FAQ
Quick answers to the questions operators hit most. Each links by name to the process page with the full story.
Why is my inward not showing in Stock?
A new inward parks in the Verandah hold area and is not live yet — it does not appear in the Stock list or net-stock totals. A Manager must approve it from the Verandah pill in the top bar before it materialises. See Stock Inward.
Why can't I deliver bonded stock?
Once a bond is Active its bags are reserved and can leave only through a valid Release Order. When an outward reaches into bonded bags the net-stock chip turns red and you must pick a covering RO. There is no admin override. See Release Orders and Stock Outward.
What happens to an unsigned bond?
A bond stays in Pending signed until you photograph the signed copy back to activate it. Left unsigned past the expiry window (48 hours by default), it is auto-voided by a nightly job. Until it is Active the bags are not reserved and can still ship normally. See Bonds.
Why did my bill not generate after a delivery?
That is a rate-card miss — no card matched the client/commodity at billing time. The delivery still completes and is recorded; you get a "configure a rate card" warning instead of a bill, and re-bill the receipt once a card exists. See Stock Outward.
What does "N bonded bags blocked; max releasable: M" mean when issuing a bond?
You tried to pledge more bags than are free. The difference is already locked by other bonds. Reduce the bag count to the Free figure on the overlay chip. See Bonds.
My pledge total doesn't match the bond bag count — what's wrong?
The per-slot pledges in the lot table must sum to the bond's bag count. Adjust the slot rows until they add up. See Bonds.
Why was my Release Order rejected as "exceeds bond capacity"?
The bags you authorized, plus other live ROs on the same bond, overshoot the bond's bag count. Lower the figure to the Remaining shown in the capacity banner. See Release Orders.
My Release Order says expired but its date is today — why?
An RO whose validity is today is still valid; it expires only once the date is in the past. If a delivery is rejected for expiry, the validity date has already passed (even if the nightly cron hasn't flipped the pill yet). Raise a fresh RO. See Release Orders.
A two-step Release Order won't cover my outward — why?
A Pending RO cannot satisfy an outward. On two-step tenants an Admin must approve it to Active first. See Release Orders.
Why does Stock Outward block my submit?
Three handoff fields are mandatory before goods can ship: Vehicle Number, Delivered To — Name, and Delivered To — Phone. Leaving any blank blocks the submit. (They aren't required on the Verandah-staging path, which captures them at approval.) See Stock Outward.
I asked for more bags than the lot holds — what now?
Quantity is checked against what's left in each lot. A request over the remaining bags is rejected with "Requested N exceeds remaining M for acceptance …". Re-check View Records and lower the quantity. See Stock Outward.
Why is the Bonds or Release Orders menu missing?
Those are optional features. When they aren't enabled the menu shows a lock icon or an upgrade pitch. Ask an Admin to enable them under Admin Settings.
Voiding a bond — what happens to its Release Orders?
Voiding a bond, or marking it returned, cascade-voids its open (Pending/Active) ROs automatically. Already-Consumed ROs are left intact because they represent real released stock. See Bonds.
Why isn't my lot billing from the deposit date?
Storage charges accrue from the lot's Billing Effective Date (BED), not necessarily the deposit date. BED is an optional per-lot field on the Stock Inward form: when it is set, the day-count for charges starts there instead of the acceptance (deposit) date. The lot still counts as in storage from its deposit — only the billable clock follows the BED. If a lot looks like it started billing late (or early), open it on View Records and check the Billing Effective Date; you can edit it (with a reason) until the first bill is raised, after which it locks. See the Glossary.
What happened to the rate-card Grace Period?
The rate-card Grace Period mechanism (grace-pre / grace-post schedule kinds and grace days) has been removed. Per-lot timing is now controlled by the Billing Effective Date (BED) on each inward instead: set the BED to the day a lot should start accruing storage charges. There is no longer a grace setting on rate cards. See the Glossary.
What's the difference between gross stock and net stock?
Gross stock is the total bags physically present. Net stock subtracts bags reserved by active bonds — the bags actually free to ship without a Release Order. See the Glossary.
What does the "At gate" number in the top bar mean?
It is the count of vehicles logged at the gate today that are still waiting to be recorded into stock, scoped to your accessible locations. It refreshes on its own about every 30 seconds and turns amber while trucks wait and red past a busy threshold. Clicking it opens the Gate Pass queue board. It only appears when Gate Pass is on your plan and you can reach the queue.
Why can't I see the "Open in Stock Inward" link on a gate pass row?
That link only shows while the pass is still in the At gate lane, when its direction matches the page (an Outward pass won't open on the Inward page), and when your role can reach that stock page. A pass that is already recorded, exited, or rejected is no longer re-pickable, and a gate-security user with no stock pages sees no link at all.
How do I trace which lot a particular charge on a bill came from?
