How to Confirm Stock Movement in the Warehouse

Warehouse personnel play a critical role in ensuring accurate inventory management. Here's a step-by-step guide to confirm stock movements and communicate discrepancies effectively.

Step 1: Receive the Notification

Once a Maker sends a stock movement request, the warehouse team will receive an email notification. This email includes a direct link to the Confirm Stock Movement page. Click the link to start reviewing the details when you receive the goods.

Step 2: Review Stock Movement Details

On the Confirm Stock Movement page, you will see the following details:

• From: Information about the Maker and their address.
• Products: A table showing the SKU, product name, container, volume, batch number, expiry status, expiry date, expected quantity, and an area to input the checked-in quantity.
  • For beverages - The container Indicates the type of container used, such as bottle, can, keg, bag-in-box, or cask. The container type helps identify how the beverage is packaged and stored.
  • For bundles – The container column will indicate that the product is a bundle and can’t be unpacked.

  • For extras – The container column will indicate that the product is an extra and not a beverage.

• Look for the “(Organic)” tag next to the product name.
  That tag means the Maker says the item is organic, so you must check two things on the package:

  •  

    Eco logo (EU organic )

  • Eco code (e.g. “DK-ØKO-100”)

  • If both are present, great. If either one is missing, the product cannot be treated as certified organic.

Carefully review the data for each product, paying close attention to:

• Batch Numbers: Verify that the batch numbers match what was sent. If there are discrepancies, correct them as needed. Verify that all products have a batch code. If a product does not have a batch code, enter N/A in the field.
• Expiry Dates: Confirm that expiry dates are accurate for products marked as expiable.
• Expected Quantity: Check if the number of units sent matches the received quantity.
• Organic status – tick the Organic checkbox only when both the eco logo and the eco code are on the product. Leave it unticked if either is missing.

Step 3: Edit Details if Necessary

If you find discrepancies between what was sent and the actual stock received, you can edit:

• Batch Numbers: Adjust them as per the received stock if there are errors.
• Expiry Dates: Update the expiry date if it differs from what was recorded.
• Verify if product is marked legally as organic. For this is not enough of having the eco label product as well needs to have an eco code on it. If product have both eco logo and eco code check the checkbox for product "Organic" , if at least one thing is missing then set don't check the checkbox

Note: Accurate expiry information is crucial for compliance and proper inventory tracking.

Step 4: Enter Real Quantities

Input the actual numbers under the Checked In column. Ensure all quantities are correct before proceeding.

Step 5: Add Comments for Discrepancies

When discrepancies are detected, explain the issue in the Comment (required in discrepancy) field. For example:

• "Received 580 units instead of 600 due to damaged packaging."
• "Received 591 units instead of 600 due to broken bottles"
• “Product has eco logo but no eco code.”

If you receive fewer units than expected, you must take a photo of the affected items and upload it for the corresponding item in the stock movement. This is crucial for accountability. The system will not let you confirm the movement until a comment and photo are attached to every item with a shortage.

If bottles are broken or arrived damaged, ensure the photo clearly shows the damage and includes all affected units. This helps the Maker understand the extent of the issue and supports any necessary follow-up actions.

Adding comments ensures that the Maker is informed about any issues and helps maintain transparency.

Step 6: Confirm the Stock Movement

Once all details are verified and updated, click the Confirm Stock Movement button. This action will:

• Finalize the stock entry in the system.
• Notify the Maker that the products have been successfully received and stored in the warehouse.