Smartifie Warehouse user guide: receiving, put-away, lots and FEFO, counting, picking and the stock ledger

How Smartifie Warehouse handles receiving, put-away, transfers, lot and expiry tracking, FEFO picking, stock counts, returns, reports and the stock ledger.

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Smartifie Warehouse is a warehouse management software (WMS) that records every stock movement, from receiving to picking, in an append-only stock ledger for distributors, e-commerce and 3PL operations, manufacturers and pharmacy warehouses. Staff work scan-first on a phone or handheld scanner; supervisors check, post and reverse documents, resolve counts and read reports on the desktop screens. It tracks lots and expiry dates, allocates stock FIFO or FEFO and requires a reason for every correction, so each balance can be traced to the document that created it. It runs as a cloud web app in Turkish, English and Spanish, priced per user with unlimited items and locations, and has a 15-day free trial.

At a glance
CategoryWarehouse management software (WMS), cloud web app
PlatformsWeb browser on computer, tablet or phone; desktop, Android and iOS editions announced, not yet released
LanguagesTurkish, English, Spanish
Where data is keptOn Smartifie's servers
EditionsPro: 10 users, core plus one pack. Enterprise: 25 users, all packs (Manufacturing, Fulfilment, Pharmacy), more users in packs of 10
LimitsUnlimited items, warehouses, locations, lots and movements on every plan
Free trial15 days, all packs, no credit card
Web apphttps://warehouse.smartifie.com

What you can do with Smartifie Warehouse

  • Receive goods on a goods receipt with supplier, waybill, PO, and per line expected and received quantity, unit, location, lot, expiry, quality status and unit cost.
  • Import expected receipt lines from an .xlsx, .xls or .csv file with Import expected lines.
  • Refuse over-deliveries above a tolerance set per supplier or company-wide (default 0 percent); short deliveries post as received.
  • Refuse a second receipt of the same supplier's waybill number.
  • Receive a line into Quarantine so its lot cannot be picked until released.
  • Receive by phone: one GS1 scan fills item, lot, expiry date and quantity, and repeated scans add up.
  • Put away by phone with up to five suggested locations: the item's own shelf, a shelf already holding it, an empty pick face, empty bulk, then DEFAULT.
  • Transfer stock between locations or warehouses as Single move, Group, Demand-driven (several partial deliveries) or Putaway.
  • Re-code stock to another item or quantity with a reclassification line on a transfer.
  • Check a document to test every posting rule without writing anything.
  • Post a document so all its lines enter the ledger together or not at all; the number, such as GR-2026-000001, is given at posting.
  • Reverse a posted document with a mandatory reason; compensating movements are added and nothing is edited or deleted.
  • Cancel document drops an unposted draft without touching stock.
  • Allocate pick lists FIFO, FEFO or Manual, pick faces first, sorted into a walking route, with the stock reserved.
  • Skip quarantined, blocked, recalled and expired lots, quarantine and returns locations, and lots under the minimum remaining shelf life.
  • Show a shortage as its own pick line with nothing allocated.
  • Pack picked lines into numbered parcels and print a Code 128 label per parcel.
  • Record customer returns as Back into stock, Hold for inspection or Scrap it.
  • Declare production output against a work order with automatic BOM component consumption (Manufacturing pack).
  • Count a whole warehouse, a zone, listed locations, an ABC class or listed items, optionally blind.
  • Freeze system quantities at count start, add unexpected finds, recount lines, and resolve each difference as count-wins or system-wins.
  • Adjust stock with fixed reasons such as Damage, Scrap, Lost, Found, Internal use or Returned to supplier.
  • Generate rack locations in bulk, coded aisle-rack-level(-bin) such as A-01-1.
  • Set per location a type, zone, pick sequence, capacity, mix rule, temperature zone and barcode.
  • Print Code 128 shelf labels in walking order and item labels with up to 500 copies.
  • Trace a lot: dates, supplier lot, GTIN, where it sits and every movement that touched it.
  • Change a lot's status to Quarantine, Blocked, Expired, Recalled or Active with a reason, logged in the ledger.
  • List lots by expiry bucket and mark all past-date lots Expired with one button.
  • Keep a cold chain log of temperature readings typed in or imported.
  • Get reorder suggestions from min/max or usage-based rules and create pick-face refill transfers (Fulfilment pack).
  • See stock on hand, reserved and available per item, warehouse, location and lot.
  • Run Negative balances, Dead stock, Expiry, Count accuracy, ABC, Valuation and Turnover reports, all exportable to Excel.
  • Filter the stock ledger by item, place, lot, movement type and dates.
  • Attach photos and PDFs up to 15 MB to receipts, transfers, adjustments, counts and returns.
  • Override company settings per warehouse, for example allow negative stock in one warehouse only.
  • Set your own document number format per document type.
  • Scan with the phone camera (QR, DataMatrix, Code 128, EAN-13) or a handheld scanner.
  • Export all company data to one Excel file and close screens per user.

