Warehouse Operations SOP Documentation Set

Meridian Fulfillment Group — WMS Implementation Across 3 Distribution Centers

Date: 2026-05-30 · Prepared by: Resolvix · Status: Sample Deliverable
Deliverable type: Operations & Process Design — SOP Documentation Set (~$750)
Industry: Third-Party Logistics (3PL) / Distribution

About this sample. This is one example of what a successful Resolvix deliverable looks like at this scope and type — not a template that every engagement follows. Your expert brings their own expertise and judgment to the work: the structure, the emphasis, which angles they dig into, and how they organize their findings will all vary based on your industry, your specific question, and where the research leads. What stays consistent across every engagement is the standard: analysis grounded in evidence, prioritized recommendations, concrete action steps, and a phased implementation plan. All company names, figures, and scenarios in this sample are illustrative.

Context & Scope

Meridian Fulfillment Group operates three distribution centers — Columbus OH (540,000 sq ft), Memphis TN (310,000 sq ft), and Sparks NV (280,000 sq ft) — handling omnichannel fulfillment for 14 retail and e-commerce clients. Total throughput: approximately 2.4M units/month.

Meridian is implementing Körber Warehouse Management System (WMS) across all three DCs over a 9-month rollout (Columbus live in Month 3; Memphis in Month 6; Sparks in Month 9). This SOP set documents four core operational processes as they will function under the new WMS, replacing a mix of legacy RF-scan workflows and paper-based processes.

SOPs in this set:
1. Inbound Receiving — SOP-WH-001
2. Pick, Pack & Ship — SOP-WH-002
3. Returns Processing — SOP-WH-003
4. Cycle Counting — SOP-WH-004

Document conventions:
- Bold = required step (cannot be skipped or delegated without supervisor approval)
- Italic = decision point requiring operator judgment
- [KÖRBER] = step performed in or validated by Körber WMS
- Role abbreviations: RA = Receiving Associate, LS = Lead Scanner, PS = Pick/Ship Associate, RA-R = Returns Associate, IC = Inventory Control Associate, WS = Warehouse Supervisor

SOP-WH-001: Inbound Receiving

Purpose: Ensure accurate, timely receipt of inbound freight into the WMS with zero inventory variance at point of receipt.

Scope: All inbound freight at Columbus, Memphis, and Sparks DCs. Applies to all carrier types: LTL, FTL, parcel, and intermodal.

Roles: Receiving Associate (RA), Warehouse Supervisor (WS)

Prerequisites: Körber WMS access (Receiving module); RF scanner assigned and battery-charged; dock door assignment from WS

Procedure

Step 1 — Pre-Arrival Verification
1. Pull the day's Advance Ship Notice (ASN) queue in Körber WMS at the start of each shift. [KÖRBER]
2. Verify that each expected inbound PO has a corresponding ASN. If an expected shipment has no ASN by 1 hour before scheduled arrival, notify the WS immediately.
3. If ASN is missing entirely: Do not begin unloading until WS contacts the client/vendor to obtain PO documentation. Proceed to Step 6 (Blind Receipt) only with WS authorization.
4. Print or display the ASN putaway plan on your RF device. [KÖRBER]

Step 2 — Dock Staging and Carrier Check-In
1. Direct arriving carrier to assigned dock door. Verify trailer number against BOL before opening doors.
2. Conduct exterior trailer inspection: note seal number on BOL; photograph any visible damage to trailer exterior before breaking seal.
3. If seal number on BOL does not match physical seal: Stop. Do not break seal. Notify WS immediately. Document discrepancy on Inbound Discrepancy Form (IDF-001).
4. Break seal only after WS confirmation. Record seal break time and initials on BOL.

Step 3 — Physical Unload
1. Unload freight to designated staging lane (marked by dock door number on floor tape).
2. Do not commingle freight from multiple trailers in the same staging lane.
3. For temperature-sensitive product: verify temp log from trailer; record min/max temps on IDF-001. If temp excursion detected, quarantine product and notify WS + client contact before proceeding.
4. For hazmat product: verify placard match to shipment documentation; follow DC-specific hazmat receiving addendum (Addendum A).

