Vault-Managed Fulfilment
Vault reviews the request, reserves inventory, picks, packs, documents and controls dispatch.
- Vault-owned pick and pack workflow
- Scan-controlled verification
- Vault documents and dispatch proof
- Complete staff activity history
Services · Fulfilment and Dispatch
Review Requests, Reserve Inventory, Pick Accurately and Dispatch with Proof
Control the full outbound journey from request review and scheduling through reservation, picking, shortage handling, packing, QC, documents, loading, transit and delivery confirmation.
Returns, condition checks, restoration and put-away remain part of the separate Returns, Care and Restoration service.
From approved request to verified delivery
Review + reserve + dispatch
Review + reserve + dispatch
01
Review and Schedule
Confirm items, quantities, service scope, destination, dates and dispatch requirements.
Review and Schedule
Confirm items, quantities, service scope, destination, dates and dispatch requirements.
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02
Reserve and Pick
Create the picklist, reserve available units, locate inventory and resolve shortages.
Reserve and Pick
Create the picklist, reserve available units, locate inventory and resolve shortages.
03
Pack and Document
Complete QC, packing, challan, packing slip, invoice, label and vehicle checks.
Pack and Document
Complete QC, packing, challan, packing slip, invoice, label and vehicle checks.
04
Dispatch and Confirm
Record loading proof, handover, transit, delivery and the applicable next action.
Dispatch and Confirm
Record loading proof, handover, transit, delivery and the applicable next action.
Every item should remain visible from request scope to final handover.
Requested → reserved → dispatched
Requested → reserved → dispatched
Choose the fulfilment responsibility
Use Vault-Managed, Vendor-Managed or Hybrid Fulfilment
The fulfilment model can be set at client level and overridden for approved inventory where operating responsibility differs.
↔ Swipe through the fulfilment models
Vendor-Managed Fulfilment
The vendor or client prepares and dispatches approved inventory under the selected control model.
- Vendor-owned preparation
- Vault visibility where connected
- Required status and proof submission
- Clear responsibility for shortages
Hybrid Fulfilment
Vault and the vendor divide work by item, location, task or dispatch type.
- Client-level default
- Per-item override
- Shared approval and handover
- One connected request history
Four connected fulfilment components
Control Scope, Picking, Packing and Dispatch
Each component remains visible so item-level progress, shortages, documentation and handover proof can be checked without opening unrelated screens.
↔ Swipe through the fulfilment components
Request Review and Reservation
Confirm scope, availability, dates, destination and the inventory units that must be reserved.
ScopeScheduleAvailabilityReserve
Picking and Shortage Control
Locate and verify every requested item while exposing shortages and permitted substitutes.
PicklistLocateScanShortage
Packing, QC and Documents
Verify condition, pack appropriately and complete the required commercial and transport documents.
QCPackingChallanLabels
Dispatch, Transit and Delivery
Record vehicle, loading, handover, transit, delivery and the correct post-delivery route.
LoadingDispatchTransitDelivery
See fulfilment and dispatch in action
Follow a Request from Scope Review to Delivery Confirmation
Start with the complete fulfilment architecture, then move through request review, scheduling, reservation, picking, shortage handling, packing, QC, documents, loading, transit, delivery and post-delivery routing.
↔ Swipe through the Fulfilment and Dispatch walkthrough
01
Confirm the scope before warehouse work begins
Confirm the scope before warehouse work begins
Request Review, Scheduling and Reservation
The review screen should show every requested item, quantity, line, destination, project, required date, transport arrangement and special handling note.
Reservation prevents the same available unit from being committed to conflicting work while the approved request is prepared.
Item-level request scope
Date and time slots
Availability reservation
Date and time slots
Availability reservation
↔ Swipe through review, scheduling and reservation controls
Complete Request Scope
Show the requested inventory and operating data before review is approved.
- Item, image, quantity and line
- Client reference and project
- Destination and contact
- Special handling and notes
Scheduling and Transport
Confirm the applicable date, slot and movement responsibility.
- Pickup or delivery date and time
- Setup and teardown windows
- Vehicle and contact requirements
- Vendor or Vault transport ownership
Availability and Reservation
Reserve the correct units and expose conflicts before picking.
