Support #10821
openGaps in Order Flow from E-commerce & Admin panel side
75%
Description
Step 1: User Onboarding & Store Configuration
1. User Setup & Role Assignment
Action: The System Administrator creates specific user profiles with tailored roles and privileges, such as Warehouse Manager and Vendor Sourcing Manager.
Real-Time Example: The Admin sets up operational accounts for Sarah as the Warehouse Manager for the Chicago Logistics Center and David as the Vendor Sourcing Manager for Home Appliances.
2. Warehouse Creation & Allocation
Action: The System Administrator or Operations Manager creates facility records in the system and assigns dedicated managers to oversee their respective hubs.
Real-Time Example: The Admin creates two main hubs—East Coast Fulfillment Center and Midwest Hub—and assigns Sarah to manage operations at the Midwest Hub.
Step 2: Vendor Onboarding, Product Catalog & Inventory Setup
1. Vendor & Product Onboarding
Action: The Vendor Sourcing Manager inputs new vendor profiles along with their respective product catalogs into the platform.
Real-Time Example: David logs into his dashboard and submits a new supplier, EcoFoods Corp, along with their catalog of Organic Almond Milk and Oat Milk.
2. Admin Verification & Approval
Action: The System Administrator receives real-time notifications for newly submitted vendors and products, reviews the operational details, and approves them to make them active in the catalog.
Real-Time Example: The Admin receives an alert, verifies EcoFoods' business licenses and product pricing, and clicks Approve. The products instantly become active for procurement.
3. Stock Inwarding via Purchase Orders
Action: Authorized managers (Sourcing Manager, Warehouse Manager, or Admin) update inventory levels using a structured Vendor Purchase module rather than manual product adjustments.
Real-Time Example: Sarah records a bulk delivery of 500 cartons of Organic Almond Milk received from EcoFoods directly through the Vendor Purchase Entry screen to maintain audit records.
4. Batch Management & Product Variants
Action: When recording incoming inventory, managers record specific batch details including manufacturing dates, expiry dates, variants (e.g., size, color), and pricing structure.
Real-Time Example: Sarah logs Batch #AM-2026 for 1-Liter Almond Milk with a Manufacturing Date of Sept 1, 2026, Expiry Date of Dec 1, 2026, and a retail price of $4.99.
5. Shipping & Packaging Configuration
Action: Product setup includes defining standard packaging rules, item dimensions, weight, and carrier configurations.
Real-Time Example: A 1-Liter Almond Milk carton is configured with dimensions (4x4x8 inches, 2.2 lbs) and tagged with Refrigerated Handling Requirements for shipping.
Step 3: Warehouse Operations & Staff Mapping
1. Warehouse Staff Creation
Action: The Warehouse Manager creates operational staff accounts for specific floor roles: Pickers, Packers, and Droppers.
Real-Time Example: Sarah creates floor accounts for John (Picker), Maria (Packer), and Tom (Dropper/Courier Delivery) at the Midwest Hub.
2. Product & Staff Mapping
Action: The Warehouse Manager maps specific inventory items and operational staff members to their designated warehouse facilities.
Real-Time Example: Sarah links John and Maria to the Midwest Hub - Aisle 3 (Beverages) and maps the incoming EcoFoods inventory strictly to Midwest Hub storage.
3. Local Inventory Adjustment
Action: The Warehouse Manager updates and verifies live stock availability specifically for their mapped warehouse facility.
Real-Time Example: Sarah completes a stock audit at the Midwest Hub, confirming 450 units are physically present and ready for fulfillment.
Step 4: Customer Storefront & Checkout Experience
1. Product Browsing & Variant Selection
Action: Customers visit the online store, explore product categories, and select specific item variants.
Real-Time Example: A shopper, Emily, visits the storefront, navigates to the Beverages category, and selects Organic Almond Milk - 1 Liter Pack.
2. Shipping Method Selection
Action: The customer selects preferred delivery methods based on product requirements and urgency.
Real-Time Example: Emily adds standard home delivery for groceries and chooses Express Cold-Chain Delivery for her dairy alternatives.
3. Dynamic Shipping & Markup Calculation
Action: At checkout, the system calculates carrier shipping costs based on package dimensions and weight, applying pre-configured company markup rates.
Real-Time Example: The checkout screen calculates standard FedEx shipping at $6.00, adds the company's 10% standard handling markup ($0.60), and presents Emily with a final shipping fee of $6.60.
Step 5: Order Processing, Intelligent Allocation & Fulfillment
1. Expiry-Based Smart Order Allocation
Action: When an order is placed, the system automatically checks stock across warehouses and assigns the order to the facility holding the product batch closest to its expiration date (FEFO - First Expire, First Out). Stock levels are automatically reduced.
Real-Time Example: Emily places her order. The Midwest Hub holds stock expiring in 2 months, while the East Coast Hub holds stock expiring in 5 months. The system automatically assigns Emily's order to the Midwest Hub and deducts 1 unit from its inventory.
2. Warehouse Alert & Inventory Verification
Action: The assigned Warehouse Manager receives an immediate order notification and verifies physical inventory availability.
Real-Time Example: Sarah receives an instant notification on her dashboard: "Order #1099 - 1x Organic Almond Milk." She checks the shelf to confirm the item is ready for packing.
3. Packing, Label Generation & Carrier Hand-Off
Action: The warehouse team packs the items, prints carrier-compliant shipping labels, and hands the shipment over to the delivery carrier.
Real-Time Example: Maria (Packer) packs the item in an insulated box, prints a FedEx Shipping Label, and hands the parcel to the FedEx driver during scheduled pickup.
4. Real-Time Customer Notifications
Action: As the carrier updates tracking milestones, the system automatically dispatches delivery notifications to the customer via Email, SMS, or WhatsApp until the package arrives.
Real-Time Example: Emily receives a WhatsApp notification saying: "Your order #1099 has been picked up by FedEx. Track your shipment here." She receives subsequent alerts upon out-for-delivery and final delivery.
Step 6: Return Order Management
1. Return Request Initiation
Action: If eligible under the store's return policy, the customer requests an item return within the allowed timeframe.
Real-Time Example: Emily receives a damaged item and requests a return within 7 days through the customer portal.
2. Proximity-Based Return Assignment
Action: The system identifies the warehouse nearest to the customer’s address and alerts the corresponding Warehouse Manager.
Real-Time Example: The system routes the return request directly to Sarah at the Midwest Hub, as it is nearest to Emily's home address.
3. Return Label Generation & Receipt
Action: The system generates a return shipping label for the customer, and the designated warehouse receives the package upon transit.
Real-Time Example: Emily receives a prepaid Return Shipping Label via email, drops off the parcel at a shipping point, and Sarah receives the returned package at the warehouse loading dock.
4. Quality Inspection & Inventory Restock
Action: The warehouse staff conducts a quality check on the returned item and updates stock levels accordingly.
Real-Time Example: Sarah inspects the package. If the item is undamaged, she marks it as Quality Approved and adds it back to the Midwest Hub Active Inventory. If damaged, she routes it to the Disposal/Damaged Items Log.
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