Warehouse & deliveries

This is the warehouse side of Smart Ordering: the warehouse team approves a branch’s request, picks and packs it, and hands it to a driver or to someone from the branch. The branch counts the delivery in; the warehouse answers any problem and closes the request. Drivers see only the deliveries given to them, and head office buys what the warehouse itself needs with supplier orders. Mihwar doesn’t count what is on the shelf: a request’s lines start at what the branch asked for, and the warehouse lowers a line when it can’t send it all.

A branch’s request, from the warehouse’s queue to closed
Warehouse teamApproves the requestOr rejects it, with a reason.
Warehouse teamPicks and packsOne walk for several branches.
DriverDelivers itOr the branch collects it.
BranchChecks it inCounts every line against what was sent.
Warehouse teamCloses the requestAfter any problem is answered.
A line arrived short? The branch marks it, the warehouse answers on Receive discrepancies, and only then can the request be closed.

Find your part

For the warehouse team, Overview opens your warehouse home. It has a card for each queue — Incoming transfer requests, Ready to dispatch, Receive discrepancies, Checked in — ready to close, Recent supplier orders and Today’s pick load — and each card has a way into the screen explained below. The branch’s side of the same requests — sending one, following it, counting a delivery in — is in Smart Ordering.

Approving or rejecting a request

Requests wait for you in Incoming transfer requests — press Open transfer-request queue on your home, or Approve requests on the Smart Ordering page. It lists the requests of your warehouse that are waiting, approved or being picked, the soonest Due date first. When a branch sends a request your warehouse’s team is told on the bell (New request from …); the page doesn’t update by itself, so reload it to see newer requests.

The steps of a request, as its page shows them
Queued
Approved
Picking
Packed
In transit
Received
Fulfilled
A request can also end as Rejected (by the warehouse, with a reason) or Cancelled (by the branch, before picking started).

Each request is a card: the branch, when it asked, how many items, the date it is Due and the branch’s note. The table has a row for each item, with what was Requested and a box called Allocate that starts at the full amount. Open full detail shows the whole request on its own page.

  1. Lower a line you can’t send in full

    Change the number under Allocate; it can’t go above what was asked. A Short reason appears — out of stock, damaged, expired or other — and you choose one. A line you set to 0 is not sent and not picked.

  2. Approve it

    Press Approve & send to pickers. The request is now Approved and appears in the pick list. On a request’s own page, Approve as requested approves every line exactly as asked.

  3. Or reject it

    Press Reject. A box asks for the Reason — at least three letters, and the branch reads it on its request. Then press Reject it; Go back closes the box. If you set every line to 0 and press Approve, the same box opens: approving nothing is rejecting.

The branch sees your numbers on its request — for example “30 kg” with “approved: 20” under it — and, for a rejected request, the reason you wrote.

Picking and packing

Picking is made for a phone: one column and big buttons. Open Bulk pick with Open pick queue on your home. It lists the requests you have approved — a request still waiting in the queue is not here until you approve it — and one walk can fill several branches’ requests.

  1. Choose what to walk

    Under Pick what to walk, tick the requests to fill together; the ones approved today are already ticked. Clear unticks all and Select all ticks all. Press Start picking: the ticked requests become Picking, and from then on the branch can no longer cancel them. A request you started earlier still says Picking and stays in the list; tick it again to carry on.

  2. Walk the list

    You get one card for each item, even when several branches asked for it — the card lists each branch’s part. Type or scan an item’s code or barcode in the box at the top and press Find to jump to its card. Set the quantity you picked with − and +, or type it; it starts at the full amount.

  3. Say what is short

    When you pick less, the card says how much is short and offers four reasons: Out of stock, Damaged, Expired and Other. Choose one. The shortage is shared between the branches in proportion to what each was approved for.

