Overview of the Shipping and Receiving Screen
The Shipping & Receiving screen in 1place serves as the central hub for managing all outbound and inbound warehouse operations.
It provides real-time visibility into every Sales Order and Purchase Order moving through your warehouse — whether items are being picked, shipped, or received.
This screen works hand in hand with the 1place Scan (Scanner):
- Warehouse staff use the scanner to physically pick, ship, and receive items.
- Warehouse managers use the Shipping & Receiving screen to assign orders, monitor activity, perform bulk updates, and manually adjust statuses when needed.
- Together, they keep your warehouse operations organized, accurate, and up to date in real time.
Screen Layout
The Shipping & Receiving screen is divided into three main areas:
- Warehouse Selector
- Items to Ship
- Items to Receive
When you click a status under either section, the right-hand side displays a list of orders or items within that stage.
Above the list are key functions such as Assign Driver, Filter, Search, Print, and Bulk Actions for managing daily operations efficiently.
Warehouse Selector
- Located at the top-left corner of the screen.
- Use this dropdown to choose which warehouse you’re currently managing.
- The system defaults to the main warehouse assigned to your user account.
- Switching warehouses updates all data displayed in both the Items to Ship and Items to Receive sections.
Items to Ship
The Items to Ship section manages all parts and orders leaving your warehouse.
It tracks every Sales Order’s progress through a series of shipping statuses.
Warehouse staff advance orders through these stages by scanning items with the 1place Scan, while warehouse managers use this screen to assign pickers, monitor workflow, or manually move orders between statuses.
Common functions available at the top of each list include:
- Assign Picker / Driver
- Filter and Search Orders
- Print Sales Orders, Labels, and Shipping Documents
- Bulk Update Multiple Orders
Shipping Status Stages
| Status | Description |
|---|---|
| New | Items from Sales Orders currently being created. When the Sales Order is Saved & Submitted, it automatically moves to the next defined status. |
| Pending | A user-defined holding status for staging or grouping orders before processing. |
| Waiting for Delivery | Indicates parts that need to be purchased. When a Purchase Order is created from the Sales Order PO’s screen, the status changes automatically to Waiting for Delivery from Vendor. |
| To Print and Pick | Orders ready for picking. Managers can assign pickers, print documents, and prepare for scanning. Once items are scanned, the order moves forward automatically. |
| Picking | Items actively being picked using the 1place Scan. The system updates the status automatically when picking is complete. |
| Waiting for Delivery from Vendor | Items linked to a PO and waiting for vendor delivery. Once the PO is received, 1place advances to the next defined status. |
| To Dispatch / Ship | Orders ready for dispatch. Managers can assign drivers, print invoices in batches, and confirm shipments. Once scanned for dispatch, the status moves to In Route. |
| In Route | Orders currently out for delivery. Managers can update statuses to Completed, Cancelled, or other custom outcomes. |
| Closed | Completed and finalized orders. No further actions are needed. |
Items to Receive
The Items to Receive section manages the incoming flow of parts from vendors.
It gives visibility into all Purchase Orders that are in progress, in transit, or received into inventory.
Like shipping, any scanning done through the 1place Scan app automatically updates statuses here.
Warehouse managers typically use this section to monitor inbound shipments, review discrepancies, or manually finalize receipts.
At the top of each list, users can:
- Search and filter Purchase Orders
- View Items to receive from Vendors
- Update Status of Purchase Order Receipt
- Perform bulk receive actions if needed
Receiving Status Stages
| Status | Description |
|---|---|
| New | Lists items included in Purchase Orders currently being created. Once submitted to a vendor, they move to the next defined status. |
| Pending | A user-defined holding status used for internal review or organization before submission. |
| Order Submitted | Displays Purchase Orders sent to vendors and awaiting shipment. |
| In Route to Warehouse | Shows orders currently in transit from the vendor to your warehouse. |
| Ready to Receive | Lists orders or parts that have arrived and are ready to be scanned into inventory. Scanning or manual confirmation updates them to Received. |
| Received | Displays completed POs that have been successfully received and added to inventory. |
Integration with 1place Scan (Scanner)
The 1place Scan is directly linked to this screen.
As warehouse staff scan items during picking, shipping, or receiving, the system automatically updates the corresponding statuses in the Shipping & Receiving screen.
