Cold Storage Management follows stock from a requested warehouse action through review, eligible lot reservation, signed inventory movement and completion reconciliation. Inventory Clerk maintains item and lot records against storage locations, including cold rooms and their eligibility notes.
Stock requests in one list
Inventory Supervisor approves the current stock request revision before its authorized execution.
Every feature works on the same records. Pick one to see the screen your team works in.
Review where stock is held and whether a lot is suitable for the next requested action.
Stock lots
| Lot code | Stock item | Storage location | Quantity on hand | Received at | Expiry date | |
|---|---|---|---|---|---|---|
| BB-2606-14 | Navel orange cartons, 18 kg | Building two freezer aisle 4 | 140 | 10 Oct | 17 Oct | |
| CRM-2610-08 | Fresh basil cases, 2 kg | Building two freezer aisle 4 | 900 | 10 Oct | 12 Oct | |
| BAS-2610-11 | Boneless chicken cases, 15 kg | Building two freezer aisle 4 | 720 | 10 Oct | 14 Oct | |
| VCL-26-AUT | Fresh basil cases, 2 kg | Building two freezer aisle 4 | 680 | 10 Oct | 18 Oct | |
| WHT-2610-12 | Boneless chicken cases, 15 kg | South outbound chill room | 900 | 17 Oct | 22 Oct |
Keep each stock decision tied to the quantity and revision that the supervisor actually reviewed.
Stock requests
| Record number | Subject | Item | Location | Requested units | Required by | |
|---|---|---|---|---|---|---|
| SR-82037 | Reserve frozen berries for Tuesday dispatch | Whole milk crates, 12 x 1 L | Reno cold room A | 220 | 01 Nov | |
| SR-94125 | Receive chilled cream from evening load | Wild blueberry cartons, 12 kg | North dock receiving cooler | 270 | 23 Oct | |
| SR-42656 | Move packed herbs to cold room two | Navel orange cartons, 18 kg | Building two freezer aisle 4 | 460 | 02 Nov | |
| SR-33764 | Issue vaccine coolers for clinic route | Wild blueberry cartons, 12 kg | North dock receiving cooler | 480 | 03 Nov | |
| SR-36347 | Hold seafood lot for temperature review | Cultured cream tubs, 5 L | Building two freezer aisle 4 | 350 | 16 Oct |
Reserve only the eligible quantity that remains free after existing held commitments.
Stock reservations
| Reservation number | Stock lot | Stock request | Quantity | Expires at | Revision | |
|---|---|---|---|---|---|---|
| SR-86015 | Whitefish pack lot, October 12 | Reserve frozen berries for Tuesday dispatch | 230 | 13 Oct | 500 | |
| SR-84248 | Navel orange harvest lot, week 41 | Transfer citrus pallets to outbound staging | 290 | 25 Oct | 800 | |
| SR-40081 | Vaccine cooler batch, autumn issue | Transfer citrus pallets to outbound staging | 50 | 20 Oct | 60 | |
| SR-92573 | Whitefish pack lot, October 12 | Transfer citrus pallets to outbound staging | 180 | 28 Oct | 60 | |
| SR-43924 | Basil harvest lot, October 11 | Reserve frozen berries for Tuesday dispatch | 610 | 30 Oct | 580 |
Record the excursion context and require an independent decision on the current submitted revision.
Approval conditions
| Id | Parent | Organization | Sensor reference | Started at | Peak temperature f | |
|---|---|---|---|---|---|---|
| TEMP-2026-0181 | Release inspected poultry for morning pickup | Juniper Vale Food Depot | FREEZER-A-SENSOR-03 | 15 Oct | 840 | |
| TEMP-2026-0182 | Release inspected poultry for morning pickup | Riverbend Freezer Services | COOLER-B-SENSOR-02 | 26 Oct | 800 | |
| TEMP-2026-0183 | Reserve frozen berries for Tuesday dispatch | Juniper Vale Food Depot | DOCK-1-PROBE-04 | 11 Oct | 850 | |
| TEMP-2026-0184 | Hold seafood lot for temperature review | Northfield Cold Chain | BAY-6-SENSOR-01 | 15 Oct | 410 | |
| TEMP-2026-0185 | Receive chilled cream from evening load | Summit Grove Distribution | HOLD-ROOM-PROBE-02 | 03 Nov | 190 |
Follow dock appointments and physical custody alongside the stock actions they support.