  4. Mark each card, then finish

    Press Done on a card when it is picked (Reopen takes it back). At the bottom press Finish & mark packed, read the short list in the sheet Finish pick? and press Mark packed. The requests are now Packed. Each branch sees what was short when it counts its delivery in.
  • The branch cancelled meanwhile. That request is left out and the rest are picked: you see “Left out — no longer waiting to be picked: 1”.
  • No signal. The pick still works. It starts from the list already on your screen, and when you finish it is saved on your phone and sent as soon as the signal is back; the label at the top says Offline, then how many are waiting to sync. Everything else on the warehouse screens needs a signal; more in Mihwar on your phone.
  • Don’t reload in the middle of a pick. The numbers you typed are only on the screen until you press Mark packed.

Handing a request over

A packed request waits under Dispatch, in Ready to dispatch. Once it is on its way it moves to On the road, until the branch counts it in. Open the request and use the box Dispatch & ETA. There are three ways to hand it over:

  • A driver from your team — choose the driver under Driver and set the Estimated arrival; add a Driver phone or a Carrier (optional) if you like. Press Save & mark as dispatched: it saves what you filled in and marks the request In transit. Nothing is required for that button, and the branch is told.
  • Someone who isn’t in the app — choose Someone else (not in the app) under Driver, then type the Driver name and Driver phone. The same button sends it out.
  • The branch collects it — when someone from the branch takes the goods with them, press Collected by the branch. It counts as sent, with no driver, arrival time or tracking link. The box goes away, the branch’s team is told it was collected, and they can count the delivery in at once.

Save ETA saves only the arrival time, driver, phone and carrier, and it needs an arrival time (“Pick an estimated arrival”). Use it as soon as a request is approved, so the driver already sees the delivery, and again whenever the time changes — until the branch has counted the delivery in. Once it is on its way, each new arrival time tells the branch’s team on the bell, and its home screen shows it under Arriving. The driver is not sent an alert; their screen updates by itself every minute, so phone them if it is urgent.

Delivering: the driver’s phone

A driver signs in and lands on Deliveries. It shows only the deliveries the warehouse gave to this driver — from the moment a warehouse person saves their name on a request. The page updates by itself every minute, and its buttons need a signal. Deliveries are in four groups: Being prepared (the warehouse is still picking and packing), Ready to pick up, On the way and Recently delivered (the last three days).

  1. Pick it up

    At the warehouse, when the delivery is under Ready to pick up, tap I’ve picked it up. The request becomes In transit and the branch is told. It does the same as the warehouse marking it on its way — either one is enough.

  2. Hand it over

    At the branch, tap Mark delivered. Under Proof of delivery add a photo with Add photo (recommended) and a note if you like — for example where you left it — then tap Confirm delivery.

  3. The branch counts it in

    That is your part done. The branch’s request page now says “Your driver marked this delivered”, and the branch counts the delivery in itself. The request stays In transit until it does.

Share tracking link (on a delivery that is on the way or recently delivered) opens your phone’s share menu with a message and a link. Anyone who has the link can open it without signing in. The page shows the status (Being prepared, On the way, Delivered or Received), the warehouse and branch, the driver’s first name and the estimated arrival or the time it was delivered — never what is in the delivery. The link stops working a week after the delivery ends. A request the branch collected itself has no driver and no link.

Closing a request

When the branch has counted a delivery in, the request is Received and waits for the warehouse to close it. If the branch marked nothing, your team is told on the bell (… checked in the delivery). Your home’s card Checked in — ready to close lists them, the longest waiting first; tap one to open it. A delivery whose problem still waits for your answer is on Receive discrepancies instead, until you answer. They are also in Transfers, in the Delivered column, with the requests already closed — the badge on the request’s page says Received while it waits for you and Fulfilled once it is closed.

  1. Check the final quantities

    The box Confirm final quantities & close lists each line with what the branch counted (Received) and a Final quantity that starts at the same number. Change a line only if that count is wrong; a box then asks for a note saying why the final number differs.

  2. Close it

    Press Confirm & close request. If you changed some lines the button reads, for example, Close with 2 adjusted. The request is now Fulfilled. Closing records the final numbers and tells nobody.

