This glossary provides definitions for key terms and concepts used throughout the Openbravo SSMS documentation. Understanding these terms will help you navigate the system more effectively and communicate clearly about warehouse operations and system functionality.
The definitions are organized alphabetically and cover interface elements, operational processes, document types, configuration concepts, and technical features. Whether you're a warehouse operator using the mobile interface or a back office user configuring the system, this glossary serves as a quick reference for SSMS terminology.
AppBar
The AppBar that contains a menu providing access to all navigable windows, displays warehouse information, server status, scan history, and user profile access. It remains consistent across all workflows. The AppBar also provides access to the camera scan function and displays whether the system is operating online or offline.
Assisted process
A type of operation where the system guides users by allowing them to pre-define and select specific items, quantities, or parameters during the initial setup phase. When creating an assisted task or transaction, users complete a form where they specify exactly what needs to be processed (items, location to count, move, pick, etc.). This results in a pre-populated Document View that displays a complete, predefined list of work to be executed.
For example, in an assisted inventory count, users first select the products and locations to count in the setup form, then proceed to a Document View that shows the complete list of items to be counted. In an OTF count, users start with an empty document view and add items as they discover them during the physical counting process.
Batched wave picking (BWP)
A functionality that automatically generates picking tasks based on a schedule of waves, combining batch picking and wave picking techniques to optimize warehouse operations. This process uses a scheduled background process that triggers picking activity for a predefined selection of orders, allowing workforce concentration on specific areas or goods. Waves are defined by inventory transaction type and wave time, with additional filters for orders, customers, postal codes, or shipping companies.
Bill of materials (BOM)
A document that details the outcomes of bundle, unbundle, and goods transformation processes, which are essential for production operations. This document is automatically generated when users perform bundling operations (creating products from component parts), unbundling operations (splitting products into their component parts), or inventory transformations that involve multiple products simultaneously.
Bundle
An action that allows users to create a product by consuming its constituent parts based on a predefined bill of materials. Users select the final product and desired quantity, and the system proposes the necessary component parts and quantities that must be confirmed. The quantities must be multiples of those defined in the bill of materials, and users cannot add or remove products from the list.
Count
An inventory verification process where operators physically count stock to ensure accuracy between the system records and actual inventory. Three types are available: count (planned counts from back office), recount (for auditing potentially incorrect previous counts), and cycle count (created on front end with automatic confirmation). Counts can be shared (multiple operators) or non-shared (single operator), and can be configured as blind counts where operators cannot see expected quantities. Additionally, counts can be created by location (count by location) or by item (count by item), with the latter supporting both assisted and on-the-fly processes.
Cross-docking
A deviation that enables optimizing warehouse operations by redirecting goods directly to the shipping area, bypassing storage operations. This feature is used when orders are pending pickup on the same day goods are received, allowing goods to move directly from reception to shipping areas without intermediate storage. It requires defining at least three internal routing areas: reception, storage, and shipping.
Delivery note (DN)
A document that groups several purchase orders or distribution orders and is used to receive the goods included in the delivery note. Delivery notes can be created for receptions without preceding documents, which is useful when the reception is necessary but no prior purchase or distribution order exists in the system. These create unlinked documents that can be managed afterwards in the back office.
Deviations
Specific scenarios that diverge from established stock flows, such as cross-docking or inspection routing. Deviations can be configured within internal routings to handle special cases like routing products to quality inspection areas before storage, or directing goods straight to shipping areas when same-day orders are pending. They enable optimization of warehouse operations by creating exceptions to standard flow patterns.
Discrepancies
Situations where the confirmed quantity for a task differs from the expected quantity, requiring user intervention. When discrepancies occur, users see a summary of product discrepancies and must choose from three options: partially confirm and continue later, propose an alternative, or raise a stock incident. The handling of discrepancies is influenced by configured tolerances and can trigger automatic actions.
Distribution order (DO)
A document used to send stock between stores belonging to the same legal entity, consisting of both issue and reception documents. Distribution orders are always created in pairs (issue and reception documents) and can be picked, issued, and received. They support on-the-fly creation, can be canceled and reverted from both front and back end, and enable label printing for included products to facilitate reception.
Distribution Order Issue (DOi)
The distribution order document that is created for the organization that addresses the issue. It is always related to a DOr.
Distribution Order Receive (DOr)
The Distribution Order document that is created for the Organization that receives the goods. It is always related to a DOi.
Handling units (HU)
Physical containers, such as pallets or boxes, used for packaging items with customizable characteristics and restrictions. They can be configured to contain only items, only other handling units, or combinations of both. Handling units support multi-level packaging, have different statuses (open, closed, destroyed), and can be associated with storage types that define packing restrictions, such as permitting items from only one product category.