Two ways. From the bill detail view, each line carries its source lot's receipt number as a deep link — click it to jump to the lot or delivery. To see a whole lot's story in one place, run the Chain Report (Reports → Chain Report), where each row walks lot → outward → bill → payment. Both are optional features.
Why does my Chain Report show rows marked "In store" or "Unbilled"?
Those are normal states, not errors. "In store" means the lot still has bags that have not been delivered, so it has no outward, bill, or payment yet. "Unbilled" means bags were delivered but no bill has been raised against that delivery yet.
My warehouse labels bins starting at 100 instead of 201 — can the system match that?
Yes. In the Bulk Setup wizard set the Bin start field for that floor (per floor in per-floor and per-chamber modes, or one value in uniform mode). Enter 100 and the floor's bins become Bin-100, Bin-101, … . The field accepts 1–9999; leave it blank or 0 to keep the automatic Bin-{100×floor + n} scheme. Note this can make two floors in a chamber share a bin code, so add a floor_code column to your inward import file to keep imports unambiguous.
A slot is showing over 100% full on the Warehouse Grid — is that an error?
No, it's informational. A slot lands in the Over 100% bucket when it holds more bags than its declared capacity (double-stocked, imported on top of existing bags, or mis-split at intake). The grid surfaces it rather than blocking it because the bags are physically there. A genuine per-slot mis-split within one receipt is corrected by moving the bags with an Internal Transfer.
How do I charge storage by the day instead of a full month for partial months?
Turn on the Bill per day toggle on the rate card (Billing → Rate Cards). When ON for a month-based card, storage is prorated by the actual days the bags stayed in each calendar month (the monthly rate is divided by that month's real day count of 28-31 and split at month boundaries). It is inert on per-day or seasonal cards and defaults to OFF for new cards.
Why can't I see the Cost Simulator?
The Cost Simulator is an optional feature. Tenants without it are redirected to the dashboard with an upgrade prompt and see an upsell note on the rate-card projection panel instead of the full simulator.
Why does our topbar show "ColdIQ" instead of our own logo and company name?
The app-shell brand is the ColdIQ platform lockup for every tenant on every plan — there is no per-tenant logo or company name in the topbar, and no plan upgrade changes that. This affects the on-screen topbar only: your documents still print your own company name, logo, and GSTIN on every plan. The topbar is the ColdIQ product brand (the same lockup you see on the sign-in screen); your facility's identity lives on your paperwork, unchanged.
How do I make documents for one of our facilities print that branch's address and logo instead of the head-office details?
Go to Setup → Locations, find the location, and choose the Letterhead action. Fill in that location's Letterhead Name, address, contact details, GSTIN, and logo. Any field left blank inherits the tenant default from the Company / Branding tab, and the filled-in fields override it for documents raised against that location only.
I gave a role access to the Reports page but do I also need to grant each report action separately?
No. Actions inherit their access from the page they live on. A role that can reach Reports can run the reports, and a role that can reach Bag Sizes under Setup can add and edit bag sizes — there is no separate row to tick for the in-page buttons. The action borrows the page key's resolved rule directly, so widening a page row in the matrix moves both the page link and its buttons together.
Why is a button missing for a role instead of showing a permission error when they click it?
Actions a role cannot reach are hidden from the screen rather than shown-and-blocked — a page link the role can't reach drops out of navigation, and a button it can't run isn't drawn. There is no greyed-out-but-clickable middle state for in-page actions. The server still enforces the rule if a control is reached another way (it returns an inline "Permission denied" message instead of carrying out the operation), but in normal use a role only sees the pages and buttons it is allowed to use.
Why does a Staff or Manager user see no data after I create their account?
When per-user location scope is on (an optional feature), Staff, Manager, and Accountant must be tied to at least one location. A scoped user with no assigned location sees nothing and gets a banner asking for a location. Open their account and tick at least one location under Assigned Locations. Tenant Admin and Executive are always tenant-wide and never need this.
A location-scoped staff member can't see one of my clients — why?
Clients are also tied to locations. A scoped user only sees clients assigned to their accessible locations. Either add the location to the client (Edit Client → Assigned Locations) or add the location to the user. Clients with prior inward stock at a location are auto-assigned there, so this usually only affects a newly added client tied to other locations.
Where did the Auto-Close pages go — they're not under the Admin menu anymore?
They moved to the Billing module. Open them at Billing → Auto-close preview and Billing → Auto-close log. The move lets accountants reach them, not just admins. If the entry shows a lock icon and an upgrade prompt, Auto-Close billing is an optional feature that isn't enabled for your tenant.
How can I see which rate card a lot matched in the Auto-Close preview?
On any preview row where a card resolves (green Rate card badge), read the RateCard Details line under the Level · rate subtext. It surfaces the matched card's Level, per-unit rate, and effective date window inline in the row, so you can confirm the projection before the cron fires — nothing to click open.