, Mark Complete | Delivery Note created (stock removed) |
| Pack + Ship billing logged | |||
| Client Order → Shipped |
Phase 5: Billing
Every warehouse activity automatically creates a Billing Transaction — a single charge record.
What gets billed automatically
| Activity | When it's logged | Rate from |
|---|---|---|
| Receiving | Receiving submitted | Rate Card → Receiving rate × qty |
| Putaway | Putaway Task completed | Rate Card → Putaway rate × qty |
| Picking | Pick Task completed | Rate Card → Pick rate × qty |
| Packing | Pack Task completed | Rate Card → Pack rate × per order |
| Shipping | Pack Task completed | Rate Card → Ship rate × per shipment |
How billing flows
Checking billing on a Job
Open the Job Record → Financials tab → Click Fetch Linked Vouchers to see all charges:
| Voucher Type | Voucher No | Amount |
|---|---|---|
| Billing Transaction | BT-00001 | $150.00 (Receiving) |
| Billing Transaction | BT-00002 | $85.00 (Putaway) |
| Billing Transaction | BT-00003 | $100.00 (Pick) |
| Billing Transaction | BT-00004 | $100.00 (Pack + Ship) |
| Total Revenue | $435.00 |
Phase 6: Monitoring & Reports
Job Record Dashboard
The Job Record's Overview tab gives you instant visibility:
- Stock In / Out / Balance — how much is in the warehouse
- Revenue / Profit — is this job profitable?
- Linked Documents — click to jump to filtered lists
Stock Reports
Available from Warehouse 3PL → Reports:
| Report | What it shows |
|---|---|
| Stock Balance | Current qty per item per warehouse |
| Stock Ledger | Every stock movement (receipt, transfer, dispatch) |
| Stock Projected Qty | Available + ordered + reserved quantities |
| Stock Ageing | How long inventory has been sitting (for storage billing) |
| Batch-Wise Balance | Stock by batch/lot for FEFO tracking |
| Warehouse Wise Balance | Per-warehouse breakdown with age and value |
| Delivery Note Trends | Shipment volume over time |
| Item Shortage Report | Items running low |
Complete Lifecycle Example
Here's a realistic example showing the full flow for a client called TechGear Inc:
Summary of documents created
| Document | Count | Created by |
|---|---|---|
| Warehouse Job Record | 1 | Office staff |
| ASN | 1 | Office staff |
| Receiving | 1 | Dock staff |
| Stock Entry (Receipt) | 1 | System (auto) |
| Putaway Task | 2 | System (auto) |
| Stock Entry (Transfer) | 2 | System (auto) |
| Client Order | 1 | Office staff |
| Wave | 1 | Office staff |
| Pick Task | 1 | System (auto) |
| Pack Task | 1 | System (auto) |
| Delivery Note | 1 | System (auto) |
| Billing Transaction | 4 | System (auto) |
| Total | 17 | 5 manual, 12 automatic |
INFO
Out of 17 documents created, only 5 require manual input. The system automates 70% of the paperwork.
Document Relationship Map
Every document links back to the central Job Record and to each other:
Quick Reference: Who Does What
| Role | Daily tasks | Documents they touch |
|---|---|---|
| Office Manager | Create Jobs, ASNs, Client Orders, Waves | Job Record, ASN, Client Order, Wave |
| Dock Staff | Receive trucks, count goods | Receiving |
| Picker | Collect items from bins | Pick Task |
| Packer | Pack and label cartons | Pack Task |
| Billing Clerk | Review charges, generate invoices | Billing Transaction, Sales Invoice |
| Warehouse Manager | Monitor dashboard, review reports | Job Record (Overview), Reports |