Pending Pickup — How To Guide |

The Pending Pickup module helps businesses manage orders that are ready for dispatch but have not yet been handed over to the courier. This guide explains each function and provides step-by-step instructions so users can operate the module efficiently.

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1. Purpose of the Pending Pickup Module

Purpose	What It Means	Why It Is Important
Loadsheet Management	Generate and maintain a load sheet of all orders picked up by the rider.	Ensures both the store and courier have correct pickup records.
Order Verification through Scanning	Scan orders for loadsheet creation or order-level dispatch verification.	Prevents errors and ensures accurate dispatching.
Dispatch Operations Management	Dispatch, reverse, cancel, or upload actions in bulk.	Saves time and ensures smooth daily operations.
Reports & Tracking	Access detailed reports related to pending pickups and dispatch activities.	Provides complete visibility and control over operations.

2. Scanning Types & Their Functions

There are two scanning modes, each serving a different operational purpose.

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A. Loadsheet Scanning

Used when the rider arrives to collect orders.

Detail	Description
Purpose	To record all orders handed over to the rider.
How It Works	Scan each order OR upload manually before generating the loadsheet.
Scanning Options	Order ID, Tracking ID, Scan Gun.

B. Order Item Scanning

Used for item-level verification before dispatch.

Detail	Description
Purpose	To ensure each order item is scanned and verified before dispatch.
Two Modes Available	Manual Dispatch OR Auto Dispatch after scanning.
Scan Options	Order ID, Tracking ID.

3. Scan Toggle Button – How to Use It

The scanning feature supports two primary workflows:

Loadsheet Scanning
Order Item Scanning

Both workflows help streamline handover to couriers while maintaining operational accuracy.

A. Initiating the Scanning Process

Step 1: Enable the Scan Toggle

Navigate to Orders → Order Management → Pending Pickup.
Activate the Scan Toggle Button located at the top of the screen.
Once activated, two scanning options will appear:
- Start Scanning for Loadsheet
- Start Scanning for Order Item

B. Loadsheet Scanning Workflow

Loadsheet scanning is used when the rider arrives to collect the orders. This ensures that both the courier and your warehouse have an accurate record of orders handed over.

Step 2: Select "Start Scanning for Loadsheet"

You will now choose one of the following search methods:

Search by Order ID
Search by Tracking Number

Loadsheet Scanning Workflow

1. Scanning by Order ID

Step 3:
Select “Search by Order ID.”

Step 4:
Scan the order using a barcode scanner, or click “Add Manually.”

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Step 5:
If you are adding manually, enter the Order ID and select the Courier from the dropdown.

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Step 6:
Click “Confirm.”
Once scanned, the order will appear in the scanned order list. From here, you can select orders in bulk and generate the loadsheet.

2. Scanning by Tracking Number

Step 3:
Select “Search by Tracking Number.”

Step 4:
Scan the tracking ID using a barcode scanner, or click “Add Manually.”

Step 5:
If manual, enter the Tracking Number and select the Courier.

Step 6:
Click “Confirm.”
The scanned order will be added to the loadsheet list.

3. Generating the Loadsheet

Step 7:
Select the scanned orders individually, or click “Select All.”
Step 8:
Click “Generate Loadsheet.”

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Step 9:
A loadsheet will be generated for courier handover.

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Purpose:
This process ensures that both your team and the courier have a verified and complete record of the orders handed over.

Order Item Scanning Workflow

This workflow is designed to verify the accuracy of the items inside each order (SKU-level validation) before dispatch.

Step 1: Select “Start Scanning for Order Item”

Once selected, the system will display two dispatch modes:

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Dispatch Modes

Auto Dispatch on Scan
The order is automatically dispatched as soon as a valid scan is completed.
Best for high-volume operations.
Manual Dispatch
Items are scanned first, and the user manually selects and dispatches the orders afterward.
Useful when a final review is required.

Steps for Item-Level Scanning

Step 2:
Choose either Auto Dispatch or Manual Dispatch mode.

Step 3:
Scan the Order ID, Tracking Number, or SKU.

Step 4:
The system will validate the scanned SKU against the order details.

Step 5:
If Auto Dispatch is selected, the order will immediately move to the Dispatched stage after a successful scan.

Step 6:
If Manual Dispatch is selected, you will need to choose the scanned orders and click “Dispatch.”

Purpose:
This ensures that the correct items are packed and dispatched, preventing issues caused by incorrect SKUs or mismatched order contents.

5. Filters & Search – How to Use Them

Filter	Use Case	Example
Order Creation Date	Find orders created on specific days.	View all orders created today.
Transition Date	Track orders moved to Pending Pickup on a specific day.	Identify orders pending since yesterday.
Location	Filter by warehouse or store.	View only Riyadh location orders.
Courier	See orders for a specific courier.	Show only BlueX orders.

How to Use:
Select filters → Click “Apply” → Order list updates accordingly.

6. Upload Actions – How to Perform File-Based Updates

Upload Option	What It Does	How to Use
Cancel Orders	Cancels orders in bulk.	Upload the cancellation file.
Dispatch Orders	Moves orders to dispatched stage.	Upload dispatch file with correct details.
Return Orders	Marks orders as returned.	Upload return file.
Deliver Orders	Updates orders as delivered.	Upload delivery file.
Revert Orders	Moves order back to previous stage.	Upload revert file.
Add Tags	Adds custom tags to orders.	Upload tag file.

Purpose:
Reduces manual work and keeps order statuses accurate.

7. Bulk Actions – What You Can Do & How

Action	Function	Steps to Use
Dispatch Orders	Dispatch multiple orders at once.	Select orders → Click “Dispatch.”
Generate AWB / GSP / OE Slips	Generates shipping documents.	Select courier → Generate slips.
Cancel Loadsheet	Deletes loadsheet in case of error.	Click loadsheet → Cancel.
Reverse Orders	Moves orders back to pending.	Select orders → Reverse.

8. Reports – What You Can Generate

Report	Description	Steps
Dispatch Notes	Summary of all dispatched orders.	Select filters → Download.
Bulk Dispatch Files	File containing dispatch status.	Select courier → Download.
Bulk AWB Files	Generate all AWBs in one click.	Choose courier and filters → Download.

Important Note — Editing Restrictions in Pending Pickup

⚠️ Orders in the Pending Pickup stage cannot be edited directly.

To make any changes:

Step 1 — Revert the Order

Use the Revert Order option under Bulk Actions or Upload Actions.
The order will move back to Awaiting Approval.

Step 2 — Edit the Order

Apply the required changes.

Step 3 — Rebook the Order

Because reverting cancels the previous booking, you must rebook the order.

Purpose:
To maintain dispatch accuracy and prevent modification of orders already prepared for courier handover.