Services · Receiving and Item Intake

Receive Inventory Accurately Before It Enters the Operating System

Plan the arrival, verify packages at the gate, intake individual items, create the required identity and route each item to the correct next workflow.

Gate Receiving and Item Intake remain separate operational stages. Gate Receiving verifies the shipment and packages; Item Intake verifies and records the individual inventory inside them.

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Arrival plannedPackages verifiedItems routed correctly
From expected arrival to routed inventoryTwo separate control stages
01Arrival PlanningPickup or drop-off, contacts, addresses, vehicle details, date and time window.
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02Gate ReceivingPackage count, sealed condition, discrepancy, evidence and optional package QR.
03Item IntakeIndividual count, scan, category, identity, front/back images and condition.
04Route and HandoverStorage, catalogue, QC, care, exception or other approved next workflow.
The shipment is not fully received until item-level intake is complete where required.Package truth + item truth
Choose how inventory reaches the facility

Client Drop-Off, Vault Pickup or Planned Third-Party Delivery

The arrival model changes transport responsibility, contact information and evidence requirements, but the receiving controls remain accountable.

↔ Swipe through the receiving models
01

Client Drop-Off

The client or authorised representative delivers inventory to the agreed receiving location.

  • Requested date and time
  • Drop-off contact
  • Expected package count
  • Gate verification and evidence
02

Vault Pickup

Vault coordinates pickup under the approved transport and handling scope.

  • Pickup address and contact
  • Vehicle and driver information
  • Package or volume estimate
  • Handover and arrival evidence
03

Third-Party Delivery

A courier, transporter or client-appointed team delivers against the approved arrival plan.

  • Transport reference
  • Driver and vehicle details
  • Delivery window
  • Discrepancy escalation
Four connected receiving components

Control the Shipment, Packages, Items and Next Workflow

Each component solves a different receiving risk and should remain independently visible in the operating record.

↔ Swipe through the receiving components
01

Arrival Planning

Confirm when, where and how the inventory is expected to arrive.

PickupDrop-offContactsTime window

View arrival planning

02

Gate Receiving

Verify packages and shipment condition before item-level work begins.

Package countEvidenceDiscrepancyVehicle

View gate receiving

03

Item Intake

Count, identify and record the individual inventory inside the received packages.

ScanCategoryImagesCondition

View item intake

04

Routing and Exceptions

Send each item to storage, catalogue, QC, care or an approved hold route.

StorageCatalogueQCException

View routing and exceptions

See receiving and item intake in action

Follow Inventory from Arrival Planning to Item-Level Handover

Start with the complete receiving architecture, then move through arrival scheduling, gate verification, package control, item scanning, item identity, evidence, discrepancy, routing and completion.

Slide 1 of 10

Complete receiving and item intake architecture

02
Arrival scheduling The request records pickup or drop-off, contacts, addresses, requested window, vehicle and supporting reference.
Step 1 · Schedule the arrival

Confirm How and When the Inventory Will Arrive

The receiving team should know the movement type, responsible people, origin, destination and expected shipment before it reaches the gate.

  • Pickup or drop-off
  • Contacts and addresses
  • Requested date and time
  • Vehicle or transport reference
What this screen demonstrates Arrival Planning creates the expected shipment record used by Gate Receiving.
03
Gate Receiving The screen records actual package count, sealed condition, handover, vehicle, evidence, discrepancy and receiver.
Step 2 · Receive at the gate

Verify the Shipment Before Item-Level Work Begins

Gate Receiving confirms the physical arrival and package-level condition while the transporter or handover contact is still available.

  • Expected versus actual packages
  • Sealed, open or damaged state
  • Vehicle and handover evidence
  • Receiver and timestamp
What this screen demonstrates Gate Receiving is complete independently from the later Item Intake stage.
04
Package QR and container control Optional package identities can be generated, printed, scanned and linked to the shipment and contents.
Step 3 · Control packages

Use Package QR Only Where It Improves Control

Package-level identity supports custody and storage workflows but is not forced onto every client-managed model.

