BSI MERCH · WAREHOUSE OPERATIONS

Goods In SOP

A beginner-friendly Standard Operating Procedure

Warehouse
EU · Berlin (Egelingzeile 6, Tor D)

Systems covered
BSI Merch BOS · HELM

Version
2.0 · May 2026

Audience
New EU Goods In operatives

Welcome to Goods In

What this guide is, who it's for, and how to use it.

WHO THIS IS FOR

If you have warehouse experience but you're new to BSI Merch — start here. You'll learn the two systems (BOS and HELM) and the exact steps to receive an inbound delivery in Berlin.

WHAT YOU'LL LEARN

Create an Advanced Shipping Notice (ASN) in BOS
Match it to the Purchase Order (PO) in HELM
Confirm delivery and book stock into DE-GOODSIN
Avoid the mistakes that cause reconciliation issues

HOW TO USE THIS GUIDE

Read it cover-to-cover the first time. Every step builds on the previous one.
Use the Quick Checklist on the job. It mirrors every step in order.
Watch for the colour-coded callouts:
- Amber = common mistake
- Red = critical / will break things
- Teal = tip or shortcut
- Green = the right way to do it

The big picture: two parallel workstreams

A delivery isn't "done" until both BOS and HELM are updated.

BOS · ASN

bos.bsimerch.com

Create ASN in BOS
Select Client, Artist & Destination
Set Shipping Origin (supplier address)
Enter Estimated Arrival date
Enter a unique Reference Number
Browse and tick all product SKUs
Enter Qty Advised for each SKU
Save the ASN

HELM · PO

bsi.helm.app

Open the matching PO in HELM
Review supplier and SKU lines
Edit unit prices (pencil icon)
Set Expected Delivery Date per line
Stock Location must be DE-GOODSIN
Confirm receipt on the handheld — DE-GOODSIN or pickface bin
Verify quantities vs the ASN
Watch for Over / Under Delivered flags

KEY RULE

The Reference Number is the only link between BOS and HELM. If it doesn't match exactly in both systems, the ASN's Received % will never update.

Know your two systems

BOS is the back office, HELM is the warehouse floor.

BOS

BSI Merch Back-Office System

What it's for
Pre-notifying the warehouse a shipment is coming and tracking it through to receipt.

Where you'll spend your time
Warehouses & Shipping > Advanced Shipping Notice

URL
bos.bsimerch.com

HELM

Warehouse management & inventory

What it's for
The actual stock record. Confirms what arrived, where it lives, and what it cost.

Where you'll spend your time
Purchasing > Purchase Orders then Inventory

URL
bsi.helm.app

REMEMBER

You'll bounce between two browser tabs — keep BOS in one and HELM in another.

Glossary — the vocabulary you'll hear every day

Refer back to these any time a term throws you off.

Core terms

ASN

Advanced Shipping Notice — your pre-arrival declaration in BOS that a delivery is on its way.

BOS SKU

BSI Merch's internal stock-keeping unit code used in BOS.

Client SKU

The same product, but the code your client / artist campaign uses. Often identical to the BOS SKU — always verify.

Qty Advised

The quantity you say will arrive — entered against each SKU on the ASN.

Reference Number

A unique code per ASN, e.g. PPC02.04.26Jason. Format = [Campaign][Date][Initials]. This is the link to HELM.

Purchase Order (PO)

The HELM record for the same shipment. Tracks what was ordered vs received.

Locations, statuses & flags

Shipping Origin

The supplier address the goods are coming FROM. Selected from a pre-set list — add a new one only if it's missing.

Shipping Destination

Where the goods are going TO. For Berlin always: Berlin, Egelingzeile 6, Tor D.

DE-GOODSIN

The Berlin staging bay in HELM. One of two valid receipt locations — the other is a pickface bin (scanned via handheld). Never GB-LI-GOODSIN or DE-GOODSOUT.

Received %

Coloured bar on the BOS ASN list. Red = nothing yet, green = fully received. Updates after HELM confirmation.