Step 4 — Count and Scan
1. Scan each pallet/carton barcode using RF scanner. [KÖRBER] WMS will match each scan to ASN line items in real time.
2. Count units per carton on a minimum 10% random sample (or 100% if client SLA requires it — check client profile in Körber before beginning). [KÖRBER]
3. If scan does not match any ASN line: Set item aside in "Unresolved" staging area. Do not force-receive into WMS. Notify LS or WS for resolution.
4. Record any quantity variance (over, short, or damaged) in Körber WMS as you go — do not batch-enter at end of receipt. [KÖRBER]

Step 5 — Damage Assessment and Dispute Documentation
1. Photograph all damaged units/cartons before moving them from the staging lane.
2. Record all exceptions on the Inbound Discrepancy Form (IDF-001) and in Körber WMS. [KÖRBER]
3. Quarantine damaged product in the DC's designated damage area (marked with yellow floor tape and "HOLD" signage).
4. Notify WS; WS initiates client notification within 4 hours of receipt completion.
5. If vendor is responsible (concealed damage, shipping error): WS initiates freight claim per SOP-WH-005 (Freight Claims).

Step 6 — Blind Receipt (Exception — WS Authorization Required)
1. Blind receipt may only be performed when no ASN is available and the shipment is time-critical per client instructions.
2. WS must document authorization in Körber WMS comments field before receipt begins. [KÖRBER]
3. RA counts and scans all units; WS submits ASN retroactively within 24 hours to close the receipt.
4. All blind receipts are flagged for client billing reconciliation.

Step 7 — Putaway
1. Once receipt is complete and confirmed in Körber (zero unresolved exceptions or all exceptions documented), scan each pallet/carton for directed putaway. [KÖRBER]
2. Follow WMS-directed putaway location. Do not override putaway location without LS or WS approval. [KÖRBER]
3. If directed location is physically occupied or obstructed: Use RF scanner to report "location full" to WMS; WMS will assign alternate location. [KÖRBER]
4. Confirm putaway scan at destination location. Receipt is not complete until all items are confirmed in putaway locations. [KÖRBER]

Step 8 — Receipt Close-Out
1. Close the ASN in Körber WMS when all lines are received and putaway confirmed. [KÖRBER]
2. File signed BOL in the dock office folder (by date) and scan a copy to the client folder in SharePoint within 2 hours of trailer departure.
3. If discrepancies remain unresolved at close: Do not close ASN. Escalate to WS for resolution. ASN must be closed or escalated within the same shift.

Quality checkpoints:
- Receiving accuracy target: 99.7% unit-level accuracy (measured monthly in Körber)
- Blind receipt rate: <1% of total inbound lines; >1% triggers process review
- ASN-to-receipt cycle time target: ≤4 hours for standard LTL; ≤8 hours for full truckload

SOP-WH-002: Pick, Pack & Ship

Purpose: Fulfill client orders accurately and within SLA windows, with correct carrier selection and compliant labeling.

Scope: All outbound e-commerce, retail replenishment, and wholesale orders processed through Körber WMS.

Roles: Pick/Ship Associate (PS), Lead Scanner (LS), Warehouse Supervisor (WS)

Prerequisites: Körber WMS pick queue access; RF scanner; packing station stocked and labeled by product type

Procedure

Step 1 — Wave Release and Pick Queue Assignment
1. WS or LS releases pick waves in Körber at scheduled wave times (6:00 AM, 9:00 AM, 12:00 PM, 3:00 PM for standard shifts). [KÖRBER] Emergency waves may be released at WS discretion.
2. PS logs into Körber on RF scanner; system assigns pick tasks based on zone and task type. [KÖRBER]
3. If pick queue is empty: Report to LS for redeployment. Do not leave zone without LS or WS direction.

Step 2 — Directed Picking
1. Navigate to directed pick location per RF scanner display. [KÖRBER]
2. Scan location barcode to confirm arrival at correct location. [KÖRBER]
3. If location is empty or quantity is insufficient: Do not pick from adjacent location. Scan "short pick" in Körber. [KÖRBER] System will replenish or reroute. Notify LS if multiple consecutive short picks occur.
4. Pick exact quantity shown on RF scanner. Scan each unit barcode before placing in tote. [KÖRBER]
5. If unit barcode does not scan or does not match: Set item aside. Do not force-confirm scan. Notify LS immediately.
6. Confirm pick quantity in Körber. [KÖRBER] Proceed to next task.

