Your vans and forward stores, topped up on their own
You set a maximum per product and a delivery schedule. GSE-Web prepares the transfer orders: it works out what is missing, requests it from the source warehouse and adjusts the order until someone takes it over.
Schedule
Weekly or monthly
Automatic run
Every 30 min
Ceiling
The maximum, never more
3
rhythms: every week, every N weeks, every N months
30 min
between two automatic runs of the server
0
order lines to type by hand
1
allocation per destination warehouse, no duplicates possible
One maximum, one schedule, and the orders write themselves
No more recounting a technician's van or typing a transfer order every week, product by product.
Set, schedule, prepare.
Set each product's maximum
In the product record, under “Product warehouses”, you enter how many units the destination warehouse should hold. That is the level it will be brought back to.
Schedule the deliveries
You choose the source warehouse, the destination warehouse and the rhythm: certain days of the week, every N weeks or every N months, at a set time or for the whole day.
Prepare the order
Before each delivery, a “to process” transfer order is waiting for the picker, with exactly what is missing. They prepare it like any other order: the stock moves from source to destination.
Like the milkman's round
The milkman used to come by on set days: he looked at the empty bottles on the doorstep and replaced just those. GSE-Web does the same round for your vans and forward stores: it checks what is missing against the maximum, and prepares the order for the next delivery.
Ready in two steps
The module is already open. All that is left is to tell the software what to deliver, and when.
Enter the maximum at the destination warehouse
In the product record, the “Product warehouses” section holds a minimum and a maximum for each warehouse. Only products with a maximum at the destination warehouse are replenished.
Create the allocation
Destination warehouse, source warehouse, frequency, days, optional times, start date: one card per allocation, with its next delivery, the number of products tracked and the products still missing a maximum.
Never beyond the maximum. The need deducts the stock already at the destination and what is already on its way on the allocation's orders. An order that is no longer needed is cancelled automatically.
The source warehouse is short of stock? The request goes out anyway: whatever cannot be served becomes a backorder at preparation, as with any transfer order.
The four stages of a delivery
The schedule
When to deliver, in your organisation's time zone
Every week on the chosen days, every N weeks, or every N months on a given day (31 = last day of the month). Add one or more delivery times, or leave it empty for an all-day delivery. Each delivery has a readable name, for example DOT-00003-2026-10-12-07:30.
Clock changes are taken into account: a time that does not exist on that day is simply shifted.
The need
What is missing, and only what is missing
Stock counts everything physically in the destination warehouse, across all locations. “Still to prepare” counts what has already been requested on the allocation's orders and not yet prepared: nothing is requested twice.
A product with no maximum at the destination warehouse is not tracked. The allocation card flags it, so you can complete it in the product record.
The transfer order
Created and adjusted by the server
The order carries the usual order number followed by -DOT, and the delivery name as its comment. As long as it is “to process” and nobody has taken it over, it is adjusted at every run, up or down. A line added by hand for another product stays on it.
As soon as a picker has confirmed or taken over the order, the server no longer touches it: any new need goes to the next delivery.
The backorder
What could not be sent is not forgotten
If the source warehouse cannot serve everything, preparation creates a backorder, numbered -DOT-R1, -DOT-R2… At the next run, that backorder is topped up first, rather than a new order.
The orders linked to each allocation, backorders included, unfold under its card, with their status and number of lines.
What the software guarantees
Automatic replenishment is only worth having if it never goes off track. GSE-Web takes care of that, rather than relying on everyone's attention.
Never the same shortfall twice
The need deducts what is already requested on the allocation's orders and their backorders, without counting a partially prepared order and its backorder twice. The destination warehouse does not go beyond its maximum.
An order taken over is no longer changed
Only a “to process” order that nobody has taken over is adjusted. A confirmed order or one in preparation stays exactly as the picker found it, never changed under their eyes.
One run at a time
The automatic run and the “Prepare allocations” button cannot process the same allocation at the same time: they wait for each other. And a destination warehouse has only one active allocation, never two competing sources.
Everything is logged
Creating, changing, suspending, resuming and deleting an allocation, and every order created, topped up or cancelled: everything goes into the audit log, with what triggered it, the automatic run or a person.
What the allocation keeps an eye on
The allocation relies on what GSE-Web already knows: each product's settings per warehouse, the stock and the transfer orders. Nothing new to keep up to date.
An allocation takes into account
Each product's maximum at the destination warehouse: entered in the product record, it sets the level to reach.