Over / Under Delivered

HELM flags showing the PO received more or fewer units than ordered. Investigate before closing.

LATE / ON TIME

PO status badge in HELM. LATE means the Expected Delivery Date has passed without a confirmation.

Step 0 · Watch the EU Goods In Monday board

Daily monitoring — this is how you know goods are coming in.

WHY THIS COMES FIRST

Inbound shipments to the Berlin warehouse are tracked on the EU Goods In Monday.com board. It's the source of truth for what's coming and when.

If you're covering the Goods In role, monitoring this board is your first responsibility every morning.

When you see a new shipment scheduled, create the ASN in BOS proactively — that's the whole point of an Advanced Shipping Notice.

Open the board → EU Goods In - Architects - D2C Merch

WHAT TO LOOK FOR

Each morning, scan for:

New shipments scheduled for Berlin — create the ASN before the truck arrives.
ETA dates that have changed — update the Estimated Arrival on any existing ASN.
Anything missing key info (supplier, SKU list, qty) — chase the client / account manager before goods land.
Late items — follow up on anything past its expected date.

PART 1

Create the ASN in BOS

7 steps · All work happens in bos.bsimerch.com · Do this BEFORE the truck unloads.

Step 1 · Navigate to the ASN module

BOS > Warehouses & Shipping > Advanced Shipping Notice

Open the ASN module

Log in to bos.bsimerch.com with your BSI Merch credentials.
Click Warehouses & Shipping in the left-hand nav.
Open the Advanced Shipping Notice tab on the top bar.
Make sure you're on the All tab before clicking the blue + Create Advanced Shipping Notice button.

COMMON MISTAKE

If you only check the In Transit tab and find no match for your reference, you might think it's safe to reuse. It isn't — search on the All tab.

TIP

The four tabs filter by status: All · In Transit · Issues · Booked In. Use Issues to triage anything stuck.

Step 2 · Fill the ASN header

Three mandatory fields: Client, Artist, Shipping Destination.

Header fields

FIELD	NOTES
Client	Pick from dropdown (e.g. Merch Traffic). This filters the next field.
Artist	Picks the campaign (e.g. Bruno Mars). Options depend on Client.
Shipping Destination	`Berlin, Egelingzeile 6, Tor D` — every time for EU.

WATCH OUT

The Artist dropdown is greyed out until you've picked a Client. If you can't see an artist you expect, double-check the Client value — and check spelling carefully when Client names look similar (e.g. Merch Traffic vs Merch Traffic UK).

TIP

All three fields are red-asterisked. BOS will block the Save if any are missing — fill these first to avoid scrolling back.

Step 3 · Shipping origin & dates

Where the goods are coming from, and when.

Shipping Information

Shipping Origin
Pick the supplier address from the dropdown. If you don't see it, click Create New Origin and add: company name, address, postcode, country.

Estimated Arrival
The date you expect the truck. This drives HELM's Expected Delivery Date so make it realistic.

Tracking Number & Carrier (optional)
Helpful for in-transit visibility — fill if you have the info.

DO THIS

Before adding a "new" origin, scroll the dropdown carefully — the same supplier is often listed under a slightly different name (e.g. Merch Traffic UK Head Office).

TIP

New origins are saved permanently — only create one if the supplier truly isn't there. Otherwise the dropdown gets cluttered with duplicates.

Step 4 · The Reference Number

Get this right — everything else depends on it.

THE FORMAT

[Campaign code] [Date] [Your initials]

Example: PPC 02.04.26 Jason · ZARAL13_06.05_AL · PO036827 JLS APPAREL 05.05

THE RULES

Must be unique — duplicates are blocked at Save.
Use it exactly the same way in HELM so the systems link.
Searchable: keep it short enough to type in the filter.
Date in dd.mm.yy keeps it sortable per campaign.

MISTAKES TO AVOID

Reusing yesterday's reference — Save will fail.
Slash dates (02/04/26) — slashes can break URL-encoded searches.
Leaving off your initials — makes audit trails harder.
Typo-ing the campaign code — HELM PO won't auto-link.