This ensures:
- Managers always see real-time progress without manual refreshes
- Fewer manual status changes or data entry errors
- Streamlined coordination between warehouse staff and supervisors
Customizing Statuses
Every business operates differently — that’s why 1place allows each company to define its own Shipping and Receiving statuses.
Administrators can customize:
- The names, and order of statuses
- Which statuses trigger automatic transitions (e.g., after scanning, submitting, or receiving)
- Which statuses appear in Shipping vs. Receiving workflows
Settings → Shipping & Receiving Settings
This flexibility allows each company to mirror its own operational workflow within 1place — whether you follow a simple Pick–Pack–Ship model or a more detailed multi-step process.
Shipping Statuses – Detailed Guide and Functionalities
The Shipping Statuses screen in 1place provides a comprehensive view of all outbound orders. Each status represents a stage in the fulfillment process, allowing warehouse managers and staff to coordinate picking, packing, and shipping efficiently.
This guide covers all nine shipping statuses, including detailed functions, workflows, and best practices.
New
Purpose
- Displays items from Sales Orders currently being created.
- Acts as the entry point for all new outbound orders.
How Orders Enter This Status:
- Sales Order is created but not yet submitted.
- Automatically moves to the next status after the Sales Order is Saved & Submitted.
Available Functions / Buttons:
- View sales order details
Pending
Purpose
- A user-defined holding or staging status.
- Useful for grouping orders before processing or batching pick tasks.
How Orders Enter This Status:
- Manually assigned by warehouse managers, or automatically if configured in Shipping & Receiving Settings.
Available Functions / Buttons:
- View sales order details
- Filter and search orders
- Bulk update order status
Waiting to be Purchased
Purpose
- Represents items that need to be purchased due to insufficient stock.
How Orders Enter This Status:
- Inventory unavailable when the Sales Order is submitted.
- Automatically moves to Waiting for Delivery from Vendor after a PO is created.
Available Functions / Buttons:
- No available functions
To Print & Pick
Purpose
- Orders are ready to be picked from inventory and prepared for shipment.
How Orders Enter This Status:
- Orders move automatically from Pending or Waiting for Delivery from Vendor (after stock is available).
Available Functions / Buttons:
- Assign pickers
- Print Sales Orders, labels, and picking documents
- Filter/search orders
- Link to related Sales Order
Picking
Purpose
- Tracks orders actively being picked from inventory.
How Orders Enter This Status:
- Automatically updated when a warehouse worker starts scanning items from To Print & Pick.
Available Functions / Buttons:
- Update picking progress
- Link to related Sales Order
- Manual status override (if needed)
Waiting for Delivery from Vendor
Purpose
- Items that have been ordered from a vendor but have not yet arrived.
How Orders Enter This Status:
- System automatically updates from Waiting for Delivery when a PO is created.
Available Functions / Buttons:
- Assign pickers
- Print Sales Orders, labels, and picking documents
- Filter/search orders
- Link to Open Sales Order
To Dispatch / Ship
Purpose
- Orders are ready to be dispatched or shipped to customers.
How Orders Enter This Status:
- Automatically updated from Picking once items are scanned.
Available Functions / Buttons:
- Assign drivers
- Batch print invoices and shipping documents
- Filter/search orders
- Import/Export Options for external 3rd Party Apps
- Edit/Reprint Manifest or Invoices
In Route
Purpose
- Orders that are currently being delivered.
How Orders Enter This Status:
- Updated automatically after scanning items for dispatch.
Available Functions / Buttons:
- Update status to Completed, Cancelled, or other outcomes
- Track delivery routes
Closed
Purpose
- Displays completed and finalized orders.
How Orders Enter This Status:
- Orders move automatically from In Route once delivery is confirmed or manually updated by the manager.
Available Functions / Buttons:
- View completed orders.
Common Task and Scenarios
How do I view the related Sales Order from the Shipping & Receiving screen?
- Go to the Shipping & Receiving screen and select the correct warehouse.
- In several of the Items to Ship statuses, you can locate the Sales Order column.
- Click the magnifying glass icon next to the Sales Order number.
- The Sales Order opens in a new tab, showing all line items.
Tip: Use this to quickly check all items in an order before picking or shipping.
How do I assign pickers and print shipping documents for Sales Orders?
- Go to the Shipping & Receiving screen and select the correct warehouse.
- In Items to Ship, click the To Print & Pick status.