The physical stock at the destination: across all lots and all locations.
The allocation's orders that are still open: what has already been requested and not yet prepared, backorders included.
Its known limits: products with variants are not replenished, training warehouses are refused, and no notification is sent when an order is created.
Prepare now
No need to wait for the next run: the “Prepare allocations” button, on the Waves page, starts the same processing straight away and shows the summary (orders created, topped up, cancelled, unchanged).
Suspend or delete
A technician on leave? Suspend the allocation: no delivery is planned until it is resumed. Once deleted, it frees the destination warehouse; the orders already created remain ordinary orders.
The words of allocations
Six terms you will come across on screen, explained without jargon.
Allocation
The replenishment agreement for a warehouse: where the goods come from, where they go, and how often. It has a fixed number, for example DOT-00003.
Destination warehouse
The warehouse being topped up: a technician's van, a department cabinet, a site store or a school workshop store.
Maximum
The quantity a product should reach in a given warehouse. The allocation fills up to that level, never beyond.
Delivery
A due date on the schedule, with its name: DOT-00003-2026-10-12, or DOT-00003-2026-10-12-07:30 when a time is set.
Allocation order
An ordinary transfer order created by the server, recognisable by its -DOT suffix. It is prepared like any other.
Backorder
What could not be served at preparation. It becomes a -DOT-R1 order, topped up first at the next run.
Who does what
A single right for allocations, “Manage allocations”, assigned by group like every GSE-Web right. Administrators have it by default.
| Who | What they do | |
|---|---|---|
| Automatic | ||
| The server | Creates the allocation orders, adjusts them up or down, cancels those that are no longer needed. | |
| Manage allocations | ||
| Create and set up | Create an allocation, change its warehouses and schedule, suspend it, resume it or delete it. | |
| Prepare allocations | Start the same processing as the automatic run straight away and read the summary. | |
| On the ground | ||
| Prepare the order | Prepare the -DOT order like any transfer order, with the usual movement order rights. | |
| Set the maximums | Enter each product's minimum and maximum per warehouse, in the product record. | |
Your scope respected,
and your AI assistants in the loop
An allocation follows the same rules as the rest of GSE-Web: warehouse scope, organisation time zone, audit log.
Warehouse scope: a user restricted to certain warehouses only sees and manages an allocation if both its warehouses, source and destination, are within their scope.
Organisation time zone: delivery times and days are calculated in your organisation's time, clock changes included.
Open by default: the module is enabled for organisations, and the Allocations menu appears as soon as there are at least two warehouses. Commercially, it is included from the TEAM plan upwards.
MCP server: your AI assistants look up allocations, their next delivery and the products without a maximum, and can start “Prepare allocations”, under the same right as the screen.
"code": "DOT-00003",
"destinationWarehouseName": "Véhicule technicien 2",
"sourceWarehouseName": "Magasin central",
// the schedule: Monday and Thursday at 07:30
"frequency": "weekly",
"weekdays": [1, 4],
"times": ["07:30"],
// the next delivery and what is tracked
"active": true,
"nextLabel": "DOT-00003-2026-10-12-07:30",
"trackedProductCount": 24,
"productsWithoutMaxCount": 2
Your vans always ready.
Without a single order typed by hand.
Show us how you replenish your technicians or forward stores today: we will look together at what allocations can take over.
Frequently asked questions
What is an allocation in GSE-Web for?
An allocation automatically tops up a warehouse, for example a technician's van or a department cabinet, from a source warehouse, on a schedule. GSE-Web creates the transfer orders itself, with the quantity missing to reach each product's maximum.
How is the quantity to deliver calculated?
For each product with a maximum at the destination warehouse: the maximum, minus the physical stock already there, minus what has already been requested and not yet prepared on the allocation's orders. If the result is zero, nothing is requested.
Does the order change while my picker is working on it?
No. The server only adjusts a “to process” order that nobody has taken over. As soon as an order is confirmed or in preparation, it is no longer changed; any new need goes to the next delivery.
Do I have to wait for the automatic run?
No. The server runs again every 30 minutes, but the “Prepare allocations” button starts the same processing straight away and shows the summary of orders created, topped up or cancelled.
Are there any limits?
Yes, three to be aware of: products with variants are not replenished, training warehouses cannot carry an allocation, and no notification is sent when an allocation order is created. The order simply appears in the list of orders to process.