THIS IS THE LINK

BOS uses this reference to find the matching HELM PO. Mistype it and the ASN's Received % bar will never update, even after stock is booked.

Step 5 · Browse and add the products

Pick every SKU and size variant that's coming in.

Browse the product tree

Click the blue Browse button in the Add Products section.
Expand the relevant category — Clothing > Hoodie, T-Shirt, Beanie, etc. Misc covers totes, postcards, posters.
Tick the SKU. To pick every size at once, tick the parent product — it auto-selects every size beneath it.
Each tick appears in the right-hand panel showing the BOS SKU code (e.g. ZARAL13-S).
Click Save Products to drop them onto the ASN form.

TIP

Type a number in the search box to filter the tree by product number — fastest way to find a known SKU.

Step 6 · Enter Qty Advised for every SKU

Quantity must match the supplier's packing list.

Enter the numbers

Every row needs a Qty Advised — even if it's 0.
Numbers come from the supplier's packing list or proforma.
Use the red Delete button to remove SKUs you ticked by mistake.
Scroll through every line before saving — easy to miss a size.

DON'T DO THIS

Don't guess. If the count is unclear, hold the ASN until you have the packing list — booking the wrong quantity creates Over / Under Delivered reconciliation work.

Step 7 · Save the ASN

Confirm it appears in the list and note the ASN ID.

Click Save

Blue button, bottom-right of the modal. BOS returns you to the ASN list view.

Confirm new row

Your new ASN appears at the top with status "In Transit" and a red Received bar (0 of [total]).

Note the ASN ID

BOS auto-assigns a numeric ID (e.g. 4257). Useful to quote on physical paperwork or in chat.

WHAT HAPPENS NEXT

The ASN now waits for HELM to confirm receipt. Switch tabs to bsi.helm.app — Part 2 of this guide begins.

PART 2

Manage the PO in HELM

4 steps · Switch to bsi.helm.app · Confirm receipt and book stock to DE-GOODSIN.

Step 8 · Find the matching PO in HELM

Purchasing > Purchase Orders > search by ASN reference

Open the PO

Go to bsi.helm.app and confirm you're logged in as the Berlin user (top-right).
Expand Purchasing in the left nav → Purchase Orders.
Search by your BOS reference number (e.g. PPC02.04.26Jason).
Click the PO row to open it — the Manage tab loads first.

NO MATCHING PO?

Two likely causes: (1) the reference was mistyped in BOS — go fix it; or (2) the campaign team hasn't raised the PO yet — escalate to the Campaign Manager. Do not create a manual PO unless directed.

TIP

Apply the Date Created filter if your search is too broad — sort by newest first.

Reading the PO status badges

Recognise these at a glance.

STATUS	WHAT IT MEANS
SUBMITTED	Order raised, waiting for delivery. The normal state when you start work.
COMPLETED	Every line received and confirmed. The PO is closed.
LATE	Expected Delivery Date has passed. Update the date or chase the supplier.
ON TIME	Delivery confirmed on or before the expected date.
UNDER DELIVERED	Fewer units arrived than ordered. Outstanding stays open.
OVER DELIVERED	More units than ordered. Needs investigation — possibly a PO amendment.

Step 9 · Edit Order Details

Set dates and check stock locations on every SKU line.

Open inline editing

On the Manage tab, scroll to Inventory Information.
Click Edit Order Details — every SKU row becomes editable.
Set the Expected Delivery Date on each line — match the Estimated Arrival you entered in BOS.
Quickly scan stock locations — they should already be DE-GOODSIN. Fix any line that isn't.

DO THIS

Set the date PER LINE, not just at the header — HELM tracks delivery progress at SKU level. Setting only the header date leaves individual rows stale and triggers false LATE flags.

TIP

Tab key moves between cells — much faster than clicking each one if you have many lines.

Step 10 · Set the unit price (cost) per SKU

Click the pencil icon on the row to open the Edit Product modal.