- Available, reserved and unavailable units
- Current location and condition
- Conflicting request warning
- Reservation user and timestamp
Review Decision and Next Action
Record approval, clarification, hold or rejection with an explicit next step.
- Approved for scheduling
- Information required
- Exception or commercial hold
- Next Vault action
02
Find and verify every requested item
Find and verify every requested item
Picklist, Location, Scanning and Shortage Control
The picklist should remain readable for small and very large requests, with collapsible item rows, clear location text and direct access to the full requested-item list.
Picking should support phone, scanner and manual verification while making shortage, substitution and pre-packed exceptions explicit.
Collapsible pick rows
Locate and verify
Shortage resolution
Locate and verify
Shortage resolution
↔ Swipe through picking and shortage controls
Readable Picklist
Give the picker the full item context without overwhelming the mobile screen.
- Image, title and requested quantity
- Collapsible item rows
- Current location text
- Picked, remaining and shortage counts
Locate and Verify
Open the storage location and verify the selected unit before it is picked.
- Locate action and map context
- Phone, scanner or manual entry
- Custody, catalogue or SKU reference
- Immediate success and next-scan focus
Shortage and Substitute Handling
Record why the requested unit cannot be picked and what resolution is permitted.
- Missing or misplaced item
- Condition or availability conflict
- Approved substitute or reduced quantity
- Client or supervisor approval
Pre-Packed and Supervisor Overrides
Allow controlled exceptions without bypassing activity history.
- Pre-packed before request
- Reason and evidence
- Post-pack supervisor-only override
- Override user and timestamp
03
Prepare the shipment and its proof
Prepare the shipment and its proof
Packing, QC, Documents and Label Check
Packing should confirm that the verified items, quantities, condition and handling requirements match the approved request before documents and labels are finalised.
Challan, packing slip, invoice, eWay details and transport labels should be generated only where applicable to the movement.
Item-level QC
Package and label proof
Applicable documents
Package and label proof
Applicable documents
↔ Swipe through packing, QC and document controls
Packing and Package Structure
Connect packed items to the correct carton, trunk, crate, rail or transport unit.
- Package count and type
- Items linked to each package
- Outer package QR where used
- Weight, dimensions and handling note
Quality and Condition Check
Verify the selected unit before it leaves custody.
- Condition versus request
- Accessories and components
- Packaging protection
- QC user and timestamp
Documents and Labels
Create only the documents required by the approved movement.
- Challan and packing slip
- Invoice where applicable
- eWay number and evidence where required
- Transport and destination labels
Document and Label Gate
Prevent dispatch when required documents, labels or proof are missing.
- Required-document checklist
- Label and package verification
- Missing-document exception
- Ready-for-dispatch approval
04
Control handover beyond the warehouse door
Control handover beyond the warehouse door
Loading, Dispatch, Transit and Delivery Confirmation
Dispatch should record the packages, vehicle, driver, loading evidence, handover user and departure time before inventory moves into transit.
After delivery, the workflow should clearly route the request to completion or Return Pending according to the approved commercial and custody model.
Loading proof
Transit visibility
Delivery and next action
Transit visibility
Delivery and next action
↔ Swipe through dispatch, transit and delivery controls
Vehicle and Loading Proof
Record the physical movement from the dispatch area into the assigned vehicle.
- Vehicle and driver details
- Truck or vehicle photograph
- Loaded-material photographs
- Package count and seal state
Dispatch Handover
Confirm custody transfer and the exact moment inventory leaves the facility.
- Dispatch user and timestamp
- Carrier or recipient handover
- Documents and package confirmation
- Out-for-delivery status
Transit and Delivery
Record movement progress and final receipt.
- Transit status and exception
- Delivery date and time
- Recipient and delivery proof
- Partial or failed delivery route
Post-Delivery Route
Move the request to the correct next stage after delivery.
- Completed for final outbound movement
- Return Pending for rental or temporary use
- Exception for damage or refusal
- Visible next Vault action
Fulfilment and dispatch workflow
Review, Reserve, Pick, Pack, Dispatch and Confirm
The sequence keeps requested inventory, physical units, documents and custody handover connected.
