Pick Sales Orders from Warehouse Bins

Use a Pick List when the warehouse team needs to plan and pick Sales Order items from specific warehouse bins before creating the Delivery Note. This guide covers bin-aware picking, including allocation across bins, batches, or serial numbers, physical-pick checks, optional or required outbound staging, and the handover to the Delivery Note.

This workflow is useful when:

Stock is stored in multiple physical bins within the same warehouse.
The same item may be available across more than one bin.
Warehouse staff need a clear pick path before despatch.
The business wants the Delivery Note to record the exact bin used for the stock movement.

Before you start

Check these details before creating the Pick List:

The Sales Order is submitted and ready to fulfil.
Enable Bin Management is ticked on the Warehouse.
Use Bins is ticked on each bin-managed Item.
The Sales Order does not have active stock reservations. Unreserve the stock before creating the Pick List.
Bin-managed stock is in an enabled Storage or Picking bin. Put away stock from No Bin, Receiving, or Inbound Staging before allocation.
Bin balances are up to date before picking starts.
Warehouse bins have clear labels, such as zone, aisle, rack, level, or position.
Any older open Pick Lists for the same items are either still required or cancelled.
You have permission to create and edit Pick Lists, and to view Item, Warehouse, and Warehouse Bin records.

Saved draft and submitted open Pick Lists reduce the quantity shown as Available. Unsaved work and later stock movements can still change availability, so NexWave checks the stock again when you save or submit the document.

Choose the outbound route

Check Outbound Bin Mode on the Warehouse before picking:

Mode	Route after picking
Direct Dispatch	Create the Delivery Note from the picked bins, or stage an eligible Pick List first.
Stage Before Dispatch	Stage the Pick List before creating the Delivery Note. A stock-updating Sales Invoice cannot replace this delivery step.

Warehouse settings showing Outbound Bin Mode and Default Outbound Staging Bin

For staging, also check that:

Every Pick List row is a bin-managed stock item from the same warehouse. Ordinary and batch-tracked items are supported. Serial-tracked items, Product Bundles, mixed bin/non-bin lists, and picking from rejected warehouses are not supported for staging.
All actual picked goods will move to one enabled Outbound Staging bin in that warehouse. Default Outbound Staging Bin is optional. Inbound Staging is a different bin type and cannot be used for this step.
No quantity from this Pick List has been delivered. No linked draft Delivery Note or active dispatch task remains. Remove or cancel old delivery work through its normal actions before staging.
There are no active stock reservations for these items in the warehouse or on the linked Sales Orders. Each linked Sales Order is submitted and is not closed or on hold.
You can read and edit the Pick List, read Bin Transfers, create and submit Bin Transfers and Stock Entries, and read the related Company, Item, Warehouse, and Warehouse Bin records.

Ask an authorised administrator to set the mode and default bin. Complete or cancel affected open outbound work before a mode change. If the required route is not supported for an item, agree the route before picking.

Workflow overview

Open the Sales Order.
Create a Pick List for delivery.
Review the suggested Warehouse Bin rows and any outstanding Sales Order quantity.
If an untouched draft omits quantity that is still open, use Pick Manually to restore the linked demand.
Use Allocate Bin / Batch to select the exact source stock, especially when the pick uses more than one bin, batch, or serial number.
Record and check the physical pick, then submit the Pick List.
If staging is required or selected, stage all actual picked goods and wait for Staged.
Create the Delivery Note from the Pick List and confirm its source links and bins.

Create the Pick List from a Sales Order

Open the submitted Sales Order.
Use Create > Pick List.
Confirm that Purpose is Delivery.
Select the source warehouse if NexWave asks for one.
Click Get Item Locations if the item rows are not already populated.

Pick List delivery settings showing Purpose and Warehouse

For bin-managed stock, NexWave suggests rows from warehouse bins with available stock. You can keep this suggestion or use Allocate Bin / Batch to choose the source stock yourself.

If the suggested rows omit quantity that is still open on the Sales Order, tick Pick Manually on an untouched draft before you allocate stock or record a pick. NexWave resets the linked rows to the outstanding Sales Order demand so you can select its source bins and batches. It keeps existing allocations and recorded picks when you switch the setting later. Check the restored quantities before you save.

Do not delete a linked Item Locations row and add it again to change a bin or batch. A replacement row may lose its Sales Order reference. Use Allocate Bin / Batch on the linked row instead. An older saved Pick List cannot restore a Sales Order line that was removed from it entirely. Create a new Pick List from the Sales Order for that missing line.

Review the suggested pick

In the Item Locations table, check these visible columns:

Item: the stock item to pick.
Warehouse: the warehouse that holds the stock.
Warehouse Bin: the physical bin selected for the pick.
Qty: the planned pick quantity.
Picked Qty (in Stock UOM): the quantity physically picked.