Step 3 — Consolidation and Sort
1. Deliver completed totes to the pack station assigned to your order batch (marked by light indicator or RF scanner instruction).
2. Scan tote barcode at pack station to link tote to order. [KÖRBER]
3. Verify all pick tasks for the order are complete before packing begins; Körber will display "ready to pack" status. [KÖRBER]

Step 4 — Packing
1. Select correct carton size per client packaging matrix (posted at each pack station; also available in Körber client profile). [KÖRBER]
2. Insert required packing materials (void fill, dunnage, inserts) per client SLA. Refer to client-specific packing addendum for clients with custom requirements (Addendum B — Client Packaging Matrix).
3. Place each unit in carton; scan carton barcode and each unit barcode to confirm packing. [KÖRBER]
4. If any unit does not scan correctly at pack: Remove from carton, place in "Exception" bin. Do not ship unverified units. Notify LS.
5. Seal carton; apply Körber-generated shipping label. Verify label scan confirms correct order and carrier before sealing. [KÖRBER]
6. For orders requiring gift wrapping, special labeling, or client-branded packaging: Follow client-specific addendum. These steps add approximately 2.5 minutes per unit; plan accordingly in wave scheduling.

Step 5 — Carrier Manifesting and Staging
1. Scan shipping label at manifesting station to log package into carrier manifest. [KÖRBER]
2. Place package in correct carrier staging lane (marked by carrier name and sort code on floor tape).
3. If package weight/dimensions exceed carrier limits: Flag for LS to reroute to correct carrier. Do not place oversized package in standard carrier lane.
4. Do not sort packages into carrier lanes for carriers whose pickup has already occurred for the day. Notify LS for next-day scheduling.

Step 6 — End-of-Wave Reconciliation
1. LS reviews wave completion report in Körber at close of each wave. [KÖRBER]
2. Any unfulfilled orders (short picks, exceptions) are reviewed and resolved or escalated before next wave release.
3. Carrier staging lanes are audited by PS (count of packages in lane vs. Körber manifest). Discrepancies reported to LS immediately.

Quality checkpoints:
- Order accuracy target: 99.85% (unit-level; measured via client returns and carrier scan data)
- On-time ship rate: ≥98.5% of orders shipped within SLA window
- Short-pick rate: <0.5% of pick tasks per wave; chronic short picks trigger replenishment review

SOP-WH-003: Returns Processing

Purpose: Accurately receive, assess, and disposition returned inventory within client SLA windows, ensuring inventory integrity and rapid client reporting.

Scope: All inbound customer returns (e-commerce returns, retail store returns, vendor returns) processed at all three DCs.

Roles: Returns Associate (RA-R), Lead Scanner (LS), Warehouse Supervisor (WS)

Prerequisites: Körber WMS Returns module access; designated returns processing area stocked with inspection tools, disposition bins (Resaleable / Liquidate / Defective / Return-to-Vendor), and IDF-002 forms

Procedure

Step 1 — Returns Receipt
1. At shift start, pull open Returns Authorizations (RAs) from Körber WMS. [KÖRBER] All returns should have a pre-issued RA; unannounced returns are flagged as exceptions.
2. Receive returned packages at the designated returns dock (separate from inbound dock at all DCs).
3. If package has no visible RA number or packing slip: Do not process immediately. Log as "Unidentified Return" in IDF-002; set aside in designated bin. Notify LS for client identification within 4 hours.
4. Scan each return parcel to open the RA in Körber WMS. [KÖRBER]

Step 2 — Physical Inspection
1. Open each returned package at the inspection station.
2. Inspect each returned unit against the client's Returns Grading Matrix (Addendum C). Grading levels:
- Grade A — Resaleable: Item is in original or like-new condition; can return to primary inventory.
- Grade B — Open-box Resaleable: Item is functional but packaging is opened/damaged; can return to secondary/open-box inventory per client instruction.
- Grade C — Defective/Non-Resaleable: Item has cosmetic or functional damage; cannot be resold.
- Grade D — Return-to-Vendor: Item requires vendor evaluation or is under warranty; must be returned to origin vendor.
3. Photograph any Grade C or Grade D item before dispositioning.

Step 3 — Scanning and Disposition
1. Scan the unit barcode in Körber WMS Returns module and enter the assigned grade. [KÖRBER]
2. Place item in the correct disposition bin (A/B/C/D — labeled and color-coded at each station).
3. If unit barcode does not scan or is unreadable: Attempt manual lookup by client SKU in Körber. [KÖRBER] If still unresolvable, place in "Unidentified" bin and notify LS.
4. If unit grade is ambiguous (e.g., borderline Grade A/B): Default to the lower grade (Grade B). RA-R does not have authority to upgrade a return without LS confirmation.

Step 4 — Inventory Update and Putaway
1. Upon completing disposition scan, Körber WMS automatically updates inventory records. [KÖRBER] Grade A items are added back to available inventory; Grade B items are logged to secondary inventory location; Grade C/D items are quarantined.
2. RA-R delivers Grade A items to the designated restocking cart; LS or PS assigns directed putaway. [KÖRBER]
3. Grade C items are delivered to the damage/defective area; Grade D items are staged in the vendor-return staging area.

