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ILS Portal End User Manual

Introduction

Welcome to ILS Portal, Thank you for choosing ILS Portal (Integrated Logistics Solution), your comprehensive Warehouse Management System designed to streamline your warehouse operations from start to finish. Whether you\'re a 3PL provider managing multiple client inventories or an e-commerce business fulfilling orders directly, ILS Portal provides the tools you need to receive, store, pick, pack, and ship products efficiently.

What Is ILS Portal?

ILS Portal is a cloud-based warehouse management system that handles your complete supply chain operations through one unified platform:

Inbound Operations --- Receive products from suppliers, create receiving orders, and assign inventory to bin locations
Inventory Management --- Track stock levels in real-time, manage multiple warehouse locations, and run inventory adjustments
Order Fulfillment --- Process orders from e-commerce platforms (Amazon, Shopify, eBay, WooCommerce) or create manual orders
Multi-Carrier Shipping --- Generate shipping labels through FedEx, UPS, USPS, DHL, and other carriers
Real-Time Tracking --- Monitor orders, inventory levels, and shipments with live updates
Reporting --- Generate detailed reports on sales, inventory turnover, and operational performance

Who Should Use This Manual?

This manual is designed for:

User Type	What They Do
Warehouse Managers	Oversee daily operations, assign tasks, monitor performance
Receiving Staff	Process inbound shipments and put inventory away
Pickers/Packers	Pick orders and prepare shipments
Customer Service	Look up orders, track shipments, manage customer accounts
Inventory Clerks	Perform stock counts and adjustments
Administrators	Configure settings, manage users, integrate stores

System Requirements

Recommended Browsers: - Microsoft Edge (latest version) - Google Chrome (latest version) - Mozilla Firefox (latest version) - Safari (latest version, for Mac users)

Minimum Specifications:

Internet connection (broadband recommended)
Screen resolution of 1280×720 or higher
JavaScript enabled
Cookies enabled

Note: For optimal performance when generating labels or viewing large order lists, we recommend using a desktop or laptop computer rather than a mobile device.

How to Access the Application

Step 1: Navigate to the Portal Open your web browser and go to one of the following URLs:

Environment	URL
Production	https://ils.live
Beta Testing	https://beta.ils.live

💡 Tip: Bookmark the URL for quick access. You may also create a desktop shortcut by dragging the lock icon from the address bar to your desktop.

Step 2: Enter Your Login Credentials

You will see the login screen with two fields:

Email --- Enter the email address associated with your account
Password --- Enter your password (passwords are case-sensitive)

![Login Screen Description: The ILS Portal login page displays the application logo at the top, followed by \"Email\" and \"Password\" input fields, a \"Sign In\" button, and links for \"Forgot Password?\" and \"Register\"]

Click the Sign In button

First-Time Login

If you are logging in for the first time:

Check your email inbox for a welcome message from ILS Portal containing your temporary credentials
Use the provided email and temporary password to log in
You will be prompted to create a new password:
Your new password must be at least 8 characters long
Include at least one uppercase letter (A--Z)
Include at least one lowercase letter (a--z)
Include at least one number (0--9)
Enter your new password in both the New Password and Confirm Password fields
Click Update to save your new password

💡 Security Tip: Never share your password with others. If you suspect your password has been compromised, contact your administrator immediately.

Two-Factor Authentication (If Enabled)

If your organization has enabled two-factor authentication (2FA):

After entering your password, you will see a prompt for a verification code
Open your authenticator app (such as Microsoft Authenticator or Google Authenticator)
Enter the 6-digit code displayed in your app
Click Verify

💡 Note: If you haven\'t set up 2FA yet, your administrator can guide you through the setup process after your first login.

Forgot Your Password?

If you cannot remember your password:

On the login screen, click the Forgot Password? link below the Sign In button
Enter your email address
Click Send Reset Email
Check your email inbox (and spam folder) for a password reset link
Click the link and follow the instructions to create a new password

💡 Important: The password reset link expires after 1 hour for security reasons.

Understanding the Main Dashboard

After logging in successfully, you will land on the Main Dashboard. This is your central hub for monitoring warehouse

activity and accessing all features.

Dashboard Overview

The ILS Portal interface consists of the following areas:

  ┌────────────────────────────────────────────────────────────────────────┐
  │  ═══════════════════════════════════════════════════════════════════   │
  │  ILS PORTAL    [User Name ▼]  [Notifications 🔔]  [Help ?]             │  ← Top Navigation Bar
  │  ═══════════════════════════════════════════════════════════════════   │
  │                                                                        │
  │  ┌───────────────────────────────────────────────────────────────────┐ │
  │  │  ┌──────────────────┐                                             │ │
  │  │  │                  │                                             │ │
  │  │  │  Sidebar Menu    │   Main Content Area                         │ │
  │  │  │  • Dashboard     │   • Charts                                  │ │
  │  │  │  • Inbounds      │   • Summary Cards                           │ │
  │  │  │  • Outbounds     │   • Activity Feeds                          │ │
  │  │  │  • Inventory     │                                             │ │
  │  │  │  • Reports       │                                             │ │
  │  │  │  • Settings      │                                             │ │
  │  │  │                  │                                             │ │
  │  │  └──────────────────┘                                             │ │
  │  └───────────────────────────────────────────────────────────────────┘ │
  │                                                                        │
  │  ═══════════════════════════════════════════════════════════════════   │
  │  │  Footer: Page numbers, system status, copyright info                │  ← Footer Bar
  │  ═══════════════════════════════════════════════════════════════════   │
  └────────────────────────────────────────────────────────────────────────┘

The top bar (header) contains:

Element	Description
ILS PORTAL Logo	Click to return to the dashboard
User Name Dropdown	Shows your name; click to access Profile, Settings, or Sign Out
Notifications Bell (🔔)	Shows pending notifications; click to view recent alerts
Help Icon (?)	Quick access to this manual and support resources

Sidebar Menu

The left sidebar contains the main navigation links:

Menu Item	What You'll Find
Dashboard	Overview of warehouse activity, key metrics, recent orders
Inbounds	Receiving orders, put-away tasks
Outbounds	Orders to fulfill, pick lists, shipping
Inventory	Current stock levels, adjustments, bin locations
Products	Product catalog, SKU management
Stores	Connected e-commerce stores (Amazon, Shopify, etc.)
Customers	Customer accounts and end-customers
Reports	Sales reports, inventory reports, operational analytics
Settings	User preferences, warehouse configuration

Main Content Area

The large central area displays:

Dashboard Widgets --- Summary cards showing key numbers (orders pending, low stock alerts)
Charts and Graphs --- Visual representations of sales, inventory trends
Data Tables --- Lists of orders, inventory, with sorting and filtering
Action Buttons --- Buttons to create new records or perform actions

Navigation Tips

To navigate to a section:

Click the menu item in the sidebar (e.g., Inbounds)
Wait a moment for the page to load
Use the sub-navigation tabs if available (e.g., New, Receiving, Received)

To return to the dashboard:

Click the ILS PORTAL logo in the top-left corner, or
Click Dashboard in the sidebar

To open multiple sections:

You can open different sections in new browser tabs by right-clicking a menu item and selecting Open in new tab

💡 Tip: The Dashboard updates in real-time. If you\'re waiting for new orders to arrive from connected stores, keep the dashboard open to see updates as they come in.

Customizing Your View

Many tables and lists can be customized:

To change the number of records displayed:

Look for the dropdown at the bottom of any data table
Select the number of records per page (10, 25, 50, 100)

To sort a table:

Click any column header
Click again to reverse the sort order

To filter a table:

Use the Search box above the table
Enter keywords to filter the results

Next Steps

Now that you\'re logged in and familiar with the main interface, you\'re ready to start using ILS Portal\'s features.

Common starting points:

If You Want To...	Go To...
Receive a new shipment	Inbounds → Create New Inbound
Fulfill an order	Outbounds → Find Your Order
Check inventory levels	Inventory → Search by SKU
Add a new product	Products → Add Product
Connect an e-commerce store	Stores → Add Store

Inbound Operations

Inbound Operations Module

Inbound Operations is where warehouse receiving begins. This module handles everything related to bringing products into your warehouse from creating receiving orders to physically receiving goods and placing them in storage locations.

Why This Matters:

Accurate inbound processing ensures your inventory records match physical stock, preventing overselling and customer disappointment. It also tracks receiving costs and helps you understand supplier performance.

Key Terms:

Term	What It Means
Inbound	A receiving order for products coming into your warehouse
Inbound Line	Individual product line item within an inbound order
Receiving	The act of physically accepting goods and recording quantities
Put-Away	Moving received inventory from receiving area to storage bins
Bin Location	A specific storage location in your warehouse (e.g., A-01-02-03)
SKU	Stock Keeping Unit — a unique identifier for each product
Received Qty	The quantity actually received (may differ from expected)

Creating a New Inbound Order

An Inbound Order is created when you expect products to arrive at your warehouse. This could be from:

A supplier sending you stock
A return shipment from a customer
A transfer from another warehouse
Products you\'re adding to your own inventory

Step 1: Navigate to Inbounds 1. In the left sidebar, click Inbounds 2. The Inbounds page opens showing a list of existing inbound orders

Step 2: Start a New Inbound 1. Click the Add Inbound button in the top-right corner of the page 2. The \"Create New Inbound\" form appears

Step 3: Fill in the Basic Information

Field	What to Enter	Example
Company	Select the company this inbound belongs to	"Acme Fulfillment"
Customer	Select the customer whose inventory this is	"Shopify Store A"
Warehouse	Choose which warehouse will receive the goods	"Main Warehouse - NY"
Inbound Type	Select the source of inbound	"Manual Entry"
Status	Current state of the inbound	"New" (default)

Step 4: Add Line Items (Products) 1. Click Add Line Item or Add Product to add the first product 2. A new row appears in the line items section

For each product line item, enter:

Field	What to Enter
SKU	The product's unique identifier
Description	Product name or description
Expected Qty	How many units you expect to receive
Unit Cost	Cost per unit (for your records)
Weight	Weight of one unit (in lbs or oz)
Dimensions	Length × Width × Height (in inches)

Click Add Another Line to add more products
Repeat until all products are added

Step 5: Add Optional Information You can also fill in these optional fields: - Reference Number --- Supplier\'s order number or PO number - Notes --- Any special instructions or comments - Expected Arrival Date --- When you expect the shipment

Step 6: Save the Inbound 1. Review all information for accuracy 2. Click Save or Create Inbound 3. A confirmation message appears: \"Inbound created successfully\"

💡 Tip: You can edit an inbound at any time before it\'s received. Simply open it from the Inbounds list and make changes.

Importing Inbounds from Excel

If you have many products to receive, you can import them from an Excel file instead of entering them manually.

Step 1: Download the Template 1. On the Inbounds page, click Import from Excel 2. Click Download Template 3. Save the Excel file to your computer

Step 2: Fill in the Template Open the template and fill in each column:

Column	Description
SKU	Product SKU
Description	Product name
Qty	Quantity expected
Weight	Weight per unit
Length	Length in inches
Width	Width in inches
Height	Height in inches

Step 3: Upload the File 1. Return to the browser 2. Click Choose File or Browse 3. Select your completed Excel file 4. Click Upload and Import 5. Wait for the processing to complete

💡 Note: A progress bar shows the import status. Large files may take a minute or two to process.

Receiving an Inbound

Once products arrive at your warehouse, you need to receive them confirming what was actually delivered.

Step 1: Find the Inbound to Receive 1. Go to Inbounds in the sidebar 2. Use the filter dropdown to show Receiving status inbounds, or 3. Search for the inbound by reference number or customer

Step 2: Open the Inbound 1. Click on the Inbound Code (e.g., \"INB-2024-001234\") 2. The inbound details page opens

Step 3: Review Expected Items The page shows:

All line items with expected quantities
Current receiving status
Total weight and dimensions

Step 4: Start Receiving 1. Click the Receive button 2. The receiving interface appears with all line items

Step 5: Enter Received Quantities for each line item: 1. Find the Received Qty column 2. Enter the actual quantity received

💡 Important: The received quantity can be: - Less than expected --- Partial shipment or shortage - Equal to expected --- Full shipment received - More than expected --- Over-shipment (check with supplier first!)

Step 6: Handle Discrepancies If the received quantity differs from expected: 1. Enter the actual received quantity 2. In the Notes field for that line, explain the difference

Example: \"Supplier shipped 8 units instead of 10 --- shortage confirmed\"

Step 7: Verify and Complete 1. Review all received quantities 2. Check the totals at the bottom of the screen 3. Click Complete Receiving or Save Received Qty 4. A confirmation appears

💡 Tip: If you\'re receiving with a handheld scanner, scan each product\'s barcode and enter the quantity when prompted.

Partial Inbound Receiving

Sometimes a supplier ships only part of an order. You can receive what arrived and leave the rest for later.

To receive only part of an inbound: 1. Follow the receiving steps above 2. Enter only the quantities that arrived 3. In the Notes field, write: \"Partial receive --- remaining items expected on [date]\" 4. Complete the receiving 5. The inbound status changes to Received but remains open for future receiving

To receive the remaining items later: 1. Find the original inbound in the list 2. Open it and click Receive More 3. Enter the additional quantities 4. Complete receiving again 5. Put-Away (Assigning Bin Locations)

After receiving, products sit in a receiving area. Put-away moves them to their proper storage locations.

Understanding Bin Locations

A bin location is a specific spot in your warehouse where inventory is stored.

Example Bin Location Format: A-01-02-03

Part	Meaning
A	Zone/Section
01	Aisle
02	Shelf Level
03	Bin Position

Step-by-Step: Put-Away Received Items

Step 1: View Items Ready for Put-Away

Go to Inbounds → Put-Away (or Inventory → Unslotted Inventory)
A list of received but unslotted items appears

Step 2: Select Items to Put Away

Check the boxes next to items you want to put away
Or click Select All to put away everything shown

Step 3: Choose a Put-Away Method

Select one of these methods:

Method	Description
Auto Assign	System automatically assigns available bin locations
Manual Assign	You specify each bin location manually
By SKU	Same SKUs are grouped together in the same bin

Step 4: Auto Assign (Recommended for Beginners)

Select Auto Assign
Click Assign Bins
The system finds available locations
Review the assignments

Step 5: Manual Assign (If You Have Specific Requirements)

Select Manual Assign
For each line item, enter or select a bin location
Click Confirm Assignments

Step 6: Complete Put-Away

Review all bin assignments
Click Complete Put-Away
Items are now in their proper locations and available for order picking

💡 Tip: For faster put-away, use the Auto Assign feature. The system intelligently places related items together and

keeps high-turnover items in accessible locations.