Screens and how to use them

Overview

The first screen after sign-in: what needs attention and what is still to set up.

Steps

  1. Read Needs attention: expired lots in stock, lots expiring within 30 days, negative balances and dead stock.
  2. Click View on a line to open the screen that deals with it.
  3. Work through Set-up in order: Warehouses, Locations, Items.

Good to know

  • Every warehouse is created with a DEFAULT location, so a one-room depot needs no locations.

Check, Post, Reverse and Cancel document

Receipts, transfers, pick lists, returns, adjustments and production declarations stay drafts until posted. Posting is the only way stock changes; a posted document is corrected by reversal, never by editing.

Steps

  1. Click Save; a draft does not touch stock.
  2. Click Check; the banner reads Check passed, nothing was written, or each line shows why it would be refused.
  3. Click Post; all lines are written together or none, and the document gets its number.
  4. To undo a posted document, click Reverse, enter the Reason for reversal and click Confirm reversal.
  5. To drop an unposted draft, click Cancel document.

Good to know

  • The reversal reason is mandatory (locked setting) and kept in the History panel with who and when.
  • Future dates, and dates older than the backdate window (default 30 days), are refused.

Receiving

Goods receipts record supplier deliveries into a warehouse, typed on a desktop or scanned on a phone.

Steps

  1. Open Receiving and click New receipt; choose warehouse and date, optionally supplier, Waybill and PO.
  2. Add lines, or click Import expected lines and choose a file with product code and expected quantity columns.
  3. Per line enter Received, unit, location, lot, expiry, Quality and Unit cost.
  4. Click Save, Check, Post, and attach photos or the scanned waybill if needed.

Good to know

  • Over-delivery beyond the supplier's or company tolerance is refused; the same supplier waybill cannot be received twice.
  • Lot-tracked items need a lot; a Quarantine line quarantines its lot after posting.
  • The import file may be up to 5 MB; unit, lot and expiry columns are optional.

Putaway

A phone screen that moves goods from the dock to a shelf by scanning, posted at once as a one-line transfer.

Steps

  1. Tap Putaway and scan the item.
  2. Tap the place it is taken from and set the quantity.
  3. Scan the target shelf label or tap a Suggested place.

Good to know

  • Suggestions: the item's own shelf, a shelf already holding it, an empty pick face, empty bulk, then the warehouse default.

Transfers

Move stock between locations and warehouses, or re-code it.

Steps

  1. Open Transfers, click New transfer and choose the Mode, From and To warehouses and date.
  2. Add lines with item, From location, lot, Required quantity and To location; for a reclassification set To item or To qty.
  3. Click Save, Check and Post; on a demand-driven transfer enter Send now and click Post this delivery for each partial delivery.

Good to know

  • Quantities are in the item's base unit; source and destination must differ.
  • Each delivery of a demand-driven transfer can be reversed on its own.