- Select a stock picker first from the picker dropdown.
- Select the orders you want to assign:
- Use filters such as warehouse zone or route to automatically select orders in a specific zone or delivery route.
How do I print shipping documents (labels, packing slips, pick tickets, and Sales Orders)?
- After selecting the orders you want to print, click Print & Pick Selected.
- The Print Picking Documents window will appear.
- Select the documents you want to print, such as:
- Labels
- Packing slips
- Pick tickets
- Sales Orders
- Enter the quantity to print if needed.
- A preview of the document will be shown.
- Click Save & Update Status to complete printing and move the orders to the next status.
How do I complete the picking process or tag orders as picked?
- In the Picking status, select the specific picker/user.
- The list of orders will be filtered to show only orders assigned to that user.
- Check the boxes next to the orders, or
- Use the Auto Select & Update All Qty Picked Values action button to automatically set picked quantities equal to the shipped quantities.
How do I dispatch items ready to ship?
- Go to the To Dispatch / Ship status in the Items to Ship section.
- Choose an option:
- Dispatch 1 Driver – assign orders to a specific driver.
- Dispatch All Drivers – assign orders for all drivers at once.
- Invoice Selected Orders – create invoices for selected orders (covered in a separate scenario).
- Select the driver from the dropdown.
- Select the day for dispatch.
- Select All Orders
- Select All Orders 100% Ready to Ship
- Select All Order Transfer Ready to Transfer
- Un-select All Orders
Note: Selecting orders before choosing a driver will trigger an error “Pick a driver first.”
How do I batch-invoice orders that are ready for dispatch?
- Go to the To Dispatch / Ship status under Items to Ship.
- Use filters (such as Ship Via) to narrow down the list if needed.
- Select the orders you want to invoice using the checkboxes.
- You may also use the first checkbox to automatically:
- Select All Orders
- Select All Orders 100% Ready to Ship
- Select All Orders Transfer Ready to Transfer
- Un-select All Orders
- The Pre-print option – Auto create Invoices for Sales Orders in this Dispatch is automatically checked.
- Click Proceed to continue.
- Review which documents you want to print (invoices and any additional dispatch documents).
- Click Print & Update Status.
How do I reprint a Dispatch Manifest?
- Go to the To Dispatch / Ship status in the Items to Ship section.
- Click Edit / Reprint Manifest or Invoices at the bottom of the screen.
- The Edit or Reprint Manifest screen will appear.
- Select the Dispatch # for the orders you want to reprint.
- Select the documents you want to print.
How do I reprint an Invoice Batch?
- Go to the To Dispatch / Ship status under Items to Ship.
- Click Edit / Reprint Manifest or Invoices at the bottom of the screen.
- The Edit or Reprint Manifest window will open.
- Select Reprint Invoice Batch.
- Choose the Batch Number from the dropdown list.
- Click the Print icon to print the batch.
- (Optional) Use the Export Manifest option if needed.
How do I update the status of orders/items in In Route?
- Go to the Shipping & Receiving screen.
- Under Items to Ship, click the In Route status.
- Select the order(s) you want to update by checking the box next to each one
— or auto-select them using the Dispatch Number. - Choose the new status from the Move to Status dropdown
- Click Update Selected to apply the change.
- Once updated, the order(s) will move to the selected status (for example, Closed).
Administrator - How to Set Up and Use Shipping & Receiving Statuses to Control Order Flow
This section is intended for Administrators and users responsible for configuring the Shipping & Receiving workflow.
The Shipping and Receiving settings allow you to control how Sales Orders, Purchase Orders, and Stock Transfers move through the warehouse process.
You can configure:
- Which statuses are active
- Which statuses appear on the Shipping & Receiving screen
- The name displayed to users
- The next status in the workflow
- Whether users can add line items
- Whether users can edit line items
- Whether users can delete line items
- Whether users can delete the order
- Additional Shipping & Receiving options
How to Access Shipping and Receiving Settings
- Click the Gear icon in the upper-right corner.
- Click Settings.
- Under Warehouse, click Shipping and Receiving.
The Shipping and Receiving settings contain the following sections:
- Shipping - Sales Order Statuses
- Receiving - Purchase Order Statuses
- Stock Transfer - Statuses
- Options
Shipping - Sales Order Statuses
The Shipping - Sales Order Statuses section is used to configure the statuses and workflow for Sales Orders as they move through the shipping process.
