Reason Codes, Units of Measure and Lot Holds
QrX keeps three managed lists for your warehouse: the reason codes your team picks when stock changes, the units of measure your items are counted in with the inner packs, cases and pallets of each item, and a lot master where you can put a whole lot on hold. Warehouse stock is part of QrX WMS.
Who It Is For
Reason codes and units of measure: every account with QrX warehouse stock, at any level.
Lots and lot holds: Full WMS with the Lots and expiry dates module.
Fulfilment partners: your clients use your lists.
Where to Find It
Settings > Warehouse > Reason codes.
Settings > Warehouse > Units of measure: tabs Units and Pack units.
Warehouse > Stock, open an item: tab Units.
Warehouse > Stock, the Lots icon at the top: every lot of every item.
Reason Codes
A reason code is what your team picks when stock is added, removed, written off, blocked or put on hold. Every reason is used for one purpose (Used for): stock corrections, write-offs, return scrapping, blocking stock, count differences, transfer losses, damage at receiving, lot holds, lot expiry corrections and blocking bins. Each reason maps to a fixed Category (for example damaged, expired, lost or correction), so reports, exports and the API keep working.
System reasons always exist. You cannot delete or rename them, but you can hide one so your team no longer sees it, and you can set its rules. Hiding only removes a system reason from the pickers: where QrX uses it as the standard reason (for example a write-off without a reason books Other) or an API call sends it, it still works. An archived own reason can no longer be used.
Your own reasons: click New reason, choose where it is used, a Code (lowercase letters, digits and _), a Name, the Category and, for stock corrections, the Direction (adding units, removing units or both). Own reasons are archived, never deleted.
Note required: the action cannot be saved without a note.
Photos required with Minimum photos (1 to 5): the action cannot be saved without photos. The API and the AI assistant cannot add photos, so they cannot use such a reason. Your team adds the photos in PortalX.
Sort: lower numbers come first in the pickers.
Your reasons show up in stock corrections, write-offs, blocking stock, blocking bins, count review (approve or reject), transfer write-offs, damaged units at receiving, returns scrapping and lot holds, in PortalX. A history line keeps the reason it was booked with, also after you archive it.
Units of Measure
The Units tab lists the units your stock items are counted in. System units are piece, pair, set, box, pack, carton, pallet, kg, g, l, ml, m and cm, each with its UN/ECE code. Click New unit to add your own with a code, a name, what it Measures (count, weight, volume, length, area, time or other) and an optional UN/ECE code. A system unit can be hidden; your own units can be archived. Items that already use a hidden or archived unit keep it. The item editor only offers active units of your account.
Pack Units: Inner Pack, Case and Pallet
On the Units tab of a stock item you say how it is packed above one base unit:
One unit per level: Inner pack (a small pack inside a case), Case (the carton your supplier ships) and Pallet. Each level holds more base units than the level below.
Per pack unit: name, barcode, base units per pack unit, size (mm) and weight (kg).
Buy in and Receive in: the default unit for purchase orders and for receiving.
Scanning a pack unit barcode counts all the base units inside it at receiving, counts and picking. At the pack station, in a packing session, scanning a case or inner pack books all its units on the order line in one scan, when the line still needs at least that many. Otherwise you see "This pack holds more units than the order line still needs. Scan single units." When you scan items for a pick list at the pack station, a pack barcode books nothing: you see for example "Case of 12 scanned. Scan single units at a pick list." There, scan the units one by one. Items with serial numbers are always scanned one by one. A receipt line keeps the pack size it was created with, also when you later change the pack unit.
The Pack units tab under Units of measure lists every inner pack, case and pallet of your items. An item has at most 20 pack units.
Lots
The Lots list shows every lot with its item, status, expiry date and days left, manufacture date, supplier and supplier lot, and stock (on hand, sellable, blocked, picked). Filter on item, status (Active, On hold, Released, Expired), expiry date, supplier, owner, warehouse and Only lots with stock. Open a lot to see where its units are, quarantine included, and its history.
Under Lot details you change the supplier, supplier lot code, manufacture date and note. The lot code is fixed.
A corrected Expiry date needs a reason (a lot expiry reason) and is kept in the history with your name. Only items that track an expiry date have one.
Orders that shipped this lot opens the orders that received units of it.
Put a Lot on Hold
Open the lot and click Put on hold.
QrX first shows what the hold does: units that go to quarantine now, reserved units that move to another lot, reserved units that have no other lot and go back to backorder, and picked or packed units that are not pulled back.
Choose a Reason, add a note (and photos when the reason asks for them) and confirm.
While a lot is on hold, nothing of it is sold, reserved or shipped. Its free units are in quarantine, and no booking can put them back in a bin: a receipt, put-away, move, unblock, transfer receipt or undo into a bin is refused with "This lot is on hold. Book it into quarantine or receiving." Book such units into quarantine or receiving instead. Units that were already picked or packed show a warning at the pack station and on the order ("A lot on this order is on hold"), so you can check them before the order ships.
Click Release to lift the hold. The held units go back to the bins they came from and can be sold again. A release never unblocks expired stock: units of an expired lot, or units whose bin is no longer active, stay in quarantine.
Import and Export
Reason codes, units of measure, pack units and lot details each have a CSV import (comma or semicolon, up to 1 MB and 2,000 rows). Click Check file; nothing is saved until you confirm the checked file. The lot import updates existing lots only; a changed expiry date in the file needs the column expiry_reason. All four lists can be exported. See "Export Warehouse Lists to CSV or Excel".
Permissions
View stock: see the reasons, units and lots.
Manage stock settings: change reason codes and units of measure.
Adjust stock: edit lots and put them on hold or release them.
Frequently Asked Questions
Why can my team not save a write-off?
The chosen reason needs a note or photos. Add them, or ask a colleague with Manage stock settings to change the rules of that reason.
Why does my API call with a reason code fail?
An archived own reason cannot be used, and a reason that needs photos cannot be used through the API, because the API cannot send photos. Use another reason for API bookings. A hidden system reason still works through the API.
Why is a case barcode refused when I scan items for a pick list?
At a pick list, QrX books one unit per scan, so a pack barcode books nothing. Scan the single units. In a normal packing session at the pack station, one scan of a case books all its units when the order line still needs them.
What happens to orders when I put a lot on hold?
Reserved units move to another lot of the item where possible. When no other lot is available, the order line goes back to backorder. Units already picked or packed stay on the order with a warning.
Can I release an expired lot?
You can release the hold, but expired units stay blocked. A release never makes expired stock sellable.
When to Contact Our Support Team
Contact QrX support when a lot hold did not move units to quarantine, or when a pack unit scan books the wrong quantity. Include the lot code or SKU, the order number and a screenshot.