Receiving a New Shipment

Purpose

Every moped we own has to be in the warehouse app from the day it ships, so it can be sold before it lands and so every bike has a full history from the factory onwards. This procedure loads a container into the app as soon as the supplier’s packing list arrives, and moves it into stock the day it’s unpacked — so the app always matches what’s physically on the water and on the shelf.

Procedure

flowchart TD
    A[Packing list arrives from the factory] --> B[Shipment intake in the app]
    B --> C{Any rows highlighted?}
    C -- Yes --> D[Fix codes or VINs, check with supplier]
    D --> B
    C -- No --> E[Import - units are On the water]
    E --> F[Start the RAV batch]
    E --> G[Container unpacked at Rockdale]
    G --> H[Mark arrived]
    H --> I[Count against the app, report gaps]

When the packing list arrives

1. Save the supplier’s packing list (xlsx) in the shipment’s folder in SharePoint.
2. In the warehouse app go to Shipments → + Shipment intake and drop in the xlsx.
3. Check the number of units the app found matches the number of units on the packing list and the invoice.
4. Under Map supplier names, match any factory model or paint code the app doesn’t recognise to our model and colour. If you’re not sure what a code is, stop and ask Bodhi — don’t guess a colour.
5. Choose New shipment — on the water and enter the shipment reference (e.g. 2026005), the vessel/container number and the ETA.
6. Check the Summary. Fix every highlighted row before importing — a highlighted row is usually a misread VIN or a duplicate.
7. Click Import. The bikes are now Available · On the water and can be allocated to orders.
8. Open the new shipment and, under Batteries & parts in this container, click Edit and enter any batteries or parts in the container.
9. When the landed cost is known (freight, duty and clearance invoiced), open the shipment, click Set costs and enter the landed cost per moped for each model (AUD ex GST). Emma or Bodhi can do this later — it doesn’t hold anything up.
10. Start the RAV batch for this shipment’s VINs — see Batch Entering VINs on the RAV. Use View units → Export CSV on the shipment page as the VIN list to check against.

When the container is unpacked

11. Open the shipment and click Mark arrived. Choose where it was unpacked (normally Rockdale 3PL) and confirm.
12. Ask the 3PL for their count, or count it yourself, and compare it with the shipment page (View units). Check the last 5 of each VIN, not just the total.
13. If a bike is missing, damaged or different from the list: open that bike’s page, set its status to Service (damaged) with a note, and tell Bodhi the same day. Don’t delete it.
14. Ask Tom which row and level each bike was stacked in (row 1 = front, level 1 = floor). On Stock, show Rockdale, tick the bikes in each row and use Set row / level. This is what lets the app put the easiest-to-reach bikes on picks first.
15. Update the ETA on any orders that were waiting on this container, and let those customers or dealers know.

Responsibilities

Notes

• Imported the wrong file or shipment number? An admin can Delete the shipment (type its reference to confirm) and import again — but only before any of its bikes have been allocated, picked, moved or sold.
• Load it early. The point of loading on the water is that sales can allocate bikes before they land. Don’t wait for the container.
• Older stock or anything that isn’t on a supplier packing list goes in with Shipment intake → Stock already on hand, or one at a time with Stock → + Add unit.
• VINs are 17 characters, start SLFPA4NB for the Freedom, and never contain I, O or Q. A highlighted VIN is usually one of those misread.
• The app doesn’t track RAV entry yet — the RAV record still lives with the shipment in SharePoint.
• Manual: 4 · Shipments and Intake in the Warehouse App Manual.