Planning and Implementing Warehouse Management

Successful warehouse management requires more than system configuration. The GoldFinch setup must reflect how inventory physically enters, moves through, and leaves each warehouse.

This guide provides a high-level implementation framework. Detailed configuration and transaction instructions are available in the related Clientcare articles.

Before beginning implementation, review Warehouse Setup Options Overview and select the model that best fits the organization’s requirements.

1. Document Current Warehouse Processes

Begin by documenting how inventory is currently managed.

Review processes such as:

• Receiving
• Inspection and quality control
• Put-away
• Storage and replenishment
• Production staging
• Picking and packing
• Shipping
• Returns
• Internal movements
• Cycle counting
• Lot and serial tracking
• Pallet handling

Identify where inventory errors, delays, duplicate entry, or unclear responsibilities commonly occur.

2. Confirm the Warehouse Structure

Define every physical or externally managed location that must be represented as a GoldFinch warehouse.

For each warehouse, confirm:

• Name and address
• Responsible company or operating unit
• Physical or third-party location
• Inventory ownership
• Receiving and shipping processes
• Bin-level tracking requirements
• Default receiving, picking, and shipping locations
• User access and responsibilities

Avoid creating unnecessary warehouses when bins can adequately represent locations within the same facility.

3. Design the Bin Structure

Create a bin structure that reflects the physical warehouse without making daily transactions unnecessarily complex.

Possible bin purposes include:

• Receiving
• Cross-docking
• Quality control
• Returns
• Bulk storage
• Picking
• Production input
• Production output
• Staging
• Shipping
• Damaged or restricted inventory

Establish clear and consistent bin-naming conventions. Bin names should be easy for employees to recognize, locate, and scan.

4. Confirm Item and Inventory Controls

Review the inventory setup for items that will be processed through the warehouse.

Confirm:

• Base and alternate units of measure
• Unit conversion factors
• Lot-number requirements
• Serial-number requirements
• Expiration-date requirements
• Pallet requirements
• Barcode, UPC, GTIN, or GS1 information
• Warehouse and bin assignments
• Picking and replenishment rules

Lot, serial, pallet, and unit-of-measure requirements should be finalized before transactional testing begins.

5. Configure Inbound Processes

Define how inventory will be received and made available.

Determine:

• Which source documents create warehouse receipts
• Whether an input or receiving bin is required
• Whether put-away activities will be used
• Whether put-aways will be created manually or automatically
• How partial and excess receipts will be handled
• Whether inspection or quality-control bins are required
• Which item, receipt, lot, or pallet labels will be printed
• When received inventory becomes available for picking or production

Test both normal receipts and common exceptions.

6. Configure Outbound Processes

Define how inventory will be allocated, picked, staged, packed, and shipped.

Determine:

• Which orders require warehouse shipments
• Whether pick tickets are required
• How inventory and lots will be selected
• Whether order, wave, batch, or zone picking will be used
• Where picked inventory will be staged
• Whether shipment pallets are required
• Which packing slips, pallet labels, or shipping labels will be printed
• How partial shipments and shortages will be handled
• Whether EDI or 3PL processes are involved

The selected workflow should match both system requirements and the physical movement of goods.

7. Configure Internal Activities

Define how employees will record inventory moving within a warehouse.

Internal processes may include:

• Moving inventory between bins
• Replenishing pick locations
• Moving materials to production
• Moving completed production to storage
• Isolating damaged or restricted inventory
• Converting inventory between units of measure
• Performing cycle counts and inventory adjustments

Employees should understand which GoldFinch transaction corresponds to each physical activity.

8. Prepare Mobile Scanning

If mobile scanning will be used, confirm:

• Supported mobile devices and scanners
• Network coverage throughout the warehouse
• Barcode standards and label formats
• Item and bin barcode quality
• User access and Salesforce mobile configuration
• Scanning functions assigned to each role
• Procedures for damaged or unreadable barcodes
• Procedures for transaction exceptions

Test scanning in the actual warehouse environment whenever possible.

9. Assign Roles and Permissions

Identify who is authorized to:

• Receive inventory
• Create and post put-aways
• Create and process picks
• Complete shipments
• Move inventory
• Process breakbulk activities
• Perform counts and adjustments
• Print labels and documents
• Review warehouse reports
• Correct transaction errors

Use Salesforce permissions and GoldFinch controls to provide appropriate access for each role.

10. Test Representative Transactions

Complete end-to-end testing before go-live.

Testing should include:

• Full and partial receipts
• Over-receipts
• Put-away processing
• Lot- and serial-controlled items
• Inventory movements
• Unit-of-measure conversions
• Pick creation and processing
• Partial and complete shipments
• Pallet transactions
• Cycle counts
• Mobile scanning
• Label and document printing
• EDI or 3PL transactions, when applicable

After each test, verify the resulting Bin Contents, Warehouse Entries, inventory quantities, and source documents.

11. Train Warehouse Employees

Training should be based on employee responsibilities and real warehouse scenarios.

Employees should understand:

• When each transaction is required
• How physical movements correspond to GoldFinch transactions
• How to identify the correct item, bin, lot, serial number, or pallet
• When scanning is required
• How to handle shortages, damages, and discrepancies
• When to stop and request assistance
• Why transactions must be completed consistently and promptly

Allow sufficient time for employees to become comfortable with the new procedures.

12. Prepare for Go-Live

Before go-live:

• Complete configuration and user acceptance testing
• Resolve test results and open issues
• Confirm warehouse and bin names
• Verify item, unit-of-measure, lot, serial, and barcode setup
• Confirm user permissions
• Prepare devices, scanners, printers, and labels
• Schedule the inventory cutoff
• Load or verify opening bin quantities
• Communicate go-live responsibilities
• Establish an exception and support process

Avoid changing the warehouse design immediately before go-live unless the change is necessary to resolve a critical issue.

13. Review After Go-Live

During the initial go-live period, regularly review:

• Inventory by warehouse and bin
• Open receipts and put-aways
• Open picks and shipments
• Negative or unexpected quantities
• Lot and serial discrepancies
• Unposted warehouse activities
• Scanning or label issues
• Employee questions and process exceptions

Address discrepancies promptly before they affect additional transactions.

Phased Implementation

Complex warehouse operations may be implemented in phases:

1. Establish warehouses, bins, and beginning inventory
2. Introduce inbound receipts and put-aways
3. Introduce picking and warehouse shipments
4. Add lot, serial, pallet, or quality controls
5. Implement mobile scanning
6. Add wave, batch, or zone picking
7. Introduce EDI or 3PL integration

A phased approach allows the project team to validate inventory accuracy and employee procedures before adding more advanced functionality.

Work with a GoldFinch Implementer to confirm the design, configuration, testing plan, data conversion, training, and go-live approach appropriate for your organization.