How can we help you?

Troubleshooting Common Issues

Quick solutions for the most frequently encountered problems.

Login Problems

Mobile App Issues

Inventory Discrepancies

If your system quantities don't match physical counts:

1. Run a Cycle Count on the affected locations
2. Review the Stock Movements Audit Trail for unexpected changes
3. Check if receiving was completed for recent shipments
4. Verify no pending transfers are in transit

Orders Stuck in Processing

• Verify a pick list has been created and assigned
• Check that all items have sufficient available stock
• Look for short-pick holds on the order

CSV Import Failures

• Ensure required columns exist: Name and SKU at minimum
• Check for duplicate SKUs in the file
• Verify file encoding is UTF-8
• Remove any special characters from column headers

Payment Gateway Errors

• Verify API credentials are correct in Payment Gateway Setup
• Check that the gateway is set to the right environment (sandbox vs. production)
• Ensure at least one gateway is marked as Default

Tip: When contacting support, include the error message, the page you were on, and steps to reproduce the issue. Screenshots help enormously.

How Do I Set Up Multiple Warehouses?

WareSquared supports multiple warehouses, making it easy to track inventory across different storage locations, retail stores, or distribution centers.

Adding a Warehouse

1. Go to Warehouse in the navigation
2. Click Warehouses → + New Warehouse
3. Fill in the details:

4. Click Create Warehouse

Warehouse Types

After Creating a Warehouse

Once created, you should:

1. Add locations — Create shelves, bins, and zones within the warehouse
2. Assign products — Start receiving inventory into locations
3. Set as fulfillment source — Choose this warehouse when creating orders

Tip: Even if you only have one physical location, creating a warehouse lets you use WMS features like locations, transfers, and pick lists.

What Are the Different Order Statuses?

Orders in WareSquared follow a defined workflow from creation to delivery.

Status Flow

Draft → Confirmed → Processing → Shipped → Delivered
            ↘ Cancelled

Status Descriptions

Fulfillment Status

Orders also track fulfillment separately:

Changing Status

Status changes happen through actions on the order detail page:

• Click Confirm to move from Draft → Confirmed
• Click Create Pick List to begin fulfillment
• Click Mark Shipped after packing
• Click Mark Delivered when customer confirms receipt

How Do I Create a Pick List from an Order?

Pick lists guide warehouse workers to collect items for an order.

From a Single Order

1. Open a Confirmed order
2. Click Create Pick List
3. The system generates a pick list with:
   • Product details (name, SKU, barcode)
   • Quantities needed
   • Location where each item is stored
   • Pick sequence optimized for efficiency

Pick List Details

Assigning to a Picker

After creating a pick list:

1. Click Assign
2. Select a team member
3. The assigned user receives a notification
4. They can view and execute the pick list from the mobile app

Batch Picking

For multiple orders going to the same area, use Batch Pick to combine items into a single pick run, then sort by order after picking.

Tip: Assign pick lists from the mobile app for the fastest workflow. Pickers can see their assigned lists, scan items, and mark completion in real time.

See also: Picking Strategies, Batch and Wave Picking, Mobile Pick List Execution

How Do I Use the Mobile App for Barcode Scanning?

The mobile app uses your phone's camera as a barcode scanner for fast product lookups and warehouse operations.

How to Scan

1. Open any screen with a scan icon (product search, receiving, picking, etc.)
2. Tap the barcode scanner icon
3. Point your camera at the barcode
4. Hold steady — the scan happens automatically
5. The product is identified and loaded

Where Scanning Works

Supported Barcode Types

• UPC-A / UPC-E
• EAN-13 / EAN-8
• Code 128
• Code 39
• QR Codes

Troubleshooting

Scanner not working?

• Ensure camera permissions are granted in your phone settings
• Clean your camera lens
• Ensure adequate lighting
• Hold the phone 6-12 inches from the barcode
• If a barcode is damaged, use manual SKU search instead

Tip: For high-volume scanning (like receiving a large shipment), consider a Bluetooth barcode scanner for faster, more reliable scanning.

How Do I Connect a Payment Gateway?

Set up payment processing to accept payments from customers.

Supported Gateways

Adding a Gateway

1. Go to Settings → Payment Gateways
2. Click + Add Gateway
3. Select your provider
4. Enter a Name for this gateway (e.g., "Main Stripe Account")
5. Enter your API credentials
6. Choose Environment:
   • Sandbox — For testing (no real charges)
   • Production — Live payment processing
7. Click Save

Setting a Default

If you have multiple gateways, set one as default:

• Toggle Is Default on the gateway you want as primary
• The default gateway is pre-selected when processing payments

Testing

Always test in Sandbox mode first:

1. Add the gateway with sandbox credentials
2. Process a test payment
3. Verify it appears in your gateway's dashboard
4. Switch to Production when ready

Important: Keep your API credentials secure. Never share them publicly or commit them to source code. WareSquared encrypts all payment credentials at rest.

