Deep Configuration

Overview

This guide provides detailed configuration instructions for P4 Warehouse system settings, automation rules, and optimization strategies. These settings control how P4 Warehouse operates and can significantly impact efficiency and accuracy.

Important: Configuration changes can affect all users and operations. Test changes in a non-production environment when possible. For complete documentation, visit https://docs.p4.software

Table of Contents

Initial System Setup

Critical Setup Sequence

CRITICAL: Follow this exact sequence to avoid configuration issues. Some settings cannot be changed after transactions exist.

1. 3PL/Multi-Company (if applicable)
2. Warehouses
3. Zones
4. Bins
5. Products
6. Customers/Vendors
7. Users
8. Automation Rules

System-Wide Settings

Path: Setup > System > Configuration

Business Settings

General:
├── Company Name: [Your Company]
├── Time Zone: [Select appropriate]
├── Date Format: MM/DD/YYYY or DD/MM/YYYY
├── Currency: USD (or local)
└── Language: English (default)

Operating Hours:
├── Start Time: 06:00
├── End Time: 18:00
├── Working Days: Mon-Fri
└── Holiday Calendar: [Import holidays]

Number Sequences

Path: Setup > System > Configuration > Business > Number Sequences

Sequence Type
Format
Example
Reset

Pick Ticket

PT-{YYYY}-{00000}

PT-2024-00001

Yearly

Purchase Order

PO-{YYYY}-{00000}

PO-2024-00001

Yearly

RMA

RMA-{00000}

RMA-00001

Never

License Plate

LP{0000000}

LP0000001

Never

Cycle Count

CC-{YYYYMM}-{000}

CC-202401-001

Monthly

Warehouse Configuration

Warehouse Setup

Path: Setup > System > Warehouses

Essential Settings

Warehouse Information:
├── Warehouse Code: [Must match ERP if integrated]
├── Warehouse Name: [Descriptive name]
├── Type: Standard/Bonded/Temperature Controlled
└── Default Language: [For multi-language support]

Address:
├── Complete physical address
├── Time zone (if different from system)
├── Contact information
└── Operating hours

Warehouse-Specific Configurations

Receiving Settings:

  • Default receiving zone

  • Appointment scheduling: Enabled/Disabled

  • Blind receiving: Yes/No

  • Photo requirements: None/Optional/Required

  • Cross-dock enabled: Yes/No

Shipping Settings:

  • Default shipping zone

  • Carrier assignments

  • Document requirements

  • Photo/signature requirements

Zone & Bin Configuration

Zone Types and Strategy

Path: Warehouse > Edit > Zones

Zone Type Configuration

Zone Type
Purpose
Configuration

RECEIVING

Inbound processing

Temporary storage, no picking

STAGING

Order consolidation

No long-term storage

SHIPPING

Outbound processing

Final QC area

PICKING

Active inventory

Primary pick locations

BULK

Overstock/Reserve

Replenishment source

RETURNS

RMA processing

Inspection/quarantine

QUARANTINE

Hold/damaged

Restricted access

Zone Settings

Zone Configuration:
├── Zone Code: [A, B, C or RECV, SHIP, etc.]
├── Zone Type: By Product / By LPN
├── Temperature: Ambient/Cooler/Freezer
├── Security: Standard/Restricted/High Security
├── Pick Sequence: [Numeric order for routing]
└── Default Printer: [Zone-specific printer]

Special Attributes:
├── Hazmat Certified: Yes/No
├── Food Grade: Yes/No
├── Bonded: Yes/No
├── High Value: Yes/No
└── Flammable Storage: Yes/No

Bin Configuration Strategy

Bin Naming Conventions

Standard Format: [Zone]-[Aisle]-[Rack]-[Level]

Examples:

  • A-01-01-A (Zone A, Aisle 01, Rack 01, Level A)

  • RECV-01 (Receiving Zone, Position 01)

  • SHIP-STAGE-01 (Shipping Staging, Position 01)

Bin Mask Configuration

Path: Zone > Edit > Bin Mask

Common Patterns:
├── {0:00}-{1:00}-{2:A} → 01-01-A, 01-02-B
├── {0:A}-{1:00}-{2:0} → A-01-1, B-02-2
├── STAGE-{0:000} → STAGE-001, STAGE-002
└── {0:AA}{1:00}{2:0} → AA01-1, AB02-2

