User manual

1. Sign-in, portals and roles

Zéelan runs in the browser, on two portals:

• Desktop, for the back office and management: lists, records, documents;
• Handheld (PDA), for warehouse staff: large pages designed for barcode scanners and for working with gloves.

On the sign-in page you enter username and password and choose the portal. At the top right you can change the language (Italian, English, French) and the light or dark theme; once signed in, the ones saved in your profile apply (see My options).

Each user has a role, which decides what they see on the desktop portal. The handheld is the same for everyone.

This manual describes the third-party warehouse, with several depositors. In an own warehouse there is no billing (rates, register, trend), tables have no "Depositor" column and instead of Depositors there is Company, with the warehouse rules.

Menu items the role cannot use are not shown. A read-only page shows the data with the editing buttons disabled.

2. Trying the demo

3. Zéelan's words

Stock and available. Each quantity counts in one column only: outgoing (already picked, waiting for the truck), non-conforming, frozen (in a location under inventory), allocated (reserved for an activated order) and available, which is what a new order can allocate.

4. Using the handheld

• Home: a few large buttons (Inbound, Outbound, Transfer, Inventory, Explorer). A small number shows the work to do.
• Scan field at the top: scan with the barcode reader, type, or use the camera (icon on the left). For unit loads the number is enough: 12345 becomes UDC00012345.
• Bottom bar: Back, Cancel or Suspend, and the step's main button (Confirm, Next).
• Different sounds for right and wrong scans. After an error the field clears and is ready straight away.
• Red strip under the top bar: the server is not answering. Work already done is saved; when the network is back, repeat the last scan.
• If a page cannot be reached at all, the Server not reachable page appears: it retries on its own and goes back to the page as soon as the server answers.
• Installing Zéelan on a phone or handheld: from the sign-in page, in the browser menu, "Add to Home screen" (or "Install app"). Zéelan opens full screen, without the browser bar.
• Menu (top right): Home, My options, Device info (with the scanner test), User manual, Toggle theme, Sign out.

Every step is saved on the server straight away: if the handheld switches off or the session expires, sign in again and carry on from where you left off.

5. Inbound

Back office

• Inbound deliveries are announced: they come from the depositor's management system, or the back office enters them in Inbound → New inbound (depositor, lines with item, quantity, lot and expiry date; lines can be pasted from an email or from Excel).
• The inbound sheet (printer button) carries the ING… code to scan on the handheld and the "received" column.
• When unloading is finished, an inbound with differences (received different from expected, lines not on the delivery note) shows as to review: after checking with the depositor, the back office closes it for good with a note.

Handheld: Inbound

1. Scan the sheet (ING…), the depositor's reference or the delivery note number; or pick from the list of expected inbound deliveries.
2. For each pallet: unit load label (pre-printed, or Generate and print label: Zéelan prints it straight away on your label printer) → item → quantity (packages and pieces) → lot and expiry date, if the item uses them → status (available or non-conforming) → confirm. A pallet can hold several items.
3. If the installation allows it, New inbound on the Inbound page creates the inbound on the spot, for goods that arrived without being announced: depositor, supplier, delivery note number, then unloading as usual. The back office checks it afterwards.
4. The pallet goes to the unloading bay; from there it is put away with Transfer → Move unit load.
5. At the end: Unloading finished. The back office handles any differences.

6. Transfers, missions and splits

• Transfer → Move unit load: scan the unit load, scan the destination location. Zéelan checks capacity, storage conditions, the location's depositor and inventories in progress, and tells you at once what is wrong.
• Transfer → Missions: let-downs (bringing a high pallet needed by an order down to the ground), pick-face replenishments and put-backs. Open the mission or scan the unit load, then scan the proposed location (or another valid one).
• Transfer → Split unit load: move part of the content onto a new unit load (pre-printed label or Generate and print label), for example to set aside faulty goods.
• On the desktop, Transfers lists missions and moves; the back office can cancel a mission not done yet.

7. Outbound: picking, loading, delivery notes

Back office: pick orders

1. Orders come from the depositor's management system or are entered in Pick orders → New order.
2. The order record shows the simulation: what can be allocated and, if something is missing, why.
3. Activate: Zéelan allocates the goods following the depositor's rules (FIFO, FEFO, given lot or pallet) and prints the picking sheet. The activation order is the priority. Until picking has started, activation can be undone.
4. High unit loads create let-downs for the forklift driver.

Handheld: Outbound → Picking

1. Scan the picking sheet (or pick the order from the list) and, if there is more than one, the loading bay.
2. Lines follow the warehouse route. For each line scan the proposed unit load and confirm the quantity; a whole pallet goes to the bay, partial quantities go onto the order's outbound load.
3. Never replace the proposed unit load on your own: if there is a problem use Report a problem and carry on with the other lines.
4. Suspend at any time: anyone can resume by scanning the sheet again. At the end, confirm the number of pallets.

Loading and delivery notes

• Desktop, Shipments: create the truck (carrier, plate) and add the picked orders to it.
• Handheld, Outbound → Loading: choose the truck and mark each pallet Present / Missing (scanning the label marks it by itself), then confirm the loading. The goods leave the stock.
• From the truck record the back office issues the delivery notes (one per depositor and consignee) and prints them.