Edit unit price

Click the pencil icon at the right end of any SKU row.
In the Edit Product modal, fill in Unit Price.
Click + Update to save.
Repeat for every SKU that needs a price.

NO INVOICE YET?

If the cost-of-goods reporting flag is on but you don't have the supplier invoice yet, enter 0.25 as a placeholder. Make a note to come back and correct it once the invoice lands — finance will catch this later.

Step 11 · Confirm the delivery on the handheld

Always use the HELM Mobile Deliveries app — never the desktop shortcut.

THE RULE

Use the handheld — every time

It gives proper per-bin allocation, clean audit trail, and lets you book straight into pickface bins. The desktop shortcut creates problems that the handheld doesn't.

HANDHELD WORKFLOW

Open the HELM Mobile Deliveries app.
Find your delivery — search by ASN reference.
Enter a delivery reference (your name or artist name — visible to the whole team).
Scan each product's barcode to bring up the right line.
Enter quantity, scan the bin, place stock.
Tap COMPLETE DELIVERY when done.

PARTIAL DELIVERIES

Run out of bin space? Confirm what you've placed so far — the rest stays open as Partially Completed; come back later to finish.

DON'T USE THESE

Mark Current Page Delivered (desktop)
Skips bin allocation and audit detail. Stock lands in a default bin and somebody has to come along and fix it.
DELIVER ALL TO LOCATION (mobile green)
Dumps every unit on the PO into one bin. Hours of cleanup. Never tap it.
Create Delivery (desktop)
Only as a last resort with admin approval.

Stock locations · where the goods can go

Two valid destinations in Berlin — never UK or outbound zones.

OPTION 1 · DE-GOODSIN

The Berlin Goods In staging bay.

Use when: You don't know the final pick location yet, or you're staging for put-away later.

Put-away team moves stock from here to the actual pick bins.

OPTION 2 · DIRECT TO PICKFACE

Scan straight into a pick bin via the handheld.

Use when: You know the destination pick bin and have time to put it away on the spot.

Saves the put-away step — stock is immediately available to pick.

NEVER PICK THESE

GB-LI-GOODSIN — Leamington Goods In (UK warehouse). Routes stock to the wrong country.
DE-GOODSOUT — Outbound staging. Breaks pick availability.
Any other DE-* zone you don't recognise — ask before booking.

ALREADY BOOKED TO THE WRONG LOCATION?

Don't try to delete and re-create. Contact the HELM admin to amend the delivery record.

Bonus · HELM Mobile (Deliveries app)

Quick booking-in on the warehouse floor.

WHEN TO USE THE MOBILE APP

Booking in beside the pallet — no laptop walk.
Confirming partial deliveries SKU by SKU.
Scanning barcodes (faster than typing SKUs).

KEY BUTTONS

Scan product barcode — brings up the right SKU line.
COMPLETE DELIVERY (blue) — closes the delivery; any remaining units stay partial.
Split across bins — scan a bin, enter qty, scan another bin, etc.

GREEN BUTTON OF DOOM

Don't tap DELIVER ALL TO LOCATION on mobile. It dumps every unit on the PO into a single bin and creates hours of cleanup. Use Complete Delivery only after you've actually scanned units into bins.

Step 12 · Verify the stock landed in inventory

HELM > Inventory > filter Location = DE-GOODSIN

Confirm the books match

Click Inventory in the left nav.
Open Filters → Location → pick DE-GOODSIN.
Optionally add a Fulfilment Client filter to narrow to your campaign.
Every SKU you booked should appear with Stock Available > 0 and Location = DE-GOODSIN.
Click Stock Summary on any row for a full location breakdown.

STOCK SHOWING 0?

Wait 5 minutes — HELM aggregates can lag. If still 0, check the Deliveries tab on the PO confirmed.

FINAL HANDOFF

Tell the put-away team: stock is in DE-GOODSIN and ready to move to pick locations.

Step 13 · Set stock control to Optima

Don't skip this — if it's not on Optima, the stock won't pick correctly.