Storage locations
| Code | Name | Organization | Contact name | Address | Eligibility note | |
|---|---|---|---|---|---|---|
| RENO-CR-A | Reno cold room A | Riverbend Freezer Services | Nadia Chen | 18 Juniper Lane, Reno | Approved for frozen food below -18 C | |
| NDOCK-COOL | North dock receiving cooler | Blue Ridge Chilled Freight | Omar Benali | 404 Harbor Road, Sparks | Chilled goods only, 2 to 5 C | |
| BLDG2-FRZ-A4 | Building two freezer aisle 4 | Summit Grove Distribution | Iris Navarro | 72 Northfield Way, Reno | Quality release required before picking | |
| CLINIC-STAGE | Clinic dispatch staging room | Riverbend Freezer Services | Dev Patel | 9 Bluewater Drive, Fernley | Clinic stock requires sealed containers | |
| SEAFOOD-HOLD | Seafood quarantine freezer | Juniper Vale Food Depot | Salma Idrissi | 610 Cedar Street, Carson City | No raw poultry in this room |
Apply signed stock effects once and retain the original evidence when an authorized reversal is needed.
Stock movements
| Record number | Parent | Item | Lot | Location | Signed quantity | |
|---|---|---|---|---|---|---|
| SM-55947 | Reserve frozen berries for Tuesday dispatch | Insulated vaccine cooler, 24 L | Chicken processing lot, October 10 | North dock receiving cooler | 930 | |
| SM-21314 | Issue vaccine coolers for clinic route | Navel orange cartons, 18 kg | Whole milk batch, October 13 | Poultry inspection hold room | 410 | |
| SM-56697 | Transfer citrus pallets to outbound staging | Cultured cream tubs, 5 L | Whitefish pack lot, October 12 | Poultry inspection hold room | 820 | |
| SM-39926 | Release inspected poultry for morning pickup | Atlantic whitefish fillets, 10 kg | Basil harvest lot, October 11 | Building two freezer aisle 4 | 190 | |
| SM-91319 | Transfer citrus pallets to outbound staging | Wild blueberry cartons, 12 kg | Basil harvest lot, October 11 | Reno cold room A | 530 |
Compare posted movement quantities with authorized scope and retain a clear verification or failure outcome.
Operation receipts
| Receipt number | Parent | Owner | Action | Quantity | Recorded at | |
|---|---|---|---|---|---|---|
| OR-44898 | Move packed herbs to cold room two | Tomas Okafor | Receive stock | 840 | 14 Oct | |
| OR-30388 | Move packed herbs to cold room two | Salma Idrissi | Move stock | 30 | 21 Oct | |
| OR-43623 | Move packed herbs to cold room two | Iris Navarro | Reserve lot | 750 | 09 Oct | |
| OR-39259 | Issue vaccine coolers for clinic route | Ravi Haddad | Release hold | 120 | 14 Oct | |
| OR-20518 | Replenish retail dairy pick face | Salma Idrissi | Post adjustment | 600 | 17 Oct |
From stock request to verified inventory effect ships ready to use. 2 steps need a named approval before the work moves on: Approve request revision (Inventory Supervisor) and Decide temperature excursion (Inventory Supervisor).
Identify the item, locations and requested quantity before presenting the current request for review.
Inventory Supervisor decides the current request with a recorded reason and revision.
Hold only the quantity left after active commitments against an eligible lot.
A permitted reviewer other than the creator decides the submitted excursion using its current revision.
Post the authorized signed stock effect and retain the operation outcome without duplicating a repeated action.
Reconcile posted movement quantities with authorized scope and retain verification or failure evidence.
Open any stock request to see its operation receipts, the roles that work on it, its process stages and its approvals on one page.
Item, Location, Requested units and Required by.
Each line is linked to this stock request.
Inventory Clerk, Inventory Supervisor and Auditor, each with their own permissions.
Prepare stock request and Execute approved stock, with the role that acts.
Approve request revision and Decide temperature excursion, with who decides.
Cultured cream tubs, 5 L · Draft
| Receipt number | Parent | Action |
|---|---|---|
| OR-48318 | Replenish retail dairy pick face | Receive stock |
| OR-64501 | Receive chilled cream from evening load | Move stock |
| OR-78769 | Replenish retail dairy pick face | Reserve lot |
Signed in as Inventory Supervisor
| Decision | Approver | |
|---|---|---|
| Approve request revisionInventory Supervisor decides the current request with a recorded reason and revision. | Inventory Supervisor | |
| Decide temperature excursionA permitted reviewer other than the creator decides the submitted excursion using its current revision. | Inventory Supervisor |
Everyone opens Cold Storage Management to the work that is theirs. Pick a role to see what it starts with.