Viewing and Managing Inbounds

Filtering the Inbound List

The Inbounds page lets you filter by various criteria:

To filter inbounds:

Use the Status dropdown to show only specific statuses:
New --- Created but not yet received
Receiving --- Currently being received
Received --- Fully received
Partially Received --- Some items received, more expected
Use the Customer dropdown to show inbounds for a specific customer
Use the Date Range picker to show inbounds within a date range
Use the Search box to search by inbound code, reference number, or SKU

Opening an Inbound Details Page

To view full details of an inbound:

In the Inbounds list, click the Inbound Code (e.g., \"INB-2024-001234\")
The details page shows:
Header information (customer, warehouse, status)
All line items with expected vs. received quantities
Put-away status
Notes and history

Editing an Inbound

To edit an inbound before it\'s received:

Open the inbound from the list
Click Edit in the top-right
Make your changes
Click Save

💡 Warning: You cannot edit an inbound that has already been fully received. If you need to correct a received inbound,

you must create an inventory adjustment instead.

Printing Receiving Documents

You can print documents for the receiving process.

To print a receiving label:

Open the inbound
Click Print or Print Label
Choose the label type:
Receiving Label --- Shows inbound code and items for warehouse staff
Bin Labels --- Labels for bin locations (after put-away)
Click Print

To email a receiving document:

Open the inbound
Click Email
Enter the recipient email address
Add a message if needed
Click Send

Tips and Best Practices

Tip	Why It Helps
Always use the supplier's PO number as the Reference Number	Makes it easy to match shipments to purchase orders
Receive items as soon as they arrive	Prevents receiving backlog and delays
Double-check quantities before completing receiving	Easier to correct at receiving time than later
Use Auto Assign for put-away	Faster and optimizes warehouse space
Note any damages or discrepancies immediately	Creates a record for supplier claims

Common Mistakes to Avoid

Mistake	How to Avoid It
Entering the wrong quantity	Read the label/box twice before entering
Receiving to the wrong customer	Verify customer name before saving
Skipping put-away	Always complete put-away; unslotted items can't be picked
Not noting discrepancies	Always document why received ≠ expected
Using incorrect bin format	Follow your warehouse's bin location naming convention

Next Section: Outbound/Order Fulfillment

After understanding how products enter your warehouse, the next section covers Outbound Operations --- how orders are

created, picked, packed, and shipped to customers.

Would you like me to continue with the Outbound/Order Fulfillment module next?

✻ Brewed for 2m 18s

❯ yes to all

● ILS Portal End User Manual

Section 2: Outbound/Order Fulfillment

Outbound Operations Module

Overview

system to when it ships and is delivered to the customer.

Why This Matters:

Accurate and timely order fulfillment directly impacts customer satisfaction. The outbound module ensures orders are

picked correctly, packed securely, and shipped with proper tracking --- all while optimizing labor and shipping costs.

Key Terms

Term	What It Means
Outbound	A customer order that needs to be fulfilled and shipped
Outbound Line	Individual product line item within an outbound order
Ready for Pick	Order status indicating it's ready to be picked from inventory
Picked	Items have been picked from inventory and are ready to pack
Shipped	Order has been shipped with a tracking number
Pick List	A printed list showing which items to pick for one or more orders
Wave	A group of orders released together for picking efficiency

Understanding the Order Lifecycle

An order goes through several stages before it reaches the customer:

Order Arrives → Ready for Pick → Picked → Packed → Shipped → Delivered

↓ ↓ ↓ ↓ ↓

(New) (Validated) (Items (Label (Tracking

Checked) Reserved) Created) Updated)

Status	What It Means	Who Does What
New	Order just arrived, not yet processed	System validates order
Ready for Pick	Order is validated and ready	Picker starts work
Picked	Items picked from inventory	Packer prepares shipment
Shipped	Label created, order shipped	Carrier delivers

How Orders Enter the System

Orders can arrive in ILS Portal from multiple sources:

Source	How It Works
E-commerce Stores	Automatically syncs from Amazon, Shopify, eBay, WooCommerce, etc.
EDI	Received via EDI 850 transactions from retailers
API	Uploaded programmatically via REST API
Manual Entry	Created directly in ILS Portal
Excel Import	Imported from a spreadsheet file

💡 Note: Orders from connected stores typically arrive automatically every few minutes. You don\'t need to manually

fetch them.

Viewing Outbound Orders

Step 1: Navigate to Outbounds

In the left sidebar, click Outbounds
The Outbounds list page appears showing recent orders

Step 2: Understanding the Outbound List

The list displays these columns by default:

Column	What It Shows
Code	The outbound order number (e.g., "OUB-2024-005678")
Customer	The customer who owns this order
Store Order No	Original order number from the store
Status	Current status (New, Ready for Pick, Picked, Shipped)
Items	Number of line items in the order
Date	When the order was created
Warehouse	Which warehouse will fulfill this order

Step 3: Filter Orders

Use the filters above the list to narrow down results:

Status Filter --- Show only orders with specific status
Customer Filter --- Show orders for a specific customer
Date Range --- Show orders within a date range
Search Box --- Search by code, store order number, or SKU

Manual Order Entry

Sometimes you need to create an order manually --- for in-store sales, phone orders, or testing purposes.

Step-by-Step: Create a Manual Outbound Order Step 1: Navigate to Create Outbound 1. Go to Outbounds in the sidebar 2. Click the Add Outbound button in the top-right corner

Step 2: Fill in Customer Information

Step 3: Enter Shipping Address Fill in the complete shipping address:

💡 Tip: If you\'ve entered this address before, it may appear in a dropdown for quick selection.

Step 4: Add Order Items

Click Add Line Item or Add Product
A new row appears

For each item:

Click Add Another to add more items
Repeat until all items are added

Step 5: Set Additional Options

Optional settings:

Warehouse --- Which warehouse should fulfill this order
Notes --- Special instructions (e.g., \"Fragile --- handle with care\")
Reference Number --- Your own reference for tracking

Step 6: Save the Order

Review all information
Click Save or Create Outbound
The order is created with status New

Importing Orders from Excel

For bulk order entry, you can import orders from Excel.

Step 1: Download the Template

On the Outbounds page, click Import
Click Download Template
Save the file to your computer

Step 2: Fill in the Template

Each order needs these columns:

Step 3: Upload and Import

Click Choose File
Select your Excel file
Click Upload
Wait for processing to complete

Order Validation and Review

Before picking an order, you should review it to ensure everything is correct.

Step 1: Open an Order

In the Outbounds list, click on an Outbound Code
The order details page opens

Step 2: Review Order Details

Check these items:

Shipping Address --- Is it complete and correct?
Items --- Are the right products and quantities listed?
Inventory Availability --- Are items in stock?
Green check (✓) = In stock
Yellow warning (⚠) = Low stock
Red error (✗) = Out of stock

Step 3: Check for Issues

Look for any warnings or errors:

Issue	What to Do
Out of Stock	Contact customer or create inbound for the SKU
Invalid Address	Contact customer for correct address
Missing Dimensions	Add product dimensions in Products module

Picking Orders

Picking is the process of retrieving items from inventory to fulfill orders.

Understanding Pick Status

Before an order can be picked:

It must have status Ready for Pick
All items must be in stock

Step-by-Step: Pick an Individual Order

Step 1: Find Orders Ready for Pick

Go to Outbounds
Filter by status Ready for Pick
Select the order(s) to pick

Step 2: Open the Pick Screen

Check the box next to the order(s) you want to pick
Click Pick Selected or open a single order and click Pick

Step 3: Enter Picked Quantities

For each line item:

Find the Picked Qty column
Enter the quantity you picked from inventory

💡 Tip: If you\'re using a barcode scanner, scan each item\'s SKU barcode and then enter the quantity.

Step 4: Handle Shortages

If an item is listed as in-stock but you can\'t find it:

Enter 0 or the partial quantity found
In the Notes field, write: \"Shortage --- only X found, searched bins A-01 and A-02\"
Continue with other items

Step 5: Complete Picking

Review all picked quantities
Click Complete Pick or Save
Order status changes to Picked

Bulk Picking (Wave Picking)

For efficiency, you can pick multiple orders at once using bulk picking.

Step 1: Select Multiple Orders

Go to Outbounds → Ready for Pick
Check the boxes next to orders you want to pick together
Click Bulk Pick

Step 2: View Consolidated Pick List

The system shows a consolidated list:

SKU	Description	Total Qty	Bins	Orders
ABC123	Widget A	15	A-01-02-01	5 orders
DEF456	Widget B	8	B-02-01-03	3 orders

Step 3: Pick Each SKU

Go to each bin location shown
Pick the total quantity for each SKU
Enter the picked quantity in the list

Step 4: Complete Bulk Pick

Review all quantities
Click Complete
All selected orders are updated to Picked status

Printing Pick Lists

You can print a pick list to take to the warehouse floor.

Step 1: Select Orders

Go to Outbounds → Ready for Pick
Check the boxes next to orders

Step 2: Print Pick List

Click Print Pick List
Choose pick list format:
By Order --- One page per order
By SKU (Consolidated) --- Grouped by product for efficient picking
Click Print

Packing Orders

After picking, orders need to be packed for shipment.

Step-by-Step: Pack an Order

Step 1: Find Picked Orders

Go to Outbounds
Filter by status Picked

Step 2: Open the Order

Click on the Outbound Code
The order details page opens

Step 3: Verify Picked Items

Review the line items
Physically verify items are present and correct
Check for any damages

Step 4: Select Package Type

Choose a package type:

Type	When to Use
Envelope	Documents, small flat items
Small Box	Items up to 18×14×6 inches
Medium Box	Items up to 24×18×24 inches
Large Box	Larger items
Custom	Non-standard packages

Step 5: Enter Package Dimensions

If using Custom or to optimize shipping:

Field	What to Enter
Length	Package length in inches
Width	Package width in inches
Height	Package height in inches
Weight	Total package weight in lbs

💡 Tip: Accurate dimensions and weight help ensure correct shipping charges.

Generating Shipping Labels

Once an order is packed, you create a shipping label.

Step-by-Step: Create a Shipping Label

Step 1: Open the Packed Order

Go to Outbounds → Picked
Open the order you\'re ready to ship

Step 2: Click Generate Label

Click the Generate Label button
The label creation screen appears

Step 3: Select Shipping Carrier

Choose your shipping carrier:

Carrier	When to Use
FedEx	Fast domestic/international delivery
UPS	Reliable ground and air service
USPS	Lightweight items, letters, flats
DHL	International shipping
Canada Post	Canadian destinations

Step 4: Select Service Level

Choose the service level:

Service	Delivery Time
Ground	3-7 business days
2nd Day Air	2 business days
Overnight/Next Day	Next business day
Express	Fastest available

Step 5: Review Shipping Rates

The system shows available rates:

Carrier	Service	Cost	Delivery Date
FedEx	Ground	$8.45	Mar 28
UPS	Ground	$8.20	Mar 28
USPS	Priority	$12.50	Mar 27

Select your preferred option
Click Continue

Step 6: Confirm and Generate

Review the shipping address one more time
Click Generate Label
The label is created

Step 7: Download or Print the Label

Click Download PDF to save the label
Or click Print to print immediately

Shipping Multiple Orders (Batch Labels)

You can generate labels for multiple orders at once.

Step 1: Select Orders

Go to Outbounds → Picked
Check boxes next to orders ready to ship

Step 2: Generate Batch Labels

Click Generate Labels → Batch Generate
Select carrier and service level
Click Generate

Step 3: Download All Labels

Click Download All to get a ZIP file
Or print each label individually

Order Status Updates

After generating a label, the system automatically:

Updates order status to Shipped
Records the tracking number
Sends shipment confirmation to customer (if configured)
Updates inventory (reduces available quantity)
Creates a billing transaction

Tracking and Troubleshooting Shipments

Viewing Tracking Information

To track a shipment:

Open the outbound order
Look for the Tracking Number field
Click the tracking link to view carrier tracking details

Common Shipping Issues

Issue	Possible Cause	Solution
Label won't generate	Invalid address	Verify address is complete and valid
Wrong shipping cost	Incorrect weight/dimensions	Update package dimensions and regenerate
Carrier not available	Service not configured	Contact administrator to set up carrier
Tracking not updating	Carrier delay	Wait 24 hours; carrier systems may lag

Tips and Best Practices

Tip	Why It Helps
Pick orders in warehouse sequence	Reduces walking time
Use bulk picking for similar items	More efficient than order-by-order
Verify items before packing	Catches errors before shipping
Weigh packages before labeling	Ensures correct shipping charges
Print labels immediately after picking	Keeps workflow moving

Common Mistakes to Avoid

Mistake	How to Avoid It
Shipping to wrong address	Always verify address before generating label
Picking wrong quantity	Double-check quantities against order
Using wrong package size	Measure items before selecting box
Forgetting to update inventory	System does this automatically — don't skip steps
Not checking for special instructions	Read order notes before picking

Section 3: Inventory Management

Inventory Management Module

Inventory Management is the central hub for tracking all products stored in your warehouse. This module shows real-time stock levels, helps you organize items by bin location, and provides tools for adjusting inventory when needed.

Why This Matters:

Accurate inventory records prevent overselling, help you identify slow-moving stock, and ensure order pickers can find products quickly. Regular inventory management also helps you understand carrying costs and optimize warehouse space.

Key Terms

Term	What It Means
Qty On Hand	Total physical quantity in your warehouse
Qty Reserved	Quantity set aside for orders that haven't shipped yet
Qty Available	On Hand minus Reserved — what you can actually sell
Bin Location	Specific storage location (Zone-Aisle-Shelf-Bin)
Slotted	Inventory assigned to a bin location
Unslotted	Received inventory not yet assigned to a bin
Inventory Adjustment	Manual correction to inventory quantity
Cycle Count	Scheduled counting of a subset of inventory

Understanding Inventory Quantities

The system tracks three key quantities for each SKU:

  ┌─────────────────────────────────────────────────┐
  │  Qty On Hand:   100 units                       │
  │  ├─ Qty Available: 85 units (can sell)          │
  │  └─ Qty Reserved:   15 units (held for orders)  │
  └─────────────────────────────────────────────────┘

Formula: Qty Available = Qty On Hand - Qty Reserved

Quantity Type	Description	Example
On Hand	Total units physically present	100 widgets in warehouse
Reserved	Units set aside for unshipped orders	15 widgets for 3 pending orders
Available	Units you can sell right now	85 widgets available to sell

💡 Important: When placing new orders or checking if you can fulfill a sale, always look at Qty Available, not Qty On Hand.

Viewing Inventory

Accessing the Inventory Screen

Step 1: Navigate to Inventory

In the left sidebar, click Inventory
The Inventory list page appears

Understanding the Inventory List

The default view shows these columns:

Column	What It Shows
SKU	Product identifier
Description	Product name
Qty On Hand	Total units in warehouse
Qty Available	Units available to sell
Qty Reserved	Units held for orders
Last Movement	When inventory was last updated
Bins	Number of bin locations containing this SKU

Filtering and Searching Inventory

To find specific inventory:

Search by SKU --- Type in the search box at the top
Filter by availability --- Use dropdown to show:
In Stock --- Qty Available > 0
Low Stock --- Qty Available below threshold
Out of Stock --- Qty Available = 0
Filter by customer --- Show only one customer\'s inventory
Filter by warehouse --- Show specific warehouse only

Viewing Inventory Details

Step 1: Open an SKU

In the Inventory list, click on a SKU
The SKU details page opens

Step 2: Review Inventory Information

The details page shows:

Section	Information Displayed
Product Info	SKU, description, weight, dimensions
Quantities	On Hand, Available, Reserved
Bin Locations	Where inventory is stored
History	Recent movements and adjustments
Related Orders	Inbounds and outbounds for this SKU

Inventory by Bin Location

You can view which bins contain specific products, or what products are in specific bins.

