Session Workflows

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Route-Based Delivery Workflow

This workflow is for creating load lists to deliver inventory to customer routes (e.g., big-box retailers, delivery routes).

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Step 1: Create a Route Session

1. Navigate to Restock → Load List in the main menu
2. Click Session Manager in the toolbar
3. Enter a session name (e.g., “Monday Morning Routes”)
4. Click Create (+ icon)
5. Select Routes when prompted

The system:

• Creates a new session
• Queries the ERP for routes assigned to your station
• Creates a column for each route
• Loads available inventory items

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Step 2: Review Available Inventory

Check the grid for:

• Availability: Current ERP inventory
• Containers on Shipment: Quantity already committed
• Remaining Availability: What’s actually available

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Step 3: Allocate Quantities to Routes

For each item:

1. Click in the route column (e.g., “Route 001”)
2. Enter the quantity to send on that route
3. Press Enter or Tab to move to the next cell
4. Continue for all routes

As you allocate:

• Watch the Allocated column increase
• Monitor Remaining Availability (should stay positive)
• Review the Totals row at the bottom

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Step 4: Verify Before Submitting

Before submitting, check:

• ✅ No red rows (no over-allocation)
• ✅ Total quantities match your plan
• ✅ All intended routes have quantities
• ✅ Session name is descriptive

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Step 5: Submit to ERP

1. Click Submit Orders in the toolbar
2. Select a ship date (defaults to tomorrow)
3. Review the submission summary:
   • Routes included
   • Total quantity
   • Total carts
4. Click Submit

The system:

• Changes session status to “Submitted”
• Creates orders in the ERP for each route with the selected ship date
• Updates inventory availability
• Makes the grid read-only

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Step 6: Export (Optional)

To create a printable load list:

1. Click Session Manager in the toolbar
2. Find the session you want to export
3. Click Export on the session card
4. Choose format (CSV or Excel)
5. Save the file
6. Print or share as needed

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Station-to-Station Transfer Workflow

This workflow is for moving inventory between warehouse stations (internal transfers).

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Step 1: Create a Station Transfer Session

1. Navigate to Restock → Load List
2. Click Session Manager
3. Enter a session name (e.g., “Station A to B Transfer”)
4. Click Create (+ icon)
5. Select Stations when prompted

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Step 2: Select Destination Stations

1. The Station Selection dialog appears
2. Check the boxes for destination stations
3. Click Confirm

The system creates a column for each selected station.

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Step 3: Allocate Transfer Quantities

For each item to transfer:

1. Click in the destination station column
2. Enter the quantity to transfer
3. Move to the next cell

The grid works the same as route sessions:

• Allocated quantities are tracked
• Remaining availability is calculated
• Red highlighting shows over-allocation

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Step 4: Review and Submit

1. Verify all transfer quantities are correct
2. Check for over-allocations (red rows)
3. Click Submit Orders
4. Select a ship date (defaults to tomorrow)
5. Review the summary
6. Click Submit

The system creates transfer orders in the ERP to move inventory from your station to the destination stations with the selected ship date.

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Advanced Workflows

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Multi-Day Planning

To create load lists for multiple days:

1. Create a session for Day 1, allocate quantities, but don’t submit
2. Close the session (it saves automatically)
3. Create a session for Day 2, allocate quantities, don’t submit
4. Create a session for Day 3, allocate quantities, don’t submit
5. Review all three sessions
6. Submit in order (Day 1, then Day 2, then Day 3)

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Recurring Routes

For routes that repeat weekly:

1. Create and submit a session for Week 1
2. Next week, load the previous session from Session Manager
3. Click Copy Route to copy Week 1 quantities to a new session
4. Make any adjustments
5. Submit the new session

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Partial Allocation

If you don’t have enough inventory to fulfill a route: Option 1: Partial Fulfillment

• Allocate what’s available
• Submit the session
• Create a second session later for the remainder

Option 2: Skip Items

• Leave over-allocated items at zero
• Allocate only items with sufficient inventory
• Notify customers of missing items

Option 3: Wait for Replenishment

• Save the session as Draft
• Wait for new inventory to arrive
• Load the session and complete allocation
• Submit when inventory is available

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Splitting Large Routes

For routes with large quantities:

1. Create Session 1 with Route A quantities
2. Submit Session 1
3. Create Session 2 with Route B quantities
4. Submit Session 2

This prevents over-allocation and allows you to stage deliveries.

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Common Scenarios

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Scenario 1: Big Box Retailer Replenishment

Goal: Weekly delivery to multiple big-box locations

1. Create session: “Big Box Weekly - [Date]”
2. Select Routes (one route per retailer location)
3. Allocate based on sales history and retailer requests
4. Review totals to ensure truck capacity limits
5. Submit with ship date to generate orders
6. Export from Session Manager for driver manifest

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Scenario 2: Emergency Station Transfer

Goal: Move inventory to another station ASAP

1. Create session: “Emergency Transfer to Station C”
2. Select Stations → choose Station C
3. Allocate needed items quickly
4. Submit immediately
5. Coordinate with Station C for receipt

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Scenario 3: Weekly Route Planning

Goal: Plan all weekly routes on Monday morning

1. Create session: “Week [X] - Route 001”
2. Allocate Monday’s route
3. Submit
4. Create session: “Week [X] - Route 002”
5. Allocate Tuesday’s route
6. Submit
7. Repeat for all weekday routes

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Scenario 4: Balancing Inventory Across Stations

Goal: Even distribution of inventory

1. Check current inventory at each station (via ERP or reports)
2. Create station transfer session
3. Move excess inventory from overstocked stations
4. Allocate to understocked stations
5. Submit to balance levels

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Tips for Efficiency

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Speed Up Entry

• Tab navigation: Use Tab to move quickly between cells
• Copy/Paste: Copy quantities from Excel or previous sessions
• Keyboard shortcuts: Learn the grid shortcuts for faster work

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Avoid Errors

• Check availability first: Review the Availability column before starting
• Work by container code: Allocate all items in one container code before moving to the next
• Use the totals row: Verify your totals match your plan

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Collaborate with Team

• Name sessions clearly: Others need to understand what each session is for
• Coordinate timing: Avoid submitting conflicting sessions simultaneously
• Communicate shortages: Alert team members when inventory is low

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Track Performance

• Export sessions: Keep records of what was allocated when
• Compare to actuals: Review whether allocated quantities matched what was delivered
• Adjust future allocations: Use historical data to improve accuracy

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Troubleshooting Workflows

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Problem: Can’t Create a Session

Possible Causes:

• No station assigned to your account
• No routes configured for your station
• ERP connection issue

Solutions:

1. Verify station assignment with supervisor
2. Check that routes exist in ERP
3. Contact IT for connection issues

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Problem: All Items Show Zero Availability

Possible Causes:

• All inventory is allocated or in transit
• ERP sync issue
• Wrong station selected

Solutions:

1. Check ERP for actual inventory levels
2. Wait for ERP sync to complete
3. Verify you’re viewing the correct station
4. Check if other sessions have allocated inventory

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Problem: Session Won’t Submit

Possible Causes:

• Total quantity is zero (no allocations made)
• Session is already submitted
• Pending edits (auto-save in progress)

Solutions:

1. Ensure you’ve allocated at least some quantity
2. Check session status (top right)
3. Wait 5 seconds for auto-save to complete
4. Refresh page and try again

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