The status configuration is displayed in a table, with each column controlling a specific part of the workflow. These columns determine how a status is used, how it is displayed to users, what status comes next, and what actions users are allowed to perform while an order is in that status.
The following explains the purpose and functionality of each column.
Action
The Action column allows you to change the order of the status rows.
To change the order:
- Click and hold the Action icon for the status you want to move.
- Drag the status row to the desired position.
- Release the row.
- Click Save.
Active
The Active column determines whether the status is active.
Check Active to make the status available for use.
Clear Active when the status should no longer be active.
Show on Shipping and Receiving
The Show on Shipping and Receiving column determines whether the status appears on the Shipping & Receiving screen.
Check this option when the status should be displayed for users on the Shipping & Receiving screen.
Status
The Status column displays the system-defined status.
Examples include:
- New
- Pending
- WaitingToBePurchased
- To Print & Pick
- Picking
- WaitingForDelivery
- To Dispatch
- In Route to Customer
- To Cancel/Restock
- To Pack
- To Invoice
- To Load/Ship
- Closed
The system-defined Status identifies the status used by the system.
User Defined Status
The User Defined Status column allows you to customize the name displayed to users.
For example:
Status: WaitingForDelivery
User Defined Status: Waiting For Delivery
Another example:
Status: In Route to Customer
User Defined Status: In Route
Use names that are clear and easy for warehouse users to understand.
Next Status
The Next Status column determines the status that follows the current status in the workflow.
For example:
To Print & Pick
Next Status: Picking
Another example:
Picking
Next Status: To Dispatch or Ship
Select the appropriate Next Status from the dropdown.
Status Description
The Status Description column provides information about the purpose of the status.
Use this column to describe what the status means or what users should expect at that stage of the workflow.
Can Add Line Items
The Can Add Line Items column determines whether users can add line items to an order while the order is in that status.
Can Edit Line Items
The Can Edit Line Items column determines whether users can edit line items while the order is in that status.
Can Delete Line Items
The Can Delete Line Items column determines whether users can delete line items while the order is in that status.
Can Delete Order
The Can Delete Order column determines whether users can delete the order while it is in that status.
These columns allow administrators to control which changes users can make to an order at each stage of the workflow.
User Notes
The User Notes column allows administrators to add notes related to the status.
Receiving - Purchase Order Statuses
The Receiving - Purchase Order Statuses section controls the statuses used for Purchase Orders as they move through the receiving process.
The available columns include:
- Action
- Active
- Show on Shipping and Receiving
- Status
- User Defined Status
- Status Description
- Can Add Line Items
- Can Edit Line Items
- Can Delete Line Items
- Can Delete Order
- User Notes
The current configuration includes the following receiving statuses.
New
User Defined Status: New
New is the starting status for a Purchase Order.
Pending
User Defined Status: Pending
Pending can be used to place a Purchase Order on hold before it continues through the receiving process.
Waiting for Delivery
User Defined Status: Order Submitted
This status represents a Purchase Order that has been submitted and is waiting for delivery.
In Route to Warehouse
User Defined Status: In Route to Warehouse
This status represents a Purchase Order that is in route to the warehouse.
On Dock
User Defined Status: Ready to Receive
This status represents a Purchase Order that is ready to be received.
Received
User Defined Status: Received
This status represents a Purchase Order that has been received.
Stock Transfer - Statuses
The Stock Transfer - Statuses section controls the workflow for inventory being transferred between warehouses.
The available columns include:
- Action
- Active
- Status
- User Defined Status
- Next Status
- Status Description
The current configuration includes the following statuses.
New
User Defined Status: New
The starting status for a Stock Transfer.
Pending
User Defined Status: Pending
Used when a Stock Transfer is being held before processing.
To Print & Pick
User Defined Status: To Print & Pick
Next Status: Picking
Used when the Stock Transfer is ready to be picked.
Picking
User Defined Status: Picking
Next Status: To Dispatch
Used while the Stock Transfer is being picked.
To Dispatch
User Defined Status: To Dispatch
Next Status: In Route
Used when the Stock Transfer is ready to leave the source warehouse.
In Route
User Defined Status: In Route
Next Status: Closed
Used while the Stock Transfer is in route to the destination warehouse.
Received
User Defined Status: Received
Next Status: Closed
Used when the Stock Transfer has been received at the destination warehouse.
