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INVENTORY

Warehouse, truck and returns in one ledger.

Stock does not sit in one place in DSD. It is in the depot, on the truck, and on its way back as returns. OrderPulse treats all three as one number.

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  • Multi-depot
  • Van stock counted
  • Lot & date tracking
Inventory · all locations2 depots · 6 vehiclesStock on handone ledger, every locationCola 330mlCase of 24■ depot 930■ vehicles 3101,240par 900In stockSpring Water 500mlCase of 12■ depot 322■ vehicles 88410par 500Running lowIced Tea 500mlCase of 12■ depot 62■ vehicles 2284par 300Below par!Van 4 checked in 2 cases shortLoaded 96 · sold 61 · returned 8 · checked in 25 — flagged today, not at month endBelow par17 SKUsCycle counts due4On vehicles now3,940Total SKUs1,284
Every balance split between depot and vehicles, measured against par — and a van that checked in two cases short, flagged the same day.
Multi-location Depots, vehicles and staging areas each hold a balance.
Load-out & check-in Variance visible the same day, not at month end.
Lot, date, catch weight Carried through to the invoice and the books.
Live availability Reps and the B2B portal read the same ledger.

Stock you can actually trust

A number is only useful if it accounts for the stock that already left the building.

Multi-location stock

Depots, vehicles and staging areas each hold their own balance, rolled into one view.

Load-out and check-in

Record what goes onto a vehicle and what comes back, so variance shows the same day.

Lot, date and catch weight

Expiry dates, lot codes and captured weights carry through to the invoice.

Returns and stales

Booked against the original invoice with reason codes, so shrink is explainable.

Cycle counts

Count without stopping the operation. Every adjustment logs who made it and when.

Live availability

Nobody sells stock that went out on the 6am run, because everyone reads one ledger.

Four places, one number

Most systems count the warehouse. In DSD, most of your stock is somewhere else.

COLA 330ML · WHERE IT ACTUALLY ISDepot Amain warehouse620Depot Bsatellite310On vehicles6 vans loaded264Returnsin transit back46One ledger balance1,240 cases620 + 310 + 264 + 46 = 1,240 — stock on a truck is stock, not a rounding error.
Stock on a vehicle and stock coming back are counted as stock — not written off and re-found at the next count.
No double-sellingAvailability reflects what already left on this morning’s run.
Shrink has a numberLoad-out against check-in turns a feeling into a figure you can act on.
Returns are visibleStock coming back is on the books before it reaches the dock.

Which customers got that batch?

The question nobody wants to be asked, and the one a batch record exists to answer without a morning of phone calls.

BATCH L-2418 · COLA 330MLbest before 14 MarRECEIVED480 casesagainst PO-1043IN DEPOT266 casesDepot A · bin B-12+ON A VAN40 casesvan 4, route 14+SOLD174 cases6 customers, 4 invoicesIF THAT BATCH IS RECALLED6 customers · 4 invoices · 174 casesAnswered from the record in seconds, not reconstructed from delivery notes.and it all adds up266 + 40 + 174 = 480Received once, then held in three places at once — not a single case unaccounted for.
Batch & lotcaptured at receipt, carried to the invoice
Best beforeoldest stock surfaced before it goes out of date
Both waysbatch to customers, or invoice back to batch
Every casesold, in the depot or on a van — nothing unaccounted

The loop it closes

Three steps, and the thing each one hands the next.

1ReceiveBooked in against thepurchase that brought itDepot balance2LoadAgainst committed ordersor par, truck updates nowTruck balance3ReconcileSales, returns and check-inclose the loop
Recording the truck balance at load-out is what makes reconciliation possible — you cannot close a loop that was never opened.

Every way stock is allowed to move

Eight movements, each with something it requires and somewhere it lands. Nothing edits a balance directly.