Finding Where a Product Is Stored

To find bin locations for a SKU:

Click on the SKU in the Inventory list
Scroll to the Bin Locations section
The list shows:
Bin Location --- e.g., \"A-01-02-03\"
Quantity --- Units in that bin
Last Moved --- When inventory was last placed there

💡 Tip: This is useful when you need to find a product on the warehouse floor or verify pick locations.

Finding What\'s in a Bin

To see contents of a specific bin:

Go to Inventory → Bin Locations (or Locations)
Enter the bin location in the search box (e.g., \"A-01\")
Click Search
Results show all SKUs in that bin or bin range

Inventory Adjustments

Sometimes your physical inventory doesn\'t match the system records. Inventory Adjustments let you correct these

differences.

Types of Adjustments

Type	When to Use
Direct Adjustment	Immediate correction — use for cycle counts, damages, corrections
Request Adjustment	Requires approval — use for write-offs, suspected theft, large adjustments

Understanding Adjustment Reasons

When making an adjustment, select a reason:

Reason	Description
Count Correction	Physical count differs from system
Damage/Loss	Product damaged or lost
Return to Supplier	Sending inventory back to supplier
Found	Inventory found that wasn't recorded
Theft	Suspected or confirmed theft
Other	Custom reason (enter in notes)

Making a Direct Inventory Adjustment

Use this for immediate corrections that don\'t require approval.

Step 1: Navigate to Adjustments

Go to Inventory → Adjustments
Click New Adjustment

Step 2: Select Adjustment Type

Choose Direct Adjustment
Click Continue

Step 3: Enter Adjustment Details

Field	What to Enter
SKU	The product to adjust (searchable)
Current Qty	Shows current on-hand quantity (read-only)
Adjustment Type	Select Add or Remove
Quantity	How many units to add or remove
Reason	Select the reason for adjustment
Notes	Explain why (e.g., "Damaged in transit")

Step 4: Review and Submit

Review all information
Click Submit Adjustment
A confirmation appears: \"Adjustment created successfully\"

💡 Example: You counted 87 units of SKU ABC123, but the system shows 90. - Select SKU: ABC123 - Adjustment Type: Remove - Quantity: 3 - Reason: Count Correction - Notes: \"Cycle count on 2024-03-25 showed 87 units\"

Bulk Inventory Adjustment

Adjust multiple SKUs at once using a spreadsheet.

Step 1: Download Template

Go to Inventory → Adjustments
Click Bulk Adjustment
Click Download Template

Step 2: Fill in the Template

Column	What to Enter
SKU	Product identifier
AdjustmentType	ADD or REMOVE
Quantity	Number of units
Reason	Reason code
Notes	Comments (optional)

Step 3: Upload and Process

Click Choose File
Select your completed file
Click Upload
Review the summary
Click Confirm to apply all adjustments

Inventory Request Adjustments

For adjustments requiring manager approval.

Step 1: Create a Request

Go to Inventory → Adjustment Requests
Click New Request
Fill in:
SKU
Quantity
Type (Add/Remove)
Reason
Notes (explain why approval is needed)

Step 2: Submit for Approval

Click Submit Request
The request goes to your manager\'s queue

Step 3: Manager Approval

Your manager will:

See the request in Pending Approvals
Review the details
Click Approve or Reject
If approved, the adjustment is applied automatically

Unslotted Inventory

When inventory is received but not yet placed in a bin, it\'s unslotted.

Viewing Unslotted Inventory

Step 1: Navigate to Unslotted View

Go to Inventory → Unslotted (or Inbounds → Put-Away)
A list of received but unplaced inventory appears

Step 2: Review Unslotted Items

The list shows:

Column	Description
SKU	Product identifier
Qty	Units waiting for placement
Source Inbound	Which inbound brought it in
Date Received	When it was received

Performing a Cycle Count

Cycle counting is counting a subset of inventory regularly rather than doing a full warehouse count.

Setting Up a Cycle Count

Step 1: Create a Count List

Go to Inventory → Cycle Counts
Click New Count

Step 2: Select Items to Count

Choose a selection method:

Method	Description
By SKU	Enter specific SKUs to count
By Bin	Count everything in specific bins
Random	System selects random SKUs
ABC Analysis	High-value items counted more often

Step 3: Print Count Sheets

Click Print Count Sheets
Choose format:
By SKU --- One sheet per product
By Bin --- Organized by location
Print and take to warehouse floor

Step 4: Enter Count Results

Return to the cycle count screen
For each SKU, enter the Counted Quantity
The system shows the Difference automatically

Step 5: Review Differences

The system highlights differences:

Green --- Count matches system
Red --- Count differs (review before adjusting)

Step 6: Apply Adjustments

Review all differences
Click Apply Adjustments
System creates adjustments for all differences

Low Stock Alerts

The system can notify you when inventory runs low.

Viewing Low Stock Items

Step 1: Access Low Stock Report

Go to Inventory → Low Stock (or Reports → Low Stock)
A list of below-threshold items appears

Step 2: Review the List

Column	What It Shows
SKU	Product identifier
Description	Product name
Current Qty	On-hand quantity
Threshold	Minimum level set
Days of Stock	How many days until stockout

Setting Low Stock Thresholds

To set a threshold for a SKU:

Open the Product details page
Find the Low Stock Threshold field
Enter the minimum quantity
Click Save

💡 Tip: A good threshold is typically 2-4 weeks of average sales, depending on supplier lead time.

Inventory Transfer Between Warehouses

Move inventory from one warehouse to another.

Step 1: Create a Transfer

Go to Inventory → Transfers
Click New Transfer

Step 2: Fill in Transfer Details

Field	What to Enter
From Warehouse	Source warehouse
To Warehouse	Destination warehouse
SKU	Product to transfer
Quantity	Units to transfer

Step 3: Process the Transfer

Click Create Transfer
Inventory is removed from source warehouse
When received at destination, create an inbound to add it

Tips and Best Practices

Tip	Why It Helps
Do cycle counts weekly for high-value items	Catches discrepancies before they grow
Set realistic low stock thresholds	Prevents stockouts without overstocking
Always document adjustment reasons	Creates audit trail for accounting
Use bin locations consistently	Pickers find items faster
Reconcile discrepancies immediately	Easier to investigate while fresh

Common Mistakes to Avoid

Mistake	How to Avoid It
Adjusting without investigating	Always find the root cause first
Setting thresholds too low	You'll stockout before reorder arrives
Not using bin locations	Increases pick time and errors
Forgetting to count slow-movers	They can still go obsolete
Adjusting to cover mistakes	Fix the process, not just the number

Troubleshooting

Issue	Possible Cause	Solution
Qty Available shows 0 but On Hand > 0	Inventory is reserved for orders	Check pending outbound orders
Can't find inventory on floor	Bin location not updated	Search Unslotted or check recent inbounds
Adjustment won't save	Invalid quantity (negative result)	Ensure adjustment doesn't go below zero
Low stock alert too frequent	Threshold set too high	Adjust threshold based on sales velocity

Next Section: Product Catalog

The next section covers the Product Catalog module --- adding new products, managing SKUs, setting product attributes,

and organizing your product database.

Would you like me to continue with the Product Catalog module?

✻ Cogitated for 2m 23s

❯ yes

● ILS Portal End User Manual

Section 4: Product Catalog

Product Catalog Module

Overview

Product Catalog is where you manage all the products that flow through your warehouse. This module stores product

information including SKUs, descriptions, dimensions, weights, and other attributes needed for receiving, picking, and

shipping.

Why This Matters:

Complete and accurate product information ensures:

Correct shipping label dimensions and weights
Accurate shipping cost calculations
Efficient bin location assignments
Proper inventory tracking
Better customer experience with accurate product details

Key Terms

Term	What It Means
SKU	Stock Keeping Unit — unique identifier for each product variant
Product	The product entity (may have multiple SKUs/variants)
Variant	A variation of a product (e.g., different sizes, colors)
Dimensions	Length × Width × Height in inches
Weight	Product weight in pounds or ounces
Hazmat	Hazardous materials flag for special handling
Fragile	Flag indicating extra care needed

Understanding Products vs. Variants

The system supports two ways to organize products:

Simple Product (Single SKU):

Product: \"Blue Widget\"

One set of dimensions, weight, price

Product with Variants:

Product: \"Widget\"

  ├── Variant 1: SKU "WIDGET-SM-BLUE" (Small, Blue)
  ├── Variant 2: SKU "WIDGET-SM-RED"  (Small, Red)
  ├── Variant 3: SKU "WIDGET-LG-BLUE" (Large, Blue)
  └── Variant 4: SKU "WIDGET-LG-RED"  (Large, Red)

💡 Tip: Use variants when you have products that differ only by attributes like size or color. Use separate SKUs for

completely different products.

Adding a New Product

Step-by-Step: Create a Simple Product

Step 1: Navigate to Products

In the left sidebar, click Products
Click the Add Product button in the top-right corner

Step 2: Enter Basic Product Information

Field	What to Enter	Example
SKU	Unique product identifier	"WIDGET-001"
Description	Product name/description	"Standard Blue Widget"
Product Type	Category or type	"Hardware"

Step 3: Enter Physical Attributes

Accurate dimensions and weight are critical for shipping:

Field	What to Enter	Format
Length	Longest side	"12" (inches)
Width	Middle side	"8" (inches)
Height	Shortest side	"4" (inches)
Weight	Product weight	"2.5" (pounds)
Weight Unit	Unit of measure	"LBS" or "OZ"

💡 Important: Dimensions should include packaging --- measure the boxed product, not just the item itself. This ensures

accurate shipping cost calculations.

Step 4: Set Product Flags

Check applicable boxes:

Flag	When to Check
Hazmat	Product is hazardous materials
Fragile	Product needs extra care in handling
Oversized	Product exceeds standard package sizes

Step 5: Add Optional Information

Field	What to Enter
Barcode	UPC, EAN, or other barcode
Manufacturer	Product manufacturer name
Manufacturer Part No	Manufacturer's part number
Notes	Internal notes about the product

Step 6: Save the Product

Review all information
Click Save or Create Product
Confirmation message appears

Adding a Product with Variants

Use this when a product comes in different sizes, colors, etc.

Step 1: Create the Parent Product

Go to Products → Add Product
Enter basic product information (without specific SKU)
Check This product has variants

Step 2: Define Variant Attributes

Click Add Attribute
Enter attribute name (e.g., \"Size\" or \"Color\")
Add values:
For \"Size\": Small, Medium, Large
For \"Color\": Red, Blue, Green

Step 3: Create Variant Combinations

Click Generate Variants
System creates all combinations (3 sizes × 3 colors = 9 variants)
Each variant gets a unique SKU

Step 4: Configure Each Variant

For each variant, enter:

Field	What to Enter
SKU	Unique identifier (auto-generated or custom)
Dimensions	May differ by size
Weight	May differ by size
Price	May differ by variant

Step 5: Save

Review all variants
Click Save

Editing Product Information

Step 1: Find the Product

Go to Products
Search for the product by SKU or description
Click on the SKU to open product details

Step 2: Edit Product Fields

Click the Edit button
Update any fields that need changes
Click Save

💡 Note: If the product already has inventory or order history, some fields may be restricted from change to maintain

data integrity.

Understanding Product Fields

Required Fields

Field	Description
SKU	Unique identifier — cannot be changed once inventory exists
Description	Product name visible in orders and reports

Physical Attribute Fields

Field	Description	Important Notes
Length	Longest dimension	Measured in inches
Width	Middle dimension	Measured in inches
Height	Shortest dimension	Measured in inches
Weight	Product weight	Use LBS or OZ

💡 Tip: For dimensional weight calculation, carriers use: (Length × Width × Height) ÷ Divisor - USPS Divisor: 139 - FedEx/UPS Divisor: 139 (domestic), 166 (international)

Optional Fields

Field	Description
Barcode	UPC, EAN, ISBN for scanning
Manufacturer	Company that makes the product
Manufacturer Part No	OEM part number
Hazmat	Hazardous materials flag
Fragile	Special handling required
Notes	Internal notes

Bulk Product Upload

Add or update many products at once using Excel.

Step 1: Download the Template

Go to Products
Click Import/Export
Click Download Template
Save the Excel file to your computer

Step 2: Fill in Product Data

The template includes these columns:

Column	Required?	Description
SKU	Yes	Unique product identifier
Description	Yes	Product name
Length	No	Length in inches
Width	No	Width in inches
Height	No	Height in inches
Weight	No	Weight in pounds
WeightUnit	No	"LBS" or "OZ"
Barcode	No	UPC or EAN
Manufacturer	No	Manufacturer name
Hazmat	No	"Yes" or "No"
Fragile	No	"Yes" or "No"

Step 3: Upload the File

Return to the browser
Click Choose File or Browse
Select your completed Excel file
Click Upload

Step 4: Choose Import Action

Select what to do:

Option	Description
Add New Only	Creates new products; skips existing SKUs
Update Existing	Updates products with matching SKUs
Add or Update	Creates new products AND updates existing ones

Step 5: Review and Confirm

System shows a preview of changes
Review the summary:
Products to add: X
Products to update: Y
Click Confirm to proceed
Wait for processing to complete

💡 Tip: For large uploads (100+ products), processing may take a few minutes. You can continue using the system while

it processes.

Searching and Filtering Products

Using the Search Box

To search for products:

Use the search box at the top of the Products list
Enter:
SKU --- Exact or partial match
Description --- Any word in the name
Barcode --- UPC or EAN number
Results filter instantly as you type

Using Advanced Filters

Click Filter to access advanced options:

Filter	Options
Customer	Show products for specific customer
Hazmat	Show only hazmat or non-hazmat
Fragile	Show only fragile items
Has Inventory	Show products with stock > 0
No Inventory	Show products with stock = 0

Product Categories and Tags

Organize products for easier management.

Adding Categories

To create a category:

Go to Products → Categories
Click Add Category
Enter category name (e.g., \"Electronics\", \"Apparel\")
Add description (optional)
Click Save

Assigning Categories to Products

Method 1 --- During Product Entry:

When adding/editing a product
Select category from dropdown

Method 2 --- Bulk Assign:

Select multiple products in the list
Click Bulk Edit
Select category
Click Apply

Using Tags

Tags are flexible labels for organizing products:

When editing a product, find the Tags field
Type a tag and press Enter (e.g., \"summer-sale\", \"fast-mover\")
Add multiple tags as needed
Tags are searchable

Product Images

Add images to products for reference.

To add a product image:

Open the product details page
Find the Image section
Click Upload Image
Select image file (JPG, PNG, max 5MB)
Click Upload

💡 Tip: Recommended image size is 800×800 pixels for optimal display.

Product Status and Visibility

Status	What It Means
Active	Product is available for ordering
Inactive	Product is hidden from order entry
Discontinued	Product is no longer carried

To change product status:

Open the product
Find the Status dropdown
Select new status
Click Save

Deleting Products

💡 Warning: Deleting a product is permanent and cannot be undone.