Internal routing area (IRA)
A designated area within a warehouse for specific activities, either functional (business activities) or non-functional (storage). Functional IRAs handle activities like production, inspection, or packing with rapid stock turnover, while non-functional IRAs store goods for specific durations. Each IRA can be configured to enable or disable picking, and functional IRAs typically have unlimited capacity, while non-functional IRAs consider storage capacity constraints.
Inventory status
The designation assigned to stock (available, nettable, or over-issue) that determines how it can be used in warehouse operations. Available inventory is ready for standard operations like reservations and picking. Over-issue inventory can have negative balances during issue transactions. Custom statuses can be created and assigned to storage bins, with changes validated against the current configuration and pending tasks.
Inventory transaction types (ITT)
Predefined types that define each logistical activity and its corresponding document, specifying the originating document and the activity performed. ITTs define activities like counting physical inventory, moving storage details, and picking orders. They are predefined and can only be altered by system administrators, with each supported by justifying documents that detail the items and operations involved.
Issue
An operation used to initiate goods shipment from the warehouse for sales orders, distribution orders, or return to vendor documents. The issue process can be started from either the back office or the front end, and supports on-the-fly distribution orders where operators specify what is being issued. Issues can be combined with packing operations and configured to perform pick, pack, and issue in a single workflow.
Litigation
Documents automatically generated based on configured stock incidents to highlight discrepancies in provider receptions. These documents are created when stock incidents reach certain thresholds or meet specific criteria, serving to flag potential issues with supplier deliveries that require investigation or resolution with business partners.
Move
A goods movement process where stock items are transferred from one storage location to another within the warehouse. Moves support multi-item operations where operators can select several items to be moved in the same document view. The destination storage bin must be specified, and operators can be optionally assigned to execute the move process.
Offline functionality
The system's capability to perform certain operations without internet connectivity, with limitations based on stock data requirements. Since stock data must be centralized and shared across users and applications, stock queries and updates require online connectivity, but other operations, like task confirmation, can be performed asynchronously. Offline support varies by functional flow and operation type.
On the fly (OTF)
Operations performed without pre-existing documents, where users start with an empty list and manually specify all items, quantities, and actions as they execute the operation, rather than working from pre-populated system suggestions. Examples include OTF distribution orders, OTF inventory counts, and OTF delivery notes. These operations allow users to create documents during execution rather than working from predefined orders or lists, providing flexibility for unexpected situations.
Operator load balancing (OLB)
A feature that automates task assignment for unassigned tasks based on user login status and task assignment limits. A background process checks for logged-in users, unassigns tasks from logged-out users, adheres to task assignment limits per user, and uses default warehouse configurations to distribute workload evenly among active operators.
Pack/Packing
The process of placing items into handling units, such as pallets or boxes, for storage or shipment. Packing can use predefined or new storage types with specific restrictions, supports multi-level packaging (boxes within pallets), and can be combined with picking operations. The system tracks handling unit contents and statuses, and operators can be configured to see or hide contents during packing.
Pick/Picking
The process of retrieving items from storage locations to fulfill orders, including sales orders and distribution orders. Picking supports multi-order operations, can be grouped by sales order, includes batched wave picking, and can be combined with packing and issuing operations. Generated tasks are ordered by priority and travel sequence to optimize operator movements.
Product characteristics
Distinguishing properties that differentiate variants of the same base product, such as color, size, style, or model specifications. These characteristics enable the system to manage multiple variations of a product while maintaining a single product master record. For example, a t-shirt can have characteristics for color (blue, red, white) and size (S, M, L, XL), creating distinct inventory items for each combination.
Purchase order (PO)
A document necessary to receive stock from a provider, which can be received and processed through Openbravo SSMS. Purchase orders support the reception of products not originally in the order (added on-the-fly), can be grouped into delivery notes, and allow quantity tolerances during reception. The reception process generates tasks automatically assigned to operators who initiate the transaction.
Put-away
The process of moving received goods from reception areas to their designated storage locations within the warehouse. Unlike moves, put-away processes don't require specifying destination bins as they're calculated automatically based on product rules and warehouse algorithms. Put-away can be initiated from the back office or the front end, and operators can be optionally assigned to execute the process.
Recount
A secondary counting process used for auditing purposes to verify or correct potentially inaccurate previous counts. Recounts are commonly used to indicate that previous counts may have been wrong and typically use manual confirmation routing. For shared counts, recounting periods can be configured to review differences after initial counting before final stock updates.
