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The CEDIS (warehouse) role provides view-only access to the procurement calendar, enabling the receiving team to prepare for incoming deliveries and coordinate with other departments.

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CEDIS Responsibilities

Monitor Arrivals

Track all scheduled deliveries to prepare receiving dock and storage

Physical Receiving

Receive materials, verify quantities, and process documentation

Coordinate with Lab

Alert laboratory team when materials requiring testing arrive

Update Coordinators

Notify coordinators of discrepancies, delays, or early arrivals

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Permissions Overview

CEDIS users have read-only access:
  • ✅ View calendar with all scheduled deliveries
  • ✅ View requisition details (supplier, product, quantities, dates)
  • ✅ View delivery destinations and special instructions
  • ✅ View all catalog data
  • ❌ Cannot create or edit requisitions
  • ❌ Cannot update delivery confirmation dates or status
  • ❌ Cannot modify catalog entries
  • ❌ Cannot delete any data
  • ❌ Cannot access admin or configuration settings
CEDIS team members can only view information. For system updates after deliveries are received, contact a coordinator or admin.
While CEDIS cannot directly update the system, coordinators rely on your reports to update actual delivery dates and received quantities.

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Daily Workflow

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Morning Receiving Preparation

1

Open Calendar

Navigate to Dashboard > Calendario to see today’s scheduled deliveries
2

Review Today's Schedule

Check all requisitions scheduled for today, focusing on:
  • Confirmado (blue) - Confirmed deliveries most likely to arrive
  • En Tránsito (purple) - Shipments already on the way
3

Note Delivery Details

For each expected delivery, review:
  • Product name and description
  • Supplier name
  • Expected quantity and unit
  • Presentation (drums, bags, pallets, etc.)
  • Destination location
  • Special handling instructions in comments
4

Prepare Receiving Area

Clear dock space and staging areas based on:
  • Number of deliveries expected
  • Size and type of materials (bulk, palletized, etc.)
  • Storage destinations
5

Check Special Requirements

Review comments for any materials requiring:
  • Laboratory testing (notify lab team)
  • Temperature control or special storage
  • Immediate delivery to production
  • Quality inspection on arrival

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Receiving Process

When a delivery arrives:
1

Locate in Calendar

Check calendar to confirm this delivery was scheduled
2

Review Requisition Details

Click the event to see:
  • Expected quantity
  • Presentation type
  • Purchase order number
  • Destination location
3

Verify Physical Delivery

Check actual delivery against expected:
  • Quantity matches requisition
  • Presentation/packaging is correct
  • Product appears in good condition
  • All required documentation present (invoices, COAs, etc.)
4

Process Documentation

Record receipt in your warehouse management system with:
  • Actual delivery date and time
  • Actual quantity received
  • Any discrepancies or damage
5

Notify Coordinator

Report receipt to procurement coordinator, especially if:
  • Quantity differs from requisition
  • Delivery arrived on different date than scheduled
  • Product or packaging has issues
  • Documentation is incomplete
6

Alert Lab Team

If comments indicate testing required, notify laboratory immediately
7

Move to Destination

Deliver material to final destination shown in requisition:
  • Almacén General
  • Línea de Producción 1/2
  • Laboratorio de Calidad
  • Almacén Materia Prima
  • Planta Amozoc/Apizaco

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Using the Calendar View

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Understanding Status Colors

Pay attention to status colors when planning your receiving schedule:
  • 🟡 Pendiente (Amber) - Not confirmed yet, may not arrive today
  • 🔵 Confirmado (Blue) - Confirmed by supplier, expect delivery
  • 🟠 En Revisión (Orange) - Under review, possible issues
  • 🟣 En Tránsito (Purple) - In transit, high likelihood of arrival
  • 🟢 Recibido (Green) - Already received (coordinator marked as delivered)
  • 🔴 Cancelado (Red) - Cancelled, will not arrive
Focus your preparation on Confirmado (blue) and En Tránsito (purple) statuses - these are most likely to arrive as scheduled.