↔ Swipe through the fulfilment workflow
Review Scope
Confirm the items, quantities, destination, dates, services and transport responsibility.
Reserve
Reserve available units and expose conflicts before warehouse work begins.
Pick
Locate, scan and verify the correct units while resolving shortages.
Pack and Check
Complete package structure, condition QC, labels and required documents.
Dispatch
Record vehicle, loading, handover, departure and transit status.
Confirm Delivery
Record delivery proof and route the request to completion, return pending or exception.
The requested-item list remains visible
Users should not need to infer scope from a task title or summary count.
Returns are a separate controlled service
Delivered rental and temporary-use inventory moves into Returns, Care and Restoration.
Fulfilment responsibility
Keep Commercial Approval, Warehouse Execution and Transport Handover Aligned
The selected fulfilment model should make it clear who reviews availability, picks inventory, prepares documents, controls transport and resolves shortages.
Responsibility
Client or Vendor
Vault Fulfilment Team
Transport or Delivery Owner
Approve scope, destination and dates
Responsible
Review operational feasibility
Confirm transport capability
Reserve and pick inventory
Vendor-managed where approved
Responsible where scoped
Not applicable
Resolve shortage or substitution
Approve commercial change
Record and escalate
Not applicable
Pack, QC and prepare documents
Vendor-managed where approved
Responsible where scoped
Confirm transport labels
Load, dispatch and transit
Provide or approve vehicle where applicable
Control warehouse handover
Responsible after handover
Delivery proof and next route
Confirm receipt or dispute
Update request and next action
Provide delivery result
↔ Swipe through the fulfilment responsibility views
Client or Vendor
- Scope and dates Approve
- Vendor-managed work Responsible where approved
- Shortage or substitute Approve
- Receipt or dispute Confirm
Vault Fulfilment Team
- Review and reserve Responsible where scoped
- Pick, pack and QC Responsible where scoped
- Warehouse handover Control
- Request status Maintain
Transport or Delivery Owner
- Vehicle and capacity Confirm
- Transit Responsible
- Delivery proof Provide
- Failure or delay Report
Different fulfilment requirements
Configure the Workflow Around the Inventory and Movement
The pick, pack, documentation and delivery model changes by inventory type, duration, destination and transport responsibility.
↔ Swipe through the fulfilment use cases
Fulfilment and Dispatch FAQs
Common Questions Before Outbound Preparation Begins
The final scope depends on fulfilment ownership, inventory availability, dates, destination, package requirements, documents, transport and return obligations.
Can fulfilment ownership be set at client level?
Yes. Vault-Managed, Vendor-Managed or Hybrid can be selected at client level, with approved per-item overrides where responsibility differs.
Will users see the complete requested-item list?
Yes. The request and task views should show the item images, requested quantities, lines, locations and progress instead of only displaying a summary count.
How are units reserved?
The approved available units are reserved against the request so conflicting work cannot use the same inventory without an exception decision.
Can pick rows be collapsed on mobile?
Yes. Collapsible rows keep large picklists usable while allowing the picker to open the full item context when needed.
Can picking use phone, scanner and manual entry?
Yes. The verification method can support phone camera, handheld scanner, scan gun and manual code entry.
What happens when an item cannot be found?
The picker records a shortage reason and routes the item for search, substitute approval, reduced quantity, rescheduling or exception.
Which documents can be prepared?
Depending on the movement, the workflow can support challan, packing slip, invoice, eWay details and transport or destination labels.
What proof is captured before dispatch?
The workflow can capture vehicle and driver details, vehicle photographs, loaded-material images, package counts, seal state and handover information.
What happens after delivery?
The request moves to completion, Return Pending or exception according to the approved movement and custody model.
Are returns included on this page?
No. Return receipt, condition QC, cleaning, repair, restoration and put-away are covered under Returns, Care and Restoration.
Begin with the fulfilment responsibility and movement type
Tell Us What Must Be Reserved, Picked, Packed and Delivered
We will map request review, fulfilment ownership, reservation, picking, shortages, packing, documents, transport, delivery proof and post-delivery routing.