Bin Attributes

Physical Properties:
├── Height (inches/cm)
├── Width (inches/cm)
├── Depth (inches/cm)
├── Weight Capacity (lbs/kg)
└── Volume (cu ft/m³)

Restrictions:
├── Single SKU Only: Yes/No
├── Single Lot Only: Yes/No
├── Mixing Allowed: Yes/No
├── Packsize Handling: Auto-break/Maintain
└── Reserved For: [Specific product/customer]

Product Configuration

Product Master Settings

Path: Setup > Products

Required Fields Configuration

Mandatory Fields:
├── SKU: [Unique identifier]
├── Description: [Clear, concise]
├── Barcode: [Auto-generate or manual]
├── Client: [If multi-company]
└── Status: Active/Inactive

Tracking Options:
├── Lot Tracking: Yes/No
├── Serial Tracking: Yes/No
├── Expiry Tracking: Yes/No
├── Catch Weight: Yes/No
└── Decimal Quantities: Yes/No

Dimensional Settings

Standard Products:
├── Length × Width × Height
├── Weight (lbs/kg)
├── Units per Case
└── Cases per Pallet

Decimal Products:
├── Unit of Measure: KG/LB/L/GAL/M/FT
├── Minimum Sellable Qty: 0.01
├── Rounding Rule: 0.01/0.1/1
└── Variance Tolerance: 2%

Product Categories

Path: Setup > Products > Categories

Organize products for reporting and slotting:

  • Fast Moving / Slow Moving

  • High Value / Low Value

  • Hazmat / Non-Hazmat

  • Temperature Requirements

  • Customer Specific

User & Permission Management

User Roles Matrix

Path: Setup > System > Users

Role
Web Access
Mobile Access
Permissions

Admin

✓

✓

Full system access

Manager

✓

✓

All operations, no system config

Dispatcher

✓

✗

Order management, reporting

Receiver

✗

✓

Receiving, putaway

Picker

✗

✓

Picking, packing

Cycle Counter

✗

✓

Cycle count only

Viewer

✓

✗

Read-only access

Module Permissions

Available Modules:
├── Receiving
│   ├── Create PO
│   ├── Receive
│   ├── Putaway
│   └── Print Labels
├── Fulfillment
│   ├── Create Orders
│   ├── Allocate
│   ├── Wave Management
│   └── Shipping
├── Inventory
│   ├── Adjustments
│   ├── Transfers
│   ├── Cycle Count
│   └── Quarantine
├── Reports
│   ├── View Reports
│   ├── Create Reports
│   └── Export Data
└── Administration
    ├── User Management
    ├── System Config
    └── Integration Setup

Password & Security Settings

Password Policy:
├── Minimum Length: 8 characters
├── Complexity: Upper + Lower + Number + Special
├── Expiration: 90 days
├── History: Last 5 passwords
└── Lockout: 5 failed attempts

Session Settings:
├── Web Timeout: 30 minutes
├── Mobile Timeout: 8 hours
├── Concurrent Sessions: 1 per user
└── Force Logout: Daily at midnight

Automation Settings

Fulfillment Automation

Path: Setup > System > Configuration > Business > Fulfillment > Automation

Order Processing:
├── Auto-Allocate on Release: Yes/No
├── Allocation Method: FIFO/FEFO/LIFO
├── Auto-Wave After Allocation: Yes/No
├── Wave Size: 20-30 orders
├── Auto-Generate Backorders: Yes/No
└── Auto-Close After Ship: Yes/No

Pick Ticket Settings:
├── Auto-Print on Wave: Yes/No
├── Group by Zone: Yes/No
├── Sort by Location: Yes/No
└── Batch Pick Threshold: 5 orders
└── Cartonization: Auto/Manual

Receiving Automation

PO Processing:
├── Auto-Create Bins: Yes/No
├── Auto-Assign Locations: Yes/No
├── Default Putaway Strategy: Directed/Suggested
├── Auto-Close PO: When fully received
├── Generate Labels: Automatic
└── Quality Hold: None/All/By Product

LPN Settings:
├── Auto-Generate LPN: Yes/No
├── LPN Format: LP{0000000}
├── Maintain on Putaway: Yes/No
└── Allow Mixing: Yes/No
└── Print on Creation: Yes/No