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Viewing Delivery Details

1

Click Calendar Event

Click on any colored block in the calendar
2

Review Modal Information

The detail modal displays:
  • Product: Material being delivered
  • Supplier: Company making delivery
  • Date: Expected/confirmed delivery date
  • Quantity: Amount and unit of measure
  • Presentation: Package type (drum, bag, bulk, pallet)
  • Destination: Where to deliver after receiving
  • Order Number: Purchase order reference
  • Comments: Special instructions or handling requirements
3

Note Special Instructions

Pay close attention to comments field for:
  • Quality control requirements
  • Rush/priority deliveries
  • Specific storage requirements
  • Handling precautions
4

Close Modal

Click Cerrar to return to calendar
You will not see Edit or Delete buttons - these are only available to coordinators and admins.

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Weekly Planning

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Monday Morning Planning

1

Switch to Week View

Click Semana to see the weekly delivery schedule
2

Identify High-Volume Days

Note which days have multiple deliveries scheduled
3

Plan Staffing

Ensure adequate receiving staff on busy days
4

Check Storage Capacity

Verify available space for large or bulk deliveries
5

Coordinate Equipment

Reserve forklifts, pallet jacks, or other equipment needed
6

Share Schedule

Communicate weekly schedule to receiving team members

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Daily Check Pattern

1

Early Morning (7 AM)

Review today’s scheduled deliveries and prepare receiving area
2

Mid-Morning (10 AM)

Check for any new “En Tránsito” status updates
3

After Lunch (2 PM)

Review remaining expected deliveries for afternoon
4

End of Day (5 PM)

Check tomorrow’s schedule and identify any early-morning deliveries

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Coordinating with Other Teams

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Working with Coordinators

Maintain regular communication with procurement coordinators: When to Contact:

Delivery Received

Report receipt so coordinator can update status to “Recibido” (green)

Quantity Discrepancy

Immediately report if received quantity differs from requisition

Early Arrival

Notify if delivery arrives before scheduled date

Delayed Delivery

Alert if expected delivery has not arrived by end of day

Quality Issues

Report damaged goods or packaging issues

Missing Documentation

Notify if invoices, COAs, or other paperwork is incomplete
Communication Format: 
To: Procurement Coordinator
Subject: Delivery Receipt - [Product Name] - [Date]

Delivery Details:
- Product: [Product from requisition]
- Supplier: [Supplier name]
- Scheduled Date: [Date from calendar]
- Actual Delivery Date: [Actual date]
- Expected Quantity: [From requisition]
- Received Quantity: [Actual quantity]
- Status: [Received in good condition / Issues noted]
- Comments: [Any discrepancies or notes]

Please update system accordingly.

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Working with Laboratory

When materials require testing:
1

Check Comments

Review requisition comments for testing requirements
2

Notify Lab

Alert lab team immediately when material requiring testing arrives
3

Isolate Material

Keep material in receiving area or designated quarantine zone
4

Coordinate Sampling

Arrange for lab to collect samples
5

Await Approval

Do not move to final destination until lab approves
6

Move After Approval

Once testing complete, deliver to destination specified in requisition

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Working with Production

For urgent or priority deliveries:
1

Identify Priority Items

Look for comments indicating urgent or production-critical materials
2

Expedite Processing

Process priority deliveries first
3

Notify Production

Alert production team when priority materials arrive
4

Direct Delivery

Deliver directly to production line if destination indicates

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Common Scenarios

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Unscheduled Delivery Arrives

If a delivery arrives that’s not on the calendar:
1

Check Tomorrow's Schedule

Verify it’s not scheduled for a future date
2

Search by Supplier

Look through calendar for any orders from this supplier
3

Review Documentation

Check delivery paperwork for purchase order number
4

Contact Coordinator Immediately

Report unexpected delivery with all details
5

Hold Material

Keep in receiving area until coordinator provides instructions

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Partial Delivery

When only part of an order arrives:
1

Document Actual Quantity

Record exact quantity received vs. expected
2

Check Delivery Notes

See if driver indicates remaining quantity will follow
3

Notify Coordinator

Report partial delivery with:
  • Expected quantity
  • Actual quantity received
  • Information about remaining quantity (if known)
4