You cannot delete a product if:

It has inventory on hand
It appears in any orders (inbound or outbound)
It has any transaction history

To deactivate a product instead:

Open the product
Change Status to Inactive or Discontinued
Click Save

The product remains in the system for historical records but won\'t appear in active searches.

Tips and Best Practices

Tip	Why It Helps
Use consistent SKU naming conventions	Makes products easier to find and type
Measure packaged dimensions, not bare product	Shipping calculations are accurate
Include weight in ounces for light items	More precise than rounding to pounds
Add barcodes for all products	Enables barcode scanning for picking
Use categories and tags consistently	Makes filtering and reporting easier

Common Mistakes to Avoid

Mistake	How to Avoid It
Entering product dimensions without packaging	Always measure the box that ships
Using inconsistent weight units	Stick to one unit (LBS or OZ) per product
Creating duplicate SKUs	Search before creating new products
Forgetting to mark hazmat products	Review all new products for hazmat flags
Using special characters in SKUs	Stick to letters, numbers, hyphens, underscores

Troubleshooting

Issue	Possible Cause	Solution
Can't edit product dimensions	Product has order history	Contact admin; some changes may require database update
SKU already exists error	Duplicate SKU	Search for existing product and use it
Import fails silently	Invalid data format	Check template for extra columns or formatting
Product not showing in search	Status is Inactive	Change status to Active

Appendix: SKU Naming Convention Example

A good SKU convention makes products easy to identify:

Format: [CATEGORY]-[ATTRIBUTE1]-[ATTRIBUTE2]-[SEQUENCE]

Examples:

ELEC-PHONE-CASE-001 → Electronics, Phone Case, Item 001
APP-TSH-SM-BLU-001 → Apparel, T-Shirt, Small, Blue, Item 001
HWLD-SHELF-LG-001 → Hardware, Shelf, Large, Item 001

Benefits:

Sorts logically in lists
Identifiable at a glance
Easy to type from memory
Reduces data entry errors

Next Section: Shipping & Labels

The next section covers Shipping & Labels --- setting up carrier accounts, generating shipping labels, comparing rates, and managing shipping profiles.

Section 5: Shipping & Labels

Shipping & Labels is where you create shipping labels, compare carrier rates, and manage all aspects of sending packages to customers. The module integrates with major carriers including FedEx, UPS, USPS, DHL, and Canada Post.

Why This Matters:

Accurate labels prevent shipping delays and extra charges
Rate comparison helps you save money on shipping
Proper carrier setup ensures smooth label generation
Tracking information keeps customers informed

Key Terms

Term	What It Means
Shipping Label	Barcode and address label for the package
Tracking Number	Unique identifier to follow package journey
Carrier	Shipping company (FedEx, UPS, USPS, etc.)
Service Level	Speed of delivery (Ground, 2-Day, Overnight)
Dimensional Weight	Shipping weight based on package size
3PBA	Third-Party Billing Account (using customer's carrier account)
Zone	Distance-based pricing region

Supported Carriers

ILS Portal supports these carriers:

Carrier	Services	Best For
FedEx	Ground, Express, International, Custom Critical	Urgent or sensitive: Best for overnight/express delivery and temperature-controlled or high-value specialty shipments.
UPS	Ground, 2nd Day Air, Next Day Air, Standard	Heavy & B2B: Often the most cost-effective for packages over 10 lbs and reliable for business-to-business ground shipping.
USPS	Ground Advantage, Priority, Priority Mail Express	Lightweight & Residential: The clear winner for items under 1 lb, PO Box deliveries, and reaching rural addresses without surcharges.
DHL	Express Worldwide, eCommerce	International: Superior global network and customs expertise for shipping outside of North America.
Canada Post	Regular, Xpresspost, Priority	Domestic Canada: Primary choice for reaching all Canadian residential addresses, including remote northern territories.
ShipStation	Multi-carrier aggregator (API/Web)	Rate Shopping: Best for businesses needing to automate and compare real-time rates across 200+ different carriers.

Understanding Shipping Service Levels

FedEx Service Levels

Service	Delivery Time	Best For
FedEx Ground	1–5 business days	Cost-effective domestic: Reliable shipping to businesses (Monday–Friday) and residences via FedEx Home Delivery (7 days a week).
FedEx 2Day	2 business days	Urgent domestic: Second-day delivery by 5 p.m. to most areas (8 p.m. to residences). Use 2Day A.M. for 10:30 a.m. delivery.
FedEx Overnight	Next business day	Time-critical: Includes First Overnight (early morning), Priority Overnight (mid-morning), and Standard Overnight (afternoon).
FedEx International Economy	2–5 business days	Global non-urgent: Cost-effective, customs-cleared delivery to 210+ countries. Typically 4–6 days for more remote locations.
FedEx International Priority	1–3 business days	Global urgent: Delivery by end-of-day. Use International Priority Express for 10:30 a.m. or noon delivery to select markets.

UPS Service Levels

Service	Delivery Time	Best For
UPS Ground	1–5 business days	Standard domestic shipping
UPS 2nd Day Air	2 business days	Urgent domestic orders
UPS Next Day Air	Next business day	Time-critical shipments
UPS Worldwide Saver	1–3 business days	International express

USPS Service Levels

Service	Delivery Time	Best For
First Class Mail	1–3 business days	Lightweight items under 16 oz
Priority Mail	1–3 business days	Standard packages
Priority Mail Express	1–2 business days	Urgent shipments

Carrier Account Setup

Before generating labels, carrier accounts must be configured.

Setting Up Your Own Carrier Account

Step 1: Obtain Carrier Account Numbers

Sign up for accounts with carriers:

Carrier	How to Sign Up
FedEx	fedex.com/en-us/shipping/create-account.html
UPS	ups.com/ups-account-application
USPS	Account not required for most services
DHL	dhl.com/en/express/how-to/account-setup.html

Step 2: Add Account to ILS Portal

Go to Settings → Shipping → Carriers
Click Add Carrier
Select the carrier
Enter account information:
Account Number --- Your carrier account number
Meter/Key --- API meter number or key
Password --- API password (if required)
Click Test Connection to verify
Click Save

Using Customer\'s Carrier Account (3PBA)

Some customers want you to ship using their carrier account.

Step 1: Enter Customer\'s Account Details

Go to Customers → Find the customer
Click Edit → Shipping Settings
Enter:
Carrier --- Which carrier they use
Account Number --- Their account number
Meter/Key --- Their API credentials

Step 2: Verify 3PBA Setup

Go to Settings → Shipping → Test 3PBA
Select the customer
Click Test
Confirm successful connection

Generating a Shipping Label

Step-by-Step: Create a Single Label

Step 1: Open the Order to Ship

Go to Outbounds
Find the order with status Picked
Click the Outbound Code to open it

Step 2: Click Generate Label

Click the Generate Label button
The label creation screen appears

Step 3: Verify Shipping Address

Confirm the address is correct:

Recipient Name

123 Main Street, Apt 4B

New York, NY 10001

United States

Phone: 555-123-4567

💡 Important: Always verify the address before generating a label. Incorrect addresses result in failed deliveries and

extra charges.

Step 4: Select Carrier and Service

Choose the Carrier from the dropdown
Select the Service Level

Step 5: Review Package Details

Verify package information:

Field	What to Check
Weight	Actual package weight
Dimensions	Length × Width × Height
Package Type	Box, Envelope, Pallet

Step 6: View Available Rates

The system displays available shipping options:

Carrier	Service	Cost	Delivery Date
UPS	Ground	$8.45	Mar 28, 2024
FedEx	Ground	$8.72	Mar 28, 2024
USPS	Priority	$12.50	Mar 27, 2024

Step 7: Select Rate and Generate

Click on your preferred shipping option
Click Generate Label
Wait for the carrier to process (a few seconds)

Step 8: Download or Print

After successful generation:

Click Download PDF to save the label
Click Print to print immediately
Click View to preview the label

Batch Label Generation

Ship multiple orders at once with batch label generation.

Step 1: Select Orders

Go to Outbounds → Picked
Check boxes next to orders to ship
Click Generate Labels

Step 2: Choose Shipping Options

Select Carrier for all orders
Select Service Level
Or choose Best Rate to let system pick cheapest option

Step 3: Generate All Labels

Click Generate
Progress bar shows status
When complete, a summary appears

Step 4: Download or Print

Options:

Download All (ZIP) --- Single file with all labels
Print All --- Send to printer
Download Individually --- Each label as separate PDF

Rate Shopping

Compare rates across carriers before shipping.

Step 1: Access Rate Shopping

Open the order to ship
Click Compare Rates or Rate Shop

Step 2: Enter Package Details

Field	What to Enter
Weight	Package weight
Dimensions	Length × Width × Height
Service Type	Leave blank to see all options

Step 3: View Rate Comparison

The system shows:

Rank	Carrier	Service	Cost	Delivery	Savings
1	UPS	Ground	$8.20	3–5 days	—
2	FedEx	Ground	$8.45	3–5 days	+$0.25
3	USPS	Priority	$12.50	1–3 days	+$4.30
4	FedEx	2Day	$24.50	2 days	+$16.30

Step 4: Select Best Option

Click on your preferred option
Click Use This Rate
Proceed to label generation

Understanding Dimensional Weight

Carriers charge based on dimensional weight when a package is large but light.

How Dimensional Weight Works

Dimensional Weight = (Length × Width × Height) ÷ Divisor

Divisors:

FedEx/UPS Domestic: 139
FedEx/UPS International: 166
USPS: 139

Example:

Package	Calculation
Dimensions	20" × 15" × 10"
Actual Weight	5 lbs
Dim Weight	(20 × 15 × 10) ÷ 139 = 21.6 lbs
Billable Weight	22 lbs (rounded up)

💡 Tip: To reduce shipping costs, use the smallest possible package that safely fits your product.

Address Validation

The system validates addresses before label generation.

How Validation Works

When you enter or receive a shipping address:

System sends address to carrier\'s validation service
Carrier corrects any errors
Returns standardized address

Address Validation Status

Indicator	Meaning
✓ Green Check	Address validated successfully
⚠ Yellow Warning	Address needs verification
✗ Red Error	Address invalid — cannot ship

Fixing Invalid Addresses

If address validation fails:

Check for typos
Verify ZIP code matches city/state
Contact customer for correct address
Use carrier\'s address lookup tool

Label Formats and Printing

Available Label Formats

Format	Description
4×6 inches	Standard thermal shipping label
8.5×11 inches	Letter paper with multiple labels
PDF	Universal format for any printer
ZPL	Zebra printer format

Printing on Thermal Label Printers

Step 1: Configure Printer

Install printer drivers
Set default label size to 4×6 inches
Set print quality to high

Step 2: Print Settings

In ILS Portal:

Go to Settings → Shipping → Printers
Select your printer
Set label size
Click Test Print

Printing Multiple Labels on Letter Paper

Step 1: Select Multi-Label Format

When generating labels, choose format
Select 8.5×11 --- 2 labels per page or 4 labels per page

Step 2: Print and Cut

Print on regular letter paper
Cut along guide lines
Apply to packages with tape or labels

Voiding/Cancelling Labels

If you need to cancel a shipping label.

Step-by-Step: Void a Label

Step 1: Find the Shipped Order

Go to Outbounds → Shipped
Search for the order

Step 2: Void the Label

Open the order
Click Void Label
Confirm the void

Step 3: Verify Void

Check carrier website for confirmation
Refund may take 1-2 business days

💡 Warning: You typically have only 24 hours to void a label. After that, the carrier may have already processed it.

Shipping Profiles

Set default shipping preferences per customer.

Creating a Shipping Profile

Step 1: Navigate to Shipping Profiles

Go to Settings → Shipping → Profiles
Click Add Profile

Step 2: Configure Profile

Setting	Options
Profile Name	e.g., "Standard Customer Shipping"
Default Carrier	UPS, FedEx, USPS, etc.
Default Service	Ground, Express, etc.
Max Package Weight	Weight limit
Auto Select Best Rate	Yes/No

Step 3: Assign to Customers

Select customers who use this profile
Click Save

Customs Forms for International Shipping

When shipping internationally, customs forms are required.

Adding Customs Information

Step 1: Open International Order

Open the outbound order
Click Generate Label

Step 2: Add Customs Details

Field	What to Enter
Content Type	Merchandise, Gift, Documents, Return
Contents Description	What's in the package
HS Tariff Number	Classification code (optional)
Value	Declared value in USD
Weight	Package weight

Step 3: Add Line Items

For each product:

Field	What to Enter
Description	Product description
Quantity	Number of items
Weight	Weight per item
Value	Value per item
Origin Country	Where made (e.g., "CN" for China)

Step 4: Generate Label with Customs

Click Generate Label
System creates label and customs form
Download both documents

Shipping Notifications

Automatically notify customers when orders ship.

Setting Up Shipping Notifications

Step 1: Configure Email Template

Go to Settings → Email → Templates
Find Shipping Confirmation template
Customize the message

Step 2: Enable Auto-Notification

Go to Settings → Shipping
Check Send shipping confirmation automatically
Select when to send:
When label is created
When carrier scans package

Tips and Best Practices

Tip	Why It Helps
Always verify addresses before generating labels	Prevents failed deliveries and return fees
Use rate shopping for expensive items	Savings add up over time
Measure packages accurately	Avoids dimensional weight surprises
Print labels immediately after order is picked	Keeps workflow moving
Use batch labels for multiple orders to same area	More efficient

Common Mistakes to Avoid

Mistake	How to Avoid It
Generating label with wrong weight	Weigh package before generating
Using customer's address without validation	Always let system validate
Forgetting customs forms for international	Check destination country first
Not checking delivery date for time-sensitive orders	Review delivery date before confirming
Printing multiple copies accidentally	Check print settings

Troubleshooting

Issue	Possible Cause	Solution
Label generation fails — "Invalid	Address failed carrier	Contact customer for correct
Address"	validation	address
Wrong shipping cost charged	Incorrect weight or dimensions	Update package details and
regenerate
Carrier account error	Account not set up or expired	Check Settings → Shipping →
Carriers
Tracking number not showing	Carrier hasn't updated yet	Wait 24 hours; carrier systems lag
3PBA label generation fails	Customer's account credentials	Verify customer's carrier account
wrong	setup

Next Section: Store Integration

The next section covers Store Integration --- connecting e-commerce platforms (Amazon, Shopify, eBay, WooCommerce, etc.)

to automatically receive orders and sync inventory.

Would you like me to continue with the Store Integration module?

✻ Crunched for 2m 42s

❯ yes

● ILS Portal End User Manual

Section 6: Store Integration

Store Integration Module

Overview

Store Integration connects your e-commerce platforms to ILS Portal, enabling automatic order import, inventory

synchronization, and shipment updates. Supported platforms include Amazon, Shopify, eBay, WooCommerce, TikTok Shop,

Temu, Odoo, and others.

