Warehouse & Inventory · SOP
Order Packing Weight Discrepancy Flagging Procedure
A standard operating procedure for systematically identifying, recording, and addressing discrepancies between the expected and actual weight of packed orders during the final check stage before dispatch.
Estimated Time
15 min
Difficulty
Low
Regulation
CSA Z460 / OHS
Version
1.0
Purpose
To establish a consistent process for detecting weight discrepancies in packed orders, ensuring customer satisfaction by preventing under‑ or over‑shipments, and maintaining inventory accuracy.
Scope
This procedure applies to all packing stations in the warehouse that use a floor scale and a WMS terminal. It covers the final weight check of any outbound parcel or pallet, including singles, multi‑line orders, and bulk shipments.
Safety Precautions
- Isolate scale power before performing any maintenance, cleaning, or calibration.
- Wear cut‑resistant gloves when handling boxes, tape, and safety cutters.
- Follow safe lifting techniques; use a pallet jack for loads over 20 kg to prevent back injury.
- Keep the area around the scale clear of loose straps, boxes, and trip hazards.
Required Tools & Materials
- Floor scale (certified, capacity up to 150 kg, resolution 0.01 kg)
- WMS terminal or handheld scanner
- Printer for discrepancy tags (or digital flagging capability)
- Tape measure (for dimensional weight calculation if needed)
- Safety cutter / box knife
- Pallet jack (for heavy items)
Procedure: Step-by-Step
1
Prepare workstation. Ensure scale is zeroed, terminal is logged into WMS, and packing slip is printed.
2
Place packed order on scale. Position box/pallet centred on the platform; wait for a stable reading (zero drift).
3
Record actual weight. Either auto‑capture via WMS or manually enter the weight into the system.
4
Compare to expected weight. The system displays tolerance (e.g., ±2% of expected). If within tolerance, proceed to dispatch.
5
Investigate discrepancy. If flagged, note the difference. Check for missing items, extra items, or incorrect packaging.
6
Open package and reconcile. Count items, verify against packing list. Adjust or re‑pack if needed.
7
Document and flag. Use WMS discrepancy code (e.g., 'short‑ship', 'over‑ship', 'wrong item'). Print a flag tag, attach to order, and reroute to quality hold area.
8
Update inventory. Correct inventory counts in WMS if items are removed or added.
9
Escalate if necessary. Send flagged order to supervisor if discrepancy exceeds 5% or value > $500.
10
Final sign‑off. After resolution, re‑weigh and confirm weight within tolerance before releasing to dispatch.