Process Partial Receipt

Receive and store the partial quantity
5

Watch for Follow-Up

Monitor calendar for additional delivery scheduling

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Damaged Goods

When delivery arrives damaged:
1

Document Damage

Take photos of damaged packages/products
2

Note on Receipt

Mark “damaged” on delivery receipt; have driver acknowledge
3

Isolate Product

Move damaged goods to designated quarantine area
4

Notify Coordinator Immediately

Report with photos and extent of damage
5

Await Instructions

Do not dispose of or use damaged materials until coordinator advises

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Delivery Doesn’t Arrive

When expected delivery doesn’t arrive:
1

Confirm Schedule

Verify the delivery was marked “Confirmado” (blue) for today
2

Wait Until End of Day

Some deliveries may arrive late in the afternoon
3

Report to Coordinator

At end of business day, notify coordinator of non-arrival
4

Check Next Day

Monitor if coordinator updates date in calendar

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Calendar Navigation

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Month View

Best for:
  • Long-term capacity planning
  • Identifying heavy delivery periods
  • Scheduling equipment maintenance during light periods
How to use:
  • See overall delivery volume across the month
  • Plan staffing for busy weeks
  • Identify days with 3+ deliveries (will show “more” indicator)

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Week View

Best for:
  • Daily operational planning
  • Detailed preparation for each delivery
  • Staff scheduling and task assignment
How to use:
  • See all details for deliveries in the next 7 days
  • More space to display product and supplier names
  • Easier to spot patterns (e.g., certain suppliers always deliver Tuesdays)

Today Button

Always jump back to current date to see today’s deliveries

Hover for Quick Info

Hover over calendar events to see product and supplier without clicking

Multi-Day Deliveries

Some events may span multiple days - check comments for details

Refresh Regularly

Coordinators may update dates - refresh page to see latest changes

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Mobile Access

Access the calendar from your phone or tablet while on the warehouse floor:
  • Check Incoming: Quickly verify an arriving delivery is scheduled
  • View Details: Tap event to see destination and handling instructions
  • Take Notes: Use comments field as reference while receiving
  • Swipe Navigation: Swipe between days or weeks
Keep a tablet at the receiving dock with the calendar open to quickly verify incoming deliveries.

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Best Practices

Review Morning & Afternoon

Check calendar at start and middle of day to catch any updates

Report Immediately

Contact coordinator as soon as issues arise, not at end of day

Note Arrival Times

Track which suppliers tend to deliver early/late to improve planning

Read Comments Carefully

Special instructions in comments can prevent costly mistakes

Prepare in Advance

Set up for next day’s deliveries before leaving each evening

Maintain Communication

Keep coordinator updated - they rely on your feedback to maintain accurate calendar

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Reporting Workflow

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Daily Receiving Report

Provide coordinator with end-of-day summary: 
Daily Receiving Report - [Date]

Deliveries Received:
1. [Product] - [Supplier] - [Quantity] - Status: OK
2. [Product] - [Supplier] - [Quantity] - Status: Partial (60% received)
3. [Product] - [Supplier] - [Quantity] - Status: Damaged (see photos)

Expected But Not Received:
1. [Product] - [Supplier] - Scheduled for today, no arrival

Unscheduled Arrivals:
1. [Product] - [Supplier] - Not on calendar (PO #123456)

Follow-up Required:
- [Any issues needing coordinator action]

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Safety Considerations

When reviewing calendar for deliveries:
  • Check product names for hazardous materials requiring special handling
  • Note if PPE or special equipment needed
  • Verify adequate ventilation for chemical deliveries
  • Confirm proper storage zones are available for incompatible materials
  • Alert safety team if new or unfamiliar materials are scheduled
For any hazardous materials, check Safety Data Sheets (SDS) before delivery arrives to ensure proper receiving procedures.

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Frequently Asked Questions

Q: Why can’t I update the system when deliveries arrive? A: CEDIS role has view-only access. Report receipts to coordinators who will update the system. Q: What if a delivery arrives but isn’t on the calendar? A: Contact the procurement coordinator immediately. The requisition may exist but not yet be confirmed, or it could be an error. Q: How do I know which deliveries need lab testing? A: Check the “Comentarios” (Comments) section in each requisition detail. Testing requirements will be noted there. Q: Can I see historical deliveries? A: Yes, use the calendar navigation to go back to previous months and see past deliveries. Q: What if the destination listed in the requisition is unclear? A: Contact the coordinator for clarification before moving the material.

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Next Steps

Lab Workflow

Understand how lab team uses the calendar for testing preparation

Coordinator Workflow

Learn how coordinators manage the requisitions you receive

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