HOW STOCK IS ALLOWED TO MOVEWHERE IT LANDSGoods receiptbooked against a purchase orderdepot balance upTransferdepot to depot, or depot to vanboth sides moveAdjustmenta reason code is requiredvariance on the recordCycle countcounted against expecteddifference postedQuarantineheld, and not sellableout of availableWrite-offreason and valueoff the books, auditedProductionconsumes componentsfinished goods createdSale or returninvoice or credit at the doorvan and depot both moveNone of them edits a balance directly — each writes a stock transaction, so the balance is a consequence, not a field.
A balance you can explainEvery number is the sum of its transactions, so “why is this 1,240?” has an answer rather than a shrug.
Shrinkage becomes visibleAn adjustment needs a reason code, so losses are categorised the day they happen instead of appearing at year end.
Counting without stoppingCycle counts take a slice at a time, so the warehouse keeps working while the count happens.

Everything the inventory operation covers

From the pallet arriving at the door to the case handed over at a shop counter.

Multiple warehouses As many depots as you run, with every vehicle treated as its own location.
Bins & locations Where in the depot it actually sits, not just how many you own.
One live balance Depot, van and in-transit resolve to a single number per product.
Batch & lot tracking Captured at receipt and carried through to the invoice it left on.
Expiry dates Best-before held per batch, so the oldest stock is the stock that moves.
Full traceability Batch to customers, or an invoice back to the batch it was filled from.
Barcode scanning Scan to pick and scan against a return, rather than reading numbers off a sheet.
Stock transfers Depot to depot or depot to van, with both sides moving in one action.
Adjustments with reasons Nothing changes without a reason code, so variance is categorised as it happens.
Cycle counts Count a slice at a time and post the difference, without closing the warehouse.
Quarantine Damaged or suspect stock held on the books but kept out of available.
Write-offs Reason and value recorded, with an audit line behind every one.
Reorder levels Par per product and per location, so running low is flagged before it is a gap.
Units of measure Each, box, case and pallet, with the conversions applied wherever you count.
Goods receipt Booked in against the purchase order that brought it, short deliveries included.
Purchasing & vendors What is on its way in, and who it is coming from, against the same ledger.
Production Recipes consuming components and creating finished goods, both posted.
Transaction history Every movement kept, so any balance can be walked back to the events that made it.

Works with the books you already keep

Stock movements, adjustments and credits post to your accounting system without a second entry.

QuickBooks OnlineTwo-way sync QuickBooks DesktopWeb Connector NetSuiteSuiteTalk XeroIn development

Frequently asked questions

Do you track batch or lot numbers?
Yes. A batch is captured when stock is received and carried through put-away, loading and the invoice it leaves on, with a best-before date held against it. That means a recall can be answered both ways — from a batch to the customers who received it, or from a customer’s invoice back to the batch it was filled from.
Can we scan barcodes?
Yes — picking is done by scanning, and returns can be scanned against the RMA they belong to, so the line being picked or received is the line the system records.
How is damaged or expired stock handled?
It goes to quarantine, which keeps it on the books but out of available stock so nobody can sell it, and it is written off from there with a reason and a value. Both steps leave an audit line, so the loss is categorised rather than just disappearing.
Do we have to stop the warehouse to count?
No. Cycle counts take a slice — a location, a product group or a batch — and post the difference between counted and expected as its own transaction, so counting happens alongside normal work rather than instead of it.
Does it handle catch weight?
Yes. Weight captured at the scale or at the door flows through to the invoice and into your books, so the price follows the actual weight rather than a nominal one.
Can we run more than one depot?
Yes. Each location holds its own balance and rolls up into a single view, and vehicles are treated as locations in their own right.
Does inventory work offline?
Yes. Truck stock, movements and counts are held on the device and sync when a connection returns, so a rep in a walk-in cooler is not blocked.
Will it replace our warehouse management system?
For most DSD operations it removes the need for a separate one. If you already run a WMS you are happy with, OrderPulse can sit alongside it and own the truck and route side.

Find out where your stock actually is

Bring one week of load sheets and check-ins. We’ll reconcile them on screen and show you what the depot count has been missing.

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