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Frequently asked questions

General information

Logistiko provides warehouse and logistics services to companies which sell their products online. We can accept your deliveries, send orders made via your store and handle returns. We cooperate with the majority of courier companies, allowing us to offer favourable prices for national and international shipments.

Logistiko provides warehouse and logistics services to companies which sell their products online. We can accept your deliveries, send orders made via your store and handle returns. We cooperate with the majority of courier companies, allowing us to offer favourable prices for national and international shipments.

We do not have any minimum revenue or minimum monthly payments as criteria to start cooperation. We are equally involved in handling customers with a few orders a month as we are with those having a few thousand.

You can communicate with the employees who process your orders using your dedicated customer panel. This allows you to place orders, control stocks and monitor the progress of warehouse operations. Some of those tasks may be automated by integrating your store with our warehouse management system.

The main Logistiko warehouse is located in Kutno. The convenient location near two arterial roads makes access to the warehouse quick and easy. Thanks to this, consignments sent by our warehouse are picked up by couriers late in the evening and most of them can be sent on the day the order is made.

Warehouse procedures

This section contains the current terms and conditions of warehousing and logistics services provided by Logistiko as well as the warehouse procedures which define the terms of doing business and the obligations of the parties in the scope of efficient performance of the warehouse operations.

First you can read about our Terms and conditions

Release procedure

Goods delivery procedure

Returns procedure

Stock control procedure

Warehouse entry procedure

Payments

All payments related to warehouse operations are paid in advance. Every customer has a dedicated bank account from which funds are deducted each time a warehouse operation is commissioned.

When we accept new delivered goods, we measure their dimensions and weigh them. This allows us to estimate accurately the volume of your goods at any time. For the purpose of calculating the fees, we express the value in a multiple of the volume of a single EURO pallet.

All payments to your account can be made by bank transfer (you can find all necessary data in the customer panel) or by the means of quick electronic transfers processed by Dotpay, which allow the funds to be booked a few minutes after commissioning the payment.

All fees related to warehouse operations are paid in advance. Every customer has
a dedicated bank account from which funds are deducted each time a warehouse operation is commissioned.

Usually, invoices are issued at the end of each month and they include all warehouse operations performed within the last 30 days.

System integration

System integration is a method of creating automatic communication between your online store and our warehouse system. Thanks to the integration, you do not have to enter the orders into the customer panel.

When we integrate our systems, we teach them to communicate. This allow your store to transfer orders to the warehouse automatically (based on criteria you set, e.g. only those already paid by your customers), saving you time and enabling the warehouse staff to start the processing of an order more quickly.

If you want to integrate your store with our system, contact us by email at [email protected]. Together we will find the fastest and easiest way to achieve the integration.

In standard situations we pay for the process. However, you may choose to conduct a non-standard integration, i.e. you want more automatic processes than just transferring order data. Such cases are individually discussed and priced according to the scope of modifications necessary to achieve the required level of integration.

We are integrated with the following e-commerce systems: Allegro, Click Shop, eBay, Ebexo, IAI, I-Systems, Magento, Meble.pl, PrestaShop, Shoper, Sklepicom, SoteShop, and WooCommerce

Warehouse management

As soon as you begin to use our services, our warehouse becomes your warehouse. This means you need to have full insight into the warehouse management and full control over everything that takes place there. We want everybody who gives their goods into our safekeeping to feel safe and have the ability to manage them as if the goods were in their own warehouse. This applies to our warehouse staff as well, as operations performed by our employees must undergo the same inspection as if they were performed by our customers’ employees.

Our goal during the process of designing our WMS system was to provide our customers with real-time information about their stock, as well as to provide them with full control over how operations are assigned to our warehouse staff. Every operation performed by the warehouse staff is immediately reflected in the real-time order status. This allows all our customers to remain up-to-date with the progress of the operations. All warehouse procedures are divided into easy-to-monitor and analyse stages. As each stage is performed it is registered in the system in a way that every customer is kept fully aware of what is happening and retains control over the operations undertaken by the warehouse staff as if they were actually present in the warehouse.

In addition, the notification system in warehouse management informs the customers every time that individual orders are completed.