Optima control check

In BOS, open the product (search by name or SKU).
General Details tab → confirm country of origin and barcode are correct.
Sizes & Stock tab → confirm Stock Control Method = Optima.
Confirm pre-order is OFF (unless an account manager told you otherwise).
Click the floppy-disk Save in the top-right.

WHY THIS MATTERS

If a SKU is on BOS Control or Shopify Control, stock counts won't auto-update from picks. You'll be reconciling manually every shipment.

GREYED OUT? FORCE IT

If the Stock Control Method dropdown is greyed out, it's locked by Shopify control.

Fix:

Click Force product onto Optima.
Confirm the prompt.
Wait 10 seconds → reload the page.

Sometimes takes up to 5 minutes. Do not spam-click — let it finish.

Step 14 · Bag & Tag pricing

Enter the right unit price per line — pricing depends on the client.

CLIENT	BAG + TAG	TAG ONLY
Merch Traffic	£0.25	£0.125
Global Merchandising	£0.25	£0.125
All other clients	£0.50	ask account manager
Media (vinyl, CD, etc.)	leave as 0	leave as 0

HOW TO ENTER IT

On the PO line in HELM, click the pencil icon → Edit Product → set Unit Price to the value above (in £). In the Notes field, write bag and tag or tag only depending on what was actually done.

UNSURE?

Pricing changes occasionally and varies by contract. If the client isn't listed and you can't reach the account manager, use 0.25 as a placeholder and flag it for review.

Step 15 · Email the stock transfer notification

Notify the Client that the EU warehouse has received their stock.

EMAIL TEMPLATE

To: the Client (person coordinating this delivery)
Cc: Harry Adams · EU Warehouse (Bert, Maxx) · Key Accounts · Abdul

Subject:
[Artist name] [Invoice / PO number] Stock Transfer

Body:

Hi [Client name],

The EU warehouse has received the below stock.

[paste rows from your personal spreadsheet]

Thanks,
[Your name]

SPREADSHEET STEPS

Open the Merch Traffic EU Delivery spreadsheet.
Don't edit the master. Copy the lines for your delivery into your personal copy.
Verify totals match the ASN counts.
Paste those rows into the email body.
Send. The Client posts the numbers to the master.

Worst case · ASN didn't transfer to HELM

Rare, but it happens — here's the manual PO procedure.

WHEN TO USE

You saved the ASN in BOS but no matching PO appears in HELM, even after 5+ minutes and a refresh. The bridge between systems is rare-but-real broken.

HELM > Purchasing > Purchase Orders → Create Purchase Order → Create Manual PO.
PO Number = [Artist name] [Date] [Description]
Fulfilment Client = the EU variant (e.g. Coldplay (DE), NOT Coldplay UK).
Supplier = same client (auto-fills).
Target Warehouse = BSI - Berlin
Submit. PO appears as Draft → add inventory SKU by SKU.

MANUAL IS PAINFUL

Every SKU including each size has to be entered manually — no bulk Browse like BOS. Use this only when the auto-bridge actually failed. If unsure, ask Maxx first.

Common mistakes · the top 8

The fastest way to look like a pro is to avoid these.

Using desktop Mark Current Page Delivered

Skips bin allocation. Always use the handheld to confirm deliveries.

DELIVER ALL TO LOCATION (mobile green)

Dumps every unit into ONE bin. Hours of cleanup. Never tap it.

Reference mismatch BOS ↔ HELM

Received % never updates. Re-check spelling, dots, dashes in both systems.

Duplicate Reference Number

Save fails. Add -2 or -B suffix, or check the All tab.

Forgetting Optima control

Stock won't auto-update from picks. Always verify after booking in.

Picking UK client variant in Manual PO

Routes to Leamington. Always pick the EU / (DE) variant for Berlin.

Wrong bag-and-tag charge

MT/Global = 0.25, others = 0.50, tag-only = 0.125. Don't guess.

Skipping a size variant

Customers can't order it. Scroll the product table before saving.

Tips & shortcuts · the speed-runs

Small habits that save big chunks of time.

