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User Handoff Guide

Use this page when training real users. It is the operator-facing handoff: what each team owns, what they should check before moving to the next step, and where they go when something does not look right.

Best training order

Start every new user with Quickstart, then walk one complete example in End-to-End Walkthrough. Use this page as the manager checklist for deciding whether they are ready to work in production.

The operating model

Device Inventory is built around handoffs. One team completes a step, the system creates the next document, and the next team works from that document.

Team Owns Hands off when Next team sees
Purchasing / Warehouse PO receipt and IMEI manifest Manifest is Complete and devices exist by IMEI QC devices waiting for review
QC Grade, M360/session data, sale readiness Device is Available and QC Complete Sales can allocate without override
Sales Customer order and exact IMEI allocation SO is confirmed and smart buttons exist Warehouse has a delivery manifest and packing box
Warehouse Scan-to-pack and shipment Packing box is Shipped Accounting has invoice, vendor bill, settlement reports
Accounting Vendor bill reconciliation and settlements Consignee settlement report is Paid Device settlement status is closed
Admin / Manager Setup, users, agreements, exceptions Controls are configured and exceptions are documented Everyone works inside guardrails

The most important rule: do not manually skip the next document. If the system did not create the next document, stop and troubleshoot that transition instead of creating a loose workaround.

First-week training plan

Day 1 — Navigation and vocabulary

Goal: users can find the right menu without help and understand the documents they are opening.

  1. Open Inventory → Device Inventory.
  2. Show IMEI Manifests, All Devices, Delivery Manifests, Packing Boxes, Settlement Reports, and Agreements.
  3. Explain the core words: IMEI, manifest, QC, allocation, packing box, owner report, consignee report, settlement.
  4. Show that record numbers in screenshots are examples. Their production record numbers will differ.

User is ready when they can answer:

  • Where do I receive phones?
  • Where do I check a device's status?
  • Where does warehouse pack an order?
  • Where does accounting see what Axis is owed?

Day 2 — Receiving and QC

Goal: warehouse and QC users can turn a confirmed PO into sale-ready devices.

  1. Open an incoming PO and its IMEI manifest.
  2. Upload or scan the IMEIs.
  3. Mark the manifest complete.
  4. Hand the devices to QC.
  5. Assign grades and mark QC complete.

User is ready when:

  • They know the difference between Expected, Received, and Complete.
  • They can explain why a duplicate IMEI scan is rejected.
  • They know that sales-ready means Available, QC Complete, and positive cost.
  • They know when a manager override is needed.

Day 3 — Sales and allocation

Goal: sales users can create an order and reserve exact IMEIs.

  1. Create a sales order with the device product and quantity.
  2. Use the Device Allocation tab to allocate exact devices.
  3. Confirm the order.
  4. Open the smart buttons for IMEI Manifest and Packing Boxes.

User is ready when:

  • They can explain the difference between a product line and an IMEI allocation.
  • They know why unavailable, sold, retail-reserved, not-QC-complete, or zero-cost devices do not show normally.
  • They understand that confirmation creates the downstream warehouse documents.

Day 4 — Packing, shipping, and accounting

Goal: warehouse completes the shipment and accounting verifies the financial documents.

  1. Open the packing box from the SO or Packing Boxes menu.
  2. Scan the expected IMEIs.
  3. Mark the box ready to ship.
  4. Mark the box shipped.
  5. Open the settlement reports and vendor bill.
  6. Mark the consignee settlement report paid only after the vendor bill is paid/reconciled.

User is ready when:

  • Warehouse can explain packed / expected.
  • Warehouse knows Mark Ready to Ship confirms the box is complete and Mark Shipped is the accounting trigger.
  • Accounting knows to work from the consignee report, not the owner report.
  • Accounting can explain what Axis can and cannot see.

Day 5 — Retail, exceptions, and security

Goal: managers know the non-happy paths.