Why This Matters:

Automatic order import --- No manual data entry; orders flow directly from stores
Real-time inventory sync --- Prevent overselling across channels
Automatic tracking updates --- Customers receive shipping confirmations
Centralized operations --- Manage all stores from one dashboard

Key Terms

Term	What It Means
Store	Your connected e-commerce platform account
Sync	Data exchange between ILS Portal and the store
API Credential	Authentication keys for store connection
Order Import	Pulling orders from store into ILS Portal
Inventory Sync	Updating stock levels on the store
Fulfillment Update	Sending tracking info back to the store

Supported Stores and Channels

ILS Portal supports these e-commerce platforms:

Store/Platform	Order Import	Inventory Sync	Tracking Update	Notes
Amazon MWS	✓	✓	✓	Legacy API
Amazon SP-API	✓	✓	✓	New API (recommended)
Shopify	✓	✓	✓	Full support
eBay	✓	✓	✓	Full support
WooCommerce	✓	✓	✓	WordPress plugin
TikTok Shop	✓	✓	✓	Growing platform
Temu	✓	✓	✓	Direct integration
Odoo	✓	✓	✓	ERP integration
NetSuite	✓	✓	✓	Enterprise ERP
QuickBooks	✓	✓	✓	Accounting sync

Understanding the Integration Flow

Here\'s how data flows between your stores and ILS Portal:

  ┌─────────────────────────────────────────────────────────────────┐
  │                        DATA FLOW OVERVIEW                       │
  └─────────────────────────────────────────────────────────────────┘

       ┌──────────┐         ┌──────────┐         ┌──────────┐
       │  Amazon  │         │ Shopify  │         │   eBay   │
       └─────┬────┘         └─────┬────┘         └─────┬────┘
             │                    │                    │
             │  1. Orders         │  1. Orders         │
             ├────────────────────┼────────────────────┤
             │                    │                    │
             │  2. Inventory      │  2. Inventory      │
             │  Levels (out)      │  Levels (out)      │
             │                    │                    │
             │  3. Tracking       │  3. Tracking       │
             │  Updates (out)     │  Updates (out)     │
             ▼                    ▼                    ▼
      ┌──────────────────────────────────────────────────────┐
      │              ILS PORTAL (Central Hub)                │
      │  ┌──────────────┐  ┌──────────────┐  ┌───────────┐   │
      │  │ Order Import │  │ Inventory    │  │ Shipping  │   │
      │  │  (inbound)   │  │   Sync       │  │ Updates   │   │
      │  └──────────────┘  └──────────────┘  └───────────┘   │
      └──────────────────────────────────────────────────────┘
                                  │
                                  ▼
                         ┌─────────────────┐
                         │  Warehouse Ops  │
                         │  (Pick/Ship)    │
                         └─────────────────┘

Data Flow Summary:

Direction	Data	Description
Store → ILS	Orders	New orders import automatically
ILS → Store	Inventory	Stock levels update after changes
ILS → Store	Tracking	Shipping confirmation sent after label

Connecting Your First Store

Step-by-Step: Add a Store

Step 1: Navigate to Stores

In the left sidebar, click Stores
Click the Add Store button in the top-right corner

Step 2: Select Store Type

Choose your store platform from the dropdown:

Store Type	Select This Option
Amazon (new integrations)	"Amazon SP-API"
Amazon (existing)	"Amazon MWS"
Shopify	"Shopify"
eBay	"eBay"
WooCommerce	"WooCommerce"
TikTok Shop	"TikTok Shop"
Temu	"Temu"

Step 3: Enter Store Information

Basic fields for all stores:

Field	What to Enter
Store Name	Your store's name (e.g., "My Shopify Store")
Store URL	Your store's web address
Customer	Link to customer account in ILS Portal

Step 4: Enter API Credentials

Credentials vary by platform. The next sections provide specific instructions for each store type.

Connecting Shopify

Getting Shopify API Credentials

Step 1: Access Shopify Admin

Log into your Shopify admin at yourstore.myshopify.com/admin
Go to Settings → Apps and sales channels

Step 2: Create Custom App

Click Develop apps (or Create an app)
Click Create app
Enter app name (e.g., \"ILS Portal Integration\")
Click Create app

Step 3: Configure API Permissions

Click Configure Admin API scopes
Select these permissions:
Orders: Read, Write
Products: Read, Write
Inventory: Read, Write
Fulfillments: Read, Write
Customers: Read
Click Save and continue

Step 4: Install and Get Credentials

Click Install app
Click Install to confirm
Copy the credentials:
API Key (or Client ID)
API Secret Key (or Client Secret)
Access Token

Entering Shopify Credentials in ILS Portal

In the Add Store screen, select Shopify
Fill in:

Field	What to Enter
Store Name	"My Shopify Store"
Store URL	yourstore.myshopify.com
API Key	From Shopify app
API Secret	From Shopify app
Access Token	From Shopify app

Click Test Connection
If successful, click Save

Connecting Amazon (SP-API)

Getting Amazon SP-API Credentials

Step 1: Access Amazon Seller Central

Log into Seller Central at seller.amazon.com
Go to Settings → User Permissions
Click Manage next to MLC / IAM

Step 2: Create IAM User

Click Create user
Enter username (e.g., \"ils-portal\")
Select Programmatic access
Click Next
Set permissions: Full access (or minimum required)
Click Create user
Save the Access Key and Secret Key (shown only once!)

Step 3: Register Application

Go to Developers → Register a new application
Fill in:
Application name: \"ILS Portal\"
Application type: Web Application
Redirect URI: https://ils.live/api/amazon/callback
Click Register
Save the Client ID and Client Secret

Step 4: Get Refresh Token

Use the OAuth flow to obtain a refresh token (ILS Portal provides a helper page for this).

Entering Amazon Credentials in ILS Portal

In the Add Store screen, select Amazon SP-API
Fill in:

Field	What to Enter
Store Name	"Amazon US Store"
Marketplace	US, CA, UK, DE, etc.
Seller ID	From Seller Central
Merchant ID	Same as Seller ID
AWS Access Key	From IAM user
AWS Secret Key	From IAM user
AWS Region	us-east-1 (typically)
Client ID	From app registration
Client Secret	From app registration
Refresh Token	From OAuth flow

Click Test Connection
If successful, click Save

Connecting eBay

Getting eBay API Credentials

Step 1: Access eBay Developers Program

Go to developers.ebay.com
Sign in with your eBay seller account
Go to Applications

Step 2: Create Application

Click Create application
Fill in:
App name: \"ILS Portal\"
App type: Commercial
Category: Select appropriate category
Complete CAPTCHA
Click Create

Step 3: Get Credentials

Find your application
Copy:
App ID
Cert ID
Developer ID

Entering eBay Credentials in ILS Portal

In the Add Store screen, select eBay
Fill in:

Field	What to Enter
Store Name	"My eBay Store"
App ID	From eBay Developers
Cert ID	From eBay Developers
Dev ID	From eBay Developers
eBay User ID	Your eBay seller username
Site ID	EBAY_US, EBAY_CA, etc.

Click Test Connection
Click Authorize when prompted
Click Save

Connecting WooCommerce

Getting WooCommerce API Credentials

Step 1: Install WooCommerce (if not installed)

Ensure WooCommerce plugin is installed on your WordPress site
Go to WooCommerce → Status to verify

Step 2: Generate API Keys

Go to WooCommerce → Settings → Advanced → REST API
Click Add key
Fill in:
Description: \"ILS Portal\"
User: Select admin user
Permissions: Read/Write
Click Generate key
Copy the Consumer Key and Consumer Secret

Entering WooCommerce Credentials in ILS Portal

In the Add Store screen, select WooCommerce
Fill in:

Field	What to Enter
Store Name	"My WooCommerce Store"
Store URL	https://yourstore.com
Consumer Key	From WooCommerce
Consumer Secret	From WooCommerce

Click Test Connection
If successful, click Save

Configuring Store Settings

After connecting a store, configure sync settings.

Order Import Settings

Step 1: Access Store Settings

Go to Stores
Click on your store name
Click the Settings tab

Step 2: Configure Order Import

Setting	Options	Recommendation
Import Automatically	On/Off	On
Import Interval	1-60 minutes	5 minutes
Import Statuses	Select statuses to import	Pending, Processing
Include Variants	Yes/No	Yes

Inventory Sync Settings

Step 3: Configure Inventory Sync

Setting	Options	Recommendation
Sync Inventory to Store	On/Off	On
Sync Interval	1-60 minutes	15 minutes
Sync Method	Full / Incremental	Incremental
Low Stock Threshold	Number	5

Fulfillment Update Settings

Step 4: Configure Tracking Updates

Setting	Options	Recommendation
Send Tracking to Store	On/Off	On
Auto-Confirm Fulfillment	On/Off	On
Include Tracking Link	On/Off	On

Viewing and Managing Store Orders

Importing Orders Manually

Step 1: Trigger Manual Import

Go to Stores
Click on your store name
Click Import Orders button

Step 2: View Import Results

A summary shows:

Viewing Imported Orders

Step 1: Navigate to Outbounds

Go to Outbounds
Filter by Store to see orders from specific store

Step 2: Identify Store Orders

Orders from stores show:

Inventory Synchronization

How Inventory Sync Works

When inventory changes in ILS Portal:

You receive inventory (Inbound)
You ship an order (Outbound)
You make inventory adjustment

After configured interval (e.g., 15 minutes):

     └─→ System sends updated Qty Available to store

Manual Inventory Sync

Step 1: Trigger Sync

Go to Stores
Click on your store name
Click Sync Inventory

Step 2: Select Sync Scope

Option	Description
Sync All Products	Updates every product
Sync Changed Products	Updates only changed since last sync
Sync Specific SKU	Updates one product

Step 3: Review Results

Summary shows:

Tracking Number Updates

When you ship an order, tracking information can automatically update the store.

Automatic Tracking Update

By default, when you generate a shipping label:

Label is created
Tracking number is recorded
Order status changes to Shipped
System queues tracking update to store
Store receives tracking number
Customer gets shipping notification from store

Manual Tracking Update

Step 1: Add Tracking to Order

Go to Outbounds → Shipped
Open the order
Click Update Tracking

Step 2: Enter Tracking Information

Field	What to Enter
Carrier	FedEx, UPS, USPS, etc.
Tracking Number	From shipping label
Shipping Date	When shipped

Step 3: Send Update

Click Update Store
Confirmation appears

Viewing Store Connection Status

Monitor the health of your store connections.

Accessing Store Status

Go to Stores
Each store shows a status indicator:

Indicator	Meaning
Green	Connected and syncing
Yellow	Warning — check details
Red	Disconnected or error

Checking Detailed Status

Click on a store
View the Status section:

Field	What It Shows
Last Order Import	Time of last successful import
Last Inventory Sync	Time of last sync
Orders Imported Today	Count of orders
Errors	Any recent errors

Troubleshooting Store Connections

Common Issues and Solutions

Issue	Possible Cause	Solution
"Invalid Credentials"	API key expired or wrong	Regenerate credentials from store
"Rate Limit Exceeded"	Too many API calls	Wait and try again; reduce sync frequency
Orders not importing	Wrong status filter	Check Order Import Settings
Inventory not syncing	Sync disabled	Enable in Store Settings
"Permission Denied"	Missing API scopes	Re-authorize with correct permissions

Testing Store Connection

Step 1: Run Connection Test

Go to Stores
Click on the store
Click Test Connection

Step 2: Review Results

Test checks:

API authentication
Order access
Inventory access
Write permissions

All checks should show green ✓

Tips and Best Practices

Tip	Why It Helps
Use shorter import intervals during peak times	Orders process faster
Enable inventory sync to prevent overselling	Critical during sales
Test connections weekly	Catches issues before they cause problems
Monitor error logs daily	Quick response to issues
Keep credentials secure	Prevent unauthorized access

Common Mistakes to Avoid

Mistake	How to Avoid It
Using wrong marketplace for Amazon	Verify marketplace code (US, CA, UK, etc.)
Not granting sufficient API permissions	Review required scopes before testing
Setting sync interval too short	Can hit rate limits; use 5+ minutes
Ignoring error messages	Check error logs regularly

Section 7: Reporting

Reporting Module

Overview

Reporting provides comprehensive insights into your warehouse operations, sales performance, inventory health, and

customer activity. Generate pre-built reports, create custom reports, and schedule automatic delivery to your email.

Why This Matters:

Sales Reports --- Understand revenue trends and top-selling products
Inventory Reports --- Identify slow-moving stock and optimize levels
Operational Reports --- Measure warehouse efficiency and identify bottlenecks
Customer Reports --- Analyze customer behavior and lifetime value
Financial Reports --- Track costs, margins, and profitability

Key Terms

Term	What It Means
Report	A formatted display of data for analysis
Date Range	Start and end dates for report data
Export	Download report to Excel, CSV, or PDF
Scheduled Report	Report automatically generated and emailed
Filter	Criteria to narrow report data
Group By	Organize report data by category

Accessing Reports

Step 1: Navigate to Reports

In the left sidebar, click Reports
The Reports dashboard appears with report categories

Report Categories

Reports are organized into categories:

Sales Reports

Sales Summary Report

Shows total sales over a selected period.

Step 1: Generate Sales Summary

Go to Reports → Sales → Sales Summary
Set Date Range (e.g., Last 30 Days)
Click Generate

Step 2: Review the Report

The report shows:

Metric	Description
Total Orders	Number of orders shipped
Total Items	Number of line items
Total Revenue	Sum of order values
Average Order Value	Revenue ÷ Orders
Unique Customers	Number of distinct customers

Sales by Product Report

Identifies your best-selling products.

Step 1: Generate Report

Go to Reports → Sales → Sales by Product
Select Date Range
Optionally set Minimum Quantity filter
Click Generate

Step 2: Review Results

Column	Description
SKU	Product identifier
Description	Product name
Quantity Sold	Units shipped
Total Revenue	Sales value
Average Price	Per-unit price
Order Count	Number of orders containing this product

Step 3: Sort Results

Click column headers to sort:

Sort by Quantity Sold --- See top-selling products
Sort by Total Revenue --- See highest-revenue products
Sort by Order Count --- See most frequently ordered products

Sales by Customer Report

Shows which customers generate the most business.

Step 1: Generate Report

Go to Reports → Sales → Sales by Customer
Select Date Range
Click Generate

Step 2: Review Results

Column	Description
Customer	Customer name
Orders	Number of orders
Items	Total items shipped
Revenue	Total sales value
Average Order	Average per order

Sales by Date Report

View daily sales trends.

Step 1: Generate Report

Go to Reports → Sales → Sales by Date
Select Date Range
Select Group By: Day, Week, or Month
Click Generate

Step 2: View Chart and Table

The report displays:

Line Chart --- Visual trend of sales over time
Data Table --- Detailed numbers per period

Inventory Reports

Inventory Summary Report

Overview of current inventory status.

Step 1: Generate Report

Go to Reports → Inventory → Inventory Summary
Select Warehouse (optional)
Click Generate

Step 2: Review Metrics

Metric	Description
Total SKUs	Number of unique products
Total Units	Sum of all quantities on hand
Total Value	Inventory value at cost
SKU with Inventory	Products with qty > 0
SKU Out of Stock	Products with qty = 0
SKU Low Stock	Products below threshold

Inventory Valuation Report

Detailed inventory value by product.