Picking and Packages

A pick list says what must leave; Allocate decides where it comes from; posting takes the stock out; packing puts picked lines into labelled parcels.

Steps

  1. Open Picking, click New pick list, fill warehouse, Customer, Reference and Strategy, add items with Requested quantity and click Save.
  2. Click Allocate to get the route (Take from, Lot, Allocated) with the stock reserved.
  3. Enter Picked per line, click Take everything allocated, or use Pick on a phone.
  4. Click Post, then Pack what is picked, and print parcel labels on Packages.

Good to know

  • A blank Strategy uses the company setting (FIFO by default); Manual means FEFO where expiry dates exist, otherwise FIFO.
  • Picking less than allocated is allowed, more is refused; Cancel document releases reservations.
  • There is no separate shipping step: posting the pick list removes the stock. The product page lists picking, packing and returns under the Fulfilment pack.

Returns

Sales returns record what a customer sent back and what happens to each line.

Steps

  1. Open Returns, click New return and fill Customer, Went out on, Reason and warehouse.
  2. Add lines with item, quantity, lot and What happens to it.
  3. Click Save, Check and Post, or use Return on a phone.

Good to know

  • Hold for inspection keeps only the returned quantity in a quarantine or returns location, which picking never uses; Scrap it records the return and then the scrap.

Production

Production declarations (Manufacturing pack) receive finished goods against a work order and consume their bill of material components, or issue and return components by hand.

Steps

  1. Open Production, click New declaration and choose the Kind.
  2. Enter Work order, Output item, Good quantity, Scrap, Receive into and Output lot.
  3. Components fill from the bill of material on save or with Fill from the bill of material.
  4. Click Save, Check and Post, or use Declare on a phone.

Good to know

  • Output and components post together: one short component refuses all, and the declaration waits with its reason and Try again.
  • Component lots are chosen FEFO; Reverse all of work order undoes every declaration of one work order.
  • Bills of material have versions, validity dates, scrap percentage and work centre; a bill maintained in Smartifie BOM is read-only here.

Counting

Count sessions compare the shelf with the system and post the differences, for full stocktakes or cycle counts.

Steps

  1. Open Counting, click New count, choose warehouse, Scope and optionally Blind count, then Save.
  2. Click Start counting to freeze the system quantities.
  3. Count on screen or with Count on a phone; use Add what is here for unexpected items.
  4. Click Finish counting, choose per line Make the count the balance or Keep the system figure, then Resolve.

Good to know

  • Finish counting is refused while a line is blank: a blank is not a zero.
  • Differences post as Count surplus or Count shortage, measured by the Count accuracy report.
  • Scopes: Whole warehouse, One zone, A list of locations, ABC class, A list of items. A count may be dated up to 90 days back.

Adjustments

Correct stock for damage, scrap, loss, finds, internal use or supplier returns, always with a reason.

Steps

  1. Open Adjustments, click New adjustment and choose the Reason.
  2. Add lines with item, location, lot and quantity.
  3. Click Save, Check and Post, or use Adjust on a phone.

Good to know

  • Reasons: Damage, Expired, Scrap, Internal use, Issued to personnel, Sent to subcontractor, Found, Lost, Correction, Returned to supplier. Scrap and Correction require a note.

Items

The item master: the item card shared with other Smartifie products, plus warehouse settings, packaging, unit conversions and barcodes.

Steps

  1. Open Items and click New item, or search by code, name or barcode.
  2. Fill the Item card and click Save card.
  3. Under Warehouse settings set Tracking, Base unit, Shelf life, ABC class and Default location, then Save settings.
  4. Add packaging, unit conversions and barcodes with their Qty per scan.

Good to know

  • Each part saves separately.

Warehouses and Locations

Define warehouses, zones and every place stock can sit.