Open a row to see additional location details such as Bin Code, Zone, Aisle, Rack, Level, and Position. These fields can help the picker find the bin, but they are not all shown as columns in the main table.

Pick List Item Locations showing the source bin, planned quantity and zero picked quantity

If Warehouse Bin is blank, check whether bin management is enabled for the Item and warehouse. Non-bin-managed items remain at warehouse level and can still be picked on the same Pick List.

Allocate stock across bins, batches, or serial numbers

Use Allocate Bin / Batch on a linked, bin-managed Item Locations row to select the source stock. This is useful when the pick uses more than one eligible bin, batch, or serial number.

Open the Item Locations row and click Allocate Bin / Batch.
Review Required, Selected, and Remaining. These totals use the Stock UOM. Document quantity can use the transaction UOM shown on the Sales Order.
In Available stock, check each Bin entry, any batch, serial number or expiry details shown under it, and Available. Use Find batch to narrow a long list, then All batches to show every batch again.
Click Add beside the first source. NexWave fills the outstanding quantity from that source, up to its available stock. To split the pick, reduce its Pick qty in Selected allocation before you click Add beside the next source. Repeat until you have selected the required bins or batches. You can also use Auto Allocate to fill the outstanding quantity, then review its choices.
In Selected allocation, check the planned Pick qty for each source. This is the source allocation, not the quantity physically picked. Use Remove or Clear all to correct a choice. Selected sources stay visible when you change the batch search.
Confirm that Selected equals Required and Remaining is zero. If you can allocate only part of the quantity, tick Apply as partial allocation and review the balance that will remain open on the Sales Order.
Click Apply Allocation, review the Item Locations rows, and save the Pick List before handing it to the picker.

Allocate Bin / Batch dialog showing available bins, selected allocation and quantity totals

The example shows one selected bin. Reduce its Pick qty before adding a second bin to make a split allocation.

The selected quantity cannot exceed the source's Available quantity or the required quantity. For a serialised item, select each serial number only once. NexWave creates a row for each selected source bin and, where needed, batch. The linked Sales Order line stays with the split rows.

Applying an allocation sets Pick Manually and leaves Picked Qty (in Stock UOM) at zero. Allocation plans the source stock; it does not confirm a physical pick. Record the actual picked quantity after the warehouse team checks the stock. To change bins or batches after a picked quantity has been recorded, review and clear those recorded picks first, then reopen the allocation.

Do not use this action for a non-delivery Pick List or a submitted Pick List. Items configured to use both serial and batch tracking together are not supported by this allocator. If you move stock between bins in the same warehouse, use the bin-transfer process instead.

Check the physical pick

After applying the allocation:

Give the picker the bin locations shown in the Item Locations rows.
Confirm the Item, Warehouse Bin, batch, or serial number against the physical stock.
Confirm Picked Qty (in Stock UOM) against the quantity that was physically picked.
If a different source is required, change the allocation before submission. Do not edit an existing bin value without checking available stock.

Pick List row detail showing Warehouse Bin and picked quantity fields

If Scan Mode is enabled and the team cannot pick the full allocated quantity, reopen Allocate Bin / Batch and apply a partial allocation before submission. If Scan Mode is not enabled, enter the actual picked quantity. Do not leave it at zero unless the full planned quantity was physically picked, because NexWave fills a zero value with the full planned quantity during submission.

Submit the Pick List

Submit the Pick List only after the pick has been checked. NexWave validates that:

Required bin-managed rows have a Warehouse Bin.
The selected bin belongs to the selected warehouse.
The selected bin has enough fresh available stock for the Item.
A selected batch is available in its source bin and is not expired.
A selected serial number is active, is in the selected bin, and is not selected twice.

If validation fails, refresh the Pick List, review the Item Locations row, then apply the allocation again. A different open Pick List may have used some of the stock since you started.

Stage the picked stock

Use this step when Stage Before Dispatch is set, or when you choose staging in Direct Dispatch mode. For direct delivery from the picked bins, continue to Create the Delivery Note.

Submitting the Pick List records the pick. The bin ledger still shows the original source bins until staging posts. Keep the goods together for this order.

Open the submitted Pick List and select Staging > Stage.
In Outbound Staging Bin, select the enabled destination bin in the same warehouse.
Click Review Staging. Check every Item, Source Bin, Batch, Quantity, and Stock UOM against the physical pick. All actual picked quantities must move together. You cannot stage only part of the pick or split it between staging bins.
Move all displayed goods to the selected physical staging bin. Only then tick I confirm that all displayed goods and batches have reached this staging bin.
Click Confirm Staging once. Wait for the stock movement to finish. Use Staging > Check Staging Status to refresh the result.
Continue only when the Pick List shows Staged and the expected Staging bin. Open Staging > Bin Transfer and Staging > Stock Entry to check that both linked documents are submitted. Staging History shows previous attempts.

