Packing manual

Welcome to the warehouse. This manual walks you step by step through the full packing process: preparing orders, collecting products from the warehouse, checking them, and getting them shipment-ready. It also covers exceptions — fragile items, large orders, UPS and DPD shipments. Always work carefully: every order goes out error-free.

Start of the day: 9:00 picking

The day starts at 9:00 with picking orders. Before you begin, the basics.

Location layout. Locations are organised into sections A, B and C. A location like A.2.1-02.09 reads as follows:

Part	Meaning
A	Main section
2	Aisle
1	Shelving unit
02	Shelf height
09	Specific slot

The scanner and Picqer

1. Unlock the scanner. Enter code 2739.
2. Check the internet. Without a connection you cannot log in to Picqer.
3. Open Picqer. Tap the Picqer icon. You land on the home page.
4. Check open orders. Under Pick lists you see how many orders are waiting.

Creating a batch

1. Go to Batches and choose 20 item batch — you process 20 orders at once.
2. Select a UPS batch first: UPS parcels must be kept separate. Then process the DPD parcels. Note: a UPS parcel may appear among the DPD orders — keep an eye on the shipping labels and tags.
3. Click Link picking containers to link the batch to bins.
4. Scan the bins at positions 1 through 20.
5. Once all bins are scanned, click Start the batch.

Picking products

The scanner guides you through the warehouse in the most efficient order.

• Product details. At the top you see the SKU and the product title, below that the location.
• Watch the quantity. Sometimes you need to place 2 of the same product in one bin. This often goes wrong — always check the quantity.
• Correct bin. Under Lists you see which bin belongs to which product. 1xT means one item, 2xT two items. Scan or click the bin before placing the product in it.
• Check the product. Compare the supplier product code. Unsure? Click Show product for more information.

After picking

1. After the last product, pick the scanner back up and return to the overview via the dashboard icon.
2. Place the first ready bin on the packing table and scan the barcode of the bin.
3. Click Start to begin the packing process.
4. Check the products against the order list — do type and quantity match? If anything differs, report it to the Warehouse Manager immediately.
5. If everything is correct, click Pick all.
6. Click Create shipment. The shipping label and packing slip print automatically.
7. Place the packing slip in the box and add a thank-you card. Write the customer's name on the card by hand.

Packing the products

1. Check the product once more against the order in Picqer, and check for damage or defects.
2. Choose the right box size — slightly larger than the product itself, so there is no unnecessary empty space. For fragile products (gaskets, filter sets, oil) use a double-walled box.
3. Place the product centred in the box.
4. Fill empty space with filler paper, at least 3–5 cm on each side, until the product sits firmly and can no longer shift.
5. Add the invoice and the thank-you card.
6. Tape the box shut using the H-tape method: one strip over the seam, and a second strip in the other direction. Check for loose parts.
7. Apply the label straight and centred on the top of the box, without air bubbles. Check that the address and barcode are clearly legible.

Packaging guidelines by product group

Product group	Approach
Oil	First in a plastic bag against leakage, then in a sturdy box with little room to move.
Gaskets (head gaskets)	Vulnerable. Never together with hard products such as metal. Keep them flat and protect them with filler material in a separate, sturdy box.
Filter sets	Simple. Standard box with enough filler material so they don't shift.
Overhaul sets	12–20 small parts. Collect them in a bag first and deliver the set as one whole.
Heavy/large products	Have them double-checked by the Warehouse Manager.
Chairs to far destinations	Use air cushions and pack firmly. Is the order value lower than the shipping cost? Report it to the Warehouse Manager — he emails the customer.
Radiators / very fragile abroad	Wrap completely in bubble wrap and place well protected in the box with extra filler material.

Creating a shipment

UPS parcel (via the webshop)

For countries outside the EU, or when DPD is not available, you create the shipment in WooCommerce.

1. Go to WooCommerce → Orders and search for the order number.
2. Open the order and go to the UPS Shipment Label column.
3. Measure the parcel and enter weight and dimensions — always in cm and kg, with a point as the decimal separator (e.g. 6.5).
4. Click Calculate Shipping Cost and check the shipping method: standard = UPS Expedited, fast = UPS Worldwide Saver. With a small cost difference and a large speed difference, choose the faster option where it makes sense.
5. Select Generate Package - UPS and enter weight and dimensions again.
6. Click Confirm Shipment. If the message "Shipment confirm response: Success" appears, it worked. On an error message, information may be missing — report this to the Warehouse Manager.
7. Click PRINT LABEL, open the file in the Downloads folder and print with CTRL + P. Use the printer Designer QLn420 (ZPL) and the Fit to page option.

DPD parcel (via Picqer)

1. Log in to Picqer (computer) and find the pick list via the order number.
2. Open the order and check that all address details are filled in correctly. Edit the address if needed.
3. Follow the standard procedure to create the label.

Common error messages

Error message	Cause & fix
house_number: This field cannot be blank	House number is missing or in the wrong field. Open the order in Picqer on the computer (not the scanner), choose Edit address, add or move the house number, and recreate the shipment.
Invalid ID	The shipment must be created with UPS. Follow the UPS procedure above.

Heavy parcels or large orders

For heavy or large orders (for example more than two barrels) you create the shipment in Sendcloud:

1. Open Sendcloud and search for the order by order number.
2. Click Edit and adjust the number of parcels.
3. Click Save and create the shipping label following the standard procedure. Divide the contents evenly across the parcels and check the shipping cost — multiple parcels can be more expensive.

Packing exceptions

• Bulk packaging. Some products sit in the racking as bulk packaging (e.g. 2 items together). Open the packaging carefully, take exactly the ordered quantity, and store the rest back neatly and protected.
• Lamp boxes. A box may contain several lamps. Take exactly one lamp, leave the rest safe in the box, and pack the removed lamp separately and protected.
• Piston rings. Variants look very similar. Always check the last three digits of the product number on both the packing slip and the physical product.
• Tractor seat. Too large for a standard bin. Place the seat carefully next to the table, close to its bin, and remember which order it belongs to. Check the packing slip at the end.
• No product location. Does a product have no assigned location? Contact the Warehouse Manager immediately.

Tasks in the warehouse

Besides packing, you also keep the stock and the packing area in order. Does a product look out of stock in the racking? There is often more stock at the bottom of the same rack — restock the shelves as soon as needed.