How to Use the Warehouse View

The Warehouse View is designed for teams preparing, checking, dispatching and processing customer orders. It works in a similar way to the main Manage Orders page, but the warehouse tabs can be configured to match your own operational workflow.

From this page, you can view orders, sort and filter bookings, search for orders, manage products and packages, print packing slips, scan order codes and move orders through your warehouse stages.

1. Warehouse Status Tabs

At the top of the Manage Orders (Warehouse View) page, you will see tabs representing the different stages of your warehouse workflow. The exact tabs shown may differ depending on how your system has been configured.

All Warehouse – Displays all orders currently available within the Warehouse View.

Unassigned – Orders that have not yet been assigned or moved into a warehouse stage.

New – New orders that require attention or preparation.

Prepared – Orders that have been prepared and are ready for the next stage.

Completed – Orders where the warehouse process has been completed.

Invoiced – Orders that have been invoiced.

Quote – Orders currently recorded as quotes.

Out of Hire – Orders containing equipment that is currently out on hire.

Returned – Orders or equipment that have been returned.

Checked – Returned or prepared equipment that has been checked.

Sent to Prep Team – Orders that have been passed to the preparation team.

Deleted – Orders that have been removed from the active workflow.

2. Create and Manage Your Own Warehouse Tabs

Warehouse tabs can be customised to suit the way your business operates. Click Settings in the top-right corner of the Warehouse View and locate the Warehouse settings.

Enter the warehouse locations or stages you want to use as tabs. Where the settings field requires it, separate the tab names with commas.

Example: new, prepared, completed, invoiced, quote, out of hire, returned, checked, sent to prep team, deleted

This allows you to create stages that match your own workflow, such as Needs Cleaning, Ready for Collection or Awaiting Parts.

Tip: Keep tab names short and descriptive so warehouse staff can quickly understand the current stage of an order.

3. Sort and Filter Orders

Use the sorting and date controls to narrow down the orders displayed in Warehouse View.

• Newer to Older – shows the most recent orders first.
• Older to Newer – shows the oldest orders first.
• Start Date and End Date – displays orders within a selected date range.
• Go – applies the selected date filter.
• Clear – removes the filter and returns to the full order list.

4. Search Orders

Use Search Orders on the right-hand side of the page to locate a specific booking. Enter the relevant customer or order information and click the search icon. Click Clear to remove the search and return to the full list.

5. Understanding an Order

Each order contains the information the warehouse team needs to prepare and process the booking. Depending on the order, this can include:

• Order ID and customer details
• Company and contact information
• Payment status and order total
• Creation and booking dates
• Shipping, delivery or collection information
• Delivery, collection and billing addresses
• Order comments and scheduled messages
• Products, quantities, hire dates, duration and pricing

6. Warehouse Order Actions

Depending on your permissions and the order status, actions may include Send Invoice to Customer, Send Invoice to Admin, Send Message, Add to Calendar, Packing Slip, Edit, Add Products, Manage Package, View Log, Duplicate, Paylink and Issue Refund.

Use Packing Slip when the warehouse needs a document showing the items to prepare. Use Add Products or Manage Package when the contents of an order need updating, and View Log to review activity associated with the order.

7. Managing Products

Products included in an order are listed underneath the main order details. Product actions may allow you to:

• Remove a product from the order.
• Modify the hire or booking dates.
• View the date history.
• View or update the price where permitted.

Always check product quantities and hire dates before preparing equipment.

8. Moving Orders Through the Warehouse

Orders can be moved through your warehouse stages manually, by scanning a barcode/QR code, or automatically using automations.

Using Scan Code

To quickly locate and process an order using its code:

1. Click Scan Code in the top-left corner of the Warehouse page.
2. Scan the barcode/QR code for the order using your scanning device.
3. The system will identify the relevant order.
4. Check that you have the correct order.
5. Move the order to the appropriate Warehouse tab/status.
6. Repeat the process as the order progresses through the warehouse.

Barcode scanning is particularly useful when preparing, dispatching, receiving or checking multiple orders because staff do not need to manually search for each booking.

Using Automations

Orders can also be moved between warehouse stages automatically when certain triggers occur. This can reduce manual work and help keep the Warehouse View up to date as orders progress through your workflow.

For full instructions on creating triggers and automatically moving orders between stages, see the Automations help article.

9. Example Warehouse Workflow

A typical warehouse workflow might look like:

New  ->  Sent to Prep Team  ->  Prepared  ->  Out of Hire  ->  Returned  ->  Checked  ->  Completed

Your workflow may be different because warehouse tabs can be customised under Settings. Some movements can be handled manually or by scanning, while others can be handled automatically when a configured trigger occurs.

10. Recommended Warehouse Workflow

When processing an order, first check the customer details, delivery or collection information and required dates. Review the products and quantities, then use the Packing Slip if required to prepare the equipment.

As the order progresses, keep its warehouse status up to date. You can do this manually, use Scan Code for quick processing, or use configured automations where appropriate. Keeping statuses current allows everyone using Warehouse View to see exactly where each order is in the process.

11. Important Note About Custom Tabs

The Warehouse View is designed to be flexible. The status names in this guide are examples and the exact tabs displayed on your system may differ. Your organisation can create its own warehouse tabs through Settings to match its operational process.