Closed
User Defined Status: Closed
The completed status for the Stock Transfer.
Options
The Options section contains additional settings that affect how users work with Shipping & Receiving.
When Warehouse Worker is Selected
The following option is available:
When Warehouse Worker is Selected (on To Print & Pick screen) auto select all Warehouse Zones assigned to the selected user, and then auto select all items in the selected zone(s).
When enabled, selecting a Warehouse Worker on the To Print & Pick screen will automatically:
- Select all Warehouse Zones assigned to the selected user.
- Select all items in the selected zones.
This can help speed up the process of assigning items to warehouse workers when Warehouse Zones have already been assigned to users.
Show Counts on Each Ship/Receive Status
The following option is available:
Show counts on each Ship/Receive statuses.
When enabled, the Shipping & Receiving screen displays the number of orders or transactions associated with each applicable Ship/Receive status.
This allows users to quickly see how many items or orders are currently waiting in each status.
How to Change the Status Workflow
- Click the Gear icon in the upper-right corner.
- Click Settings.
- Under Warehouse, click Shipping and Receiving.
- Open the appropriate status section.
- Locate the status you want to change.
- Review the Active setting.
- Review the Show on Shipping and Receiving setting.
- Review the User Defined Status.
- Select the appropriate Next Status.
- Review the line item and order permissions.
- Click Save.
How to Activate a Status
- Click the Gear icon in the upper-right corner.
- Click Settings.
- Under Warehouse, click Shipping and Receiving.
- Open the appropriate status section.
- Locate the status you want to activate.
- Check Active.
- Check Show on Shipping and Receiving if users need to work with the status from the Shipping & Receiving screen.
- Review the User Defined Status.
- Select the appropriate Next Status, if applicable.
- Review the line item and order permissions.
- Click Save.
How to Deactivate a Status
- Click the Gear icon in the upper-right corner.
- Click Settings.
- Under Warehouse, click Shipping and Receiving.
- Open the appropriate status section.
- Locate the status.
- Clear Active.
- Clear Show on Shipping and Receiving if applicable.
- Click Save.
How to Change the Name Users See
The Status and User Defined Status fields serve different purposes.
The Status is the system-defined status.
The User Defined Status is the name displayed to users.
To change the displayed name:
- Click the Gear icon in the upper-right corner.
- Click Settings.
- Under Warehouse, click Shipping and Receiving.
- Open the appropriate status section.
- Locate the status.
- Update the User Defined Status field.
- Click Save.
For example:
System Status: On Dock
User Defined Status: Ready to Receive
Users will see Ready to Receive as the displayed status.
How to Control What Users Can Do at Each Status
The line item and order permission settings allow administrators to control what users can do while an order is in a particular status.
For each status, review:
- Can Add Line Items
- Can Edit Line Items
- Can Delete Line Items
- Can Delete Order
For example, a company may allow users to make changes while an order is in New but restrict changes once the order has entered Picking.
This can help prevent changes to an order after warehouse processing has started.
Recommended Approach to Setting Up Order Flow
Before changing the status configuration, determine how your warehouse actually processes orders.
For each stage, determine:
- What the status means
- Who is responsible for the order
- What the user needs to do
- What status should come next
- Whether the status should appear on Shipping & Receiving
- Whether users should be able to add line items
- Whether users should be able to edit line items
- Whether users should be able to delete line items
- Whether users should be able to delete the order
Configure the statuses so that the workflow in 1place matches the actual process followed by your warehouse.
For example, a basic Sales Order workflow can be:
New
Sales Order is created.
To Print & Pick
Order is ready to be assigned for picking.
Picking
Warehouse worker is picking the order.
To Dispatch or Ship
Order is ready to leave the warehouse.
In Route
Order has been dispatched and is being delivered.
Closed
Order has been completed.
Additional statuses such as Pending, Waiting To Be Purchased, Waiting For Delivery, and To Cancel/Restock can be used when your warehouse process requires additional steps.
How to Save Changes
After making changes to the Shipping and Receiving settings:
- Review the status configuration.
- Review the Active settings.
- Review the Show on Shipping and Receiving settings.
- Review the User Defined Status names.
- Review the Next Status settings.
- Review the line item and order permissions.
- Review the Options settings.
- Click Save.
The updated configuration will be used by the Shipping & Receiving workflow.