  1. Reserve devices for a retail partner.
  2. Record a retail sale manually or through CSV import.
  3. Review QC/cost exception override behavior.
  4. Log in as an Axis-only user and verify data separation.

User is ready when:

  • Retail users know a retail reservation is required before a retail sale.
  • Managers know an exception reason is required and audited.
  • Admins know Axis should not see Reyder customer names, sale prices, sale dates, sale orders, or per-device commission.

Role checklists

Warehouse

Use these pages:

Daily checklist:

  • Check incoming IMEI manifests for Ready or In Progress.
  • Scan every physical device by IMEI.
  • Resolve unexpected or duplicate scans before marking complete.
  • Move completed receipts into QC.
  • Pack outbound orders from the packing box, not from a separate spreadsheet.
  • Confirm packed / expected is complete before shipping.

Stop and ask for help when:

  • The scanned IMEI is not on the manifest.
  • The same IMEI scans twice.
  • A packing box says the device belongs to another order.
  • Mark Complete, Mark Ready to Ship, or Mark Shipped is blocked.

Sales

Use these pages:

Daily checklist:

  • Confirm the customer and device product before allocation.
  • Allocate exact IMEIs before confirming the order.
  • Verify commission is populated for consignment devices.
  • Use smart buttons to follow downstream documents.
  • Cancel the SO if the order must be backed out before shipment.

Stop and ask for help when:

  • The Device Allocation tab is missing on a brand-new order.
  • The device you expected is not in the wizard.
  • The commission looks wrong.
  • The SO was confirmed before allocation.

Accounting

Use these pages:

Daily checklist:

  • Work from Pending Settlements.
  • Open the SETTLE/CON/... report for Reyder.
  • Verify the vendor bill amount equals total owner amount.
  • Reconcile the vendor bill payment.
  • Mark the consignee report paid after the bill is paid.
  • Confirm the paired owner report moved to paid.

Stop and ask for help when:

  • The vendor bill does not match the report.
  • The paid button is missing.
  • An owner report appears to show customer, sale price, sale order, or sale date.
  • Axis can open Reyder-side reports.

Admin / Manager

Use these pages:

Daily checklist:

  • Keep company assignment correct for each user.
  • Keep the Reyder-Axis consignment agreement active.
  • Review exception override reasons.
  • Confirm settlement journal and device stock accounts are configured.
  • Test Axis visibility after access-rule or view changes.

Stop and investigate when:

  • A user can see records from the wrong company.
  • An expected GL entry is missing.
  • A vendor bill is not created for a consignment sale.
  • A manager override is used without a business reason.

Production readiness checklist

Before handing the system to users, confirm:

Area Ready when
Users Every person has the right company, allowed companies, and Inventory/Sales/Accounting groups.
Agreements The active Reyder-Axis agreement has the right owner, consignee, commission type, and rate.
Accounting Device valuation, GRNI, COGS, and settlement journal are configured per company.
Receiving A test PO can create a manifest, receive IMEIs, and post the receiving entry.
QC A received device can become Available and QC Complete.
Sales A customer SO can allocate devices, confirm, and create manifest + packing box.
Warehouse A packing box can scan devices and ship.
Settlement Shipping creates paired owner/consignee reports and a vendor bill.
Security Axis-only login sees owner reports only and cannot open Reyder customer/order/sale data.

What users should not do

  • Do not track IMEI allocations outside Odoo as the source of truth.
  • Do not create standalone settlement reports manually.
  • Do not edit owner report lines to add sale price or customer data.
  • Do not mark a settlement report paid before the vendor bill is actually paid/reconciled.
  • Do not bypass QC/cost blockers without a manager override reason.
  • Do not fix company-visibility issues by adding broad multi-company access to everyone.

Where to go next

Question Page
I need the full training path End-to-End Walkthrough
I just need my role's first hour Quickstart
I need to receive a shipment Purchasing & Receiving
I need to sell and allocate devices Sales Orders
I need to ship an order Delivery Manifests
I need to pay Axis Settlement Reports
Something is blocked Troubleshooting