From the moment a customer's order arrives, to the moment the goods are on the truck and the customer signs for them. Follow this order and the stock count never drifts.
· The customer orders on bmdos.com/order with their own login code — the order arrives on its own.
· The customer texts or phones — a staff member types it into Fast Order Entry (bmdos.com).
Either way you get an order that is not confirmed yet, waiting under the To confirm tab.
Go to bmdos.com/pick and type the staff PIN. The browser remembers it, so next time you go straight in.
The staff PIN is not the same as a customer's login code. Don't mix the two up.
Every new order sits here. The number on the tab is how many are waiting.
Open one and you see, for each line, the boxes the customer ordered and the stock available.
A line marked Short means the customer asked for more than we hold. Call the customer first, or confirm now and fix the quantity later.
Press Confirm order. Nothing is deducted from stock yet — this only moves the order onto the picking list.
This table merges every confirmed order: one row per product, the total boxes to pick, and a narrow column per customer showing who gets how many.
That way you walk the warehouse once for several orders instead of going back and forth. Press Ctrl + P to print it and carry it with you.
The system assigns the batch with the earliest expiry date first, for every line of every order, and keeps count so two orders never claim the same stock.
Anything that is completely out of stock is marked Not shipping — you see the list before you agree.
Still nothing deducted. You can change any line afterwards.
Go to By order and click the order. The scan box sits above the table and always holds the cursor, so a handheld USB scanner works the moment you plug it in.
A product with no barcode on file: press Pick batch and choose by hand — the earliest expiry is listed first.
Type the real number into the To ship box. The line then shows something like Short by 2.
If there is none left at all, press Not shipping. That line counts as finished and does not block the order.
Press Auto-plan pallets — the system stacks by boxes per layer and box height, heavy goods on the bottom.
Leave Pallet height at 200 cm — that is the height the pickup truck takes here. (Goods leave Vietnam stacked to 2.2 m to fill the container; they are restacked on arrival.)
To split by hand, type the box counts straight into columns P1 P2 P3.
Pressing Packed or Done picking deducts stock immediately. Only press it when the goods are packed and the numbers on screen match what is in the boxes.
If you press it by mistake, someone has to correct it by hand in Airtable. Check once more first.
On the Summary tab, Done picking closes every order you have finished, in one go.
Or open a single order and press Packed if only that one is going out now.
The print screen opens straight away.
Type these on the screen before printing. Take the invoice number from Simply so the books match.
Type the company name once and the browser remembers it for next time.
Leave Save paper ticked (it is on by default): several documents share one sheet and you cut along the dashed ✂ line. It saves roughly half the paper.
Type an address and send — the documents go straight to whoever has a printer, or to the customer.
The customer signs the Received by line at the bottom of the packing list. Keep that sheet.
Need another copy? Open the Done tab, open the old order and print it again — you never have to redo the work.
Every time you press Packed with a line shipped short or marked Not shipping, the system files it under the Backorders tab.
When the stock comes back, that line turns green by itself and the system emails the staff. The customer also sees a note on the ordering page saying the item they missed is back in stock.
A green row means the goods are back — call the customer on the phone number shown on the row.
You can tick several rows at once. Rows for the same customer become one refill order.
| Label | Meaning | What to do |
|---|---|---|
| OK | Enough stock, batch chosen | Nothing |
| Short | Customer ordered more than we hold | Change the To ship number, or call the customer |
| No batch yet | No batch chosen for this line | Press Pick batch, or Not shipping if there is none left |
| Not enough | That batch does not hold all the boxes needed | Add another batch, or ship short |
| In transit | Batch is still on the water, not in the warehouse | Cannot be picked — do not choose it |
| Not shipping | Line was set aside | Does not block the order; type a number in To ship to bring it back |
| Job | Where |
|---|---|
| Approve a new customer and email them their login code | New customers tab → Approve & send code |
| Export the stock value to Excel | Summary tab → Export stock value |
| Plan the order for the next container | Order Plan in the top bar |
| Reload the latest data from Airtable | The ↻ button, top right |