Stock in the system, equal to stock on the shelf
DataFlows Depo is a warehouse management system (WMS). Every movement of goods is scanned at the moment it happens: receipt, transfer, order picking, dispatch. Warehouse staff work on a phone or a scanner terminal, and the office sees the same figures at the same time.
- Runs on the Android phones you already have
- Connects to the invoicing software or ERP you use
- Configured for your warehouse, with the interface and guide in your language
Benefits
Many warehouses start out in Excel or in the stock module of the invoicing software. It works up to a point. Then come the questions nobody can answer with certainty anymore: which shelf the goods are on, who moved them, why the order shipped two pieces short, how much of the stock is actually reserved.
Depo keeps stock by location, not just as a total. Every product has a place (warehouse, zone, rack, level, position) and every movement leaves a trace: who, what, when, from where and to where. The warehouse worker scans, and the system checks that the right product was picked, in the right quantity.
Depo doesn’t replace your invoicing software. It takes the item list and orders from there and sends back what happened in the warehouse.
The whole warehouse flow, from receipt to dispatch
Every step is done from the mobile app, by scanning, and shows up immediately in the web interface.
Goods receipt
The warehouse worker opens the supplier order on the phone, accepts the delivery and scans what arrived. Anything missing or extra is visible on the spot, not at next day’s reconciliation.
- Partial or full receipt against the purchase order
- Batch, serial number, expiry date and condition (OK, damaged, quarantine) on every line
- Recommended put-away location: where the product already is or next to similar products. When there is no safe option, the system doesn’t guess and leaves the choice to the worker
- The supplier’s barcode is linked to the product at the first scan and recognised automatically next time
- Optionally, the supplier’s invoice (PDF or photo) is read automatically and turned into a purchase order, with the matching products from the item list
Locations and stock
The warehouse is described once, in levels: warehouse, zone, rack, level, position. Every position gets a barcode label, and its code (for example R01-T2-E1) also tells you where it physically is.
- Several warehouses and sites in the same application
- For every product: physical stock, available, allocated to orders, reserved and incoming
- Separate sub-stocks for damaged, written-off or reserved goods, automatically excluded from the stock available for sale
- Quick transfers from the phone: scan the source shelf, the product and the destination shelf
- Transfer basket: collect products from several locations and unload them where they belong, even after a break
- Minimum stock per product, with an alert when it drops below the threshold
Order picking
The order reaches the picker’s phone split by racks and levels, in the order of the route through the warehouse. Nobody crosses the hall three times anymore just because that’s how the lines were on the invoice.
- Picking order by aisle, section and level, with priority set by product category
- Scanning is verified: a product that isn’t on the order can’t end up in the parcel by mistake
- Batches and serial numbers are allocated in the order they entered stock (FIFO)
- Visible progress on every line, for example 6 of 10 pieces picked
- Products sold as kits are automatically broken down into the components to pick from the shelf
- If something is missing, the line is closed at the actual quantity and gets a note with the difference, while the rest stays open for a later delivery
Dispatch and loading
The office and the warehouse look at the same delivery screen. Every order has a clear status (in progress, picked, loaded), and the screen refreshes on its own when someone in the warehouse finishes an order.
- One-step delivery from the phone: allocation, dispatch, closing the order
- Truck number, loading supervisor, dispatch date and parcel list on every order
- Domestic or international transport, delivery terms (Incoterms), AWB number
- Photos from the phone of the loaded goods or the signed delivery note, useful in case of a complaint
- Report of the serial numbers delivered on each order, for warranty purposes
Stock counts and corrections
A stock count no longer means a day with the warehouse shut down. You scan a shelf, see what should be on it and correct what doesn’t match, whenever things are quiet.
- Stock correction from the phone, with a mandatory reason
- Write-off with a reason, kept in the history
- Bulk corrections from an Excel file, with a test run that shows in advance what will change
- Discrepancy register: every discrepancy has a status and an owner, and those older than 7 days are flagged
- Full history for every product: receipts, transfers, counts and deliveries, with the user and the date
Returns and goods held in custody
Returned goods don’t go back on the shelf without a decision, and goods kept for customers don’t mix with your own stock.
