Build your SmartDepot

Product cards with GTIN codes and units, counterparties with addresses and GLN, product groups. Kept locally or synchronised from your sales system.

Manage retail, trade, and logistic packaging. Supports GTIN codes and barcodes with serial numbers for full traceability.

During packing, the system recognizes the packaging type and asks for relevant Application Identifiers, such as quantity, expiry date, or serial number — supports both fixed and variable quantities.

Every package carries its batch, best-before date and, where needed, a serial number. You know which units went to which customer and where each one lies right now.

Extra fields on every package, named by your company: a quality note, a pallet colour, a yes/no flag. Filled in on receipt and editable afterwards.

Additional application identifiers on a package beyond batch and best-before: production date (11), use-by date (17) and additional identifier (240). Read on scan and printed on labels.

Branches, warehouses and slots designed to match your building. Stock per product, per package and per location, with the exact place of every package.

Planned transfers between warehouses and branches: issue at the source, transit on the road, receipt at the destination. Goods in transit cannot be issued or planned for anything else, so stock stays honest on both sides.

A transfer started from the receiving side when the source warehouse has no staff. The receiving operator drives over, scans the packages on site and chooses where they will go in their own warehouse. An administrator approves the move.

Move goods within one branch: between warehouses or between slots. A single-step document with no planning, and the product quantity in the branch does not change, only its location does.

Turn a case of 25 bags into 25 bags in the same location, keeping the batch, dates and identifiers. Quantity stays the same, only the packaging level changes.

A warehouse gets a list of allowed product groups and a slot can be marked as homogeneous, holding only one product at a time. The system enforces the rules whenever goods are put away.

Count sheets for a chosen scope: a product, a warehouse or a slot. A sheet freezes the recorded stock at the moment it is created and shows the differences against what was actually counted.

On receipt the app proposes a slot based on storage rules, free space and where the same product already lies. The operator confirms or picks another.

Minimum and maximum levels on picking slots. When a slot drops below the minimum the app creates a relocation task from reserve stock.

Count a slice of the warehouse every day on a schedule instead of stopping everything once a year. Fast movers are counted more often, slow movers less.

A batch can be blocked until quality releases it. Blocked goods are visible on stock but cannot be issued.

E-mail or in-app notification when a batch gets within a set number of days of its expiry date, with the quantity and location.

Goods assigned to a specific order leave the pool available to other issues, so nobody ships them by accident. A reservation holds the batch and the location and is released on issue or when it expires.

A plan of the hall with racks and slots showing how full each place is and the way to a given item. Click a slot to see what lies on it.

A hint about what to order and how much, worked out from issue history and delivery times. Shows what runs out first and what has been sitting still.

Goods receipts, goods issues and internal issues, each either planned in advance and fulfilled by scanning, or created ad hoc straight from the scanner. Numbering, statuses and searchable lists included.

Three ways to plan a line: a quantity, an identifier such as a batch or expiry date, or a specific serial number. The plan is the skeleton and the realization is what actually got scanned.

Saving progress below the plan leaves the line open to be topped up later. A document can live across several shifts and can be closed short when the missing goods will not come.

A fulfil button on each document line opens the scanner limited to that single line. Useful when several people work on one document or when lines are picked from different parts of the warehouse.

Planner instructions for the operator, such as which labels to use, and operator reports back, such as a crushed carton. Each note can pop up at chosen moments: start of fulfilment, closing a line or closing the document.

Load the lines of an issue from an XLSX file instead of typing them one by one. The file carries the product symbol and the quantity, the document header is filled in by hand.

Suppliers announce deliveries in advance, with contents and a time slot at the dock, so the receipt is prepared before the truck arrives.

A returns document linked to the original issue: what came back, in what condition and whether it goes back to stock, to quarantine or to scrap.

A photo of a damaged pallet or the driver's signature on a phone screen, attached to the document. Proof of how the goods looked when they were received or issued.

On issues the app suggests the batch with the shortest expiry date or the oldest production date and warns when an operator reaches for a younger one while an older one is still on stock. A hint, not a lock. Optionally, a permanent mark on the document when the order was skipped.