  • Package sequence and type
  • Optional QR generation
  • Phone, scanner or manual entry
  • Shipment and content linkage
What this screen demonstrates A valid scan should resolve to the package record, not expose a raw site path.
05
High-speed item intake The intake form supports continuous phone, scanner and manual entry for large item volumes.
Step 4 · Intake individual items

Process Large Item Volumes without Losing Accuracy

The intake interface should support rapid repeated scanning, immediate validation and clear confirmation.

  • Continuous scan mode
  • Searchable categories
  • Duplicate and invalid warnings
  • Employee and timestamp
What this screen demonstrates Fast scanning is essential because one shipment may contain hundreds of individual items.
06
Item identity, images and condition The item receives its permanent custody identity and the evidence required by the selected operating route.
Step 5 · Create item truth

Connect Identity, Images, Condition and Custody

The item record becomes the foundation for future location, movement, catalogue, rental, sale, return and care history.

  • Permanent custody QR
  • Front and back images where required
  • Condition and damage evidence
  • Client, package and shipment linkage
What this screen demonstrates Item-level requirements depend on the client’s selected custody and commercial operating model.
07
Discrepancy and exception Missing, damaged, unidentified or mismatched inventory moves to an accountable hold route.
Step 6 · Hold exceptions

Stop Incorrect Inventory from Entering Normal Flow

Count, condition, identity and scope failures should be visible and assigned for resolution.

  • Expected versus actual count
  • Damage or open package
  • Unknown or unidentified item
  • Supervisor and client decision
What this screen demonstrates The exception record keeps evidence and ownership visible until the issue is resolved.
08
Item routing Accepted items are sent to storage, catalogue, QC, care, repack or another approved next workflow.
Step 7 · Route accepted inventory

Send Each Item to the Correct Next Workflow

Routing follows the client’s operating model, item condition and selected services.

  • Direct storage
  • Catalogue and studio preparation
  • QC, laundry or care
  • Repack or special handling
What this screen demonstrates The route becomes the next Vault action shown to the responsible team.
09
Stage progression and activity Completion checks trigger the next stage while the activity log retains scans, evidence, users and timestamps.
Step 8 · Progress automatically

Move Forward Only after Required Receiving Work Is Complete

Automatic stage movement should follow successful saves, validation and completion checks.

  • Required-field validation
  • Package and item completion
  • Automatic refresh and movement
  • Complete activity history
What this screen demonstrates The system should never show a successful save while leaving the task visibly stuck.
10
Receiving completion and handover The final summary shows packages, items, discrepancies, routes, responsible users and next actions.
Step 9 · Hand over

Give the Next Team a Complete Receiving Summary

The handover should explain what arrived, what was verified, what remains on hold and what each accepted item must do next.

  • Package and item totals
  • Discrepancies and holds
  • Routes and next actions
  • Users, timestamps and evidence
What this screen demonstrates The receiving summary becomes the starting context for storage, catalogue, QC or care teams.
↔ Swipe through the Receiving and Item Intake walkthrough
01
Plan and verify the arrival

Arrival Planning and Gate Receiving

Arrival Planning confirms the expected delivery. Gate Receiving confirms what physically arrived before the shipment moves into item-level intake.

These stages remain separate so a shipment can be logged, evidenced and escalated even when item-level work continues later.

Pickup or drop-off
Package-level verification
Separate stage control
↔ Swipe through arrival and gate controls

Arrival Request

Record the expected movement before the inventory reaches the gate.

  • Pickup or drop-off selection
  • Requested date and time window
  • Origin and destination
  • Client reference and project details

Contacts and Transport

Keep the responsible people and transport details available to the receiving team.

  • Pickup and drop-off contacts
  • Driver and vehicle details
  • Courier or transporter reference
  • Special access instructions

Gate Verification

Confirm the package-level facts before opening begins.

  • Actual package count
  • Sealed or open condition
  • Vehicle and handover evidence
  • Received by and timestamp

Immediate Discrepancy

Escalate issues while the shipment is still at the receiving point.

