How to Create and Manage Totes

Totes are physical containers used to organize inventory during Multi-Item Batch (MIB) and Single-Item Batch (SIB) workflows. By using the Totes management page, you can create and troubleshoot totes to maintain accurate tracking throughout the pick and pack process.

Access Requirement: Users must have Totes: View and Edit permissions enabled to access this page; otherwise, a 404 error will occur.

Table of Contents

• Navigating the Totes Page
• How to View the Tote Details Page
• How to Create Totes
• How to Change the Name of a Tote
• How to Print Tote Barcodes
• How to Clear a Tote
• How to Delete Totes
• Tote Bulk Operations

Navigating the Totes Page

To access the Totes management view go to the Orders > Totes page. This dashboard allows you to monitor the status, location, and contents of every tote in your network.

Available Tote Filters

You can easily manage existing totes using different filters and sorting options on the main Totes page. To reset your filters use the Clear All button next to your filter tags.

The totes table includes:

• Search: Search by tote name or barcode (case-insensitive)
• Filters:
  • Warehouse filter (multi-select)
  • Status filter (Stocked/Empty, In Hospital/Not in Hospital)
• Sorting: Click column headers to sort

Totes Page Columns Defined

The primary view offers a high-level summary of the totes in your account, each row representing a single tote. 

Change which columns are displayed by editing the column visibility. Open the Columns menu in the top right-hand corner, check the columns you want to show and uncheck the columns you want to hide.

Tote Page Export Options

Export the report by selecting the Export button on the top right corner of the page. The main Toes page has two export options. 

• All rows to CSV: Downloads all the data in the report based on active filters.
• Visible Rows to CSV: Downloads only the currently displayed data based on active filters.

How to View Tote Details

To view a tote's details, navigate to Orders > Totes. You may either scan the physical tote barcode or click on the tote name to open the details view. This page provides a comprehensive audit trail for troubleshooting items previously associated with a specific tote.

The Pick History section displays critical data points, including the associated Order, Item Name, Lot Information (where applicable), Quantity Picked, Scan Status, Pick Location, Picker Identity, and Timestamp.

Available Features

The Pick Type filter is essential for understanding the lifecycle of an item. If an item is missing from a tote, checking the historical picks will confirm if it was already packed or moved to a different location.

How to Create Totes

Before starting your batch picking processes on the ShipHero mobile app you need to have totes available to pick to. 

1. Go to the Orders > Totes page and click the Create Tote button.
2. In the Create Tote module choose:
   • The warehouse the totes will be used in.
   • How many new totes to create.
   • Optional: Check the box to generate a PDF of the new tote barcodes.
3. Click Create. You will be navigated back to the main Totes page where the new totes will be listed.

Create Tote Button	Tote Configuration Module

How to Change the Name of a Tote

NOTE: Editing tote names in bulk is not currently available in the platform; however, our Support team can assist with this request if you provide a CSV with the current tote name, tote barcode and the new tote name. 

To edit the name of a tote:

1. Go to the Orders > Totes page.
2. Select the More actions option for the tote and click Edit.
3. Type in the new name and hit Edit to save the changes. 

How to Print Tote Barcodes

Need to replace the label for a tote that's not scanning or recently renamed your totes and need to update the label? Just print a new one from the Totes page. 

To print a tote barcode, go to the Orders > Totes page, hover over the tote's information line and hit the Print icon.

How to Clear a Tote

Common use cases for clearing a tote include situations where an order is canceled while in a tote, or when an order becomes stuck in a specific picking workflow and needs to be restarted. 

Using the clear button on the totes page will disassociate the inventory assigned to it and virtually return it back to the location it was picked from. Err on the side of caution when using this feature as you will still need to physically move the inventory back to the original location in your warehouse. 

To clear a tote, go to the Orders > Totes page, hover over the tote's information line and click the Clear Icon

NOTE: We recommend using the Transfer Tote Inventory option over using the Clear button. Transfering the inventory to a new location ensures accurate tracking and accountability when moving inventory in the warehouse.

How to Delete Totes

Need to do a data clean up or created totes in error? No problem, just delete the tote(s) from your list. 

IMPORTANT NOTES:

• User must have Totes: Delete permissions.
• Deleting totes is irreversible.
• Totes with an "In Use" status cannot be deleted.

To delete a tote, go to the Orders > Totes page, hover over the tote information line, select More options and then Delete.

Tote Bulk Operations

You can perform actions on multiple totes simultaneously by selecting the checkboxes in the main table and then the action. Supported bulk actions include:

• Print Barcodes: Generates a single PDF with labels for all selected totes.
• Bulk Clear: Empties multiple totes at once.
• Bulk Delete: Removes multiple empty totes from the system.

Bulk Print Tote Barcode	Bulk Clear Tote	Bulk Delete Tote

Troubleshooting Tote Scanning Issues

If you encounter an error when scanning a tote during the picking process:

• Verify the tote barcode is not damaged or obscured.
• Ensure the tote is properly assigned to the correct warehouse. 
• Check that all items in the tote are valid and exist in the system.
• Check if any items were added to the order after initial picking.
• Verify lots have not expired for lot-controlled items.