Prepare stock requests, maintain items, lots, locations and operational records, and run the stock actions on the Operations Desk.
This is the first screen this role sees.
Temperature excursions · Inventory Clerk
| Id | Parent | Organization | Sensor reference | Started at | Peak temperature f | |
|---|---|---|---|---|---|---|
| TEMP-2026-0181 | Release inspected poultry for morning pickup | Juniper Vale Food Depot | FREEZER-A-SENSOR-03 | 15 Oct | 840 | |
| TEMP-2026-0182 | Release inspected poultry for morning pickup | Riverbend Freezer Services | COOLER-B-SENSOR-02 | 26 Oct | 800 | |
| TEMP-2026-0183 | Reserve frozen berries for Tuesday dispatch | Juniper Vale Food Depot | DOCK-1-PROBE-04 | 11 Oct | 850 | |
| TEMP-2026-0184 | Hold seafood lot for temperature review | Northfield Cold Chain | BAY-6-SENSOR-01 | 15 Oct | 410 | |
| TEMP-2026-0185 | Receive chilled cream from evening load | Summit Grove Distribution | HOLD-ROOM-PROBE-02 | 03 Nov | 190 |
Review and decide stock requests, reverse movements, correct or cancel scope, reconcile, and maintain stock policies.
This is the first screen this role sees.
Temperature excursions · Inventory Supervisor
| Id | Parent | Organization | Sensor reference | Started at | Peak temperature f | |
|---|---|---|---|---|---|---|
| TEMP-2026-0181 | Release inspected poultry for morning pickup | Juniper Vale Food Depot | FREEZER-A-SENSOR-03 | 15 Oct | 840 | |
| TEMP-2026-0182 | Release inspected poultry for morning pickup | Riverbend Freezer Services | COOLER-B-SENSOR-02 | 26 Oct | 800 | |
| TEMP-2026-0183 | Reserve frozen berries for Tuesday dispatch | Juniper Vale Food Depot | DOCK-1-PROBE-04 | 11 Oct | 850 | |
| TEMP-2026-0184 | Hold seafood lot for temperature review | Northfield Cold Chain | BAY-6-SENSOR-01 | 15 Oct | 410 | |
| TEMP-2026-0185 | Receive chilled cream from evening load | Summit Grove Distribution | HOLD-ROOM-PROBE-02 | 03 Nov | 190 |
Read-only access to every record and the evidence trail (decisions, receipts, movements).
This is the first screen this role sees.
Temperature excursions · Auditor
| Id | Parent | Organization | Sensor reference | Started at | Peak temperature f | |
|---|---|---|---|---|---|---|
| TEMP-2026-0181 | Release inspected poultry for morning pickup | Juniper Vale Food Depot | FREEZER-A-SENSOR-03 | 15 Oct | 840 | |
| TEMP-2026-0182 | Release inspected poultry for morning pickup | Riverbend Freezer Services | COOLER-B-SENSOR-02 | 26 Oct | 800 | |
| TEMP-2026-0183 | Reserve frozen berries for Tuesday dispatch | Juniper Vale Food Depot | DOCK-1-PROBE-04 | 11 Oct | 850 | |
| TEMP-2026-0184 | Hold seafood lot for temperature review | Northfield Cold Chain | BAY-6-SENSOR-01 | 15 Oct | 410 | |
| TEMP-2026-0185 | Receive chilled cream from evening load | Summit Grove Distribution | HOLD-ROOM-PROBE-02 | 03 Nov | 190 |
Maintain the organization and its team members.
This is the first screen this role sees.
Temperature excursions · App Administrator
| Id | Parent | Organization | Sensor reference | Started at | Peak temperature f | |
|---|---|---|---|---|---|---|
| TEMP-2026-0181 | Release inspected poultry for morning pickup | Juniper Vale Food Depot | FREEZER-A-SENSOR-03 | 15 Oct | 840 | |
| TEMP-2026-0182 | Release inspected poultry for morning pickup | Riverbend Freezer Services | COOLER-B-SENSOR-02 | 26 Oct | 800 | |
| TEMP-2026-0183 | Reserve frozen berries for Tuesday dispatch | Juniper Vale Food Depot | DOCK-1-PROBE-04 | 11 Oct | 850 | |
| TEMP-2026-0184 | Hold seafood lot for temperature review | Northfield Cold Chain | BAY-6-SENSOR-01 | 15 Oct | 410 | |
| TEMP-2026-0185 | Receive chilled cream from evening load | Summit Grove Distribution | HOLD-ROOM-PROBE-02 | 03 Nov | 190 |
Maintains platform user access and checks the account mapping used by the application team.