Answering a delivery problem

When the branch counts a delivery in, it marks any line that is Short, Over, Damaged or Substituted — Mihwar marks Short or Over by itself when the count differs from what you sent. A follow-up opens at the branch, and the people at your warehouse who can answer are told: “A delivery to … has a problem”. The branch’s side is in Smart Ordering.

  1. Open the problem

    Open Receive discrepancies — from the notice, from Open discrepancies on your home, or from Discrepancies to answer on the Smart Ordering page. The list opens on Needs your answer; Answered and All show the rest. Tap a row to read it: for each line what was Requested, Picked and Received, the branch’s note, and its photos under Evidence.

  2. Make it right, if you can

    Re-ship shorted items makes a new request for the short, damaged or swapped quantities. It is linked to the original and waits in your queue like any request. You can do it once for a delivery. A line that arrived Over has nothing to send again.

  3. Answer

    Write a note if you like (Add a note (optional)), then press Our mistake — acknowledge if the fault was yours, or We sent it all — push back if you sent everything. Your answer goes onto the branch’s follow-up, and its owner is told, with your note.

  4. Close the request

    Now the request can be closed, as above.

The two answer buttons stay grey until the branch’s follow-up exists, which is usually a few minutes after it counted the delivery in.

Supplier orders

A supplier order is what the warehouse buys from a supplier. They are listed under Supplier orders in Smart Ordering: the ones made for your own warehouse or branch, and for head office all of them. An order’s page shows what is On this order, the supplier and where it is delivered (Deliver to). Adding a supplier, and choosing how its orders reach it, is head office’s job — see items and suppliers.

  1. Make it

    Open Warehouse buying — it is on the Smart Ordering page, and for the warehouse team the Replenish tab opens it. Under Buy enough for choose how long the purchase should last: 7, 14, 21 or 30 days. There is a card for each supplier, with the items that supplier provides and a suggested quantity for each — the branches’ forecast for those days, or what was sent to them over as many past days if that was more, plus a little extra, less what is already on order. The line under an item says what its number is based on, and Why this number? shows the working. Change the Quantity to order box where you want another quantity. Under Deliver by is the day the supplier should deliver — today plus that supplier’s usual lead time; change it if you need it sooner or later. Then press Create supplier order on the supplier’s card. Mihwar makes one supplier order for that supplier, already approved, and the card links to it: open it to send it. Only people who can approve orders can press it.

    An item sold by more than one supplier goes under the one this warehouse last bought it from; if it never has, it waits under Choose who to buy these from until you pick one. An item with no supplier waits under No supplier yet: head office links a supplier to it first.

    To start from an earlier order, open a closed, rejected or cancelled one and press Reorder as new draft or Duplicate as new draft: the copy has the same supplier, items and note, and its activity says which order it was copied from. Until it is sent for approval, Change the draft changes its quantities (in whole packs, at least the smallest order), takes a line off, and sets the day to deliver by and the note for the supplier. A draft hasn’t been sent for approval yet: press Send for approval, and the people who approve orders are told in the app. One of them presses Approve — or Reject, writes the Reason (at least three letters; the person who asked for the order reads it) and presses Reject it. A draft you don’t need can be deleted with Delete.

    A draft with no supplier shows Order each item from its supplier. Each supplier gets its own draft and its items move there — nothing is copied. If every item comes from the same supplier, the draft simply gets that supplier. If an item has no supplier, or more than one, nothing moves and Mihwar names those items; head office sets each item’s supplier first.

  2. Send it

    On an approved order press Send to supplier. What happens depends on how head office set the supplier up (in the supplier’s details, under How orders reach this supplier), and the box Sending to the supplier shows where it stands:
    • E-mail — Mihwar e-mails the supplier the order in their language: where and by when to deliver, each item in their own unit, your note, and a button to the order’s page. The order turns Sent when the e-mail has gone. A reply reaches whoever made the order, or the address head office set for the supplier.
    • The supplier’s own system — Mihwar sends the order straight into it, when head office has set that up.
    • WhatsApp — Mihwar writes the message (the order, where and by when, each item in the supplier’s unit, and the link to the order’s page) and Open in WhatsApp to send opens your own WhatsApp with it ready; you press send there. Mihwar itself sends nothing by WhatsApp.
    • A link for the supplier — copy the link and send it yourself. The supplier opens it without an account, in their language: they read the order, confirm it with a note for you, and can download it as a PDF.
    • Phone or in person — nothing is prepared. Call or visit with the order; Download PO (PDF) gives you a copy to take.

