Training Plan — Warehouse Manager
By on July 20, 2026
Beginner
Warehouse Manager Training
The physical operations backbone of Velobiotics. This comprehensive, step-by-step portal covers daily scanning workflows, weekly inventory audits, and system transaction execution within ERPNext v16. Stock integrity and real-time data accuracy are our standard.
Quick Access Links
Pick List
Access daily active pick lists to fulfill and submit Shopify orders.
Stock Entry
Record stock receipts, internal warehouse transfers, or stock issues.
Stock Balance
Run real-time stock quantity reports for Finished Goods - V.
Batch Tracking
Track manufacturing/expiry dates and specific batch item details.
Daily Pick List Scanning
This is the most critical operational workflow for the Warehouse Manager. Every single morning, customer orders processed through Shopify are automatically synchronized with ERPNext, which generates corresponding Pick List documents in a submitted/draft state. Your core objective is to physically retrieve these items, verify their batch details, update the system counts, and submit the pick list on the same working day.
Login & Navigate to Stock Module
Access the ERPNext URL (https://erp.velobiotics.com) on your tablet or desktop browser. Open the left sidebar and click on the Stock module workspace. Scroll down to the stock transactions section and click on Pick List, or press Ctrl + G and type "Pick List" in the search bar.
Filter for Open Pick Lists
By default, you will land on the list view of all Pick Lists. Click on the filter bar and apply the filter: Status = Open. This lists all orders that need physical picking. Review the list and tackle them in order of creation (oldest first) to maintain efficient queue throughput.
Open Document & Review Order Details
Click on an open Pick List document (e.g. STO-PICK-2026-00082). Once inside the form view, carefully inspect the header and table columns:
- Customer & Order References: Cross-check that you have the right invoice or customer record.
- Items Table: Review the required items, designated source warehouse (must be
Finished Goods - V), and the Required Qty. - Picked Qty Column: This will start at
0. You are required to update this field as you complete the physical process. - Batch No: Identify the specific system-suggested batch number for each item.
Physically Pick & Scan Shelf Items
Walk to the shelves in Finished Goods - V. Locate the corresponding SKU. Physically check the packaging to verify that the batch number and expiry date printed on the bottle/box match the ERPNext Batch No exactly. Follow the FIFO (First In, First Out) rule: ensure older stock is picked first. Once verified, scan the barcode of the product to update the Picked Qty in ERPNext, or manually input the quantity if using a manual terminal.
Submit the Pick List
After successfully updating the Picked Qty for all row items and ensuring it matches the Required Qty, scroll back to the top of the screen. Click Save, then click the blue Submit button in the top-right corner. Confirm the submission popup.
System Outcome: Submitting the pick list updates active inventory states. This triggers the printing of the completed Delivery Note to the warehouse Brother printer (29131711645@print.brother.com), signaling to the Driver (Shupa Ziba) that the order is ready for dispatch.
Do's
- Scan and submit every Pick List created between 08:00 and 16:00 on the same working day.
- Verify the physical batch numbers and expiry dates against the ERPNext screen fields.
- Maintain clear paths in the Finished Goods - V warehouse for easy SKU accessibility.
- Escalate any batch discrepancies or quantity deficits to Cary Mabunda immediately.
Don'ts
- Never let the physical driver collect goods without a fully submitted Pick List in ERPNext.
- Do not leave a Pick List in a "Saved" or "Draft" state — it must be "Submitted".
- Do not pick a newer batch of product if older batches are still sitting on the shelves (strict FIFO).
- Never make a manual stock substitution without Cary Mabunda's system-level authorization.
Weekly Stock Take Process
Every Friday (or the last working day of the week), the Warehouse Manager conducts a physical stock take of all 45 SKUs in the Finished Goods - V warehouse. This weekly inventory audit ensures physical levels match ERPNext system records, keeping our operational pipeline tight and accurate.
Conduct Physical Count of all 45 SKUs
Systematically walk through the warehouse shelves and count every unit of our 45 finished goods SKUs. Group your physical counts by batch numbers and cross-verify that damaged items or promotional packs are isolated.
Enter Quantities into the Shared Google Sheet
Open the designated Friday Stock Take Google Sheet shared with Operations Manager Cary Mabunda. Type the counted physical unit values next to the correct SKU codes. Double-check that you are entering quantities under the correct column for the current date.
Run the Stock Balance Report in ERPNext
Go to ERPNext. Navigate to Stock → Stock Balance (or type 'Stock Balance' in the search bar). Set the filter: Warehouse = Finished Goods - V and run the report. This displays the active ERPNext inventory numbers for all SKUs.
Compare Counts & Resolve Variances
The Monday morning automation compares the Google Sheet counts with the ERPNext Stock Balance. If there are variances, follow this procedure:
- Double Check: Re-count the physical items on the shelf immediately to rule out counting errors.
- Audit the Stock Ledger: Inspect recent stock movements to check if a Pick List was submitted late or a receipt entry was omitted.
- Report and Correct: Submit findings to Cary. Upon Cary's approval, resolve the difference by creating a Stock Entry:
- For physical surplus (Physical > ERPNext): Create a Material Receipt to adjust stock upwards.
- For physical shortage (Physical < ERPNext): Create a Material Issue to write off missing stock.
⚠️ Stock Take Variance Warning
Never submit a Stock Entry to resolve weekly variances without explicit approval from Cary Mabunda (Operations Manager). Unauthorized stock entries disrupt financial ledger reporting and trigger automatic compliance flags on the Monday performance scorecard.