Since all the goods stored at our warehouse always belong to our customers, they can request order release, goods acceptance, goods returns, and inventory control of some or all the goods in stock. This allows our customers to perform more regular and accurate stock inspections than the usual inventory control conducted every year.

Additionally, our warehouses may also operate in continuous inventory mode. This means that after every pre-defined number of products are picked an inventory control of the location will be performed to check for any discrepancies in stock quantities.

Normally every customer in the beginning is granted access to our Customer Panel – an online panel that allows users to use all the options of the WMS system (Warehouse Management System).

Here you can manage your goods register, announce acceptance of delivery or returns and commission order completions – i.e. goods release. All the orders are generated by completing a few boxes on the form.

The Customer Panel provides not only e-mail notifications, but also full control over warehouse operations and completed orders for all customers who do not want to or cannot integrate our WMS system with their ERP (Enterprise Resource planning) systems or online stores.

We understand the need of system integrations (via Logistiko API) and to automate as many of the after-sale processes as possible since this often constitutes the competitive advantage in the field of e-commerce. We are prepared to integrate our WMS system with most ERP systems or online store systems.

Depending on the needs and abilities of the customer, we perform all the required integration operations on our side (integrating popular store modules) or we provide our customers with either Logistiko API documentation or our WMS system. This contains a complete set of instructions to conduct the process of integration, such as on the side of their ERP.

In addition to receiving deliveries, releasing orders and inventory order notes, the WMS system is able to provide real-time information about:

  • Products in stock
  • Goods register
  • Order completion status
  • Order history
  • Goods traffic history

Currently we are integrated with the following trading platforms:

  • Allegro
  • Click Shop
  • eBay
  • Ebexo
  • IAI
  • I-Systems
  • Magento
  • Meble.pl
  • PrestaShop
  • Shoper
  • Sklepicom
  • SoteShop
  • WooCommerce

To learn more about the integration possibilities of our WMS system, please contact us or see the our API documentation

Completing orders

Completing orders (sales) is the reason for the existence of all trade warehouses. To improve the process to the greatest extent possible, we offer the integration of our systems with the store or sales modules (ERP systems) of our customers whenever possible. This means the automatic, maintenance-free transfer of goods release orders that meet certain conditions (e.g. confirmation of payment) directly from online stores to the warehouse.

Our Warehouse Management System allows you to generate release orders manually.

delivery_method

Completing orders can be done in three simple steps:

  1. The customer chooses the products and their quantities to be released from a list of goods. You can enter additional instructions for the warehouse staff related to how we pack
    a consignment.
  2. The second step is to choose the method of delivery. Our customers can use the list of the majority of courier companies that offer national and international shipments.
  3. The last step is to enter the delivery address.

That’s it. The warehouse now has all the information necessary to process the order.

The customer can view progress of the operations at any time. Every order changes the status from “New” to “Picking” (collecting products to be picked), “Packed” and “Completed” in real-time. This allows the customers to know at any time that their orders are being processed and will be completed on time.

It is also possible to notify the recipient of the consignment about sending it or about the progress of operations via email notifications. This allows the seller to be sure that the recipients are up-to-date with the orders and reduces the number of “When are you going to send the product” enquiries (their verification sometimes delays the operations of online stores).

Warehouse operations

Logistiko provides comprehensive warehouse operations, including acceptances, releases and goods returns. In addition, we conduct ongoing inventory control as well as additional activities related to pre-sale preparation. Our warehouse staff can, if needed, label goods with bar codes, prepare the goods for sale, protect them (wrap etc.) and perform other specialised operations.

All of the warehouse operations of the warehouse staff are based on the orders we receive from you. The warehouse staff can accept or release any quantity of goods that you specify through the orders created on the customer panel or transferred directly from your store.

An announcement of delivery (or delivery notification) is a delivery acceptance order created via the customer panel. The delivery note should contain information about the type and amount of the goods to arrive at the warehouse and the time of the delivery.