Steps

  1. Open Warehouses, click New warehouse and add zones.
  2. Open Locations, choose the warehouse and click Generate: enter aisles, racks, levels and bins, then create.
  3. Click Print labels for shelf labels in walking order.

Good to know

  • Generated codes look like A-01-1 or A-01-1-2; existing codes are skipped.
  • Picking never draws from Quarantine or Returns locations.

Lots and Expiry

Lots of lot-tracked items with their dates, status and full history.

Steps

  1. Open Lots to see on-hand quantity and days left per lot.
  2. Open a lot for Where it is and Recall trace.
  3. Click Change status to quarantine, block, recall or release a lot.
  4. Click Mark expired lots, or Expiry for lots by expiry bucket.

Good to know

  • Statuses: Active, Quarantine, Blocked, Expired, Recalled; only Active lots can be allocated.
  • Expiry is never applied automatically; the button records who did it.
  • The Cold chain log stores readings only; it reads no probe and raises no alarm.

Replenishment

What to order and which pick faces to refill, from rules per item and warehouse (Fulfilment pack).

Steps

  1. Click New rule and set item, warehouse, Minimum, Maximum, safety stock and lead time.
  2. Read the Suggested quantity under What to order.
  3. Under Pick faces to refill, click Create transfer for a draft transfer.

Good to know

  • Nothing here posts and no purchase order is created.

Stock on hand and reports

Running balances per item, warehouse, location and lot, plus analysis reports.

Steps

  1. Open Stock on hand, choose a warehouse and search by item, location or lot.
  2. Open Negative balances from Stock on hand, Dead stock from Overview and Count accuracy from Counting.
  3. Open ABC analysis, Valuation and Turnover at /reports/abc, /reports/valuation and /reports/turnover.
  4. Click Export to Excel on any report.

Good to know

  • Valuation uses moving weighted average cost and is a management report, not a statutory ledger or tax valuation.

Ledger

Every posted movement, newest first. Append-only: corrections are new movements, never edits.

Steps

  1. Open Ledger.
  2. Filter by item, warehouse, location, lot, movement type and dates, then click Search.
  3. Click Export to Excel.

Good to know

  • A reversal names the movement it undid, which is shown struck through.

Settings

Company-wide rules with per-warehouse overrides, plus suppliers, units, reason codes and number schemes.

Steps

  1. Choose the Scope: Company or one warehouse.
  2. Find a setting, change it, or use Revert to default.
  3. Open Suppliers, Units of measure, Reason codes or Number schemes from the buttons.

Good to know

  • Defaults include: negative stock off, FIFO allocation, duplicate waybills refused.
  • Locked settings show why: a reversal always needs a reason, and a transfer's source and destination must differ.
  • Number schemes set prefix, year digits, sequence digits and separator; existing documents are never renumbered.

Account

Account details, plan and licence, data export and deletion. Users and seats are managed in the Smartifie account on smartifie.com.

Steps

  1. Open Account to see your access level and plan.
  2. Click Manage subscription to change plan, packs or users.
  3. Click Download all data (Excel) to export, or use Delete data and Delete my account.

Good to know

  • Only the owner or an administrator can export; photos are not included.
  • The owner can close screens per user, except Overview and Account.
  • Account deletion freezes the account first and deletes it 30 days later; it can be cancelled in between.

Quick actions (phone and scanner)

On a phone the app shows scan-first screens with a bottom bar and one green or red result card per scan.

Steps

  1. Open warehouse.smartifie.com on the phone and sign in.
  2. Use Receive, Putaway, Move and Count on the bar; Pick, Return, Declare, Adjust and Locate are under Menu.
  3. Scan with a handheld scanner, or tap Use the camera.

Good to know

  • The camera needs browser permission and https; good scans beep and vibrate.

Frequently asked questions

Can Smartifie Warehouse track lot numbers and expiry dates?

Yes. Set an item's Tracking to Lot; each receipt then needs a lot with its expiry date, and Overview lists lots expired or expiring within 30 days.