How Do I Run a Cycle Count?

Cycle counts are periodic physical inventory audits that verify system accuracy without shutting down operations.

What Is a Cycle Count?

Unlike a full physical inventory that counts everything at once, cycle counts focus on a subset of inventory on a rotating schedule. This means:

• No warehouse shutdown required
• Higher accuracy through regular checking
• Issues caught and corrected quickly

Creating a Cycle Count

1. Go to Warehouse → Cycle Counts
2. Click + New Cycle Count
3. Select the Warehouse
4. Choose which products or locations to count
5. Set priority and assign to a counter
6. Click Create

Cycle Count Statuses

ABC Analysis for Scheduling

Not all inventory is created equal. Use the ABC method to prioritize what to count and when:

• A-Items (High Value / Fast Moving) — 20% of items, 80% of value. Count weekly or monthly.
• B-Items (Moderate Movement) — 30% of items, 15% of value. Count quarterly.
• C-Items (Slow Moving) — 50% of items, 5% of value. Count semi-annually.

Common Pitfalls

• Counting on Paper — Always use the mobile app for real-time verification and automatic discrepancy detection.
• Ignoring Damages — Use the "Damaged" status during counting to trigger disposal or return workflows.
• Counting During Peak Hours — Schedule counts during low-activity periods for maximum accuracy.

Tip: Use the mobile app for cycle counts. The barcode scanner makes counting faster and reduces data entry errors.

How Do I Track Lot Expiration Dates?

Lot tracking lets you trace inventory by batch number, expiration date, and supplier.

What Is a Lot?

A lot (or batch) is a group of identical items that were manufactured or received together. Each lot has:

Creating a Lot

1. Go to Warehouse → Lots & Batches
2. Click + New Lot
3. Select the product
4. Enter the lot number, batch number, and dates
5. Click Create

Receiving with Lot Tracking

When receiving goods, you can assign lot numbers during the receiving process:

1. Start a new receiving record
2. For each item, enter or scan the lot number
3. Enter the expiration date
4. The lot is automatically created and linked to the inventory

Expiration Alerts

WareSquared monitors lot expiration dates and alerts you:

• Expiring Soon (within 30 days) — shown on the Expiring Lots dashboard widget
• Expired — lots past their expiration date are flagged and can be quarantined

Important: For medical supplies, cosmetics, and food products, lot tracking with FEFO picking ensures you always ship the soonest-expiring stock first.

See also: Expiration Tracking and Alerts, FEFO Picking Explained, Quarantine and Recall

How Do I Manage Suppliers?

Suppliers are the businesses you purchase inventory from. Managing supplier information in WareSquared helps streamline purchasing and reorder workflows.

Adding a Supplier

1. Go to Suppliers in the main navigation
2. Click + New Supplier
3. Fill in the details:
   • Name — Supplier business name
   • Email — Primary contact email
   • Phone — Contact number
   • Address — Business address for purchase orders
4. Click Create Supplier

Linking Products to Suppliers

When editing a product, set the Preferred Supplier field. This enables:

• Quick purchase order creation from low-stock alerts
• Supplier filtering on the Products page
• Supplier-based reporting

Viewing Supplier Details

Click any supplier to see their contact info and all linked products. Use this view to quickly check which products come from a specific vendor.

Searching and Filtering

The supplier list supports search by name, email, or contact person. Sort by name or date added.

Tip: Keep supplier contact info and lead times updated. This data powers the reorder point system and purchase order workflows.

See also: Adding and Editing Products, Low Stock Alerts and Reorder Points, Purchase Order Management

How Do I Use the Mobile App for Receiving?

Receiving logs incoming inventory from suppliers into your warehouse.

Web App Receiving

1. Go to Warehouse → Receiving
2. Click + New Receipt
3. Select the supplier and warehouse
4. Add products and quantities received
5. Assign to locations (where to put the items)
6. Click Complete Receiving

Mobile App Receiving

The mobile app streamlines receiving with barcode scanning:

1. Open the mobile app
2. Go to WMS Hub → Receiving
3. Scan the product barcode with your camera
4. Enter the quantity received
5. Scan or select the destination location
6. Confirm

Incoming Shipment Tracking

Track expected deliveries before they arrive:

1. Go to Warehouse → Receiving → Incoming Shipments
2. Click + New Shipment
3. Enter supplier, products, expected quantities, and delivery date
4. Track status: Pending → In Transit → Arrived

When the shipment arrives, click Receive to convert it into a receiving record.

Tip: Set up incoming shipments when you place purchase orders. This gives you visibility into what's expected and helps plan warehouse labor for receiving.

See also: Stock Movements Audit Trail, Low Stock Alerts and Reorder Points, Mobile Receiving