Every product delivered to the Logistiko warehouse undergoes double verification. When the goods are received from the deliverer/courier, the warehouse staff verify the consistency of the delivery with the shipping documentation (usually the Goods Issued Note issued by the deliverer). If everything is correct, the warehouse staff confirm the receipt of goods. After the deliverer/courier leaves the warehouse staff begin the acceptance process. They perform a thorough verification of the correctness of the delivery (whether the received goods and their quantities are consistent with the delivery note) and check to ensure that the delivered goods are deficiency- and damage-free. In short, they check whether the received delivery is complete and undamaged. If everything is correct – the products go to the shelves and become available for sale.

The release of goods is the main task of the warehouse staff. Releases are based on your customers’ orders transferred directly from your store (if it is integrated with our system) or entered by you through the customer panel. A release order, in other words the order completion request, contains information about the goods to be released (which products and what quantities) and the address to which the parcel is to be sent. You can attach PDF files to each release order (e.g. invoice, specifications), which will be printed out and attached to the parcel.

Every release process consists of two stages in the warehouse operations. The first stage is “Order Picking”, where the warehouse staff look for the ordered goods on the racks and collect the correct quantities of the products. The stage is controlled by our WMS system, which indicates to our staff where to find the products and checks if the correct amount of goods has been collected. A picked order is then forwarded to packing, where the goods are packed into parcels, with documents printed and attached to the parcel. The shipping note for the courier company of your choice responsible for the delivery of the parcel is printed out as well. At this stage, our WMS system again verifies the consistency of the goods released by the warehouse staff with the order. Another verification of the goods included in the order is performed to minimise the risk of mistakes. The prepared parcels are put aside and wait for the courier to collect them.

NHandling returns is one of the major problems for online stores. Customers often send products back without any notification; therefore, it is difficult to determine who returned the products and why. To solve this issue, every order completed by the warehouse on your behalf has a special link to a return form. If the customer wishes to return the goods, it is enough to click on the link and state the cause for the return. The customer will be given the return code, which has to be printed out and attached to the parcel. It allows you to know immediately who sent the products back and why.

A complete inventory control is performed once a year. We consult you concerning the date every time. To ensure ongoing control and correctness of the stock, our warehouse performs a continuous inventory control. This means that after every few product picks an inventory control of every product and every shelf is performed.

Preparation is one of the warehouse operations performed to prepare a product for sale. Our customers often sell their products in sets. Such a set may consist of goods from different manufacturers, which arrived at the warehouse as different deliveries. Preparation is creating a set (a new “product”) from a number of different, single products. It allows your customers to put a set in the cart, rather than several individual products. The warehouse is able to complete such an order more quickly as it has sets ready to be released.

You can check progress at every stage of the operations in the warehouse. Every order (release order) has several statuses/stages. “Accepted” means that the warehouse staff received the order. “Order picking” is the first stage of completion, and consists in collecting the required quantities of goods from the shelves. “Packing” is preparing the order to be sent. “Completed” orders are those waiting for the courier to pick up. Additionally, when an order is completed, you will be notified of the fact with an e-mail. The recipient of the parcel may also receive such a notification.

Dispatching orders

Before we start the process of dispatching orders you need to answer our few questions. Just as in any key decision related to the functioning of your store – the decision on how your products are packed is yours. As Logistiko, we rely on packaging producers that allow us to provide you with packaging suitable for every type of product. Our warehouse specialists will help you to choose suitable packaging to make sure your goods are not damaged during transport.

We give you access to the services of the majority of courier companies that offer national and international shipments. In addition, you do not have to sign any binding contract agreements with them. This means you can choose the cheapest alternative for individual orders. If one courier company offers very favourable prices for local shipments, you can use it to send orders to Poland. If you need to send a parcel abroad, you can choose a different courier company for international shipments.

We are dispatching orders with only the best transport corporations. Currently we have signed agreements with the following carriers and courier companies: UPS, DPD, DHL, FedEx, ETL, InPost, and Poczta Polska.

Since our warehouse handles many customers, we send enough parcels every day to be able to negotiate more favourable shipment fees. All of our customers can enjoy these rates, regardless of the number of orders they complete daily.

The couriers collect the parcels on working days, late in the evening (the last couriers collect parcels at 21:00 CET). This allows our warehouse to send most of the orders on the day they are placed.

