Warehouse Job Record
A Warehouse Job Record is the central umbrella document for every client engagement. Think of it as a "project folder" — every ASN, Receiving, Client Order, Pick Task, and Billing charge links back to one Job Record. It gives you a single place to see everything about a particular job: what came in, what went out, how much you earned.
When to Create a Job Record
Create a new Job Record when:
- A new client engagement begins (e.g., "Store and ship 1000 units for TechGear")
- A new shipment campaign starts (e.g., "Black Friday fulfillment batch")
- A container or large consignment arrives requiring end-to-end tracking
- You need to track P&L for a specific project
TIP
You don't have to create a Job Record for every small transaction. It's most useful for larger engagements where you want to track the full lifecycle and profitability in one place.
How to Create
- Go to Warehouse 3PL → Warehouse Job Record → New
- Fill in the basic details:
| Field | Required | Description |
|---|---|---|
| Date | Yes | Job start date |
| Client | Yes | The 3PL client (must have "Is 3PL Client" checked) |
| Job Status | Auto | Starts as "Created", updates as work progresses |
| Job Type | No | General / Import / Export / Transfer / VAS |
| Client Reference | No | Client's own reference number for this job |
| Remarks | No | Any notes about this job |
- Click Save
The Overview Dashboard
Once a Job Record has linked documents, the Overview tab shows a live dashboard with colored KPI cards, linked document badges, and a warehouse balance bar:
The dashboard shows:
┌─────────────────────────────────────────────────────────┐
│ TechGear Inc [In Progress] │
│ WH/26/04/0001 · 2026-04-03 │
├──────────────┬──────────┬──────────┬────────────────────┤
│ 680 │ 0 │ $ 435.00 │ $ 435.00 │
│ Stock In │ Stock Out│ Revenue │ Gross Profit (100%)│
├──────────────┴──────────┴──────────┴────────────────────┤
│ [1 ASN] [1 Receiving] [1 Orders] [4 Billing] [0 DN] │
├─────────────────────────────────────────────────────────┤
│ Balance in Warehouse: 680 units │
└─────────────────────────────────────────────────────────┘- Four colored KPI cards at the top: Stock In (blue), Stock Out (orange), Revenue (green), Gross Profit (green/red)
- Clickable badge links for each document type — click to jump to the filtered list
- A balance bar at the bottom showing current warehouse stock for this job
What the cards show
| Card | What it means |
|---|---|
| Stock In | Total units received into the warehouse for this job |
| Stock Out | Total units shipped out (via Delivery Notes) |
| Revenue | Total billing charges from all Billing Transactions |
| Gross Profit | Revenue minus costs (Purchase Invoices linked to this job) |
Linked document badges
Click any badge to jump to the filtered list:
- ASN — All Advance Shipment Notices for this job
- Receiving — All Receiving documents
- Orders — All Client Orders
- Billing — All Billing Transactions
- Delivery Notes — All Delivery Notes
The Five Tabs
Tab 1: Overview
The dashboard described above. Updated every time you open the form.
Tab 2: Details
Full job configuration:
- General: Date, Client, Status, Remarks, Branch, Contact Person, Sales Executive
- Job Configuration: Job Type, Preceding/Succeeding Job, Reference Type, Storage Terms, Cargo Type, Billing Criteria, Container Number
- Place: Place of Receipt, Place of Delivery, ETA, ETD
Tab 3: Operations
Three child tables for operational tracking:
- Storage Information — Warehouse locations, temperature zones, storage conditions
- Vehicle Information — Truck/container details, driver info, arrival times
- Operational Log — Free-text log entries for any operational notes
Tab 4: Stock Movement
Shows all stock movements linked to this job:
- Click Fetch Stock Movements to pull data from Receivings and Delivery Notes
- The table shows: Item, Qty In, Qty Out, Warehouse, Batch, Date
- Summary fields below: Total In Qty, Total Out Qty, Balance Qty
Tab 5: Financials
Shows all financial documents linked to this job:
- Click Fetch Linked Vouchers to pull Billing Transactions, Sales Invoices, and Purchase Invoices
- The voucher table shows: Voucher Type, Voucher No, Date, Amount, Party
- P&L summary: Total Revenue, Total Cost, Gross Profit
INFO
The P&L section colors profit green and losses red, making it easy to spot unprofitable jobs at a glance.
Creating Linked Documents from a Job
From the Job Record, you can create downstream documents directly:
| Button | What it does |
|---|---|
| Create → Create ASN | Opens a new ASN pre-filled with the job's client and job reference |
| Create → Create Client Order | Opens a new Client Order pre-filled with the job's client and job reference |
These buttons appear in the top toolbar when the job status is not Completed, Closed, or Cancelled.
Linking Existing Documents
When creating an ASN, Receiving, Client Order, or Billing Transaction, you'll see a Warehouse Job field. Set this to the Job Record name (e.g., WH/26/04/0001) to link the document.
Stock Entries and Delivery Notes also have a Warehouse Job custom field for the same purpose.
Job Status Lifecycle
| Status | Meaning |
|---|---|
| Created | New job, no activity yet |
| Confirmed | Client confirmed, ready to begin |
| In Progress | Goods are being received, stored, or shipped |
| Invoiced | All billing transactions generated, invoice sent |
| Completed | Work finished, payment received |
| Closed | Job archived |
| Cancelled | Job cancelled |
Example: Full Job Lifecycle
Here's how a typical job flows from start to finish:
- Client calls: "I'm sending 500 units of Widget-A and 180 units of Gadget-B"
- You create a Job Record: Client = TechGear Inc, Job Type = General
- You create an ASN from the job (Create → Create ASN), add the two items
- Truck arrives: You create a Receiving from the ASN, count the goods, submit
- System auto-creates: Stock Entry (680 units at $0), Putaway Tasks, Billing charge
- Operators put away goods to bins (Complete Putaway Tasks)
- Client sends an order: You create a Client Order from the job, add items
- You create a Wave, release it — Pick Tasks appear for operators
- Operators pick and pack — Pack Task creates Delivery Note automatically
- Check the Job's Overview tab: Stock In = 680, Stock Out = 150, Revenue = $435, GP = $435
All of this is visible from a single Job Record.
Tips
Track profitability
Use the Financials tab to monitor whether a job is profitable. If Gross Profit is negative (red), the rate card pricing may need adjustment for that client.
Use for container-level tracking
For import jobs, use the Container Number field and Vehicle Information table to track the container from port to warehouse.
Status doesn't auto-update
The Job Status field is manually set. The system doesn't automatically change it (unlike ASN or Client Order status). Update it as work progresses to keep your team informed.