Review lot suitability, held commitments and the evidence behind completed or failed stock actions.
This quarter
How far records got this quarter
| Stage | Reached | Step | |
|---|---|---|---|
| Draft | 49 | ||
| Review | 13 | 27% | |
| Approved | 5 | 38% | |
| Executed | 2 | 40% |
Sample totals per stage
Which lot quantities remain candidates for use after release state and existing held commitments are considered?
Which receipt and expiry dates need attention under the agreed stock-selection method?
Which requests hold stock, against which lots, and until what expiry?
Who decided the request, for which revision, and what reason was recorded?
Which excursions await a decision and what peak, duration and parent request inform the review?
Which planned stops are missed or unfinished within a load's sequence?
Which signed effects and compensations explain the lot balance?
Which stock actions have verification evidence, and which failed outcomes still need investigation?
Where are staged, held or damaged units and who has custody of them?
See how Cold Storage Management fits your kind of team.
Keep lot suitability, room movements and temperature exceptions connected to the stock work being reviewed.
Review receipt dates, expiry and existing commitments before allocating ingredients to the next request.
Keep appointments and physical custody clear while stock requests retain their own authorization and evidence.
Each stage, from stock request to verified inventory effect, names the role that acts and the status it records, so a change is never anonymous.
Each stage, the role that acts and the status it records
Use Proto to prepare stock reviews and locate the evidence behind operating exceptions.
Set up connections through ERP.AI and Proto workflows, with every change logged.
Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.
Browse all 17 tablesStart with one team and one process, then add the rest once the basics are running.
Select a familiar cold-storage location and item. Identify Inventory Clerk, Inventory Supervisor and Auditor, and agree the receiving or movement action to rehearse.
App Administrator maps the organization and team accounts. Inventory Clerk checks location eligibility, item units and lot receipt, expiry and release details.
Prepare a request and decide its current revision. Repeat with a stale request, and check that returned or escalated reasons give the clerk a clear next action.
Reserve eligible stock, attempt a quantity exceeding the free balance and review the failed receipt. Correct or cancel scope through the supported action and inspect the released hold.
Submit an excursion linked to the request. Confirm that its creator cannot decide it, an older revision is refused and only an approved record can be completed.
$0per user
The base account and everyday work in the ERP.AI app are free, for every user.
| Usage | Per $1 |
|---|---|
| Record reads (list, filter, get) | 20,000 |
| Search or aggregate queries | 4,000 |
| Record writes | 4,000 |
| Imported or synced records | 200,000 |
| Workflow runs | 2,000 |
| AI agent runs | 2,000 |
| Scheduled jobs or webhooks | 20,000 |
| File uploads (MB) | 2,000 |
| CSV or PDF exports | 100 |
Click Get started, then use Proto to configure Cold Storage Management for your business. Begin with a familiar cold room, its item and lot records, and a request you can follow through approval, execution and reconciliation.
Maintain a clear location code and eligibility note for each room or storage area. Inventory Supervisor uses that context with the lot's release state when reviewing the requested stock action.
Use lot receipt and expiry dates with release state to agree the selection method during setup. Rehearse the method against real eligible stock and existing reservations before applying it across a wider item range.
The reservation action checks eligible on-hand stock less active held commitments. A request exceeding that free quantity receives a Failed operation receipt with the shortfall for follow-up.
A permitted reviewer other than the person who created it decides the Submitted excursion. The action checks its current revision before moving it to Approved or Rejected.
The action refuses the stale attempt. Refresh the current record before making a new decision, and inspect the existing outcome when the same operation has already been completed.
Supported execution and reservation actions use stable operation identities to reuse an existing outcome. Keep that identity when retrying an uncertain result so the same action does not create another stock effect or commitment.
Inventory Supervisor uses the reversal action to post a compensating movement linked to the original. The original movement remains intact, and repeating the reversal returns the existing compensation.
Completion reconciliation found that the request's posted movement total matched its authorized quantity. A mismatch instead produces a Failed receipt and leaves the request unchanged for investigation.
Set up a connection for the excursion context your source provides. Agree sensor references, peak units and duration mapping, then rehearse the parent-request link and independent decision flow before regular use.
Start free, then use Proto to change fields, steps and approvals before your team goes live.