Getting Started
Welcome to Flexware, your comprehensive warehouse management solution. This guide will help you navigate the system and make the most of its features.
Logging In
Access the system using your email and password. Contact your administrator if you need login credentials or have forgotten your password.
Dashboard Overview
The dashboard provides a quick snapshot of your warehouse operations including items on hand, total pieces, today's receipts, and today's releases. Recent activity is displayed in a table showing the latest inbound and outbound shipments.
Navigation
Use the sidebar to navigate between different sections: Receipts, Releases, Inventory Items, Reports, and Settings. The sidebar can be collapsed for more workspace.
Pickups
Pickups allow you to schedule and track inbound shipments before they arrive at your warehouse. Once goods are received, pickups can be converted to receipts.
Creating a Pickup
Click 'New Pickup' to schedule an incoming shipment. Enter the scheduled date/time, pickup location, delivery location, carrier, and tracking information.
Managing Commodities
Add expected commodities with part numbers, descriptions, quantities, and dimensions. This information will transfer to the receipt when converted.
Pickup Status
Pickups show dynamic status: Empty (no commodities), In Transit (awaiting arrival), On Hand (received), In Process (partially released), or Completed (fully released).
Converting to Receipt
When goods arrive, convert the pickup to a receipt with one click. All commodity data transfers automatically and the receipt is ready for processing.
Printing Pickup Orders
Generate and print pickup order documents for drivers and receiving staff. Download as PDF or print directly from the system.
Receipts
Receipts track all inbound shipments to your warehouse. Each receipt contains detailed information about the shipment and its commodities.
Creating a Receipt
Click 'New Receipt' to create a new inbound record. Fill in the date, customer/consignee, shipper, carrier, and any reference numbers. Add commodities with details like part number, description, quantity, and dimensions.
Managing Commodities
Each receipt can contain multiple commodities. Track part numbers, models, descriptions, pieces, weight, and dimensions. Assign locations to help organize your warehouse.
Receipt Status
Receipts progress through statuses: Draft → Pending → Received → Completed. Update the status as goods are processed through your warehouse.
Printing & Export
Generate professional receipt documents for record-keeping. Export receipt data to CSV for reporting and analysis.
Holding Receipts & Commodities
Use the Hold feature to prevent commodities from being released. For 'On Hand' receipts, use the lock button in the toolbar to hold the entire receipt and all its commodities. For 'In Process' receipts (partially released), hold individual commodities from within the receipt form. Held items show a lock icon and amber 'Hold' or 'Receipt Hold' badge.
Copying Commodities
Quickly duplicate commodities by selecting one and clicking the Copy button. Enter the number of copies (1-100) and click Create. Each copy has the same part number, description, pieces, and dimensions as the original but starts fresh with 'On Hand' status.
Bulk Selection
Select multiple commodities at once for bulk operations. Click to select a single row. Hold Shift and click to select a range from the last selected row. Hold Ctrl (Windows) or Cmd (Mac) and click to toggle individual items. The Delete button shows the count when multiple items are selected. Edit, Copy, and Hold require a single selection.
Releases
Releases manage all outbound shipments from your warehouse. Create releases to document goods leaving your facility.
Creating a Release
Click 'New Release' to create an outbound shipment. Select the customer releasing from, the destination, carrier information, and tracking details.
Selecting Commodities
Choose which commodities to include in the release from available inventory. The system tracks which items have been released and updates stock levels automatically. Commodities that are on hold appear grayed out with a lock icon and cannot be selected for release.
Release Status
Track releases through their lifecycle: Draft → Pending → Released → Completed. Each status change is logged for audit purposes.
Tracking Information
Record PRO numbers, tracking numbers, driver names, and PO/reference numbers for complete shipment documentation.
Inventory
Maintain complete visibility over all goods in your warehouse. Track stock levels, locations, and movement history.
Inventory Items
Define reusable inventory item templates with standard part numbers, descriptions, models, and dimensions. These templates speed up data entry when creating receipts.
Locations
Set up warehouse locations to organize your inventory. Assign location codes to commodities for easy tracking and retrieval.
Package Types
Define standard package types (pallets, boxes, crates, etc.) to categorize how goods are stored and handled.
Stock Tracking
The system automatically calculates on-hand quantities based on receipts and releases. View real-time stock levels from the dashboard.
Reports
Generate comprehensive reports to analyze your warehouse operations and make data-driven decisions.
Inventory Reports
View current stock levels, aging analysis, inventory by location, and inventory by customer. Understand what's in your warehouse and how long it's been there.
Receipt Reports
Analyze inbound shipments with receipt summaries, status breakdowns, carrier analysis, and shipper activity reports.
Release Reports
Track outbound activity with release summaries, customer breakdowns, carrier usage, and historical release data.
Exporting Data
Export any report to CSV format for further analysis in spreadsheet applications or integration with other systems.
Settings
Configure your account and company settings to customize Flexware for your needs.
Profile Settings
Update your name, email, and password. Manage your personal account preferences.
Company Settings
Configure your company name, address, phone number, and logo. This information appears on printed documents and reports.
Master Data
Manage customers, vendors, carriers, locations, and package types. Keep your reference data up to date for accurate record-keeping.
Global Search
Quickly find any record across your entire warehouse system using the powerful global search feature.
Opening Search
Press ⌘K (Mac) or Ctrl+K (Windows) from anywhere in the dashboard to open the search palette. You can also click the search button in the header.
What You Can Search
Search across Receipts, Releases, Pickups, Commodities, Customers, Vendors, Carriers, Inventory Items, and Locations. The search looks at document numbers, tracking numbers, names, and other relevant fields.
Search Results
Results are grouped by type with icons for easy identification. Click any result to open its edit modal. Right-click on Receipts, Releases, or Pickups to access the 'View Document' option.
© 2026 Flexware. Need help? Contact your administrator.