User Manual

Staff reach the warehouse app through the staff login, then unlock their dashboard with a personal PIN.

What you see

• Staff email and password fields
• Entry point to the warehouse PIN screen

1. 1

   Open the staff login

   Go to the staff sign-in page and use your Karavan staff email, not a buyer account.

2. 2

   Enter your warehouse PIN

   After signing in you are asked for your five digit warehouse PIN. The PIN decides which parts of the warehouse you can open and edit.

3. 3

   Land on your dashboard

   Your dashboard shows only the modules your role can use. If a module you need is missing, ask an admin to check your permissions.

One screen for the day's work: inbound deliveries, orders to pick, invoices to send and anything flagged.

What you see

• PIN entry that unlocks the warehouse app
• Role based access to each module after unlocking

1. 1

   Work from the module tiles

   Each tile opens a module: receiving, inventory, place order, outgoing, invoices, customers and reporting.

2. 2

   Watch the notification bell

   The bell in the header collects new orders, new applications and items flagged for review.

3. 3

   Stay in your role

   Modules outside your role are hidden. Accountants see reporting, inventory managers see stock and receiving, sales staff see orders and customers.

Upload the supplier invoice, let the matcher find each item, then confirm receipt to move stock in.

What you see

• PIN entry before any warehouse module opens
• Receiving is available to inventory managers and admins

1. 1

   Upload the invoice

   Open Review Invoice and upload a PDF or photo of the supplier invoice. The extractor reads the header and every line, and the upload is saved so you can resume later.

2. 2

   Check the matched items

   Each line is matched to an item by barcode, item code and category. Green means confident; anything uncertain is listed for you to confirm with the search box or a barcode scan.

3. 3

   Set the received quantities and costs

   Enter what actually arrived, in cases. Costs are entered per case and converted to a per unit value with four decimal places so case pricing stays exact.

4. 4

   Confirm the receipt

   Confirmation records the receipt and updates stock. Nothing moves until you confirm, so you can review the whole invoice first.

Search, filter, edit and flag every item, with changes saved the moment you make them.

What you see

• Department and category folders mirroring the buyer catalog
• Flag control on each item card

1. 1

   Find the item

   Browse by department and category folder, or search by name, brand, item code or UPC. The scan buttons work the same way as in the buyer catalog.

2. 2

   Filter the list

   The filter panel holds every toggle in one place: category, brand, bulk items, stock count comparisons and flagged items.

3. 3

   Edit an item

   Open the item to change the name, category, case pack, case price or unit cost. Use the single Save button at the bottom, and confirm the change when prompted.

4. 4

   Flag something for review

   The flag control on a card adds a note for staff: a suspect price, a missing photo, a barcode that needs checking. Flags are visible to the whole team until resolved.

5. 5

   Add a missing item or photo

   Add Item creates the item in the catalog and the inventory at the same time. Photos are uploaded per item and can be added in bulk from the inventory tools.

Take an order on the phone or in person, at the customer's own tier pricing, and turn it into a sales order.

What you see

• Customer picker first, then the item folders
• Bulk order mode for pasting a whole sheet

1. 1

   Choose the customer

   Ordering starts with the customer, because pricing and item visibility depend on who the order is for.

2. 2

   Add items in cases

   Work through folders exactly like the buyer catalog. Quantities are cases, and the running total is shown in the order sheet as you build it.

3. 3

   Use bulk place order for large sheets

   Bulk order accepts a whole list at once, matched by item code or UPC, which is much faster than line by line.

4. 4

   Review and create

   Check the lines, then create the order. It appears in the customer's portal immediately.

Outgoing orders is the packing queue: mark lines packed, add a carrier and tracking, then release.

What you see

• Cards for orders ready to pack, grouped by customer
• Will-call flow with signature capture for pickups

1. 1

   Open the packing queue

   Each card is one order with its customer, type and line count. Open a card to see the picks.

