Documents are user-initiated instructions that allow warehouse operators and managers to communicate requirements and actions to the system. Unlike tasks, which are automatically generated by the system, documents provide users with control and agency over warehouse operations, enabling them to respond to real-world situations and business needs.
Documents serve as the starting point for many warehouse workflows and can trigger the automatic generation of tasks. They also provide a record of business transactions and operational decisions, ensuring complete traceability of all warehouse activities.
What are documents in SSMS?
A document represents a formal instruction or record that defines what work needs to be performed in the warehouse. Documents can be created by users to initiate new processes or received from external systems to trigger warehouse operations.
Documents provide flexibility in warehouse management by allowing users to handle both planned operations from existing business processes and unexpected situations that require immediate action. This user-initiated approach complements the system's automated task generation.
Screenshot suggestion: Document list showing various document types with status indicators and creation options (Resolution: 360x640 pixels)
Document examples
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Purchase orders: Documents for receiving goods from suppliers, containing product specifications, quantities, and delivery information.
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Sales orders: Customer orders that need to be fulfilled, specifying products to pick, pack, and ship to customers.
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Distribution orders: Instructions for transferring stock between stores or warehouses within the same organization.
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Delivery notes: Documents that group multiple orders or receipts, used for managing consolidated deliveries.
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Goods movements: Internal transfer documents for moving stock between different areas or locations within the warehouse.
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Requisitions: Requests for stock replenishment, allowing users to manually inform the system about products needed in the store.
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Inventory counts: Documents for organizing and tracking physical inventory verification processes.
Screenshot suggestion: Document creation screen showing form fields and options for different document types (Resolution: 360x640 pixels)
How documents are created
From external systems
Documents can be automatically imported from other business systems:
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ERP systems send purchase orders and sales orders
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E-commerce platforms generate customer orders
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Point-of-sale systems create return documents
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Planning systems initiate replenishment orders
User-initiated creation
Warehouse users can create documents directly in the system:
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On-the-fly documents for unexpected situations
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Manual requisitions for stock requests
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Emergency orders for urgent needs
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Adjustment documents for inventory corrections
Scheduled processes
Some documents are created automatically based on predefined schedules:
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Cycle count documents for regular inventory verification
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Replenishment orders based on stock levels
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Transfer orders for planned stock movements
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Maintenance documents for equipment servicing
Document information
Header details
Every document contains identifying information:
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Document number: Unique identifier for tracking
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Document type: Classification of the operation
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Status: Current stage in the workflow
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Dates: Creation, due, and completion dates
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Parties involved: Suppliers, customers, or internal departments
Line details
Documents contain specific line items with:
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Product information: Items to be processed
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Quantities: Expected and actual amounts
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Locations: Source and destination areas
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Special requirements: Handling or quality specifications
Screenshot suggestion: Document detail view showing header information and line items with quantities and locations (Resolution: 360x640 pixels)
Document workflows
Creation and processing
The typical document lifecycle follows these stages:
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Document creation: User creates or system receives the document
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Validation: System checks for completeness and accuracy
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Task generation: System creates specific tasks for operators
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Execution: Operators complete the required work
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Completion: Document is finalized and archived
Status tracking
Documents progress through various statuses:
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Draft: Document created but not yet active
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In progress: Work is being executed
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Partially complete: Some work finished, some remaining
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Complete: All work finished successfully
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Closed: Final status with all processes completed
Integration with tasks
Documents work closely with the task system:
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Task generation: Documents create specific work instructions
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Progress tracking: Task completion updates document status
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Automatic completion: Finished tasks can close documents
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Exception handling: Issues with tasks are reflected in documents
Document management
User control
Documents provide users with various control options:
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Modify quantities: Adjust expected amounts based on actual conditions
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Add products: Include additional items not originally planned
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Change priorities: Adjust urgency based on business needs
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Cancel operations: Stop processing if circumstances change
Flexibility features
The document system supports various operational scenarios:
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Partial processing: Handle documents in multiple stages
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Over-receipts: Receive more than originally ordered
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Under-shipments: Ship less than requested when necessary
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Product substitutions: Replace unavailable items with alternatives
Reporting and tracking
Documents provide comprehensive tracking capabilities:
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Progress monitoring: Real-time status of all operations
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Performance metrics: Completion times and accuracy rates
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Exception reporting: Issues and discrepancies identification
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Audit trails: Complete history of all document changes
This document-centric approach ensures that all warehouse activities are properly planned, authorized, and tracked while providing the flexibility needed to handle real-world operational challenges.