  3. Say when it has gone

    When you passed the order on yourself — WhatsApp, the link, a call or a visit — press I’ve sent it. Choose how under How did you send it?, add a note if you like and press Yes, I sent it. The order turns Sent then, not before. If a send by e-mail or to the supplier’s system fails — for example, the supplier has no e-mail address — the box says why and offers to try again.

  4. The supplier confirms

    On their page the supplier presses Confirm the order, with a note if they like (it shows on the order). Whoever made the order and the people who approve orders for its place are told — on the bell, and by e-mail where they turned it on. After a call, press Mark confirmed by supplier instead, add a note and press Yes, confirmed.

  5. Check the delivery in, then close

    When the goods arrive press Check the delivery in. On the phone screen count each line; if it differs, mark it Short, Over, Damaged or Substituted, add a note or a photo, and press Finish receipt. Every line must be counted, and a delivery is checked in once. A marked line opens a follow-up. Then press Close the order: what came in joins the order history the suggestions learn from.

Download PO (PDF) and Download PO (CSV) give the order as a file; the PDF is the supplier’s copy — their language first, every label in both — with your logo. To stop an order press Cancel the order: while it waits for approval anyone who can ask for orders may withdraw it, and once it is approved or sent someone who can approve orders cancels it and gives a reason. When the order went to the supplier by e-mail, Mihwar e-mails them that it is cancelled — in the order’s language, with your reason — and if that e-mail can’t go out after a few tries, the people who look after the order are told to tell them. When you passed it on yourself (a WhatsApp message, a link, the phone), the message after cancelling reminds you to tell them. A link they were sent keeps opening and says the order is cancelled and not to be delivered.

Where this connects

The apps pass work to each other by themselves; the whole list is in How the apps work together. For the warehouse:

  • Follow-ups — a line the branch marks opens a follow-up at the branch, and you answer it from your own screen without ever opening or closing it. A supplier delivery with a marked line opens one too, at the place the order was for (Follow-ups).
  • Quality — when a branch counts a request in, or a supplier order is checked in, that place’s Per delivery inspections open (Quality).
  • Labels — after a delivery is checked in, Mihwar offers Print labels for this delivery, when Labels is on and the person may print (Labels).
  • Smart Ordering — what the branches ask for is what the suggestions learn from, and closing a supplier order adds what came in (how suggestions are made).
  • People & roles — the warehouse team and the drivers are set up there (People & roles).

Who is told what

  • The warehouse team — the people at your warehouse who work requests (head office, when the warehouse has none) are told when a branch sends a request (New request from …), changes it or cancels it, when a branch checks a delivery in with nothing marked (so you close it), and when a branch reports a problem with a delivery: “A delivery to … has a problem”.
  • The branch — whoever asked, and the branch’s managers, are told when you approve a request (naming what you lowered) or reject it. The branch’s team and whoever asked are told when it goes on its way (with the arrival time), when that time changes afterwards, when you record that the branch collected it, and when the driver delivers it. They come under Orders and deliveries in each person’s alert choices.
  • The branch’s follow-up — its owner, or else the branch’s follow-up managers, are told when you answer (“The warehouse answered”), with your note.
  • Supplier orders — the people who approve orders for its place are told when an order waits for approval; whoever made it, when it is approved or rejected (with the reason). Whoever made it and the approvers are told when the supplier confirms it, and when a delivery came in under a lapsed halal certificate (naming the items). An order a repeat order makes is told the same way, and when a repeat order comes round and can’t make its order, head office is told why.

Closing a request or an order tells nobody, and nobody is told what they did themselves. Alerts reach the bell and the phone, and e-mail where a person turned it on, each in their own language.