- Return order with a decision on every line: back to stock, repair, replacement, refund or rejection
- When the returned product is scanned, the phone shows the recommended location to put it back
- Separate status for returned or quarantined goods
- Custody module for customers’ goods kept in the warehouse (for example a tyre hotel): numbered contract, warehouse position, printed sheet with a QR code
Works on the equipment you already have
You don’t need new terminals. The mobile app opens from the browser and is added to the phone’s home screen like any app, with no app store. It works on ordinary Android phones, using the camera, and on industrial scanner terminals, including models running Android 5.
- Reads EAN-13, EAN-8, UPC, Code128, Code39, QR and DataMatrix
- Scanner mode for terminals: the keyboard doesn’t pop up, the code is submitted on its own, double scanning is blocked
- One scanning field: the app recognises whether you scanned a product or a shelf
- Unknown code? Create the product or the location straight from the phone
- No signal in a corner of the warehouse? Scanned serial numbers and photos stay on the phone and are sent when the connection is back
Labels and printers
Labels for products, batches and shelves are generated from the app, in the label printer’s format (for example 108 x 38 mm), one at a time or in batches. With a small utility installed on the warehouse computer, the label goes straight to the printer, with no confirmation window.
Serial numbers, batches and expiry dates, tracked all the way to the customer
For products with a warranty or a shelf life, the history matters as much as the stock.
Connects to any software you use
Depo doesn’t issue invoices and doesn’t ask you to change your ERP or invoicing software. It connects to it, takes what the warehouse needs and sends back what happened on the shelf.
ERP or invoicing software
Sends the item list, partners and sales and purchase orders. Receives goods receipts, deliveries and discrepancies.
DataFlows Depo
Keeps stock by location, splits orders by rack, verifies every scan and keeps the history.
Phones and terminals
Receiving, transfers, picking, delivery and stock counts, by scanning. Every action reaches Depo immediately.
How the connection works
Company details are filled in from the VAT number via the tax authority’s register, and exchange rates are updated daily from the National Bank.
How we start
The duration depends on the size of the warehouse and the connections to other software. We give you a written estimate after the first conversation.
Workflow conversation
You show us the warehouse and how goods and documents move today. We agree on what goes into the first stage.
Locations and labels
We code the zones, racks and positions, then print the labels. Everything else depends on this step.
Data and connections
We import the item list, partners and stock and connect Depo to the invoicing software, in test mode first.
Training
Warehouse staff learn on their own phones, with their own goods. The guide is in the app.
Go-live and fine-tuning
In the first weeks we adjust rules, labels and reports. Then the support contract takes over.
Depo already runs in very different warehouses
Questions we hear often
A WMS (warehouse management system) keeps stock by location and records every movement of goods by scanning. It becomes necessary when the invoicing software is no longer enough: you have several warehouse workers, hundreds or thousands of SKUs, racks on several levels, and every stock count comes out with differences.
Not necessarily. The app works on Android phones with a camera. For high volumes we recommend terminals with a built-in scanner, which read faster. The app works the same on them, including older models.
Yes. We connect over API, straight to the database or through Excel/CSV files, depending on what the software allows. We agree on the method during analysis and test the synchronisation before go-live.
No. Fiscal documents stay in the invoicing software. Depo takes the orders from there and sends back what was picked and what was delivered. Where the software allows it, the invoice or proforma can be issued from Depo, straight into the invoicing software.
In the DataFlows cloud, on an instance dedicated to your company, with an encrypted connection and backups. If you prefer, the application is installed on your own server.
The mobile app stays open without signal, and scanned serial numbers and photos are kept on the phone until the connection is back. Receipts and deliveries need a connection, because they change the stock everyone else sees. In the warehouse we recommend a WiFi network that covers the aisles.
Yes. Warehouses, zones and racks are defined as a tree of locations, and stock is visible at every level, from a single shelf position up to the company total.
You print labels for them from Depo, with the product’s internal code. The same goes for racks and positions. Suppliers’ barcodes are linked to products at the first receipt.
Yes. They are recorded at receipt and tracked through to delivery. Batches and serial numbers are allocated to orders in the order they entered stock (FIFO).
We import the item list, partners and stock by location from your files or from the existing database. Differences found at import go into a corrections register, so nothing gets lost along the way.
It depends on the size of the warehouse and the connections to other software. Usually the longest part is coding and labelling the racks. We give you a written estimate after the first conversation.
Yes. Depo is built on the DataFlows platform, on which we develop our other solutions too. Modules such as goods custody or stock reservation from a quote started exactly like that, from a client’s request.
Let’s talk about your process
Choose from many ready-to-run solutions or tell us about your specific scenario