Does Smartifie Warehouse support FEFO picking?

Yes. Choose FEFO in Settings or on a pick list; Allocate then takes the earliest-expiring usable lot first and skips lots below the minimum remaining shelf life.

Do I need a barcode scanner?

No. The phone screens scan with the camera; a handheld scanner that types into the field also works.

Can it read GS1 barcodes with lot and expiry?

Yes. One GS1 scan fills the item, lot, expiry date and quantity on the line.

How do I correct a goods receipt that was already posted?

Reverse it with a reason, then enter a new receipt. The original movements stay in the ledger next to the reversal.

What is the difference between Cancel document and Reverse?

Cancel document discards an unposted draft and writes nothing. Reverse undoes a posted document by adding opposite movements with a mandatory reason.

Can stock go negative?

Not by default. Allow negative stock can be switched on for the company or for one warehouse only.

How does a stock count work?

Start a count session to freeze system quantities, count on screen or by phone, finish, then resolve each difference as count-wins or system-wins.

Can I run cycle counts and blind counts?

Yes. Scope a count to a zone, locations, an ABC class or items, and tick Blind count to hide system quantities.

How should I name bin locations?

Use Generate on Locations: codes follow aisle-rack-level(-bin), such as A-01-1, sorted in walking order.

Does it support fixed and random (chaotic) storage?

Yes. Set a Default location for fixed storage; Putaway otherwise suggests shelves already holding the item, then empty pick faces or bulk locations.

Can I import a purchase order?

Partly. There are no purchase orders, but Import expected lines loads product codes and expected quantities into a goods receipt from Excel or CSV.

What if a supplier delivers more or less than expected?

Less posts as received. More is refused when it exceeds the supplier or company tolerance, which defaults to 0 percent.

Can it print barcode labels?

Yes. Code 128 shelf, item and parcel labels print from the browser.

Does it connect to shipping carriers?

No. There is no carrier booking, carrier label or tracking integration.

Does Smartifie Warehouse work offline?

Not today. Only the cloud web app is released, and it needs internet.

Is there a limit on items or locations?

No. Items, locations, lots and movements are unlimited; price depends on users.

Can I restrict which screens a user can open?

Yes. The account owner can close screens per user; Overview and Account always stay open.

Can it backflush components from a bill of material?

Yes, with the Manufacturing pack. A production declaration receives output and consumes BOM components in one posting, or posts nothing if a component is short.

How are customer returns handled?

Each returned line is set to Back into stock, Hold for inspection or Scrap it. Held goods go to a quarantine or returns location that picking never uses.

Can I export all my warehouse data?

Yes. Download all data (Excel) on the Account page creates one file with a sheet per table; only the owner or an administrator can run it.

Does it calculate inventory value?

Yes, as a management figure: the Valuation report uses the moving weighted average of unit costs entered on receipts and adjustments.

Is the pharmacy pack an İTS or track-and-trace solution?

No. It does not report to İTS, NMVS/SEVeM, ÜTS or DSCSA, and it is not offered in the United States or Brazil.

What happens when my trial or subscription ends?

Records stay readable and documents posted in the last 24 hours can still be reversed, but nothing new can be posted.

What Smartifie Warehouse does not do

  • No purchase or sales order management; pick lists are entered by hand.
  • No carrier integration or separate dispatch document; posting the pick list takes stock out.
  • No spreadsheet import of items, locations or counts; only expected receipt lines and cold chain readings import.
  • No serial-number capture on receipt, pick or count screens.
  • Labels print as Code 128 only, with no label designer.
  • Allocated locations and lots cannot be changed line by line.
  • The cold chain log is not a validated monitoring system.
  • No regulatory reporting; reports are not a statutory inventory ledger or tax valuation.
  • No offline mode today.
  • Reason codes are fixed, and expiry warnings appear only on screen.
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