Requisition
A document used to group stock requirements registered by a store, which must be converted to purchase or distribution orders. Requisitions don't trigger direct stock actions but allow stores to manually inform the system about missing items. Purchase managers can then convert pending requisitions into purchase or distribution orders through the back office convert requisitions process.
Routing
A configuration that defines the path goods take and the behavior of inventory tasks, described by 'From IRA' and 'To IRA'. Routings can be internal (same warehouse) or external (different warehouses), support automatic deviations like quality inspection, and can be configured for manual or automatic task confirmation. They can be assigned to specific conditions using various filters.
Sales order (SO)
A document used to issue stock to customers, which can be picked and processed through Openbravo SSMS. Sales orders support multi-order picking, where multiple lines from different orders can be picked simultaneously, can be grouped by order or mixed, and can be combined with packing and issuing operations in single workflows.
Shrinkage
An action used to destroy stock with a documented reason, creating an incident that decreases inventory quantities. Users must enter a reason for the shrinkage, and the system creates a specific type of incident that results in a physical inventory adjustment to decrease the selected stock quantity. This provides audit trails for inventory losses.
Stock incident
A record created either manually or automatically when task quantities differ from expected amounts, requiring investigation. Stock incidents can be configured per inventory transaction type, may require approval, can trigger automatic actions like moving stock or destroying it, and can generate litigation documents for supplier-related discrepancies.
Storage bin (SB)
The smallest unit of space within a warehouse, defining attributes such as volume, capacity, and coordinates. Storage bins belong to storage bin groups, have properties like popularity codes and travel sequences, can have inventory statuses assigned, and support capacity definitions for specific products or categories. They form the foundation of the warehouse's physical layout.
Storage bin group (SBG)
A group of storage bins with the same characteristics, organized within internal routing areas. Examples include cold/freezing areas, fresh goods areas, spare parts areas, and bulk versus picking areas. Each IRA must contain at least one SBG, and SBGs can have picking sequences to guide algorithms in prioritizing preferred storage groups.
Task types (TT)
Configurations that establish the icon, priority settings, and base task type for warehouse tasks. Task types determine priority-based and priority-increment values for dynamic priority calculations, define mnemonics and colors for the mobile front-end display, and can be shared across various routings while maintaining consistent appearance and behavior.
Tasks
Commands for operators to execute, such as receiving or moving specific products in determined quantities from one location to another. Tasks are automatically generated from documents or existing stock, can be confirmed manually or automatically, and generate corresponding documents when completed. They can be assigned to specific operators and managed through both back office and front-end interfaces.
Tolerances
Acceptable discrepancies between expected and confirmed quantities during task confirmation, preventing unnecessary discrepancy handling. Tolerances are particularly relevant for products designated as 'Variable Quantity' and for purchase order receptions. They work in conjunction with delta management to determine when additional tasks should be generated versus when discrepancies are acceptable.
Travel sequence
The optimal path for warehouse operators to navigate between bins, minimizing redundant movements and optimizing task execution. Tasks are primarily ordered by priority, but when multiple tasks have the same priority, the system calculates optimal travel sequences for visiting bins. This reduces operator walking time and improves overall warehouse efficiency.
Unbundle
The process of splitting a bundle into its component parts, based on the bill of materials defined in the back office. Users select the final product and number of units to unbundle, and the system suggests component parts and quantities based on the bill of materials. Confirmed quantities must be multiples of the bill of materials definition, and users cannot modify the proposed components.
Unpack/Unpacking
The action of removing items from handling units, which can be performed assisted (system proposes items) or on-the-fly (user specifies items). For multi-level handling units, operators can choose to unpack only the immediate next level or unpack directly to individual items. After unpacking, users can choose full or partial unpacking options, affecting remaining stock in the handling unit.
Verbosity log
A debugging feature that customizes the level of detail reported in Openbravo SSMS logs, crucial for understanding and fine-tuning configurations. Verbosity levels range from none (no messages) through error, warning, and info to debug (all functional and technical messages). It's highly recommended during the initial weeks post-go-live or after significant configuration changes.
Warehouse algorithm (WA)
Rules that determine the order in which inventory or bins are considered when the system generates inventory tasks. Openbravo SSMS provides predefined algorithms like 'Put-away by PopCode' that can be expanded with external modules. Algorithms are linked to specific conditions using filters for products, categories, business partners, and storage bin groups.
Workspace
The main interface of the Openbravo SSMS solution, tailored for warehouse operators, displays icons and information for managing daily activities. The workspace shows different icons for streamlined workflow navigation, displays pending task counts for each flow, provides access to reporting tools for discrepancies and inventory levels, and keeps operators informed about urgent issues or operational changes.