The Warehouse Management app helps warehouse operators receive, put away, pick and adjust stock from a single mobile device, with every action syncing back to Unleashed in real time. This article answers common questions from Access Evo customers about eligibility, setup, daily operations and known limitations.
⚠️ Important: Warehouse Management and the Warehouse Management app are Access products. They're only available to Access Evo customers with an Unleashed Core or Pro subscription, as part of a Suites plan.
Access and eligibility
Common questions about who can use the Warehouse Management app, subscription requirements and managing user access in Access Evo.
Who can use the Warehouse Management app?
The Warehouse Management app is built for warehouse operators, stock handlers and fulfilment staff who need to process inventory movements quickly and accurately. You can download the app from the Google Play Store or Apple App Store for Android and iOS devices. HarmonyOS is not currently supported.
📌 Note: Ensure your Warehouse Management subscription is active and linked to your Access Evo account before you try to sign in.
Why Warehouse Management is no longer listed in Access Evo?
This usually means the user's role has been removed or updated. To restore access:
Go to Access Evo.
Click your profile in the top-right corner, then click Members.
Locate the user.
Click the three-dot menu, then click Manage Roles.
Under Unleashed Warehouse Management, select the appropriate role.
Click Save Changes.
Available roles:
Administrator: Full Warehouse Management access.
No Access: Removes access to Warehouse Management.
If the user has access to multiple Access Evo organisations with the same name but different IDs, they may be signed into the wrong one. If Warehouse Management has disappeared suddenly, ask them to check the organisation dropdown in Access Evo to confirm they're in the correct organisation.
Do Warehouse Management users need to be Unleashed users?
Users don't need to exist as users in Unleashed to access the Warehouse Management app. They just need to be members of your Access Evo organisation with User access for Unleashed Warehouse Management.
Can I set permissions to restrict picker actions?
The Warehouse Management app doesn't currently have role-based permissions within the app itself, so all users have the same level of access. This is a known gap and is being considered for a future release.
Setup and configuration
Common questions about configuring and customising the Warehouse Management app for your warehouse.
How do I configure a picking source before orders sync?
You must configure a picking source before any Sales Orders will sync to the Warehouse Management app. The app supports two picking sources:
Sales Order: Each Sales Order in Unleashed is imported as a single picking task.
Sales Shipment: Each Sales Shipment in Unleashed is imported as its own picking task, allowing a single Sales Order to be split into multiple shipments and fulfilled separately.
You can only use one picking source at a time. To configure your picking source:
In Access Evo, click Warehouse Management.
Click Settings.
In the Orders Not Synced banner, click Import Orders.
Select Import from Sales Order or Import from Sales Shipment.
Click Confirm and Start Sync.
You don't need to return to this setting unless you want to switch your picking source.
Why is the Bin location not showing?
This is usually caused by one of the following:
The product has not been assigned to a bin location.
Bin locations have not been configured.
The warehouse or product is not enabled for Warehouse Management.
Check that the bin location exists in Access Evo, the product is correctly assigned, and the correct warehouse is selected.
How do I customise the Warehouse Management layout to match my warehouse?
Warehouse Management follows a strict five-level hierarchy: Zone, Aisle, Bay, Shelf and Location. All zones must follow a uniform structure, and each level must be consistent across the warehouse.
As a workaround, configure based on the maximum required layout. Unused locations can remain as placeholders with no operational impact. For example, if your bays have different shelf quantities in reality, the system still requires a consistent structure across all bays, so configure to your largest bay and leave the rest as unused placeholders.
Warehouse Management supports up to 100,000 total locations, made up of:
999 zones.
999 aisles per zone.
999 bays per aisle.
999 shelves per bay.
999 locations per shelf.
This allows for a large number of possible storage locations overall.
Can I copy existing bin location naming?
Bin locations must follow the structure generated by Warehouse Management. You can customise prefixes to make them similar to your existing naming, but exact replication is not currently supported.
Warehouse Management locations vs Unleashed bin locations
Warehouse Management locations and Unleashed bin locations are separate systems and don't sync with each other. Warehouse Management locations must be created directly within Warehouse Management and can't be imported from Unleashed bin locations.
Once Warehouse Management locations are set up, you can assign stock in bulk by clicking Warehouse Management, then Inventory Management, then Bulk Assign Location.
Can I copy bin locations between Access Evo organisations?
This is not currently supported. Setup is based on number and prefix configuration, so replicating it manually is straightforward.
How should I create barcodes for warehouse locations?
Use a barcode generator such as barcode.tec-it.com. Keep prefixes short, avoid too many separators or special characters, and test scanning to confirm compatibility before you roll out new barcodes.
Is Bulk Put Away available?
Bulk Put Away is available to both new and existing customers, as long as the prerequisites are met:
The product has unassigned stock.
The product does not have a pending put away task from a Purchase Order.
The product does not have a pending stock adjustment.
Picking and orders
Common questions about picking Sales Orders and Sales Shipments in the Warehouse Management app.
Why is a Sales Order not showing in the Picking Queue?
Only Sales Orders and Sales Shipments with the status Placed in Unleashed will appear in the Picking Queue. Orders with the following statuses won't sync to the Warehouse Management app:
Parked.
Backordered.
Cancelled.
Completed.