  • Expected versus actual packages
  • Damaged, open or wet packages
  • Missing documents or references
  • Hold, note and supervisor review
02
Control packages and containers

Package, Container and QR Control

Package-level QR is optional and should be used where it improves receiving, custody or storage—not forced onto every client-managed storage model.

When used, the package or container identity remains linked to the shipment and to the individual items placed inside it.

Optional package QR
Container relationship
Fast scan support
↔ Swipe through package and container controls

Package Identity

Create a reference for each carton, trunk, crate, rail or other receiving unit.

  • Package sequence and label
  • Package type and description
  • Client or shipment relationship
  • Current receiving status

Optional Package QR

Generate a scannable identity only where the receiving or storage model requires it.

  • QR generation by package
  • Print and attach
  • Phone, scanner or manual entry
  • Scan resolves to the record—not a raw URL

Item-to-Container Link

Maintain the relationship between outer packages and the inventory inside them.

  • Expected and actual contents
  • Repack and container changes
  • Nested containers where required
  • Current custody and location

High-Speed Scanning

Support receiving teams processing tens or hundreds of packages.

  • Continuous scan mode
  • Duplicate and invalid scan warning
  • Immediate save confirmation
  • Automatic refresh and stage readiness
03
Create item-level truth

Individual Item Intake

Item Intake opens the package-level shipment into individual inventory records. The team counts, scans, categorises, photographs and assesses the items required by the selected operating model.

Permanent item identity, mandatory images and commercial preparation rules depend on the client’s custody and marketplace choices.

Individual count
Permanent item identity
Route-specific requirements
↔ Swipe through item intake capabilities

Fast Item Capture

Process individual items through phone, scanner or manual entry.

  • Continuous scan and add
  • Searchable category selection
  • Quantity and duplicate checks
  • Assigned employee and timestamp

Permanent Item Identity

Create the custody identity used throughout the inventory lifecycle.

  • Permanent custody QR
  • Client and shipment relationship
  • Container and location linkage
  • Future movement and history

Images and Condition

Capture the evidence required by the selected route.

  • Front and back images where required
  • Visible condition and damage
  • Missing parts or accessories
  • Notes and supporting evidence

Operating Model Rules

Apply the correct intake depth based on what the client selected.

  • Storage-only intake
  • Store and rent preparation
  • Store and sell preparation
  • Subscription, QC or client-WMS routes
04
Send each item to the correct next action

Routing, Exceptions and Handover

Receiving is complete only when every required package and item is accounted for and routed to a valid next workflow.

Items that fail count, identity, condition or scope checks should move to an exception route rather than silently entering storage or catalogue work.

Storage
Catalogue or QC
Exception hold
↔ Swipe through routing and exception controls

Standard Routes

Move accepted inventory to the next approved operating stage.

  • Direct storage allocation
  • Catalogue and studio preparation
  • QC, laundry or care
  • Repack and container assignment

Exception and Hold

Separate inventory that cannot proceed safely or accurately.

  • Count or package discrepancy
  • Damage or condition concern
  • Missing identity or client decision
  • Supervisor review and resolution

Automatic Stage Progression

Move work forward only when the required receiving conditions are complete.

  • Save and refresh confirmation
  • Required-field validation
  • Package and item completion checks
  • Automatic next-stage movement

Activity and Handover

Retain who completed the work and what the next team must do.

  • Employee, action and timestamp
  • Scan, evidence and discrepancy logs
  • Next Vault action
  • Receiving summary and handover
Receiving workflow

Plan, Receive, Verify, Intake, Route and Hand Over

The workflow separates shipment-level control from individual item processing while preserving one connected history.

↔ Swipe through the receiving workflow
01

Plan Arrival

Confirm pickup or drop-off, contacts, addresses, package estimate and time window.

02

Receive at Gate

Record the actual package count, condition, vehicle, handover and evidence.

03

Control Packages

Create or scan package references and record discrepancy before opening.