Goods acceptance

Efficient goods acceptance into the warehouse requires preparation especially for just in time delivery. For this reason we ask our customers to enter information about the date, source and content of each delivery into the WMS system. Necessary information:

  • scheduled delivery date
  • source of delivery (name of deliverer)
  • list of products in the delivery
goods receipt

This information allows our warehouse staff to verify the delivery as quickly as possible, verify the consistency of the delivery with the delivery note and place the goods in the warehouse in such a way that allows them to be released quickly. Combining the delivery notification system with the release order processing module allows us to handle just in time deliveries as well by means of the cross-dock method. This means that if delivered goods are to be released immediately, the warehouse staff will not waste time transporting them to standard storage places in the warehouse. The goods will be transported to a quick-release area where they can be released immediately.

Our customers submit the goods acceptance order document in an electronic form only, directly from their IT systems, at least 1 working day before the scheduled delivery, in
a format and by a method specified in the API documentation made available by the Contractor or via the Customer Panel (http://panel.logistiko.pl).

Every goods acceptance order should, whenever possible, contain: type and quantity of goods to be accepted, delivery method (own means of transport, shipping), the date and additional marking of the delivery (e.g. shipping note number).

After reviewing the delivery note, we confirm the possibility of unloading the delivery on the indicated date, or state the closest possible date.

During unloading we conduct an initial delivery correctness inspection, we verify visible damage, access to content and protection of goods (seals on the shipping containers etc.).

Storing goods

Storing goods is only service so you are always the owner of your goods stored at the Logistiko warehouse!

From the moment of goods acceptance, the products are in our care. We make sure that the stock quantity is always correct and we are responsible for any damage that may occur during storage.

Yes, storing goods in our warehouse is completely safe. The warehouse and all the goods stored in it are insured to their full value at all times. We are responsible for all formalities related to the insurance of the warehouse and goods. We only expect you to inform us about the value of your goods to allow us to update the insurance as required. The value of the goods is stated every time you enter a new product into the product register.

Every time you send new goods that may require special storage conditions or protection, you must inform us about this. The warehouse is designed to store products in special conditions (zonal temperature and air humidity control etc.). Any additional information about your product will allow us to provide better protection of your products and to guarantee
a suitable storage method at all times. Our experienced warehouse staff will decide on the placement of your products on the shelves and racks. They will place your goods in the warehouse in such a way that allows your orders to be completed efficiently and quickly.

We do not have any limits related to the amount of goods stored at the Logistiko warehouse or storage space for your products. You decide how much space you need and how many products you want to store at the Logistiko warehouse. All charges are always calculated based on the current use of the storage space, so you do not have to declare in advance how much space you need. You can store one pallet today and 10 pallets next week. To make sure there is enough free space in the warehouse, such as when you want to use considerably more space than you do currently, please let us know.

How to begin

This is main question about how to begin with Logistiko. The answer is: Yes. On https://panel.logistiko.pl/register?locale=en_US you can create a account for free and without any obligation. You can see what the customer panel looks like and test the operation of all the warehouse operations, e.g. goods acceptance or order completion. A demo account allows you to simulate the operations of the warehouse, to see all the stages of order completion and to see how the e-mail notification system works (i.e. communication with the warehouse).

First of all, we would like to encourage you to create a free demo account and inspect the customer panel, where you can request tasks for the warehouse and monitor the progress of operations. If any new questions arise during testing, we will gladly answer them. After finishing the tests, you just have to complete a registration form to transform your demo account into an actual account. Then you only have to deliver your goods to the warehouse.

To create a demo account you just need to enter a contact e-mail address. After finishing the tests you can, at any time of your choice, transform the demo account into an actual account. This will allow you to deliver goods to the warehouse. To do this, you must complete a registration form with some basic company details: tax identification number (NIP), address etc. Then you can start using all of our services.

You decide when to start. You can test the functioning of the customer panel for as long as you want. When you decide to start using it for real, you just have to complete the registration form and schedule the first delivery. If you want to integrate your online store with our warehouse management system, please let us know. We will agree together on the most convenient integration method and evaluate the amount of time needed. So that’s all answers for the question “how to begin?”.

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