Step 5 — Client Reporting
1. LS generates the daily Returns Summary Report from Körber at end of each shift. [KÖRBER]
2. Report includes: units received, grade distribution, unidentified returns, return reason codes (if provided by client system), and any exceptions.
3. Report is emailed to client contact and saved to the client's SharePoint folder by 7:00 PM daily.
4. For clients with same-day returns SLA (see client profile in Körber): Report must be transmitted within 4 hours of returns receipt cutoff.

Step 6 — Exception Escalation
1. Any return that cannot be processed within the same shift is escalated to WS before shift end.
2. WS reviews and resolves or holds for next shift with written handoff note in Körber comments. [KÖRBER]
3. Unidentified returns not resolved within 48 hours are escalated to client via WS with photos and tracking information.

Quality checkpoints:
- Returns processing SLA: all receipts graded and scanned within 24 hours of arrival
- Returns accuracy: grade-to-inventory update accuracy ≥99.5% (audited monthly via spot-check)
- Unidentified return rate: <2% of total returns volume

SOP-WH-004: Cycle Counting

Purpose: Maintain inventory accuracy between annual physical inventories by systematically auditing portions of inventory on a rotating schedule.

Scope: All SKUs at all three DCs. Cycle count schedules are generated by Körber WMS based on ABC classification and client-defined count frequency requirements.

Roles: Inventory Control Associate (IC), Warehouse Supervisor (WS), Inventory Control Manager (ICM — Columbus only; remote oversight for Memphis and Sparks)

Prerequisites: Körber WMS Cycle Count module; RF scanner; access to count task queue

Procedure

Step 1 — Count Schedule Review
1. IC reviews the day's cycle count task queue in Körber WMS at the start of each shift. [KÖRBER]
2. Körber generates count tasks based on:
- ABC classification: A-items (top 20% of velocity) counted monthly; B-items quarterly; C-items semi-annually
- Post-discrepancy counts: any location with a variance >2 units in the prior 30 days is auto-added to the count queue [KÖRBER]
- Client-mandated counts: specific SKUs or locations required by client SLA (check client profile) [KÖRBER]
3. IC prints or downloads count tasks. Do not share count task list with general warehouse staff before count begins (to prevent pre-count manipulation).

Step 2 — First Count
1. Navigate to the first assigned count location. Do not adjust or move product before counting.
2. Count all units physically present in the location. Do not reference the expected quantity in Körber before completing the physical count.
3. Enter physical count quantity in Körber RF scanner. [KÖRBER]
4. If a location appears empty but Körber shows quantity on-hand: Count zero and enter. Do not assume product is misplaced without completing the count sequence.
5. Proceed to next location in task queue without reviewing results until all first counts are complete.

Step 3 — Variance Review
1. After all first counts are complete, Körber displays variance report. [KÖRBER]
2. IC reviews variances:
- Variance = 0: location confirmed accurate; count task closed. [KÖRBER]
- Variance 1–5 units: proceed to Second Count (Step 4).
- Variance >5 units or >$500 value: flag for WS review before Second Count; WS may initiate a recount with a second IC.

Step 4 — Second Count (Blind Recount)
1. A different IC (or LS) performs the second count independently, without seeing the first count result. Körber masks the first count result during recount. [KÖRBER]
2. Enter second count result in Körber. [KÖRBER]
3. If second count matches first count: Variance is confirmed. Proceed to Step 5 (Adjustment).
4. If second count differs from first count: Perform a third count (Step 4 repeated, with WS or ICM performing the count).
5. After three counts, if all three differ: WS escalates to ICM. A full location audit (remove and recount all product from the location) is initiated.

Step 5 — Inventory Adjustment
1. WS reviews and approves all confirmed variances before adjustment is posted in Körber. [KÖRBER]
2. For variances above $1,000 in value: ICM approval required before adjustment.
3. IC documents the likely cause of variance in the Körber adjustment notes field. [KÖRBER] Standard cause codes:
- RECV-ERR — likely receiving error
- PICK-ERR — likely picking error
- SHRINK — theft or unexplained loss
- SYS-ERR — system/scan error
- UNKNOWN — cause undetermined
4. Körber posts adjustment and updates inventory records. [KÖRBER]

Step 6 — Root Cause Follow-Up
1. ICM reviews all adjustments weekly in Körber accuracy report. [KÖRBER]
2. Patterns triggering investigation:
- Same location with variance in 2+ consecutive count cycles → location configuration or labeling issue
- Same SKU with variance across multiple locations → product labeling or barcode issue
- Same associate appearing in >30% of variance first counts → training review
3. ICM documents findings and corrective action in the Cycle Count Log (SharePoint: Operations > Inventory Control > Cycle Count Log).
4. Corrective actions are reviewed at monthly Inventory Control review meeting.