Step 1: Generate Report

Go to Reports → Inventory → Inventory Valuation
Select Valuation Method:
Cost --- At unit cost
Sale --- At sale price
Landed Cost --- Including shipping
Click Generate

Step 2: Review Results

Column	Description
SKU	Product identifier
Description	Product name
Qty On Hand	Current quantity
Unit Cost	Cost per unit
Total Value	Qty × Cost
% of Total	Percentage of total inventory value

Low Stock Report

Identifies products running low.

Step 1: Generate Report

Go to Reports → Inventory → Low Stock
Set Threshold (e.g., Show items with less than 10 units)
Click Generate

Step 2: Review Results

Column	Description
SKU	Product identifier
Description	Product name
Current Qty	On-hand quantity
Threshold	Low stock level set
Days of Stock	Estimated days until stockout
Reorder Qty	Suggested reorder quantity

Slow-Moving Inventory Report

Identifies products not selling well.

Step 1: Generate Report

Go to Reports → Inventory → Slow-Moving Inventory
Set No Sales Period (e.g., 90 days)
Click Generate

Step 2: Review Results

Products that haven\'t sold in the specified period are listed with:

Current inventory quantity
Days since last sale
Inventory value (capital tied up)

Inventory Movement Report

Tracks inventory in and out.

Step 1: Generate Report

Go to Reports → Inventory → Inventory Movement
Select Date Range
Select SKU (optional, for specific product)
Click Generate

Step 2: Review Results

Column	Description
Date	Movement date
SKU	Product identifier
Type	Inbound, Outbound, Adjustment
Qty In	Units added
Qty Out	Units removed
Balance	Running balance
Reference	Inbound/Outbound code

Operational Reports

Order Fulfillment Report

Measures order processing performance.

Step 1: Generate Report

Go to Reports → Operations → Order Fulfillment
Select Date Range
Click Generate

Step 2: Review Metrics

Metric	Description
Orders Received	Total orders in period
Orders Shipped	Orders completed
Pending Orders	Not yet shipped
Pick Time (Avg)	Hours from received to picked
Ship Time (Avg)	Hours from picked to shipped
Total Handle Time	Hours from received to shipped

Picking Efficiency Report

Analyzes picker performance.

Step 1: Generate Report

Go to Reports → Operations → Picking Efficiency
Select Date Range
Select User (optional, for specific picker)
Click Generate

Step 2: Review Results

Column	Description
Picker	User name
Orders Picked	Number of orders
Lines Picked	Number of line items
Items Picked	Total units
Avg Time/Order	Minutes per order
Accuracy %	Error-free picks

Warehouse Capacity Report

Shows warehouse space utilization.

Step 1: Generate Report

Go to Reports → Operations → Warehouse Capacity
Select Warehouse
Click Generate

Step 2: Review Results

Metric	Description
Total Bin Locations	All bins in warehouse
Occupied Bins	Bins with inventory
Empty Bins	Available for put-away
Utilization %	Occupied ÷ Total
Items per Bin (Avg)	Average inventory density

Customer Reports

Customer Activity Report

Shows customer order history.

Step 1: Generate Report

Go to Reports → Customers → Customer Activity
Select Date Range
Click Generate

Step 2: Review Results

Column	Description
Customer	Customer name
First Order Date	When first ordered
Last Order Date	Most recent order
Total Orders	Lifetime orders
Total Items	Lifetime items
Total Revenue	Lifetime revenue
Avg Order Value	Revenue ÷ Orders

Top Customers Report

Identifies your most valuable customers.

Step 1: Generate Report

Go to Reports → Customers → Top Customers
Select Rank By: Revenue, Orders, or Items
Select Top N (e.g., Top 10, Top 25, Top 50)
Click Generate

Step 2: Review Results

Shows top customers ranked by selected metric.

Shipping Reports

Shipping Costs Report

Analyzes shipping expenses.

Step 1: Generate Report

Go to Reports → Shipping → Shipping Costs
Select Date Range
Click Generate

Step 2: Review Results

Column	Description
Carrier	Shipping company
Service	Service level
Shipments	Number of labels
Total Cost	Total shipping cost
Avg Cost/Ship	Average per shipment
% of Total	Percentage of shipping spend

Carrier Performance Report

Compares carrier reliability.

Step 1: Generate Report

Go to Reports → Shipping → Carrier Performance
Select Date Range
Click Generate

Step 2: Review Results

Column	Description
Carrier	Shipping company
Shipments	Number shipped
On-Time %	Delivered on promise date
Avg Transit Days	Days in transit
Exceptions	Damaged, lost, returned

Financial Reports

Billing Summary Report

Shows charges by customer.

Step 1: Generate Report

Go to Reports → Financial → Billing Summary
Select Date Range
Select Customer (optional)
Click Generate

Step 2: Review Results

Column	Description
Customer	Customer name
Pick & Pack Fees	Order processing charges
Shipping Fees	Shipping charges
Storage Fees	Monthly storage
Other Fees	Additional charges
Total Billed	Total charges

Profit and Loss Report

Calculates profitability.

Step 1: Generate Report

Go to Reports → Financial → Profit and Loss
Select Date Range
Click Generate

Step 2: Review Results

Category	Description
Revenue	Total sales
COGS	Cost of goods sold
Gross Profit	Revenue - COGS
Operating Expenses	Pick/pack, shipping, storage
Net Profit	Gross Profit - Expenses
Margin %	Net Profit ÷ Revenue

Creating Custom Reports

Build reports tailored to your needs.

Step 1: Access Custom Report Builder

Go to Reports → Custom Reports → New Report

Step 2: Select Data Source

Choose what data to report on:

Orders --- Outbound orders and lines
Products --- Product catalog
Inventory --- Stock levels and movements
Customers --- Customer records
Inbounds --- Receiving orders

Step 3: Select Fields

Choose which columns to include:

Click + Add Field
Browse available fields
Select fields to include
Drag to reorder

Step 4: Set Filters

Narrow the data:

Click + Add Filter
Select field to filter
Choose condition (equals, greater than, contains, etc.)
Enter value

Example Filter:

Field: Order Date
Condition: Greater than or equal to
Value: 2024-01-01

Step 5: Set Grouping (Optional)

Organize data:

Click + Add Group
Select field to group by
Choose sort order within groups

Step 6: Add Calculations (Optional)

Add computed fields:

Click + Add Calculation
Choose calculation type:
Sum
Average
Count
Formula

Step 7: Save and Run

Enter a Report Name
Click Save
Click Run Report to view results

Exporting Reports

Download reports in various formats.

Step 1: Generate the Report

Run any report as described above

Step 2: Click Export

Click the Export button (top-right)
Select format:

Format	Best For
Excel (.xlsx)	Further analysis, charts
CSV (.csv)	Import to other systems
PDF (.pdf)	Printing, sharing

Step 3: Choose Options

Include Charts --- Yes/No (if applicable)
Portrait/Landscape --- Page orientation
Include Headers --- Yes/No (for CSV)

Step 4: Download

Click Export
File downloads to your computer

Scheduling Reports

Have reports automatically delivered to your email.

Step 1: Create or Select Report

Go to Reports → Scheduled Reports
Click New Scheduled Report
Select an existing report or create new

Step 2: Set Schedule

Setting	Options
Frequency	Daily, Weekly, Monthly
Day of Week	Mon-Fri (for weekly)
Day of Month	1-31 (for monthly)
Time	When to send (your timezone)

Step 3: Set Recipients

Enter email addresses (comma-separated)
Add subject line
Add message (optional)

Step 4: Save Schedule

Click Save
Report will be sent according to schedule

Step 5: Manage Schedules

To view or edit schedules:

Go to Reports → Scheduled Reports
See list of active schedules
Click Edit or Delete as needed

Understanding Report Metrics

Sales Metrics Explained

Metric	Formula	What It Tells You
Average Order Value	Total Revenue ÷ Total Orders	Typical customer spend per order
Items per Order	Total Items ÷ Total Orders	How many products customers buy together
Conversion Rate	Orders ÷ Visitors (from store)	How many visitors become buyers
Customer Lifetime Value	Total Revenue ÷ Unique Customers	Average revenue per customer

Inventory Metrics Explained

Metric	Formula	What It Tells You
Inventory Turnover	COGS ÷ Average Inventory	How fast inventory sells
Days Sales of Inventory	365 ÷ Turnover	Days to sell current stock
Stockout Rate	Stockouts ÷ Total SKUs	Percentage of products out of stock
Carrying Cost	Inventory Value × 20-30%	Cost to hold inventory annually

Operational Metrics Explained

Metric	Formula	What It Tells You
Pick Accuracy	Correct Picks ÷ Total Picks	How often picks are error-free
On-Time Ship Rate	On-Time Ships ÷ Total Ships	Percentage shipped by promise date
Orders per Hour	Total Orders ÷ Hours Worked	Warehouse throughput
Items per Hour	Total Items ÷ Hours Worked	Picker productivity

Tips and Best Practices

Tip	Why It Helps
Run Sales by Product weekly	Identify trending products quickly
Schedule Low Stock report daily	Never miss a reorder
Export reports to Excel for trends	Use Excel pivot tables for deeper analysis
Compare month-over-month	Spot seasonal patterns
Use Custom Reports for unique needs	Pre-built reports don't cover everything

Common Mistakes to Avoid

Mistake	How to Avoid It
Using too short date ranges	Use at least 30 days for meaningful trends
Not filtering by warehouse	Multi-warehouse users should filter
Ignoring slow-moving inventory	Review monthly and take action
Not scheduling key reports	Automate reports you need regularly

Troubleshooting Reports

Issue	Possible Cause	Solution
Report shows no data	Date range has no activity	Adjust date range
Wrong numbers	Filters applied incorrectly	Check filter settings
Export is empty	Report has no results	Verify data exists first
Scheduled report not arriving	Email address wrong or full	Check recipient settings
Custom report slow	Too many records	Add filters to narrow data

Next Section: Settings and Configuration

The next section covers Settings and Configuration --- user management, warehouse settings, email configuration, and

system preferences.

Would you like me to continue with the Settings and Configuration module?

✻ Worked for 2m 51s

❯ yes

● ILS Portal End User Manual

Section 8: Settings and Configuration

Settings and Configuration Module

Overview

Settings and Configuration is where administrators manage system settings, user accounts, warehouse configurations,

email templates, and other preferences. These settings control how ILS Portal operates for your organization.

Why This Matters:

User Management --- Control who can access the system and what they can do
Warehouse Settings --- Configure locations, zones, and operational parameters
Email Templates --- Customize customer communications
System Preferences --- Optimize the system for your business

Key Terms

Term	What It Means
User	A person with access to ILS Portal
Role	A set of permissions (Admin, Warehouse Staff, Customer Service)
Warehouse	A physical location for storing inventory
Zone	A section within a warehouse (e.g., "A" zone, "B" zone)
Template — Pre-formatted email or document

Accessing Settings

Step 1: Navigate to Settings

You can access Settings in two ways:

Method 1: Sidebar Menu

In the left sidebar, click Settings
The Settings page opens

Method 2: User Menu

Click your name in the top-right corner
Select Settings from the dropdown

Settings Navigation

Settings are organized into sections:

Section	Contains
General	Company info, defaults, localization
Users	User accounts, roles, permissions
Warehouse	Warehouse settings, zones, bins
Shipping	Carrier setup, shipping profiles
Email	Email templates, notifications
Stores	Store integration settings
System	API keys, logs, advanced options

User Management

Understanding User Roles

ILS Portal includes predefined roles with different permissions:

Role	Can Access	Typical Users
Administrator	Everything — all modules, settings, users	System admins, managers
Warehouse Manager	Inbounds, Outbounds, Inventory, Reports, Shipping	Warehouse supervisors
Warehouse Staff	Inbounds, Outbounds, Inventory (basic)	Receivers, pickers, packers
Customer Service	Outbounds, Customers, basic Reports	CS representatives
Accounting	Reports, Billing, Customers (read-only)	Accountants, bookkeepers
Viewer	Read-only access to assigned areas	Auditors, consultants

Role Permissions Matrix

Permission	Admin	Manager	Staff	CS	Accounting	Viewer
View Inbounds	✓	✓	✓			✓
Create Inbounds	✓	✓	✓
Receive Inbounds	✓	✓	✓
View Outbounds	✓	✓	✓	✓	✓	✓
Create Outbounds	✓	✓	✓	✓
Pick Orders	✓	✓	✓
Generate Labels	✓	✓
View Inventory	✓	✓	✓		✓	✓
Adjust Inventory	✓	✓
View Reports	✓	✓		✓	✓	✓
Manage Users	✓
Manage Settings	✓

Adding a New User

Step-by-Step: Create a User Account

Step 1: Navigate to Users

Go to Settings → Users
Click the Add User button

Step 2: Enter User Information

Field	What to Enter	Example
Email	User's email address	john@company.com
First Name	User's first name	John
Last Name	User's last name	Smith
Phone	Contact phone (optional)	555-123-4567

Step 3: Assign Role

Click the Role dropdown
Select the appropriate role:
Administrator --- Full access
Warehouse Manager --- Operations + Reports
Warehouse Staff --- Basic operations
Customer Service --- Orders and customers
Accounting --- Financial reports
Viewer --- Read-only

Step 4: Set Customer Access (Optional)

For multi-tenant setups:

Click Select Customers
Check the customers this user can access
Or select All Customers for unrestricted access

Step 5: Set Password

Choose password method:

Option	Description
Send Password Email	System sends temporary password to user
Set Password Now	You enter the initial password

Step 6: Save

Review all information
Click Create User
User account is created

Editing User Information

Step 1: Find the User

Go to Settings → Users
Search or browse for the user
Click the user\'s name or email

Step 2: Edit User Fields

You can modify:

Name --- First and last name
Email --- Email address
Phone --- Contact phone
Role --- User role
Customer Access --- Which customers
Status --- Active or Inactive

Step 3: Save Changes

Make your changes
Click Save

Resetting User Password

Step 1: Find the User

Go to Settings → Users
Locate the user

Step 2: Reset Password

Click the three dots (⋮) next to the user
Select Reset Password
Choose method:
Send Reset Email --- User gets password reset link
Set New Password --- You set it directly

Step 3: Confirm

Follow prompts
User can log in with new credentials

Activating/Deactivating Users

To deactivate a user:

Go to Settings → Users
Open the user\'s details
Toggle Status to Inactive
Click Save

The user can no longer log in, but their data is preserved.

To reactivate a user:

Find the user (use \"Include Inactive\" filter)
Toggle Status to Active
Click Save

Custom Roles

Create custom roles with specific permissions.

Step 1: Create Custom Role

Go to Settings → Users → Roles
Click Add Role

Step 2: Define Role

Field	What to Enter
Role Name	e.g., "Night Shift Picker"
Description	e.g., "Can only pick orders"

Step 3: Set Permissions

For each module, set:

Permission Level	Meaning
None	Cannot access
View Only	Read access only
Read/Write	Can view and edit
Full	Full control including delete

Step 4: Save Role

Click Save
Assign role to users

Warehouse Settings

Understanding Warehouse Structure

Warehouses are organized hierarchically:

Warehouse (Building)

  ├── Zone A
  │   ├── Aisle 01
  │   │   ├── Shelf 01
  │   │   │   ├── Bin 01
  │   │   │   ├── Bin 02
  │   │   │   └── Bin 03
  │   │   └── Shelf 02
  │   └── Aisle 02
  └── Zone B
      └── ...