2. 2

   Mark each line packed

   Tick lines as they go into the box. Progress is saved so a shift handover can pick up mid-order.

3. 3

   Add shipping or will-call details

   For a shipment, choose the carrier and box size and enter the tracking number. For a pickup, record who collected it and capture the signature.

4. 4

   Release the order

   Releasing marks the order shipped or picked up, which updates the customer's portal and the invoice status.

Raise invoices from an order, send them to the buyer, take payment and print copies.

What you see

• Invoice list with status and balance
• Send, print and autopay controls per invoice

1. 1

   Raise the invoice

   Create Invoice builds a sales invoice from the customer and lines you choose. The posting date and totals are set from the order.

2. 2

   Send it to the buyer

   Sending emails the invoice to the customer's account address and attaches the PDF for their records.

3. 3

   Take a card payment

   Open the payment panel to charge a saved card or enter a new one. Payments post against the invoice and reconcile automatically.

4. 4

   Switch on autopay for an account

   Enable autopay on a customer with a card on file and their invoices settle on the due date without manual collection.

5. 5

   Print a copy

   The print action opens the invoice document, protected by your staff PIN, for a counter copy or a customer request.

Review wholesale applications, set the tier, and adjust a customer's details or account status.

What you see

• Applications waiting for review
• Tier and account status controls

1. 1

   Review an application

   New applications arrive as pending. Check the business name, tax ID and address, then approve or reject with a reason.

2. 2

   Set the tier

   Approval creates the customer account and applies pricing. Tier defaults to Tier 3 and can only be raised by an admin or manager.

3. 3

   Keep the record current

   Edit a customer to fix an address, phone number or contact. Changes flow through to invoices and shipments.

4. 4

   Suspend or reactivate

   Account status controls whether a buyer can sign in and order. Suspending keeps history and stops new orders.

Give a customer a hand-picked item list when their agreement differs from the default catalog.

What you see

• Customer picker, then the item selection
• Custom rules take precedence over the stock threshold

1. 1

   Choose the customer

   Open the visibility screen and select the customer you are setting up.

2. 2

   Pick the items they may buy

   Search or browse and tick each item the customer is allowed to see. Only those items appear in their catalog.

3. 3

   Save the setup

   Saving records who made the change and when. The customer's catalog updates on their next load.

Record missing or damaged units, request supplier credit and correct stock counts.

What you see

• Flags grouped by invoice and supplier
• Stock adjustment history with reasons

1. 1

   Flag the item on the invoice

   From the invoice review, flag the line that arrived short or damaged and add a note. The flag keeps the invoice number, date and supplier together.

2. 2

   Work the credit request list

   Credit Requests collects every flag so nothing is lost between deliveries. Attach photos of the damage where you have them.

3. 3

   Adjust the count

   Stock Adjustments records a correction with a reason. Use it for shrinkage, breakage or a count fix, never to hide a receiving error.

Revenue, margin, payments, slow movers and forecasts, split by wholesale and partner departments.

What you see

• Department switch between wholesale and partner
• Period selector that drives every card and chart

1. 1

   Unlock with your PIN

   Reporting asks for the staff PIN before it loads any figures, so numbers are never left on an open screen.

2. 2

   Set the department and period

   Switch departments to see each division separately, and pick the period. Every card and chart follows both settings.

3. 3

   Export what you need

   Each report can be exported as CSV, including the invoice detail with vendor information for accounts payable.

Admins add staff, set roles, reset PINs and review what happened on every screen.

What you see

• Staff list with role and module permissions
• PIN manager for resets

1. 1

   Add a staff member

   Users creates the account, assigns a role and sets the module permissions that decide what the person can open and edit.

2. 2

   Reset a PIN

   The PIN manager issues a new five digit PIN for a staff member who has lost theirs.

3. 3

   Review the user log

   The user log records every action with the staff name, the page and the time. Use it first when a price or stock number changes unexpectedly.