Pick List Staging menu showing Stage, Check Staging Status and Staging History

NexWave creates a linked Bin Transfer and a Material Transfer Stock Entry. These move stock from the picked bins to the staging bin. The total quantity in the warehouse does not change. The original Pick List locations remain as the picking record; do not change them to the staging bin.

For scanner work, open Stage picked stock in NexWave WMS, select the completed Pick List under Awaiting staging, and scan or enter its outbound staging bin. Use Review staging, check the goods, tick the physical confirmation, then select Confirm staging. Check Staged before starting dispatch. The completed Pick task remains completed. Scanner access also needs Enable WMS on the Warehouse.

Check an uncertain or failed staging result

A queued request, Staging in progress, or an error is not proof that stock moved. Keep the physical goods together and check the result before another action.

In Desk, use Check Staging Status. If the dialog offers Check or Retry Same Request, use that existing request after checking the result. Do not move the goods a second time.
In WMS, use Check staging result or Check status, then Retry same staging request when offered. Reconnect first if you are offline.
To change the destination of an unposted attempt, use Abandon Staging in Desk, or Abandon staging and Confirm abandon staging in WMS. Check the physical goods before you review and confirm a new attempt. Abandonment stops the pending stock movement; it does not move goods physically.
A posted staging transfer needs the reversal process below. Do not abandon it, edit the generated Stock Entry, or create a second transfer to force a different result.

Create the Delivery Note

After the Pick List is submitted and any selected or required staging is complete:

Open the Pick List.
Click Create > Create Delivery Note.
Review the Delivery Note item rows.
Check Warehouse Bin for each bin-managed item. For a staged pick, this must be its confirmed outbound staging bin. For a direct pick, it must be the source bin used for picking.
Check that Against Pick List references the Pick List.
Save or submit the Delivery Note according to your normal despatch process.

Create menu on the Pick List showing the Create Delivery Note action

Delivery Note item row showing the Warehouse Bin copied from the Pick List

The Delivery Note image above shows a direct pick. A staged pick uses its outbound staging bin instead.

NexWave copies the applicable source bin, batch, serial number, and Pick List references to the Delivery Note. For staged stock, it uses the staging bin and the picked batches that remain undelivered. Keep these source links and identities unchanged. If the physical goods differ, stop and use the correction route below before creating the Delivery Note.

Deliver part of a staged pick

Set the Delivery Note quantity to the amount physically leaving the staging bin. Keep its staging bin and picked batches. Submit it, then check the Remaining quantity on the Pick List. Create a later Delivery Note from the same Pick List for the balance.

For example, if you stage 10 units and dispatch 7, the remaining 3 stay assigned to that Pick List in the staging bin. Another order cannot consume those assigned goods, even if it uses the same staging bin. Do not replace them with stock from a rack bin. The stock is checked again when the Delivery Note is submitted.

Review an allocation on a draft Delivery Note

If the picked stock needs a different eligible split before despatch, open Allocate Bin / Batch on the linked Delivery Note item row. Review the combined allocation for rows from the same Sales Order line with compatible warehouse, unit, and commercial terms. Select the bins or batches to use, then check the Delivery Note quantity and Against Pick List reference on every resulting row before you save. The allocation cannot use more than the picked quantity that remains undelivered.

For a partial delivery, set the Delivery Note item quantity to the quantity being sent before you allocate it. If you reopen the allocation, unused source locations remain available. Do not remove and recreate linked rows to change the split. The remaining picked quantity stays available for a later delivery. For a staged pick, select only its confirmed staging bin and remaining picked batches.

Confirm the pick afterwards

After the Delivery Note is submitted, confirm that:

The Delivery Note has the correct Sales Order reference.
Each bin-managed item row has the expected Warehouse Bin.
Each batch or serial number matches the physical pick.
The stock movement appears against the correct warehouse and bin.
Any unpicked Sales Order balance is still expected.
For a staged pick, Remaining quantity agrees with the goods still waiting for this order. Check its linked movements. A shared staging bin can also hold goods assigned to other Pick Lists.

If the wrong bin was used, do not overwrite records after despatch. Follow the corrections process after checking the physical stock and delivery status.