Bin Location Format: ZONE-AISLE-SHELF-BIN

Example: A-01-02-03 = Zone A, Aisle 01, Shelf 02, Bin 03

Adding a New Warehouse

Step 1: Navigate to Warehouses

Go to Settings → Warehouse → Warehouses
Click Add Warehouse

Step 2: Enter Warehouse Information

Field	What to Enter	Example
Warehouse Code	Short identifier	"NYC"
Warehouse Name	Full name	"New York Main Warehouse"
Address	Street address	"123 Warehouse Way"
City	City	"New York"
State	State code	"NY"
ZIP Code	Postal code	"10001"
Country	Country code	"US"
Phone	Contact phone	"555-987-6543"
Email	Contact email	nyc@company.com

Step 3: Set Default Settings

Setting	Options
Default Warehouse	Yes/No (for new orders)
Active	Yes/No

Step 4: Save

Click Save
Warehouse is ready for use

Configuring Warehouse Zones

Zones help organize large warehouses.

Step 1: Access Zone Settings

Go to Settings → Warehouse → Zones
Select the warehouse

Step 2: Add Zone

Click Add Zone
Enter:
Zone Code --- e.g., \"A\", \"B\", \"COLD\"
Zone Name --- e.g., \"Main Floor\", \"Mezzanine\", \"Cold Storage\"
Description --- Optional notes

Step 3: Configure Zone Settings

Setting	Options
Pick Zone	Yes if orders are picked from here
Receive Zone	Yes if goods are received here
Temperature Controlled	Yes for cold storage
Hazardous Materials	Yes for hazmat storage

Step 4: Save

Click Save

Managing Bin Locations

Viewing Bin Locations

Step 1: Access Bin Locations

Go to Settings → Warehouse → Bin Locations
Select the warehouse and zone

Step 2: View the Bin Map

The system displays:

List of all bin locations
Current contents of each bin
Capacity information

Adding Bin Locations Manually

Step 1: Add New Bin

Click Add Bin Location
Enter bin location code (e.g., \"A-01-02-01\")
System auto-parses:
Zone: A
Aisle: 01
Shelf: 02
Bin: 01

Step 2: Set Bin Properties

Field	What to Enter
Bin Type	Shelf, Floor, Bulk, Bin
Max Weight	Weight limit (lbs)
Dimensions	L × W × H (inches)
Active	Yes/No

Step 3: Save

Click Save

Bulk Import Bin Locations

For warehouses with many bins:

Step 1: Download Template

Click Import Bin Locations
Click Download Template

Step 2: Fill Template

Column	Example
BinLocation	A-01-01-01
BinType	Shelf
MaxWeight	50
Active	Yes

Step 3: Upload

Click Choose File
Select file
Click Upload

Email Configuration

Email Template Overview

ILS Portal sends automated emails for various events:

Template	When Sent	Recipient
Welcome Email	New customer registered	Customer
Order Confirmation	Order received	Customer
Shipping Confirmation	Label generated	Customer
Low Stock Alert	Inventory below threshold	Warehouse staff
Invoice	Billing period ends	Customer
Password Reset	User requests reset	User

Customizing Email Templates

Step 1: Navigate to Templates

Go to Settings → Email → Templates
See list of available templates

Step 2: Select Template

Click on a template name (e.g., \"Shipping Confirmation\")
Editor opens with current template

Step 3: Edit Template

The editor has these sections:

Section	Description
Subject Line	Email subject
From Name	Sender name
From Email	Sender email address
Body	Email content (HTML editor)

Step 4: Use Merge Fields

Insert dynamic content using merge fields:

Merge Field	Inserts
{{customer_name}}	Customer name
{{order_number}}	Order code
{{tracking_number}}	Tracking number
{{carrier}}	Shipping carrier
{{items}}	Order items list
{{company_name}}	Your company name

Example Subject Line:

Your Order {{order_number}} Has Shipped!

Step 5: Preview

Click Preview
Enter sample data
See how email will look

Step 6: Save

Click Save

Configuring Email Notifications

Order Confirmation Settings

Step 1: Access Order Settings

Go to Settings → Email → Order Notifications

Step 2: Configure

Setting	Options
Send Order Confirmation	Yes/No
Send On	Order created / Order validated
Include Order Details	Yes/No
CC Address	Optional copy recipient

Shipping Notification Settings

Step 1: Access Shipping Settings

Go to Settings → Email → Shipping Notifications

Step 2: Configure

Setting	Options
Send Shipping Confirmation	Yes/No
Send On	Label created / Carrier scan
Include Tracking Link	Yes/No
Include Photo	Yes/No (if available)

Email Settings (Technical)

For administrators configuring email delivery.

Step 1: Access Email Settings

Go to Settings → Email → Configuration

Step 2: Configure SMTP

Field	What to Enter
SMTP Server	e.g., smtp.sendgrid.net
Port	e.g., 587
Username	SMTP username
Password	SMTP password
Encryption	TLS or SSL
From Email	Default sender email
From Name	Default sender name

Step 3: Test Connection

Click Test Connection
Enter test email address
Click Send Test
Verify email received

Step 4: Save

Click Save

General Settings

Time Zone Settings

Step 1: Access Time Zone

Go to Settings → General → Time Zone

Step 2: Set Time Zone

Select your time zone from dropdown
Or search for your city

Step 3: Set Business Hours

Field	What to Enter
Start Time	e.g., 8:00 AM
End Time	e.g., 6:00 PM
Work Days	Mon-Fri, Mon-Sat, etc.

Shipping Settings

Carrier Configuration

Step 1: Access Carrier Settings

Go to Settings → Shipping → Carriers

Step 2: Add Carrier

Click Add Carrier
Select carrier type
Enter credentials:
Account Number
Meter/Key
Password (if required)

Step 3: Test Connection

Click Test Connection
Verify successful connection

Step 4: Set as Default (Optional)

Toggle Default Carrier
Click Save

Shipping Profiles

Create shipping rules per customer or product.

Step 1: Create Profile

Go to Settings → Shipping → Profiles
Click Add Profile

Step 2: Configure Profile

Setting	Options
Profile Name	e.g., "Premium Customer Shipping"
Apply To	Customer, Product, or Both
Default Carrier	Preferred carrier
Default Service	Preferred service
Max Weight	Weight limit
Free Shipping Threshold	Order value for free shipping

Step 3: Save

Click Save

Packaging Options

Define standard package sizes.

Step 1: Access Packaging

Go to Settings → Shipping → Packages

Step 2: Add Package Type

Field	What to Enter
Package Name	e.g., "Small Box"
Length	e.g., 12
Width	e.g., 9
Height	e.g., 6
Max Weight	e.g., 20
Carrier	Which carriers use this

Step 3: Save

Click Save

System Settings

API Configuration

For developers integrating with ILS Portal.

Step 1: Access API Settings

Go to Settings → System → API

Step 2: View API Keys

API Key --- For authentication
API Secret --- Keep secure

Step 3: Generate New Keys (If Needed)

Click Regenerate Keys
Save new keys securely
Update any integrations

Activity Logs

View system activity.

Step 1: Access Logs 1. Go to Settings → System → Logs

Step 2: Filter Logs

Filter	Options
Log Type	Login, Error, System, API
Date Range	Custom range
User	Specific user
Search	Keyword search

Step 3: Export Logs 1. Click Export 2. Select format (CSV, JSON) 3. Download

System Health

Monitor system status.

Step 1: Access Health Monitor 1. Go to Settings → System → Health

Step 2: Review Status

Component	Status
Database	Connected
Redis Cache	Connected
Email Service	Connected
API Endpoints	Operational

Backup and Restore

Step 1: Access Backup 1. Go to Settings → System → Backup

Step 2: Create Backup 1. Click Create Backup 2. Select what to backup:

Products
Inventory
Orders
Settings

Step 3: Download 1. Backup file generates 2. Click Download 3. Store securely

Tips and Best Practices

Tip	Why It Helps
Use least-privilege roles	Security best practice
Review user list quarterly	Remove inactive users
Test email templates before sending	Catch formatting issues
Document warehouse layout	Training new staff
Backup before major changes	Safety net

Common Mistakes to Avoid

Mistake	How to Avoid It
Giving everyone admin access	Use specific roles
Not setting default warehouse	Orders won't route properly
Forgetting to test email templates	Always preview first
Using generic bin locations	Follow consistent format

Troubleshooting

This section provides solutions to common issues you may encounter while using ILS Portal.

How to Use This Section

Find your issue category --- Browse the categories below
Locate your specific problem --- Find the issue that matches yours
Follow the solution steps --- Try the recommended fix
Contact support if needed --- See \"Who to Contact for Help\" at the end

Issue	Possible Cause	Solution
"Invalid email or password"	Wrong credentials entered	Verify email and password; use "Forgot Password?" if needed
"Account locked"	Too many failed login attempts	Wait 15 minutes or contact administrator
"Two-factor code invalid"	Code expired or entered wrong	Get new code from authenticator app; check time sync
"Page not found" after login	Session expired	Refresh the page and log in again
Can't access certain pages	Insufficient permissions	Contact administrator to request access

Inbound/Receiving Issues

Issue	Possible Cause	Solution
Can't create inbound	No warehouse selected	Select a warehouse from dropdown
SKU not found when receiving	Product not in system	Add product to catalog first
Received qty won't save	Invalid quantity entered	Enter positive number only
Put-away fails	No available bins	Add more bin locations or complete pending put-aways
Can't edit received inbound	Already fully received	Create inventory adjustment instead

Outbound/Order Issues

Issue	Possible Cause	Solution
Order stuck in "New" status	Validation failed	Check for missing customer balance or inventory
Can't pick order	Not enough inventory	Check inventory levels; create inbound first
"Item not found" when picking	Wrong SKU scanned	Verify SKU exists in system
Order won't ship	Missing shipping address	Complete shipping address fields
Can't change order status	Status transition invalid	Follow proper status flow: New → Ready → Picked → Shipped

Inventory Issues

Issue	Possible Cause	Solution
Qty Available = 0 but Qty On Hand > 0	Inventory reserved for orders	Check pending outbound orders
Can't adjust inventory	Adjustment would go negative	Ensure adjustment doesn't result in negative qty
Product missing from bin count	Misplaced during put-away	Search Unslotted Inventory or run cycle
Low stock alert too frequent	Threshold set too high	Lower threshold in product settings
Inventory count doesn't match	Unprocessed transactions	Wait for background jobs to complete

Label and Shipping Issues

Issue	Possible Cause	Solution
"Invalid address" error	Address failed carrier validation	Contact customer for correct address
Label generation fails	Carrier account not configured	Check Settings → Shipping → Carriers
Wrong shipping cost	Incorrect package weight/dims	Update package details and regenerate label
Tracking number not showing	Carrier hasn't updated yet	Wait 24 hours for carrier to process
Can't void label	Beyond 24-hour window	Contact carrier directly for refund
3PBA label fails	Customer's carrier account invalid	Verify customer's carrier credentials

Store Integration Issues

Issue	Possible Cause	Solution
"Invalid credentials"	API key expired or incorrect	Regenerate credentials from store; update in ILS
Orders not importing	Import disabled or interval too long	Check Store Settings → Order Import
Inventory not syncing	Sync disabled or rate limited	Enable sync; reduce sync frequency
Tracking not updating store	Fulfillment update disabled	Enable in Store Settings
"Rate limit exceeded"	Too many API calls	Wait and retry; reduce sync frequency
Wrong marketplace for Amazon	Selected wrong marketplace	Update marketplace code (US, CA, UK, etc.)

Reporting Issues

Issue	Possible Cause	Solution
Report shows no data	Date range has no activity	Adjust date range to include active period
Wrong numbers in report	Filters applied incorrectly	Check filter settings; remove filters to test
Export file is empty	Report has no results	Verify data exists before exporting
Scheduled report not arriving	Email wrong or inbox full	Check recipient email address
Custom report runs slowly	Too many records	Add filters to narrow dataset

Email Issues

Issue	Possible Cause	Solution
Customers not receiving emails	Email service not configured	Check Settings → Email → Configuration
Emails going to spam	Missing headers or domain issues	Configure SPF/DKIM records
Wrong information in email	Template has errors	Review and edit email template
Shipping notification delayed	Set to send on carrier scan	Change to send on label creation

Performance Issues

Issue	Possible Cause	Solution
Page loads slowly	Large dataset or slow connection	Use filters; check internet connection
Time-out when exporting	Too many records	Add filters; export in smaller batches
Label generation slow	Carrier API slow response	Try again; carrier systems may be busy
Store sync taking long	Large inventory or many orders	Increase sync interval; check store API status

Browser-Specific Issues

Issue	Browser	Solution
Labels print incorrectly	Chrome/Edge	Adjust print settings: margins "None", scale "100%"
PDF won't download	Firefox	Check popup blocker; allow PDF downloads
Session expires quickly	Any	Increase timeout in Settings; keep tab active
Search not working	Safari	Clear cache and cookies; restart browser

Error Messages Explained

System Error Messages

Error Message	What It Means	What to Do
"An unexpected error occurred"	Generic server error	Refresh page; if persists, contact support
"Database connection failed"	Can't connect to database	Wait and retry; contact administrator
"Session expired"	Login timed out	Log in again
"Permission denied"	Not authorized for action	Contact administrator for access

API Error Messages

Error Message	What It Means	What to Do
"400 Bad Request"	Invalid data sent	Check input data; correct errors
"401 Unauthorized"	Invalid or missing token	Log in again; check API token
"403 Forbidden"	Not allowed to access	Request proper permissions
"404 Not Found"	Resource doesn't exist	Check URL or record ID
"500 Server Error"	Server problem	Retry later; contact support if persists

Who to Contact for Help

Internal Support

Issue Type	Contact	How
Login problems	IT Administrator	Email or phone
Permission issues	System Administrator	Submit ticket
Process questions	Warehouse Manager	In person or email
Technical issues	IT Support Desk	Help desk portal

External Support

Issue Type	Contact	How
System bugs	ILS Support Team	support@ils.live
Feature requests	ILS Sales	sales@ils.live
Carrier issues	Carrier support	Carrier's website/phone
Store API issues	Store platform support	Platform's developer docs

Frequently Asked Questions (FAQ)

General Questions

Q: How do I reset my password?\ A: On the login page, click \"Forgot Password?\" Enter your email address and click \"Send Reset Email.\" Check your inbox (and spam folder) for a password reset link. The link expires after 1 hour.

Q: Can I access ILS Portal from my phone or tablet?\ A: Yes, ILS Portal works on mobile devices. For best results, we recommend using a laptop or desktop computer for tasks like label printing and bulk data entry.

Q: How often is the system backed up?\ A: The system is automatically backed up multiple times daily. Your data is safe.