Quality checkpoints:
- Inventory accuracy target: ≥99.5% location-level accuracy (measured monthly)
- Adjustment value target: <0.03% of total inventory value adjusted per month
- Count completion rate: 100% of scheduled count tasks completed within the assigned period; overdue counts are escalated to WS

Recommendations

Priority 1 — Train all associates on Körber WMS before go-live, not after
Columbus go-live is Month 3. Training must begin no later than Month 1. The most common post-WMS-launch error is associates reverting to old RF scan habits (especially on receiving and cycle counting). Require 8 hours of Körber hands-on training per associate, with role-specific certification sign-off, before any associate operates independently in the new system.

Priority 2 — Run parallel operations during the first 30 days at each DC
Do not cut over entirely on go-live day. Run Körber alongside the legacy system for receiving and cycle counting for the first 30 days. This catches systemic discrepancies without compromising inventory integrity. Budget for 15–20% productivity reduction during this window.

Priority 3 — Appoint a WMS Super-User at each DC before launch
Each DC needs one designated Körber super-user (typically a senior LS or operations lead) who has completed Körber's advanced configuration training. This person is the first escalation point for system questions and manages configuration changes. Without this, every question goes to IT or the implementation vendor, which creates delays and frustration.

Priority 4 — Define client-specific addenda before go-live, not after
The SOPs in this set reference client-specific packaging matrices, grading matrices, and SLA requirements in addenda (Addendum A–C). These addenda must be completed for each client before go-live. Missing addenda are the single most common cause of returns and packing errors in the first 90 days of a WMS implementation.

Priority 5 — Set inventory accuracy baseline before go-live to measure WMS impact
Run a full physical inventory count at Columbus 30 days before go-live. This gives you a clean baseline. Post-launch, measure monthly cycle count accuracy against the baseline. Without a pre-launch baseline, you cannot distinguish WMS-introduced errors from pre-existing inventory problems — and you will not be able to defend yourself to clients if accuracy questions arise.

Priority 6 — Establish a WMS issue log and weekly triage meeting
In the first 90 days post-launch at each DC, hold a 30-minute weekly triage meeting (WS + ICM + Körber super-user) to review open system issues, recurring errors, and configuration gaps. Körber has significant configurability; the default configuration rarely fits any 3PL's exact process. Issues caught and corrected in weeks 1–8 prevent process drift that becomes expensive to unwind later.

Action Steps

Implementation Plan

Phase 1: Columbus Launch (Months 1–3)

Objective: Achieve clean WMS go-live at Columbus with no inventory integrity loss and no client SLA miss attributable to WMS transition.

Milestones:
- Month 1: All client addenda complete; super-user training enrolled; training curriculum delivered to associates
- 30 days pre-go-live: Physical inventory baseline count complete at Columbus
- Go-live day: All associates Körber-certified; Addendum A–C active in system; parallel operations protocol active
- Month 3 (30 days post-go-live): Parallel operations concluded; Körber-only operations; first monthly accuracy report generated

Success criteria — Phase 1:
- Zero client SLA misses attributable to WMS transition during parallel window
- Inventory accuracy at Columbus: ≥99.5% at first post-go-live cycle count
- Associate Körber certification rate: 100% before go-live
- Issue log: all P1 issues resolved within 48 hours of identification

Phase 2: Memphis and Sparks Launch (Months 4–9)

Objective: Apply Columbus learnings to accelerate Memphis and Sparks launches with minimal parallel-window friction.

Milestones:
- Month 4: Columbus learnings documented; SOP revisions issued if needed; Memphis training begins
- Month 6: Memphis go-live; 30-day parallel window
- Month 7: Sparks training begins; Memphis parallel window concludes
- Month 9: Sparks go-live; 30-day parallel window; all 3 DCs on Körber

Success criteria — Phase 2:
- Memphis and Sparks go-live parallel window duration ≤30 days (vs. Columbus benchmark)
- Cross-DC inventory accuracy report consolidated in Körber by Month 10
- All 4 SOPs validated and finalized (with lessons learned incorporated) by Month 10

Prepared by Resolvix. This sample represents the depth and specificity of analysis delivered at this scope. Actual engagement outputs reflect your specific data, systems, and context.