Who may do what

  • The warehouse team — see their own warehouse’s requests; approve or reject them, pick, pack, hand over, answer delivery problems and close requests. On supplier orders: copy one as a new draft, change a draft, order each item from its supplier, ask for approval, send, press “I’ve sent it”, record the supplier’s confirmation, check the delivery in and close.
  • Managers — everything above, plus the right to approve orders: pressing Create supplier order, approving or rejecting a supplier order, and cancelling one that was approved or sent. A branch manager approves the supplier orders of their own branches.
  • Branch managers, supervisors and crew — the branch’s side of a request: send it, change it while it waits, cancel it until picking starts, count the delivery in. The warehouse screens show them nothing.
  • Drivers — see only the deliveries given to them: pick up, deliver, share the tracking link.
  • Head office (the owner and admins) — every warehouse and branch, and the only ones who add or change suppliers and how orders reach them. Head office also sets up the warehouse team and the drivers, in People & roles.

Your administrator can change who can do what under Roles.

Questions

A new request from a branch isn’t in my queue.

The page doesn’t update by itself — reload it, or open the request from its alert on the bell. If it still isn’t there, the branch may not have sent it yet, or it went to another warehouse — you see only your own.

I approved a request, but the branch says it asked for more.

The branch may have changed its request while your queue was open — your approval used the numbers on your screen. The request’s own page shows both: for example “30 kg” with “approved: 20” under it. Reload the queue before you approve a request that has waited.

Why isn’t this request in the pick list?

Only approved requests are picked. Approve it in the queue first. If you did, it may have been cancelled or packed meanwhile; reload the page.

I lost my pick numbers.

They are only on the screen until you press Mark packed, so a reload loses them. The requests stay in the list as Picking: tick them and start again. With no signal it is fine to finish the pick: it is saved on your phone and sent when the signal returns. If someone else packed the same request in the meantime, the first person’s numbers stay.

I can’t save the arrival time.

Save ETA needs an arrival time — “Pick an estimated arrival”. To send the request out without one, use Save & mark as dispatched.

The driver I want isn’t in the list.

The list has the people who are active and set up as drivers. Head office does that in People & roles. For a courier who isn’t in Mihwar choose Someone else (not in the app).

The driver doesn’t see the delivery.

They see it once their name is saved on the request — under Driver, with Save ETA or Save & mark as dispatched. They aren’t sent an alert; their screen updates by itself every minute.

Where can I see the driver’s photo?

On the request’s page, under the time the driver handed it over: their note and photos, for the branch counting it in, the warehouse and head office. They stay there after the branch counts it in. Tap a photo to see it full size.

The branch can’t count the delivery in.

Counting in opens only once the request is on its way. If it is still Packed, press Save & mark as dispatched or Collected by the branch first.

Why can’t I close this request?

Either the branch hasn’t counted the delivery in, or it reported a problem you haven’t answered yet. Answer it on Receive discrepancies, then close.

The answer buttons are grey.

The branch’s follow-up isn’t open yet. It usually opens within a few minutes of the delivery being counted in; try again then.

I rejected a request by mistake.

It can’t be undone. Ask the branch to send a new request.

Why is Create supplier order grey?

Pressing it needs the right to approve orders, and the card says so. Ask a manager or head office. If you have the right, the card has nothing to order yet: type a quantity.

The order still says it is being sent.

Mihwar is sending it, or will try again at the time the box shows. If it stays that way for several minutes, tell head office. If the box says why it was not sent, follow what it says: send it again, or send it yourself and press I’ve sent it.

Does Mihwar know what is in my warehouse?

No. Mihwar doesn’t count what is on the shelf. A request’s lines start at what the branch asked for, and you lower a line when you can’t send all of it.

My home says I’m not assigned to a warehouse yet.

Your account isn’t attached to the warehouse. Ask head office to add you to it in People & roles.

The tracking link says it is unavailable.

It works until a week after the delivery ends, and only while your organization uses Smart Ordering. A request the branch collected itself never has one.