Inventory Automation

Cycle Count:
├── Auto-Generate Daily: Yes/No
├── Count per Day: 20-30 locations
├── Approval Required: Yes/No
├── Variance Threshold: 5%
├── Auto-Recount: If variance > threshold

Replenishment:
├── Auto-Generate Tasks: Yes/No
├── Min/Max Check: Daily at 6 AM
├── Priority: By velocity
├── Task Assignment: Auto/Manual
└── Confirmation Required: Yes/No

Email & Notifications

SMTP Configuration

Path: Setup > System > Configuration > Email

Server Settings:
├── SMTP Server: smtp.office365.com
├── Port: 587
├── Security: TLS/SSL
├── Authentication: Yes
├── Username: [email address]
└── Password: [encrypted]

From Address:
├── Display Name: P4 Warehouse System
├── Email: [email protected]
├── Reply-To: [email protected]
└── Test Email: [Send test]

Notification Templates

Path: Setup > System > Configuration > Notifications

Event
Recipients
Trigger
Template

PO Received

Purchasing

On close

Receipt confirmation

Order Shipped

Customer

On ship

Tracking info

Low Stock

Purchasing

< Min level

Reorder alert

Cycle Count

Supervisor

Variance >5%

Approval needed

Expiry Alert

Quality

30 days

Action required

Customer Notifications

Order Confirmations:
├── Send on Release: Yes/No
├── Include Pick Ticket: No
├── Format: PDF/HTML
└── Language: Per customer

Shipping Notifications:
├── Send on Ship: Yes
├── Include Packing Slip: Yes
├── Include Tracking: Yes
├── Include Invoice: Per customer
└── ASN Format: EDI/Email/Both

Printing Configuration

Print Agent Setup

Requirements:

  • Windows Server/PC (always on)

  • Network access to printers

  • P4 Print Agent service installed

  • Firewall exceptions configured

Path: Setup > System > Printing > Print Agent

Agent Configuration:
├── Server Name: PRINTSERVER01
├── Port: 9100
├── Status: Running (Windows Service)
├── Auto-Start: Yes
└── Error Notifications: [email protected]

Printer Management

Path: Setup > System > Printing > Printers

Printer Name
Type
DPI
Location
Default For

ZEBRA-RECV-01

Label

203

Receiving

Product labels

ZEBRA-PICK-01

Label

203

Pick Area

Pick tickets

ZEBRA-PACK-01

Label

300

Packing

Shipping labels

HP-OFFICE-01

Laser

600

Office

Reports, BOL

Label Configuration

Label Types:
├── Product Label (4x2)
│   ├── SKU + Barcode
│   ├── Description
│   ├── Lot/Expiry (if applicable)
│   └── QR code (optional)
├── Location Label (4x2)
│   ├── Location barcode
│   ├── Zone-Aisle-Rack-Bin
│   └── Capacity info
├── Shipping Label (4x6)
│   ├── Carrier format
│   ├── Tracking barcode
│   └── Return address
└── Pallet Label (8.5x11)
    ├── LPN barcode
    ├── Content list
    └── Destination

3PL/Multi-Company Settings

Client Configuration

Path: Setup > 3PL > Clients

CRITICAL: Must be configured BEFORE creating products or transactions

Client Setup:
├── Client Code: [Unique 3-5 chars]
├── Client Name: [Full company name]
├── Type: Standard/VIP/Trial
├── Status: Active/Inactive/Hold
└── SSCC Prefix: [7-9 digits for labels]

Billing Settings:
├── Enable Billing: Yes/No
├── Billing Cycle: Monthly/Bi-weekly/Weekly
├── Billing Day: 1st/15th/Monday
├── Auto-Post Invoice: Yes/No
├── Payment Terms: Net 30/45/60
└── Currency: USD

Billing Profile Configuration

Path: Setup > 3PL > Billing Profiles

Service Charges:
├── Receiving
│   ├── Per Receipt: $X.XX
│   ├── Per Line: $X.XX
│   ├── Per Unit: $X.XX
│   └── Per Pallet: $X.XX
├── Storage
│   ├── Per Pallet/Day: $X.XX
│   ├── Per Bin/Month: $X.XX
│   ├── Per Cubic Ft: $X.XX
│   └── Minimum Charge: $X.XX
├── Picking
│   ├── Per Order: $X.XX
│   ├── Per Line: $X.XX
│   ├── Per Unit: $X.XX
│   └── Rush Fee: $X.XX
└── Special Services
    ├── Labeling: $X.XX per label
    ├── Kitting: $X.XX per kit
    ├── Returns: $X.XX per RMA
    └── Cycle Count: $X.XX per count