Open BOS and HELM in two tabs

Avoid the constant menu hunt. You'll bounce between them dozens of times per delivery.

Tick the parent product

Selecting a parent in the product tree auto-selects every size below it.

Always pick the EU client variant

In Manual PO and HELM searches, look for (DE) or EU suffix — routes to Berlin.

Create ASN BEFORE goods arrive

It's an ADVANCED notice. If you know stock is coming, create the ASN that day.

Scan barcode on mobile

Faster and safer than typing SKUs. Lets the handheld pick the correct line.

Split units across bins

Scan bin → enter qty → scan another bin → enter more. Don't force into one.

Keep the mobile ref professional

Whatever you type as a delivery reference is visible to the whole team.

Note the ASN ID on paper

Quote it on any printed pick list — saves searching later.

Troubleshooting · when something's wrong

Quick lookup for the issues that come up most often.

SYMPTOM	RESOLUTION
BOS "Duplicate Reference Number" on Save	Reference reused. Check All tab, then suffix with -2 or -B.
No matching PO in HELM (5+ min)	Either reference mismatch — re-check character-for-character — or run the Manual PO procedure.
ASN Received % stuck at 0%	Reference mismatch BOS ↔ HELM. Compare them exactly.
Optima dropdown is greyed out	Shopify control. Click Force product onto Optima, wait 10 sec, reload. May take up to 5 min.
Already tapped DELIVER ALL TO LOCATION	Stock all in one bin. Use handheld to scan-and-move units to correct bins. Or escalate to Maxx.
Wrong warehouse location was selected	Contact HELM admin to amend. Do not delete and re-create.
PO shows Over / Under Delivered	Verify physical count. May need PO amendment via Campaign Manager.
Supplier not in Shipping Origin dropdown	Click Create New Origin and add company + full address.

Quick reference checklist

Tick as you go — or click each line to mark it done. Use this on every delivery.

BOS · Advanced Shipping Notice

1. Log in to BOS → Warehouses & Shipping → Advanced Shipping Notice
2. Click + Create Advanced Shipping Notice
3. Pick Client, Artist, Destination = Berlin, Egelingzeile 6, Tor D
4. Pick Shipping Origin (or create new if missing)
5. Enter Estimated Arrival date
6. Enter unique Reference Number in [Code][Date][Init] format
7. Browse → tick every SKU and size variant
8. Enter Qty Advised for each SKU
9. Review every line before Save
10. Save → confirm new ASN at top of list with ID

HELM · PO + Inventory + Notify

1. Open HELM → Purchasing → Purchase Orders
2. Search by your ASN reference; if no match, run Manual PO procedure
3. Edit Order Details → set Expected Delivery Date per line
4. Edit unit prices via pencil icon (use the bag-and-tag table)
5. Stock Location = DE-GOODSIN OR pickface bin (never GB-LI-/DE-GOODSOUT)
6. Confirm receipt with the handheld — never desktop, never green button
7. Open Inventory → filter DE-GOODSIN → verify SKUs
8. BOS → open each product → set Optima control + correct origin
9. Email the Client with stock-transfer rows + CCs
10. Return to BOS → confirm Received % = 100%

ALL TICKED? THE DELIVERY IS BOOKED.

Help & escalation paths

Who to ask when something goes wrong.

Access to Warehouses & Shipping

Ask: Maxx

If you don't see the BOS menu — Maxx grants access.

Day-to-day questions

Ask: Andrew → Maxx → Ant (UK)

Ant is the godfather of Goods In — final escalation.

Missing PO in HELM after 5 min

Ask: Campaign Manager

Or run the Manual PO procedure if directed.

Missing SKU in Browse

Ask: Accounts / Campaign Setup

Product not yet created for that client.

Over / Under delivered

Ask: Campaign Manager

Physical count mismatches the PO.

Stock not appearing

Ask: Wait 5 min, then HELM admin

After re-applying location filter & confirming Deliveries tab.

Document · Goods In SOP v2.1 · May 2026 · Next review: August 2026