Slow SKUs & Expiring Stock Reports
Every month-end, the Warehouse Manager evaluates slow-moving inventory and near-expiry batches. This proactive monthly analysis is vital to maintaining fresh stock and preventing write-offs of expiring medical supplements.
Analyze the Stock Ledger for Slow Movers
Navigate to Stock → Stock Ledger. Filter the transaction records by Warehouse = Finished Goods - V. Analyze the list of active SKUs to identify products with no outgoing movements (Sales Invoices, Delivery Notes, or Material Issues) in the past 30+ days.
Filter and Check Batch Expiry Dates
Navigate to Stock → Batch. Apply filters to show all batches with an Expiry Date falling within the next 90 days. Cross-reference these batches against current shelf quantities in Finished Goods - V.
Compile and Submit Report to Cary
Combine your list of slow-moving items and near-expiry batches into a clear monthly inventory summary. Deliver this report to Operations Manager Cary Mabunda. Suggest marketing promotions or priority picking queues to deplete near-expiry products first.
Situational Stock Movements
These inventory actions occur dynamically as real-world events happen. Whether receiving raw goods from the factory or issuing marketing samples, you must register every movement in ERPNext immediately.
| Stock Movement Event | ERPNext Transaction Type | Required Approvals | Action Impact |
|---|---|---|---|
| Receiving new finished stock from manufacturer/supplier | Stock Entry → Material Receipt | Standard Procedure | Increases Finished Goods - V inventory counts instantly. |
| Transferring stock between internal warehouses | Stock Entry → Material Transfer | Requires Cary's Approval | Moves units from source warehouse to target warehouse. |
| Issuing promotional items, test samples, or write-offs | Stock Entry → Material Issue | Requires Cary's Approval | Decreases stock balance and expenses items to the cost center. |
How to Log Stock Receipts (Material Receipt)
When new products arrive from our manufacturer or supplier at 10 Kruin Street, execute this process immediately:
- Go to Stock → Stock Entry → New.
- Select Stock Entry Type = Material Receipt.
- Set the Default Target Warehouse = Finished Goods - V.
- In the items grid, enter the correct Item Code (SKU) and verified physical Quantity.
- Assign the correct Batch No. If it's a new production run, create a new Batch record on the fly, entering the Manufacturing and Expiry dates.
- Enter the item's valuation cost in the Basic Rate field.
- Verify details, click Save, and then Submit.
My KPIs — How I'm Measured
Your performance score is calculated in real-time by the system. All metrics are transparently gathered directly from ERPNext transactions and the Friday stock take Google Sheet.
Pick List Scanning Completion Rate
Stock Accuracy (3 Components)
Transaction Logging Speed
📊 Explaining the Three Stock Accuracy Components
Every Monday morning at 6:00 AM, the automation runs a stock take comparison report. This calculates three metrics:
- SKU Accuracy: Percentage of our 45 SKUs where physical count matches ERPNext stock count.
(Matching SKUs / 45) × 100. - Units Accuracy: Tracks volume differences. Calculated as
1 - (sum of absolute differences / total ERP units) × 100. - Value Accuracy: Checks ZAR valuation impact. Calculated as
1 - (sum of value differences / total ERP value) × 100.
Where to view your score: Open the 'Performance Leaderboard' dashboard in ERPNext, or check the weekly automated scorecard emailed to you by Cary Mabunda.
Reference Directory & Contacts
| Module / Report | ERPNext Path | Direct Web URL Route |
|---|---|---|
| Daily Pick Lists | Stock → Pick List | /app/List/Pick%20List |
| Stock Entry Transactions | Stock → Stock Entry | /app/List/Stock%20Entry |
| Stock Balance Report | Stock → Stock Balance | /app/query-report/Stock%20Balance |
| Batch Records | Stock → Batch | /app/List/Batch |
| Stock Ledger Entries | Stock → Stock Ledger | /app/query-report/Stock%20Ledger |
Who To Call
Maintain close coordination with the following team members to resolve operational bottlenecks:
- Cary Mabunda (Operations Manager): Email:
admin@velobiotics.co.za. Escalation contact for stock shortfalls, batch mismatches, and Stock Entry approvals. - Tsakane Sebone (Bookkeeper): Email:
accounts@velobiotics.co.za. Coordinates financial adjustments, inventory valuation, and month-end reconciliations. - Shupa Ziba (Logistics Driver): Email:
driver@velobiotics.co.za. Partners on physical dispatches, shipping verifications, and customer delivery logs.
⚡ 5 Common Pitfalls to Avoid
- Draft Status Forgetfulness: Forgetting to click "Submit" on a Pick List. If left in draft, the driver cannot obtain a delivery slip and stock levels do not reserve.
- Batch Mis-selection: Dispatching item from "Batch A" physically while checking "Batch B" inside the ERPNext interface. This creates artificial stock discrepancies.
- Delayed Stock Receipts: Receiving manufacturer stock on Tuesday but delaying logging the Material Receipt until Friday. All movements must be logged same-day.
- Promotional Bundle Counting: Entering promotional packs as individual loose SKUs during Friday's physical count, or vice-versa. Always check the distinct bundle SKU code.
- Skipping FIFO Compliance: Picking newer batches from the shelf because they are easier to reach. Older stock must be picked first to prevent expiration losses.
No comments yet. Login to start a new discussion Start a new discussion