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Bin Tracker Documentation

Menu Location: Operations > Delivery > Bin Tracker

Access Level: Manager and above

Last Updated: 2026-03-01

Overview

The Bin Tracker manages reusable delivery container inventory, tracking bins sent to customers, bins returned, and outstanding bin balances. This operational tool helps businesses using returnable packaging reduce waste, manage bin inventory, and monitor customer return compliance.

Primary Functions:

  • Track bins sent to customers with each delivery
  • Record bin returns from customers
  • Monitor outstanding bin inventory with customers
  • Identify customers with unreturned bins
  • Generate bin return reminders
  • Analyze bin loss and replacement needs

Common Use Cases

Use Case 1: Daily Bin Inventory Reconciliation

Goal: Track bins sent and returned today

Steps:

  1. Review today's deliveries - bins sent
  2. Review today's pickups - bins returned
  3. Calculate net change in bin inventory
  4. Update bin counts for next day's packing
  5. Identify shortages needing bin orders

Example: Sent 85 bins today, received 72 returns = -13 net. Bin inventory: 450 → 437. Order 50 bins if below 400 threshold.

Use Case 2: Customer Bin Balance Inquiry

Goal: Answer customer question about bins on account

Steps:

  1. Search for customer in Bin Tracker
  2. View customer's bin history
  3. Check current outstanding bin count
  4. Review last return date
  5. Inform customer of balance
  6. Arrange pickup if desired

Use Case 3: Generate Bin Return Reminders

Goal: Notify customers with many unreturned bins

Steps:

  1. Filter to customers with 5+ bins outstanding
  2. Filter to bins out > 60 days
  3. Export customer list
  4. Send reminder email: "Please return bins on next delivery"
  5. Track return rate improvement

Use Case 4: Calculate Bin Loss Rate

Goal: Understand bin replacement needs

Steps:

  1. Review bins sent vs returned over last year
  2. Calculate: (Sent - Returned) / Sent × 100 = loss rate
  3. Industry benchmark: 5-10% annual loss acceptable
  4. If higher: increase deposits, improve tracking, customer education
  5. Budget for replacement bin purchases

Use Case 5: New Customer Bin Deposit Collection

Goal: Set up bin tracking for new subscription customer

Steps:

  1. Customer signs up
  2. Explain bin deposit program
  3. Collect deposit (refundable when bins returned)
  4. Add customer to Bin Tracker system
  5. First delivery: mark bins sent
  6. Each subsequent delivery: update sent/returned counts
  • Enter Bin Pickups - Record daily bin returns
  • Delivery Routes - Plan bin pickups with deliveries
  • Customer Detail - View individual customer bin balance

Quick Reference Card

Task Action
Check bin inventory View total bins vs outstanding
Customer bin balance Search customer name
Daily reconciliation Review today's sent vs returned
Return reminders Filter: 5+ bins, 60+ days out
Calculate loss rate Year sent vs returned, divide

Change Log

2026-03-01

  • Initial documentation created

End of Documentation