Correct an allocation

Use the route that matches the document status. If staging is pending or posted, deal with that operation before cancelling the Pick List:

Unposted staging attempt: abandon it, check the physical goods, then correct or recreate the Pick List as needed.
Posted staging transfer: cancel dependent delivery work first, then ask an authorised Stock Manager to cancel the owning Bin Transfer. NexWave permits reversal only when stock and movement-order checks pass. Cancelling that Bin Transfer reverses its linked Stock Entry. Do not cancel or edit the generated Stock Entry directly.
After partial dispatch, moving only the remaining goods back to storage is not cancellation of the original full staging transfer. This return-to-storage workflow and customer returns linked to a staged Pick List are not supported in this release. Ask the stock team to review the correction before recording it.

For picks without pending or posted staging:

Draft Pick List: if Picked Qty (in Stock UOM) is already recorded, verify and clear it before changing bins or batches. Reopen Allocate Bin / Batch, select the correct sources, click Apply Allocation, and save. Record the physical pick again after the change.
Submitted Pick List without a Delivery Note: cancel it and create a corrected Pick List.
Draft Delivery Note: if the physical pick is correct and only its eligible delivery split needs changing, reopen Allocate Bin / Batch on a linked item row and save the corrected draft. If the physical pick is wrong, discard the draft and correct or recreate the Pick List before creating another Delivery Note.
Submitted Delivery Note: follow the approved cancellation, amendment, or return process. Do not edit historical bin details.

Troubleshooting

Allocate Bin / Batch is not available

Open a draft Pick List with Purpose set to Delivery. Set the Item and source Warehouse, then confirm that bin management is enabled for that Item and warehouse.

Warehouse Bin is not visible

Confirm that Enable Bin Management is ticked on the Warehouse and Use Bins is ticked on the Item. The allocator shows only enabled Storage and Picking bins. Put away stock from No Bin, Receiving, or Inbound Staging before allocation.

The picker found stock in a different bin

Do not replace the Warehouse Bin value directly. Reopen Allocate Bin / Batch, select the correct source, and apply the allocation again. If the source is not listed, correct the physical stock or complete the required putaway first.

The selected bin fails validation

Refresh the Pick List and reopen Allocate Bin / Batch. Confirm that the bin is enabled, belongs to the selected Warehouse, holds the Item, and has enough current stock. Another saved Pick List or stock movement may have changed the available quantity.

The required quantity is not available

Check whether another saved open Pick List has reduced the available quantity from the same bin. Complete or cancel old Pick Lists that are no longer required, then refresh the Item Locations row. Do not select more than the shown Available quantity.

A batch or serial number is missing

Only active serial numbers and enabled batches that have not expired, with available stock in an eligible bin, are shown. Check the physical stock and its bin record, then refresh the allocation. Items that use serial and batch tracking together are not supported by this allocator.

The allocation is partial

The unfulfilled quantity remains open on the linked Sales Order line. Review the remaining quantity with the sales and warehouse teams, then create a later pick when stock is available.

A Sales Order line is missing from the Pick List

If the Pick List is an untouched draft, tick Pick Manually and check whether the outstanding Sales Order quantity returns. If the missing line was removed from an older saved Pick List, create a new Pick List from the Sales Order for that line. Do not add an unlinked replacement row.

The allocator will not let you change a recorded pick

Check Picked Qty (in Stock UOM) on the linked Item Locations rows. Confirm the physical stock, clear the recorded picked quantities on the draft, and apply the corrected allocation. Record the actual pick again before submission.

Stage is not available

Check that the Pick List is submitted, has Purpose set to Delivery, and has actual picked quantity still to deliver. Review the staging prerequisites above and any message on the form. Serial-tracked items and Product Bundles can still follow the supported direct route, but cannot use staging in this release. Ask an administrator to check your permissions if access is refused.

Create Delivery Note is missing or dispatch is blocked

Check Outbound Bin Mode and the staging status. Stage Before Dispatch requires Staged. An unresolved staging attempt also blocks dispatch. Check the existing request and its linked transfer; do not create a separate delivery or stock-updating Sales Invoice to bypass the check.

The selected staging bin is not available

Select an enabled bin with Bin Type set to Outbound Staging in the Pick List warehouse. An inbound staging bin, a bin from another warehouse, or a disabled bin is not eligible. Ask an administrator to check the bin and your access.

Staging stays in progress or reports an error

Use Check Staging Status and inspect the linked Bin Transfer and Stock Entry. Follow the same-request retry steps above. If the preview changed or expired, review the goods and destination again before confirming. Do not dispatch until the stock movement is confirmed.

The Delivery Note does not show the expected Warehouse Bin

Create the Delivery Note from the submitted Pick List after any staging has completed. Direct picks use the original source bins; staged picks use the confirmed staging bin. Discard an old draft prepared before staging and create it again from the Pick List. If the physical pick changed, use the correction route before you continue.