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Collections — Book a collection

Use Create Collection to request a pickup from a supplier or third-party address and have it delivered into a ParcelPilot warehouse.

Use Collections when the pickup itself needs to be arranged or tracked. If you only need to register a new expected delivery without a pickup leg, use Registering and receiving an expected delivery.

Before you start

Have these details ready:

  • Pickup contact name + phone/email
  • Full pickup address + postcode
  • Preferred pickup window (date/time)
  • What items are being collected (SKUs + quantities)

Step-by-step

  1. Go to Operations → Collections.
  2. Click Create Collection (top right).
  3. In Details, review the generated Collection Reference.
  4. Add an External Reference if you want to keep your own PO, ASN, supplier, booking, or legacy reference.
  5. Confirm the Client.
  6. Choose the Warehouse where the stock should be delivered.
  7. Choose Customer / Pickup from.
  8. Leave Pickup address same as customer on if the pickup should use the customer address. Turn it off only when the pickup address is different.
  9. Set the Pickup window start and Pickup window end.
  10. Add Notes if the driver or warehouse team needs opening hours, access instructions, or booking-in details.
  11. In Expected items, click Add line and add each SKU with its Expected qty.
  12. If you see Send email notification to warehouse team, leave it enabled when you want the warehouse team notified immediately.
  13. Click Create.

What happens after you submit

  • Your collection is created in Draft status.
  • If notifications are enabled for your client account, the warehouse team is emailed about the new collection request.
  • The warehouse team will review the details and then usually:
    • create the pickup shipment so tracking, labels, attachments, and cost can be recorded
    • create or open the linked pre-receipt
    • receive the goods using the linked receipt, counting quantities manually in most cases
    • use the collection's Mobile stock-in QR/link when they want to jump straight into receiving, especially for serialised items
    • post the receipt once quantities, locations, and serials are confirmed

Some older collection records still use the older pre-receipt route. For normal new warehouse planning without a pickup, use the expected-delivery workflow instead.

Inventory / stock note

Collection workflow updates are operational tracking only (timestamps + audit trail).

  • No inventory is added just because the collection exists or a pickup shipment is booked.
  • A pickup shipment is only an inbound transport record. It does not create reservations, deduct stock, or auto-create a receipt.
  • Inventory is only added when the warehouse team creates a Receipt and posts it to inventory (after confirming quantities, locations, and serials where required).

Tips and common issues

  • If you can’t find the pickup contact under Customer / Pickup from, ask your account manager to add the customer record (or provide the full pickup address in the Notes).
  • Make sure the Warehouse is correct if you use multiple warehouses. Only eligible client-assigned warehouses will be available.
  • If quantities change after you submit, update the collection lines and add a note so the warehouse team has the latest information.
  • Best practice is to list the actual SKUs on the collection, because those lines can be copied into the linked pre-receipt.
  • If the supplier has only told you something broad like "1 pallet" and you do not know the SKU breakdown yet, record that in Notes and/or External Reference. The warehouse/admin team can still manage the collection, but they should update the linked receipt with the real inbound lines before scanning/posting stock.

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