8. Exceptions and non-conformities

• During picking, Report a problem (damaged unit load, not found, short quantity…) blocks the line and makes the unit load non-conforming. The operator does not solve it: the back office decides.
• Desktop, Picking exceptions: for each exception, Reassign the line to another unit load (with a preview), Wait for the depositor, or Cancel the line if the depositor accepts partial fulfilment.
• Handheld, Explorer: scan a location, a unit load or an item and see what is where. From a unit load's record you can report it non-conforming. If the label is damaged or lost, the Reprint button next to the code reprints it (same code) on your label printer.
• Desktop, unit load record: Make available again, Correct location, Report non-conforming and, on each content line, Adjust: the correct quantity (up or down) with a reason (damage, scrap, internal use, sampling, goods found) and a required note. Not below the reserved quantity and not during an inventory of the location.

9. Inventory

Back office: Inventory

1. New campaign, then the scope: warehouse, rows, depositor or a list of locations. Bays and transit locations stay out; a location belongs to one campaign only.
2. Activate the campaign: if orders or missions are in progress in the scope, the record lists them and they must be closed first. On activation Zéelan takes a snapshot of the stock in the register and the goods in those locations are frozen: no inbound, outbound or moves there. The rest of the warehouse keeps working.
3. During counting the record shows the progress. When there is nothing left to count: Close the counts.
4. Review the summary of differences by depositor, then Confirm and unlock: differences become adjustments, unit loads found in another location are moved, those not found stay in stock as non-conforming ("not found") and the locations are unlocked.

Handheld: Inventory

1. Scan the location, then its unit loads. For each line you see item, lot and expected quantity.
2. Count the pieces: if they match, confirm with the field empty; otherwise type the quantity found. If you type the packages, the pieces field proposes packages × pieces per package.
3. Special cases: Unexpected item on the unit load; a unit load that should be elsewhere (count it where it is); Goods without unit load (report them with a note).
4. At the end of the location: Nothing else: close the location. Empty locations must be closed too.

10. Stock, unit loads and history

• Stock: by item, with the outgoing, non-conforming, frozen, allocated and available columns; filters and detail by lot and unit load.
• Unit loads: list and record of each pallet (content, location, status, history).
• 3D view: the warehouse in three dimensions, coloured by occupancy, depositor, billable, non-conforming or dangerous goods; search for a unit load, an item or a depositor, and click a location to see its content.
• Movement history: every stock movement with who, when and why (reason and document).
• All lists have search, filters, sorting and CSV export that opens in Excel.

11. Master data and locations

• Articles, Depositors (with their profile: picking rules, partial fulfilment, delivery notes…), End customers and Carriers.
• Warehouses & locations: locations are loaded and updated from an Excel sheet (download the current one, edit it, upload it, check the preview and confirm). The Route sets the order in which aisles are walked during picking.
• Base lists: non-conformity and exception reasons, movement reasons and other entries, translated.

12. Dangerous goods (Seveso)

• Warehouses & locations → Establishments: the establishment groups the warehouses of the same operator; that is where dangerous goods are compared with the thresholds of the Seveso law (Italian Legislative Decree 105/2015). A warehouse is assigned to its establishment from its record.
• In the article record, Seveso section: one or more entries (hazard categories or named substances) and the net weight per unit. A classified item without weight shows as "to complete" and is not counted.
• Dangerous goods: for each establishment the tonnes present per entry, the legal thresholds, the authorised limit, the percentage (orange from 80%, red from 100%), the trend of the last 30 days and the aggregation rule. On the dashboard, one tile per establishment shows the entry closest to its limit.
• Entries and net weight can also be imported from the items sheet (columns "Seveso entries", codes separated by commas, and "Net weight per unit kg (Seveso)").
• Inbound: if the goods still to be received would take an entry beyond 80% of its reference, the inbound record shows a warning (red beyond 100%) and the list shows the "Seveso" mark. It is only a warning: the inbound is not blocked.
• The prefilled thresholds are to be checked against the law text: the back office corrects them in Dangerous goods → Seveso entries.

13. Billing register

• Rates: each depositor's items (monthly fee, minimum guarantee, daily storage, inbound, outbound).
• Billing register: for a depositor and a period Zéelan calculates the lines, with the detail of what it counted; the back office corrects or adds lines and confirms. It is not an invoice: export it as PDF or CSV for whoever invoices.
• Storage is based on the daily 23:55 snapshot of the pallets in billable locations.
• Trend: the day-by-day figures behind the register, with charts per depositor (pallets in stock, unit loads received, orders shipped), the amount accrued so far (provisional) and the quantities of each item, exportable as CSV. A small circle under the chart marks the days whose snapshot was rebuilt from the history; from a day you can open the pallets in the snapshot.

14. Printing and labels

• The printer button sends the document to your default printer (A4 documents or labels): the button turns green and "Sent to …" appears at the bottom.
• When a choice is needed, Where do you want to print? opens, with your default printer already selected. There is always Open on screen too, to see the PDF and print it from the browser.
• Pre-printed labels: create a batch of unit load codes, print the labels and use them at inbound or when splitting a unit load.
• Printers: list of printers and the status of their folder. Installing the printers is up to whoever runs the warehouse IT.

15. My options

From the menu with your name (desktop) or from the handheld menu: language, theme (automatic, light, dark), rows per page in tables, default printers, "Choose the printer each time" and changing your own password. Options are saved in your profile and apply on every device.

16. If something goes wrong

• An error page shows a problem code (e.g. ERR-7F3A2C): write it down.
• Write in a few words what you were doing and press Save the information for support. When you call, give the code: support finds all the details straight away.
• Then Go back and try again, or start again from the home page.
• The administrator finds errors and reports on the Errors and reports page (Administration menu), where they can be read, downloaded and marked as handled.

Zéelan, from the Cimbrian zéelan: to count, to number, to be worth.