How a Vape Distributor Improved Warehouse Speed and Inventory Accuracy with Index World
A high-volume distributor of pods and vape products was sending warehouse staff to upper storage levels for stock that was already on the ground floor, and logging received goods as in stock without recording which shelf they were on. Index World reconfigured picking, replenishment and putaway in Odoo to match how the building actually works.
The client is a high-volume distributor supplying pods and vape products to other distributors. Their operations depend on fast bulk order fulfillment, where efficient picking and smooth dispatch are critical.
The warehouse was physically well-structured, with three storage levels (ground + two upper levels). However, the system did not fully support real-world warehouse workflows.
How did this distributor speed up bulk dispatch? Odoo now sends pickers to ground-floor stock first, refills those locations on its own, and records a shelf for every item received instead of a general in-stock flag.
At a glance
| Industry | Wholesale distribution, pods and vape products |
| What was breaking | Pickers sent to upper levels for stock already on the ground floor; received goods logged without a shelf location |
| Modules | Inventory, Barcode |
| Automation | Ground-floor pick priority, replenishment rules creating ready-status internal transfers |
| Status | Delivered, with ongoing Odoo support |
SERVICES USED
The Challenge
As order volume increased, the warehouse started slowing down.
The main issue was simple: the system was not working the way the warehouse team actually worked.
When orders came in, staff were often sent to pick products from upper levels, even when the same items were available on the ground floor. This meant forklifts had to travel more than necessary, which slowed down picking and delayed dispatch.
At the same time, incoming stock was not being placed into exact shelf locations. Products were marked as “in stock” in the system, but the team did not know exactly where they were stored. Workers had to spend time searching, especially during busy hours.
The stock was there but hard to find, and picking took longer than it should have. Bulk orders, which are most of the business, felt it first.
Why They Chose Index World
A standard warehouse configuration was already in place, and on paper it looked fine. In practice forklifts moved more than they needed to, stock took longer to find, and dispatch slowed during busy hours.
Index World started from the floor rather than the software: how products move through the building, how pickers work an order, and where the waiting happens. The configuration was then changed to fit that, rather than the other way round.
The Solution
Index World rebuilt the warehouse workflow in Odoo around three rules: pick from the fastest-access location first, keep those locations topped up automatically, and do not log stock without a shelf to put it on.
Key Solution Components
Ground-Floor Pick Priority
The system was configured to always pick from the ground floor first, using upper levels only when necessary. This reduced unnecessary movement and ensured faster order fulfillment.
Automated Ground-Floor Replenishment
Replenishment rules were implemented to keep ground-level locations stocked. When stock drops below a defined level, the system automatically creates internal transfers in ready status, allowing the team to execute replenishment without planning delays.
Ready-State Internal Transfers
Warehouse tasks are pre-created and ready to execute. Teams can quickly access and process transfers using predefined filters, improving efficiency and consistency.
Structured Receiving and Putaway
The receiving process was redesigned to ensure all incoming products are stored in exact shelf locations. Items move from the receiving area to specific bins using barcode scanning, improving accuracy and traceability.
Shelf-Level Inventory Tracking
Inventory is now stored and tracked at the shelf level, eliminating vague warehouse entries and ensuring every product has a clear, physical location.
Results & Business Impact
The warehouse now works in the order its physical layout implies:
- Picking takes the ground floor first, so forklifts travel between levels less
- Ground-level pick faces stay stocked through automatic replenishment
- Every product has a recorded shelf location rather than a general in-stock flag
- Less time spent searching for stock during busy hours
- Bulk dispatch moves faster and more predictably
Conclusion
The warehouse team no longer works around the system. Picking starts where the stock is, ground-level faces refill themselves, and a received pallet has a shelf number against it before anyone needs to find it again. The setup is backed by ongoing Odoo support.
Frequently Asked Questions
Can Odoo optimize warehouse picking routes?
Yes. Index World configured this distributor’s Odoo to always pick from ground-floor locations first, using upper levels only when needed. That cut unnecessary forklift travel and sped up bulk dispatch without changing the warehouse’s physical layout.
Can Odoo automate stock replenishment?
Yes. Odoo replenishment rules keep ground-level pick locations stocked: when quantity drops below a set threshold, Odoo automatically creates an internal transfer in ready status, so the team can top up without manual planning or delays.
Can Odoo track inventory at the shelf or bin level?
Yes. Index World set up structured storage locations and barcode-based putaway so every product moves from receiving to a specific bin. Inventory is tracked at the shelf level, eliminating vague “in stock” entries and the time lost searching for items.
Can an Odoo warehouse setup match our physical layout?
Yes. Rather than forcing the team to adapt to a generic setup, Index World modelled the client’s three-level warehouse in Odoo: picking priority, replenishment and putaway all mirror how products physically move, so the system works the way the warehouse already does.