04

Intake Items

Count, identify, categorise, photograph and assess individual inventory.

05

Route or Hold

Send accepted inventory to storage, catalogue, QC, care or exception review.

06

Hand Over

Move the task automatically when requirements are complete and retain the full activity history.

Gate Receiving remains separate

Shipment arrival and package verification can be completed before item-level intake is finished.

Item Intake remains accountable

Individual inventory is not treated as fully received until the required item-level work is complete.

Receiving responsibility

Keep Client Information, Transport Handover and Vault Verification Separate

The record should show who supplied the expected information, who transported the inventory and who verified the physical arrival and item intake.

Responsibility
Client or Seller
Transport Partner
Vault Receiving Team
Expected request and count
Provide accurately
Not applicable
Review before arrival
Pickup or delivery
Provide access and handover
Responsible by scope
Coordinate where applicable
Gate verification
Respond to discrepancy
Remain available
Responsible
Item intake
Provide missing information
Not applicable
Responsible where scoped
Exception decision
Approve client decisions
Clarify transport issue
Record and route
Activity history
Review where required
Provide evidence
Maintain record
↔ Swipe through the receiving responsibility views
01

Client or Seller

  • Expected inventory Provide accurately
  • Access and handover Provide
  • Missing information Clarify
  • Client decisions Approve
02

Transport Partner

  • Pickup or delivery Execute by scope
  • Vehicle and driver Provide
  • Handover evidence Provide
  • Transport discrepancy Clarify
03

Vault Receiving Team

  • Gate verification Responsible
  • Item intake Responsible where scoped
  • Exceptions Record and route
  • Activity history Maintain
Different inbound conditions

Configure Receiving Around the Inventory and Operating Model

The required depth changes according to package type, item volume, condition, commercial intent and who manages the inventory after arrival.

↔ Swipe through the inbound conditions
Sealed CartonsPackage count and sealed-condition evidence can be completed before opening.
Garment RailsHigh-speed item counting, category capture and permanent identity may be required.
Mixed Wardrobe InventoryDifferent categories, condition and routes may exist inside one shipment.
Furniture and Bulky AssetsDimensions, handling, vehicle access and floor-slot routing affect intake.
Storage-Only InventoryPackage QR and item-level depth can be reduced where the approved model allows it.
Rental or Sales PreparationPermanent identity, images and catalogue route become mandatory where required.
Client-Managed SpaceThe client may retain daily control while Vault records agreed receiving activity.
Urgent Project IntakePriority handling, staged intake and explicit exception control may be required.
Receiving and Item Intake FAQs

Common Questions Before Inventory Arrives

The final scope depends on the arrival model, package type, item volume, operating model and selected downstream services.

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Why are Gate Receiving and Item Intake separate?

Gate Receiving verifies the shipment and package-level arrival. Item Intake verifies and records the individual inventory inside the packages.

Is package-level QR mandatory?

No. Package QR is optional and should be used where it improves receiving, custody or storage.

Is individual item QR mandatory?

Permanent item identity is required where the operating model or downstream workflow needs item-level custody.

Can the client submit pickup or drop-off information?

Yes. The request can include movement type, contacts, addresses, requested date and time, vehicle information and references.

What happens when package counts do not match?

The discrepancy is recorded at Gate Receiving with evidence and routed for review.

Can hundreds of items be scanned quickly?

Yes. The workflow supports continuous phone, scanner or manual entry with immediate validation.

Are front and back images always required?

They are required for routes that need commercial preparation or item-level evidence. Storage-only intake may use reduced requirements where approved.

Can received items go directly to storage?

Yes, where the item has completed the required intake checks and the operating model allows direct storage.

What happens to damaged or unidentified items?

They move to an exception or hold route for evidence, clarification and decision.

Does the task move automatically after receiving?

It should move automatically only after the required package and item conditions are complete.

Plan the intake before inventory arrives

Tell Us What Is Arriving, How It Is Packed and What Must Happen Next

We will map the arrival, package verification, item-level intake, identity, evidence, routing and exception requirements.

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