If you've just updated the order to Placed, allow up to 10 minutes for the sync to complete. Only pickable Sales Orders and Sales Shipments with sufficient stock on hand will be visible.
📌 Note: Before orders appear, confirm your picking source is set up correctly. See Configure your picking source before orders sync, above.
How do I use Batch assignment during picking?
You can assign batch-tracked products during picking. If batch numbers are pre-assigned in Unleashed, you must select the exact batches specified.
How do I use quantity handling during picking or receiving?
For small quantities, use the + and - buttons. For larger quantities, type the number directly into the quantity field.
Are Expiry dates available in the Warehouse Management app?
You can enter expiry dates during Goods Receipt. Expiry dates are displayed in:
Picking, when a batch is assigned.
Put Away.
Stock Adjustments.
Bin Transfers.
📌 Note: For non-batch assigned picking, the app shows the Receipted date, not the expiry date. This is because picking recommendations are based on First In, First Out (FIFO), not First Expired, First Out (FEFO).
Can I skip or under-pick items during picking?
Yes, the Defer Item function allows you to skip a product during picking if stock is missing or damaged. However, there are limitations:
The pick remains In Progress.
You can't partially dispatch the order.
For better control, consider using Picking from Sales Shipment.
⚠️ Warning: Changes made to a Sales Shipment in Unleashed after syncing don't currently reflect in the Warehouse Management app. A fix is planned, but there's no confirmed release date yet.
Receiving, batches and serial numbers
Common questions about receiving stock and managing batch and serial numbers in the Warehouse Management app.
How do I select batch numbers during receiving?
Batch number behaviour varies by action:
Receiving: You must enter batch numbers manually.
Picking: You can select from existing batch numbers.
Are Serial numbers supported for picking and receiving?
Serial number support for picking and receiving is currently in development, and there's no confirmed release date yet. In the meantime, the Warehouse Management app can't process serial number entry, which affects both receiving and dispatch:
Receiving: Serial number entry is a compulsory field in Unleashed for serialised products, so a Goods Receipt for these products will fail in the Warehouse Management app.
Picking and dispatch: The app doesn't track which serial numbers were picked, so the Sales Order won't automatically update to Completed in Unleashed after dispatch. You'll need to manually complete the order and assign serial numbers in Unleashed.
⚠️ Warning: When you manually complete a Sales Order in Unleashed, make sure you record which serial numbers were picked and shipped. Without this, you risk assigning incorrect serial numbers and losing inventory traceability.
🤓 Tip: Until serial number support is released, process receiving, picking and dispatch for serialised products directly in Unleashed.
Can I see product costs in the Warehouse Management app?
You can't view or edit product costs in the Warehouse Management app, regardless of the Purchase Order status. The app is designed for operational warehouse workflows, such as receiving, picking, put away, stock adjustments and bin transfers. Costing is managed in Unleashed, so any cost updates must be made there, subject to Unleashed's Purchase Order status rules.
What do I do if cost change after a Purchase Order is receipted?
When you process a Purchase Order in the Warehouse Management app, it updates the Purchase Order (PO) status in Unleashed to Receipted. Once a PO is Receipted, its cost is locked in Unleashed and can't be changed. This is expected Unleashed behaviour.
Complete the full receiving workflow in the Warehouse Management app.
If a PO is receipted directly in Unleashed, the Warehouse Management app isn't currently notified.
This may leave the order stale in the Warehouse Management app and cause stock-on-hand mismatches.
Stock adjustments
Common questions about how stock adjustments behave in the Warehouse Management app.
Can I select a reason for stock adjustment in the Warehouse Management app?
The Warehouse Management app provides three fixed reasons for stock adjustments:
End of Season.
Samples.
Stolen.
Custom stock adjustment reasons aren't supported at this stage. This is a known gap and may be enhanced in a future release.
How do stock adjustments sync from Unleashed?
Stock adjustments, warehouse transfers and stock counts sync from Unleashed to the Warehouse Management app automatically, every 10 minutes, or immediately if you trigger a manual sync from the app's hamburger menu. The app then routes each adjustment based on your product's current location assignments:
Auto-processed: Applied automatically when the app can determine exactly where to apply the change, for example when the product exists in only one location.
Needs put away: Created when stock is added but the app can't determine where to store it, for example when the product exists in multiple locations.
Needs location selection: Created when stock is reduced but the app can't determine which location to take it from.
🤓 Tip: Complete put away and location selection tasks promptly to keep your Unassigned pool clear and your location-level inventory accurate.
Assemblies and production
Common questions about Assembly, Disassembly and production-related workflows in the Warehouse Management app.
Is Production, Assembly, or Disassembly available in the Warehouse Management app?
Production workflows, including full Assembly and Disassembly processing, aren't currently supported in the Warehouse Management app. This is on the roadmap, and more information will be shared in future updates.
Scanning and hardware
Common questions about scanner compatibility and real-time syncing in the Warehouse Management app.
How often is data synced with Unleashed?
All actions, including scanning, picking and stock movements, sync in real time with Unleashed.
Can I use an external scanner instead of a mobile phone camera?
The Warehouse Management app is designed for mobile devices running iOS and Android. External scanners may work depending on compatibility, but they aren't officially supported or guaranteed.
Product feedback
You can submit feature requests for the Warehouse Management app specifically via the Warehouse Management Ideas Portal. The portal is used to submit feature requests and helps prioritise future product development.