Q: Can I work offline?\ A: No, ILS Portal requires an active internet connection as it\'s a cloud-based system.

Inbound/Receiving Questions

Q: What\'s the difference between \"Receiving\" and \"Put-Away\"?\ A: Receiving confirms that items have arrived and records quantities. Put-away assigns items to specific bin locations in the warehouse. Think of it as: Receiving = \"It\'s here\"; Put-away = \"Here\'s where it goes.\"

Q: Can I receive only part of an inbound order?\ A: Yes. Enter the quantity that arrived. You can receive remaining items later by opening the same inbound and clicking \"Receive More.\"

Q: What should I do if the received quantity doesn\'t match the expected quantity?\ A: Enter the actual quantity received. In the Notes field, explain the difference (e.g., \"Supplier shipped 8 instead of 10 --- shortage confirmed\"). This creates a record for potential supplier claims.

Q: Can I scan barcodes during receiving?\ A: Yes, if you have a barcode scanner connected. Simply scan the product barcode and enter the quantity when prompted.

Outbound/Order Questions

Q: How long does it take for orders to appear from my connected store?\ A: Orders typically import within 1-5 minutes, depending on your store\'s sync settings. You can also manually trigger an import from the Stores page.

Q: Can I combine multiple orders into one shipment?\ A: Yes, use the \"Combine Orders\" feature. Select multiple orders and choose \"Ship Together.\" The system creates a combined shipping label.

Q: What happens if I pick the wrong quantity?\ A: If you pick less than ordered, mark the order as \"Partially Picked\" and pick the remainder later. If you pick more, create an inventory adjustment to correct the count.

Q: Can I print a pick list for multiple orders?\ A: Yes. Select multiple orders and click \"Print Pick List.\" Choose \"By Order\" for separate lists or \"By SKU (Consolidated)\" for efficient route-based picking.

Inventory Questions

Q: Why does Qty Available show 0 when Qty On Hand is positive?\ A: Qty Available = Qty On Hand minus Qty Reserved. If you have pending orders, inventory is reserved for those orders. Check your Outbounds to see reserved inventory.

Q: How often should I do cycle counts?\ A: We recommend:

High-value items: Weekly
Medium-value items: Monthly
Low-value items: Quarterly

Q: Can I adjust inventory for multiple products at once?\ A: Yes. Use Bulk Inventory Adjustment: Go to Inventory → Adjustments → Bulk Adjustment, download the template, fill it in, and upload.

Q: What\'s the difference between a Direct Adjustment and a Request Adjustment?\ A: Direct adjustments apply immediately. Request adjustments require manager approval first, providing an audit trail for significant changes.

Shipping Questions

Q: How do I choose the best shipping rate?\ A: Use the Rate Shopping feature. Enter package details, and the system shows rates from all configured carriers. Select the best option for your needs.

Q: Why is my shipping cost higher than expected?\ A: Carriers may use dimensional weight for large, light packages. Check your package dimensions and weight. Use the smallest package that safely fits your product.

Q: Can I ship using my customer\'s carrier account?\ A: Yes, this is called 3PBA (Third-Party Billing Account). Enter the customer\'s carrier credentials in their customer record, and the system will use their account when shipping their orders.

Q: How do I void a shipping label?\ A: Open the shipped order and click \"Void Label.\" Note: You typically have only 24 hours to void a label.

Store Integration Questions

Q: How do I connect my Shopify store?\ A: In Shopify admin, go to Settings → Apps → Develop apps → Create app. Configure API scopes (Orders, Products, Inventory, Fulfillments --- Read/Write). Install the app and copy the credentials. Enter them in ILS Portal under Stores

→ Add Store → Shopify.

Q: My Amazon orders aren\'t importing. What\'s wrong?\ A: Check: 1. Store connection is active (green indicator) 2. Correct marketplace is selected 3. Order Import is enabled in Store Settings 4. API credentials are valid

Q: How often does inventory sync to my stores?\ A: Default is every 15 minutes. You can adjust this in Store Settings → Inventory Sync.

Q: Can I connect multiple stores from the same platform?\ A: Yes. Add each store separately with its own name and credentials (e.g., \"Shopify US Store,\" \"Shopify Canada Store\").

Reporting Questions

Q: How do I create a custom report?\ A: Go to Reports → Custom Reports → New Report. Select your data source, choose fields to display, set filters, and click Run Report. Save it for future use.

Q: Can I schedule reports to be emailed to me?\ A: Yes. Create or select a report, then click \"Schedule.\" Set the frequency (daily, weekly, monthly), time, and recipient email addresses.

Q: How do I export a report to Excel?\ A: Run your report, click the Export button, select \"Excel (.xlsx)\" format, and click Export. The file downloads to your computer.

Q: Why does my report show different numbers than expected?\ A: Check: 1. Date range includes the period you expect 2. Filters aren\'t excluding data 3. You\'re looking at the correct warehouse (if multi-warehouse)

Account and Billing Questions

Q: How do I add a new user?\ A: Go to Settings → Users → Add User. Enter email, name, assign a role, and click Create User. The user receives an email with login instructions.

Q: Can I change a user\'s role?\ A: Yes. Go to Settings → Users, find the user, click Edit, change the Role dropdown, and save.

Q: How do I see my billing information?\ A: Go to Reports → Financial → Billing Summary. Select your date range and click Generate.

Glossary

A

Term	Definition
3PBA	Third-Party Billing Account — using a customer's carrier account for shipping
API	Application Programming Interface — how systems connect and exchange data
Auto Assign	System automatically assigns bin locations during put-away

B

Term	Definition
Bin Location	Specific storage location in warehouse (Zone-Aisle-Shelf-Bin format)
Bulk Pick	Picking multiple orders at once for efficiency
Bulk Upload	Adding many records at once via Excel import

C

Term	Definition
Carrier	Shipping company (FedEx, UPS, USPS, DHL, etc.)
Cycle Count	Counting a subset of inventory regularly rather than full warehouse count
Customs Form	Document required for international shipments declaring contents

D

Term	Definition
Dimensional Weight	Shipping weight calculated from package dimensions, used for large/light packages
Direct Adjustment	Inventory adjustment applied immediately without approval

E

Term	Definition
EDI	Electronic Data Interchange — standardized format for business documents
End Customer	The final recipient of a product (different from the ordering customer)

F

Term	Definition
Fulfillment	Complete process of picking, packing, and shipping an order
Fragile	Product flag indicating extra care needed in handling

H

Term	Definition
Hazmat	Hazardous materials — products requiring special handling and documentation

I

Term	Definition
Inbound	Receiving order for products coming into the warehouse
Inbound Line	Individual product line item within an inbound order
Inventory Adjustment	Manual correction to inventory quantity

L

Term	Definition
Label	Shipping label with address and barcode for carrier scanning
Low Stock	Inventory below the minimum threshold set for a product

O

Term	Definition
Outbound	Customer order that needs to be fulfilled and shipped
Outbound Line	Individual product line item within an outbound order

P

Term	Definition
Pick List	Printed list showing which items to pick for orders
Put-Away	Process of moving received inventory to storage bin locations

Q

Term	Definition
Qty Available	Quantity that can be sold (On Hand minus Reserved)
Qty On Hand	Total physical quantity in the warehouse
Qty Reserved	Quantity set aside for orders that haven't shipped yet

R

Term	Definition
Rate Shopping	Comparing shipping rates across carriers before selecting
Receiving	Process of accepting and recording incoming inventory
Request Adjustment	Inventory adjustment that requires manager approval

S

Term	Definition
SKU	Stock Keeping Unit — unique identifier for each product
Slow-Moving	Products that haven't sold in a specified time period
Store	Connected e-commerce platform (Amazon, Shopify, eBay, etc.)
Sync	Data exchange between ILS Portal and connected stores

T

Term	Definition
Tracking Number	Unique identifier to follow a package's journey
Transaction	Financial record of a charge or credit

U

Term	Definition
Unslotted	Inventory that has been received but not yet assigned to a bin

W

Term	Definition
Warehouse	Physical location where inventory is stored
Wave	Group of orders released together for picking
Wave Picking	Picking multiple orders in a single pass through the warehouse

Z

Term	Definition
Zone	Section within a warehouse; first part of bin location code

Appendix

Appendix A: Keyboard Shortcuts

Shortcut	Action
Ctrl + F (Cmd + F on Mac)	Find/Search on current page
Ctrl + S (Cmd + S on Mac)	Save current form (where applicable)
Ctrl + R (Cmd + R on Mac)	Refresh page
Tab	Move to next field
Shift + Tab	Move to previous field
Enter	Submit form or select item (context-dependent)
Esc	Close modal/dialog

💡 Note: Keyboard shortcuts may vary by browser. Some actions may not support keyboard shortcuts.

Appendix B: Report Templates and Examples

SALES SUMMARY REPORT Example

Date Range: January 1, 2024 - January 31, 2024

METRIC	VALUE
Total Orders	1,247
Total Items	4,892
Total Revenue	$48,567.89
Average Order Value	$38.95
Unique Customers	892
Items per Order	3.92

LOW STOCK REPORT Example

Generated: March 25, 2024

SKU	Description	Current	Threshold	Days of Stock
Qty
A001	Widget Small	3	10	2
B042	Gadget Blue	5	15	4
C123	Connector Kit	0	5	0

Appendix C: Status Flow Diagrams

Inbound Status Flow

      ┌─────┐     ┌───────────┐     ┌─────────┐
      │ New │────>│ Receiving │────>│ Received│
      └─────┘     └───────────┘     └─────────┘
                        │
                        ▼
               ┌─────────────────┐
               │ Partially       │
               │ Received        │
               └─────────────────┘

Outbound Status Flow

  ┌─────┐    ┌─────────────┐    ┌───────┐    ┌───────────┐    ┌────────┐
  │ New │───>│Ready for    │───>│Picked │───>│  Packed   │───>│Shipped │
  │     │    │   Pick      │    │       │    │           │    │        │
  └─────┘    └─────────────┘    └───────┘    └───────────┘    └────────┘

Appendix D: Carrier Service Level Reference

FedEx Service Codes

Code	Service Name	Delivery
FEDEX_GROUND	FedEx Ground	1-5 days
FEDEX_2_DAY	FedEx 2Day	2 days
FEDEX_OVERNIGHT	FedEx Standard Overnight	Next day
FEDEX_INTL_ECONOMY	FedEx International Economy	2-5 days
FEDEX_INTL_PRIORITY	FedEx International Priority	1-3 days

UPS Service Codes

Code	Service Name	Delivery
UPS_GROUND	UPS Ground	1-5 days
UPS_2ND_DAY_AIR	UPS 2nd Day Air	2 days
UPS_NEXT_DAY_AIR	UPS Next Day Air	Next day
UPS_WW_SAVER	UPS Worldwide Saver	1-3 days

USPS Service Codes

Code	Service Name	Delivery
FIRST_CLASS	First Class Mail	1-3 days
PRIORITY	Priority Mail	1-3 days
PRIORITY_EXPRESS	Priority Mail Express	1-2 days

Appendix E: Revision History

Version	Date	Author	Changes
1.0	2024-03-25	Documentation Team	Initial release: - All core modules documented - Troubleshooting and FAQ added - Glossary and Appendix included

Document Information

Document Title: ILS Portal End User Manual\ Version: 1.0\ Last Updated: March 25, 2024\ Prepared By: Technical Documentation Team\ Review Cycle: Quarterly\ Distribution: All warehouse staff, customer service, administrators

Thank You!\ You have now completed reading the ILS Portal End User Manual.

For additional support:

Resource	Location
Online Help	Click the ? icon in the top-right corner
Support Email	support@ils.live
Phone Support	1-800-ILS-HELP (1-800-457-4357)
Knowledge Base	https://help.ils.live

We hope this manual helps you use ILS Portal effectively.\ Thank you for choosing ILS Portal for your warehouse management needs!

Field	What to Enter
Company Name	Your business name
Logo	Upload company logo
Address	Company address
Phone	Company phone
Email	Company email
Website	Company website
Tax ID	Business tax ID

Setting	Options
Default Warehouse	Which warehouse for new orders
Default Shipping Carrier	Preferred carrier
Default Shipping Service	Preferred service level
Auto Validate Orders	Yes/No

Setting	Options
Low Stock Threshold	Default threshold for new products
Allow Negative Inventory	Yes/No (not recommended)
Auto Reserve on Order	Yes/No

Setting	Options
Default Language	English, Chinese, Spanish, etc.
Date Format	MM/DD/YYYY, DD/MM/YYYY, YYYY-MM-DD
Number Format	1,234.56 or 1.234,56
Currency Symbol	$, €, ¥, etc.

ILS Portal End User Manual

Introduction

What Is ILS Portal?

Who Should Use This Manual?

System Requirements

Minimum Specifications:

How to Access the Application

Forgot Your Password?

Understanding the Main Dashboard

The ILS Portal interface consists of the following areas:

Top Navigation Bar

Main Content Area

Inbound Operations

Inbound Operations Module

Why This Matters:

Creating a New Inbound Order

Importing Inbounds from Excel

Receiving an Inbound

Partial Inbound Receiving

Understanding Bin Locations

Viewing and Managing Inbounds

Filtering the Inbound List

The Inbounds page lets you filter by various criteria:

Opening an Inbound Details Page

Printing Receiving Documents

Tips and Best Practices

Common Mistakes to Avoid

Next Section: Outbound/Order Fulfillment

Would you like me to continue with the Outbound/Order Fulfillment module next?

Outbound Operations Module

Outbound Operations handles everything related to fulfilling customer orders --- from when an order arrives in the

Why This Matters:

Understanding the Order Lifecycle

Order Arrives → Ready for Pick → Picked → Packed → Shipped → Delivered

How Orders Enter the System

Orders can arrive in ILS Portal from multiple sources:

Viewing Outbound Orders

Manual Order Entry

Importing Orders from Excel

Order Validation and Review

Understanding Pick Status

Bulk Picking (Wave Picking)

If using Custom or to optimize shipping:

Generating Shipping Labels

Shipping Multiple Orders (Batch Labels)

Order Status Updates

Tracking and Troubleshooting Shipments

Viewing Tracking Information

Common Shipping Issues

Tips and Best Practices

Common Mistakes to Avoid

Section 3: Inventory Management

Inventory Management Module

Why This Matters:

Understanding Inventory Quantities

Accessing the Inventory Screen

Understanding the Inventory List

Filtering and Searching Inventory

Viewing Inventory Details

Inventory by Bin Location

Finding Where a Product Is Stored

Finding What\'s in a Bin

Inventory Adjustments

Types of Adjustments

Understanding Adjustment Reasons

Making a Direct Inventory Adjustment

Bulk Inventory Adjustment

Adjust multiple SKUs at once using a spreadsheet.

Inventory Request Adjustments

Viewing Unslotted Inventory

Performing a Cycle Count

Setting Up a Cycle Count

Low Stock Alerts

Viewing Low Stock Items

Setting Low Stock Thresholds

Inventory Transfer Between Warehouses

Tips and Best Practices

Common Mistakes to Avoid

Next Section: Product Catalog

The next section covers the Product Catalog module --- adding new products, managing SKUs, setting product attributes,