Warehouse partner team

Warehouse operator

As a Warehouse Operator you carry out the physical work on the warehouse floor: you receive deliveries, put stock away, pick batches, pack orders and deliver internal mail. YSEND guides each move by scan, so stock, locations and order statuses are updated as you work, on the web Operator Console and in the Ysend Operator handheld app.

Sign inAll role guides

Start-up guide

  1. Open the sign-in link in your invitation, then enter your work email and the password provided.
  2. If you forget your password, choose “Forgot password”, then “Send recovery instructions”.
  3. The Sign in button opens the app in this page’s language.
  4. After your first sign-in, the web app opens the Operator Console (Scanner operations). The workflow cards are grouped under Inbound Operations (Receive, Putaway) and Outbound Operations (Pick, Pack).
  5. If work is assigned to you, a card at the top of the console shows Current location and Next work; use Complete work when the work is finished. The counters Completed this session and Last scan this session show your progress.
  6. On the handheld, open the Ysend Operator app and sign in with the same account. The Work tab opens first and shows Current task, Next assigned work and Available tasks.
  7. Get to know the tab bar: Work, Receiving and More. More contains Order picking, Packing, Inventory and Internal mail.
  8. Before you start, check that the Work tab does not show Offline. If a task you expect is missing, ask your Team Leader to check your assignment.

Get the Ysend Operator Android app

End-to-end workflows

Receive a delivery

Starts when: A delivery has arrived at the dock and appears in the receiving list.

  1. In the app, open the Receiving tab and choose Receptions.
  2. Find the delivery in the list, or scan its tracking number, SKU or barcode in the search field, and open it.
  3. Tap Confirm arrival and start (Start Receiving when the arrival is already confirmed). The reception shows You are working this reception, and nobody else can record quantities on it.
  4. Under Receipt lines, scan the product barcode, enter the Received quantity and, if needed, the Damaged quantity, then confirm the line.
  5. Repeat for every line. If you have to stop, tap Release reception so that a colleague can continue.
  6. When all lines are received, tap Complete reception. The message Reception completed confirms the closure.

Result: The reception is completed, the received quantities are recorded and the received units appear in the To put away list.

Next: You or another Warehouse Operator put the units away. Report damaged goods or quantity differences to your Team Leader.

Put received stock away

Starts when: Received units are waiting in the To put away list.

  1. Open Receiving, choose Receptions, then open To put away. Units are listed oldest first.
  2. Check the proposed position shown under each unit (Proposed).
  3. Scan the label of the unit. The reception opens with the proposed position preselected.
  4. Bring the unit to the position, scan the position if you use a different one, then tap Confirm the position.
  5. The unit leaves the list. When everything is stored, the list shows Nothing to put away in this warehouse.

Result: The units are stored at their positions and the stock is available for picking.

Next: The stock can now be picked. If a position is full or refused, ask your Team Leader for another location.

Pick a batch

Starts when: A picking batch is assigned to you or is available in the pool.

  1. In the app, open More, then Order picking. The Picking Series screen opens.
  2. Use the filters All, Created, Assigned and In Progress; your batches appear under My batches and free ones under Available.
  3. For a batch assigned to you, tap Start Picking; for an available batch, tap Take & start. The batch moves to My batches.
  4. Go to the location shown and scan it.
  5. Scan the product and confirm the quantity. If you scan the wrong product, the app warns you and asks for the expected item.
  6. If you are interrupted, reopen the batch from My batches with Continue Picking; it stays In Progress.
  7. After the last pick, confirm the end of the batch with Continue.

Result: All lines of the batch are picked and the goods are ready for packing.

Next: The picked orders go to packing: you pack them yourself in Packing, or hand them to the packing station designated by your Team Leader.

Pack orders and print labels

Starts when: Picked orders are ready at your packing area.

  1. In the app, open More, then Packing. The Collect the run step opens.
  2. Scan each order or tote of the run; the Start barcode (optional) field can stay empty. At least one order is needed.
  3. Tap Start the run. The screen changes to Run in progress.
  4. Scan or tap an order to pack it.
  5. Scan each item to add one unit to the package, or use Put everything in this package.
  6. Tap Close package and print label; use Open next package if the order needs more packages, then Finish order. The message Order packed. appears.
  7. When all orders of the run are packed, tap End the run.

Result: Every order of the run is packed, each package has its shipping label and the orders are ready for dispatch.

Next: Place the packages in the dispatch area. Your Team Leader or Manager organises loading and the handover to the carrier.

All features

Work

  • Task ActionsShows work queues and the actions allowed for each task by your role.

Operations

  • Internal MailRegister parcels received for staff, print labels, start delivery, and record handovers or failed deliveries.
  • PutawayPutaway task management
  • ReceivingReceipt processing

Inventory

  • StockReview stock balances by product, batch, location or serial number with warehouse and client filters.

Locations

  • SlottingSlotting optimization

Execution

  • PackingPack stations
  • Picking SeriesReview picking waves and batches of orders waiting to be picked.

What you can open

The areas below describe the access assigned to this role.

  • Receiving
  • Storage
  • Warehouse picking
  • Warehouse packing
  • Work queue

Everyday tasks

Run a scan on the Operator Console

  1. On the Operator Console, choose the Receive, Putaway, Pick or Pack card.
  2. Scan or enter the barcode requested at each step, for example Putaway task, Line ID, Scan SKU and Confirm qty for Putaway.
  3. On the last step, check the Scanner action preview, then select Submit Scanner Action.
  4. Scan confirmed means the move is recorded; after Scan rejected, read the reason and use Retry same scan.
  5. Select Back to console; the Completed this session counter increases.

Check your work for the shift

  1. Open the Work tab in the app.
  2. Read Current task and Next assigned work and open the work shown.
  3. If nothing is assigned, use Show available tasks; if the screen shows No tasks available, refresh or ask your Team Leader.

Look up stock for an item

  1. Open More, then Inventory.
  2. In Search inventory, scan or type the barcode.
  3. Read the quantities and locations shown, including On hand units.

Deliver internal mail

  1. Open More, then Internal mail.
  2. For a parcel with the status Received, tap Print label; the status changes to Label printed.
  3. Tap Start delivery; the parcel is In transit.
  4. At the recipient, tap Deliver, scan the badge with Scan badge or type the badge number, then tap Confirm delivery. The status becomes Delivered.
  5. If delivery is impossible, tap Fail delivery, enter the reason and tap Confirm failure. The status becomes Failed.

Limits and help

You cannot announce deliveries in advance, assign picking batches to other operators, move stock between locations from the web desk, close loads or manifests, or change warehouse settings, users or module access. Ask your Team Leader for task assignment and floor exceptions, and your Manager for deliveries, stock corrections, settings and access changes.

contact@ysendgroup.com

Help centre

Common questions

Where do I find the work assigned to me?

In the app, the Work tab shows Current task and Next assigned work. On the web, the card at the top of the Operator Console shows Current location and Next work.

What happens if the network drops during a scan?

Scans are kept on the device and sent when the connection returns. On the web, the console shows how many scans are pending sync; in the app, the Work tab shows queued operations. Do not scan the same move again; wait until the queue is empty.

A reception shows that another operator has taken it. What do I do?

Only one operator can record quantities on a reception. Ask your colleague to tap Release reception, or ask your Team Leader to free it.

My scan was rejected. What should I do?

Read the reason on the screen, check the barcode and the location, then use Retry same scan. If the rejection repeats, stop and contact your Team Leader.