On the issue list and next to document lines you can see whether an issue can be fulfilled from what is on stock, and whether it would take goods away from other open issues. Three states, computed on demand, nothing blocked.

A shipment number field on receipts and issues, shown and searchable on the document lists. Links a warehouse document to the carrier's consignment.

Pick several issues in one walk through the warehouse and split them by document at the packing bench.

A screen for the packing bench: scan the document, weigh the parcel, pick the carton size and print the carrier label in one flow.

Goods that already have an open issue go straight from receipt to dispatch without being put away.

Create shipments and print carrier labels for InPost, DPD, DHL or GLS straight from the issue document.

Lines to pick are ordered by the walk through the warehouse instead of the order they were typed in. A shorter route and less backtracking on every issue.

A second pair of eyes: the picked goods are scanned again at a checking bench before the parcel leaves. A mismatch stops the shipment instead of reaching the customer.

A label for a warehouse or a slot to stick on the rack: a QR code carrying the symbol of the place plus the same symbol printed underneath. You print it from the warehouse and slot lists, and the scanner recognises the place when goods are put away or counted.

A label printed straight from the package details on receipt, with a GS1 QR code carrying GTIN, serial number, batch and dates, plus the same data in plain text. PDF for office printers or ZPL for label printers. A serial number can be assigned on print.

One A4 PDF for the whole document: a grid of mini labels to cut out, one per batch line, with a GS1 QR code and the same data spelled out. For an ordinary office printer, no SSCC needed.

Group packages into logistic units and print GS1 labels with SSCC numbers, from the document lines. Company prefix and serial reference are configured in settings.

Instead of the built-in layout you can upload your own ZPL file with placeholders for the data: GTIN, serial number, batch and dates. One template is active at a time, and without it the built-in layout is printed.

Labels go straight to a thermal label printer in the ZPL language instead of downloading as a PDF. The printing mode and the resolution, 203 or 300 dpi, are set once for the whole company.

The production order drives the work: finished goods are registered with their packaging and batch data, the receipt document is created from that registration, and material issues and returns point to the order. Full material context of every product.

The production order is a plan of quantities. The warehouse issues ordinary receipt and issue documents that reference the order, and the plan decreases by what was received. No production registration and fewer steps for the operator.

A list on the product card of what the product can be made from. The basis for hints and checks on material issues that point to a production order.

Load the products of a production order from an XLSX file: product symbol and planned quantity. Packaging is picked the same way as when a product is added by hand.

Orders assigned to specific machines or workstations, each with its own schedule and work instructions. Operators see what runs on their slot and in what order.

Assemble sets from stock items without a production order: the components leave stock and the kit appears as a new package.

One report for a batch: where it came from, what was made from it and which customers received it, ready to hand to an auditor.

Key-based access to the GraphQL API for integrations: synchronising products, counterparties and documents with your ERP or other systems.

Product catalogue and the opening stock loaded from XLSX files when the system is rolled out, with a preview before anything is written. For the administrator.

SmartDepot calls your system when something happens: a document is completed, stock changes, a package is received. No polling.

Orders from Allegro, Shopify, WooCommerce or BaseLinker become issue documents, and stock levels go back to the shop.

Your customer or supplier logs in and sees their own stock, notifications and documents instead of asking for them by e-mail.

Orders, dispatch advices and confirmations exchanged as EDI messages in the format the chain requires.

Owner, administrators and operators with access limited to their branches. Sign in with a password or with a Microsoft account.

Use a computer, smartphone, or mobile device with a built-in scanner. Full flexibility to work with documents however you prefer.

Every status change of a document is recorded with who did it and when, so you can always see how a receipt or an issue went.

Who created, changed or deleted what and when, across the whole account. A page for administrators and owners.

Stock turnover, receipts and issues per day, picking time per operator, ageing stock. Exportable to XLSX.

A second factor from an authenticator app for administrators and owners.

The handheld keeps collecting scans where there is no network and sends them once it is back. Cold stores and the far end of the racks stop being a problem.

Purchase prices on receipts and a valuation of what lies in the warehouse, including how much money is tied up in slow-moving goods.

Run several client companies in one warehouse with separate stock, documents and users, and a billing summary per client.