Client Segregation

Inventory Segregation:
├── Separate Zones: Yes (recommended)
├── Shared Bins: No
├── Label Prefix: Client code
└── Report Filtering: Automatic

User Access:
├── Client Portal: Enabled
├── Visible Data: Own only
├── Order Entry: Yes/No
├── Report Access: Limited
└── API Access: Separate keys

Integration Configuration

API Settings

Path: Setup > System > Configuration > API

API Configuration:
├── Base URL: https://api.p4warehouse.com
├── Version: v1
├── Rate Limit: 100 req/minute
├── Timeout: 30 seconds
└── Retry Attempts: 3

Authentication:
├── Method: Bearer Token
├── Token Expiry: 24 hours
├── Refresh Token: Enabled
└── IP Whitelist: [Optional]

Webhook Configuration

Webhook Events:
├── Order Events
│   ├── Order Created
│   ├── Order Allocated
│   ├── Order Picked
│   └── Order Shipped
├── Inventory Events
│   ├── Stock Level Change
│   ├── Low Stock Alert
│   └── Expiry Alert
└── System Events
    ├── Integration Error
    ├── Cycle Count Complete
    └── PO Received

EDI Settings

EDI Configuration:
├── Provider: [EDI VAN Name]
├── AS2 ID: [Your ID]
├── Certificates: [Upload]
├── Document Types:
│   ├── 850 - Purchase Order
│   ├── 856 - ASN
│   ├── 810 - Invoice
│   └── 997 - Acknowledgment
└── Schedule: Every 15 minutes

Advanced Settings

Performance Optimization

Path: Setup > System > Configuration > Performance

Database Settings:
├── Connection Pool: 100
├── Query Timeout: 120 seconds
├── Archive After: 2 years
├── Purge After: 7 years
└── Index Rebuild: Weekly Sunday 2 AM

Caching:
├── Enable Redis: Yes
├── Cache Duration: 5 minutes
├── Session Cache: 30 minutes
└── Clear Cache: Manual/Scheduled

Audit & Compliance

Audit Settings:
├── Track All Changes: Yes
├── Retention Period: 7 years
├── Include Read Access: No
├── User Activity Log: Yes
└── Export Format: CSV/PDF

Compliance:
├── FDA 21 CFR Part 11: Enabled
├── GMP Requirements: Yes
├── Electronic Signatures: Required
├── Change Control: Approved
└── Validation Documents: Maintained

Backup & Recovery

Backup Configuration:
├── Frequency: Daily at 2 AM
├── Type: Full + Incremental
├── Retention: 30 days local, 1 year archive
├── Location: Cloud + Local NAS
├── Test Restore: Monthly
└── Notification: IT team email

Disaster Recovery:
├── RPO: 1 hour
├── RTO: 4 hours
├── Failover: Manual/Automatic
├── DR Site: [Location]
└── Test Schedule: Quarterly

Custom Fields

Path: Setup > System > Configuration > Custom Fields

Available Objects:
├── Products
│   ├── Custom1: Country of Origin
│   ├── Custom2: Commodity Code
│   └── Custom3: Special Instructions
├── Orders
│   ├── Custom1: Customer PO
│   ├── Custom2: Department
│   └── Custom3: Cost Center
└── Customers
    ├── Custom1: Account Type
    ├── Custom2: Credit Limit
    └── Custom3: Special Requirements

Configuration Best Practices

Change Management

  1. Document all changes with date, who, what, why

  2. Test in sandbox before production

  3. Notify affected users before changes

  4. Schedule during off-hours for major changes

  5. Have rollback plan ready

  6. Monitor after changes for issues

Regular Review Schedule

Daily:

  • Check Print Agent status

  • Review error logs

  • Monitor integration status

Weekly:

  • Review automation performance

  • Check user access logs

  • Validate backup completion

Monthly:

  • Review configuration settings

  • Update user permissions

  • Clean up obsolete data

  • Review billing profiles (3PL)

Quarterly:

  • Full configuration audit

  • Performance optimization

  • Security review

  • DR test

Remember: Good configuration is the foundation of efficient warehouse operations. Take time to set up properly initially, and review regularly to ensure settings still meet your business needs.

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