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Distribution Centers Documentation

Menu Location: Settings > Distribution Centers (or Warehouse Management)

Access Level: Administrator and above

Last Updated: 2026-03-01

Overview

The Distribution Centers page allows you to manage multiple warehouse locations, distribution facilities, and pickup points for your subscription service. This is essential for multi-location operations, regional expansion, and optimizing delivery logistics.

Primary Functions:

  • Add and configure distribution center locations
  • Assign delivery routes to specific warehouses
  • Manage inventory across multiple locations
  • Configure pickup locations for customer self-pickup
  • Set operational hours and capacity for each location
  • Route orders to appropriate distribution center
  • Track fulfillment by location

Page Layout

Header Section

  • Add New Distribution Center Button
  • Active Centers Count
  • Location Map View Toggle
  • Filter Controls

Distribution Centers Table

  • Center Name - Warehouse/facility name
  • Address - Full physical address
  • Type - Distribution Center, Pickup Point, or Both
  • Status - Active, Inactive, Seasonal
  • Assigned Routes - Delivery routes served from this location
  • Capacity - Max orders per week
  • Current Load - Orders assigned this week
  • Manager - Location manager contact
  • Actions - Edit, Deactivate, View Details

Map View

  • Visual map showing all distribution center locations
  • Delivery route overlays
  • Service area boundaries
  • Click locations for quick details

Distribution Center Types

Distribution Center (Warehouse)

  • Purpose: Fulfill orders for delivery
  • Functions: Pack orders, manage inventory, dispatch drivers
  • Capacity: High volume (hundreds to thousands of orders)
  • Staff: Warehouse team, packers, drivers

Pickup Point

  • Purpose: Customer self-pickup location
  • Functions: Hold pre-packed orders for customer collection
  • Capacity: Lower volume (typically 10-100 orders)
  • Staff: Minimal (checkout counter staff)

Hybrid Location

  • Purpose: Both distribution and pickup
  • Functions: Fulfill deliveries AND offer customer pickup
  • Capacity: Varies by location
  • Staff: Full warehouse team plus customer service

Adding Distribution Center

Configuration Steps

  1. Click "Add New Distribution Center" button
  2. Enter basic information:
    • Center Name: Descriptive name (e.g., "Seattle Warehouse")
    • Type: Select DC, Pickup, or Both
    • Status: Active, Inactive, or Seasonal
  3. Enter address:
    • Street Address
    • City
    • State/Province
    • ZIP/Postal Code
    • Country
  4. Set operational details:
    • Operating Hours: Days and times open
    • Pack Days: Which days orders are packed
    • Delivery Days: Which days deliveries go out
    • Capacity: Max orders per week
  5. Assign manager:
    • Manager name
    • Contact email
    • Phone number
  6. Configure service area:
    • ZIP codes served
    • Maximum delivery radius
    • Excluded areas
  7. Link routes:
    • Select delivery routes served from this location
    • Set route priorities
  8. Set inventory:
    • Choose if location manages own inventory
    • Or pulls from central inventory
  9. Save

Example:

  • Name: Portland Distribution Center
  • Type: Distribution Center
  • Address: 123 Industry Dr, Portland, OR 97201
  • Hours: Mon-Fri 6am-6pm
  • Pack Days: Monday, Wednesday
  • Capacity: 500 orders/week
  • Routes: Routes 1-8
  • Manager: John Smith, [email protected]

Common Use Cases

Use Case 1: Add New Regional Warehouse

Goal: Expand service to new geographic area

Steps:

  1. Identify need for new location (demand, distance from existing DC)
  2. Select physical location (lease warehouse space)
  3. In admin: Click "Add New Distribution Center"
  4. Enter location details
  5. Set capacity conservatively at first
  6. Create new delivery routes for area
  7. Assign routes to new DC
  8. Configure inventory system for location
  9. Hire and train staff
  10. Test with small order volume
  11. Gradually increase capacity
  12. Monitor performance and adjust

Use Case 2: Add Customer Pickup Location

Goal: Offer pickup option to reduce delivery costs

Steps:

  1. Identify suitable pickup location:
    • High customer density area
    • Easy parking
    • Secure storage
    • Appropriate hours
  2. Negotiate space (existing business, partner location)
  3. Add as Pickup Point in admin
  4. Configure pickup hours
  5. Set capacity (storage space limitation)
  6. Update website to offer pickup option
  7. Communicate to customers in area
  8. Coordinate delivery of pre-packed orders to pickup location
  9. Train pickup location staff
  10. Monitor adoption rate

Example: Partner with local coffee shop to offer Thursday afternoon pickup

Use Case 3: Seasonal Distribution Center

Goal: Handle increased holiday volume

Steps:

  1. Identify seasonal need (e.g., November-December surge)
  2. Secure temporary warehouse space
  3. Add as Distribution Center, Status: Seasonal
  4. Set active date range
  5. Assign overflow routes
  6. Hire seasonal staff
  7. Configure inventory
  8. Activate before busy season
  9. Process orders during peak period
  10. After season:
    • Change status to Inactive
    • Reassign routes to main DC
    • Close temporary location
  11. Keep configuration for next year

Use Case 4: Route Optimization Across DCs

Goal: Minimize delivery distance and costs

Steps:

  1. Review all distribution centers
  2. Review all delivery routes
  3. Analyze order density by area
  4. Map customers to nearest DC
  5. Reassign routes to optimize:
    • Minimize drive time from DC to route start
    • Balance load across DCs
    • Account for DC capacity constraints
  6. Update route assignments in each DC
  7. Test new assignments with upcoming week
  8. Monitor:
    • Delivery times
    • Fuel costs
    • Driver feedback
  9. Adjust as needed
  10. Document optimal configuration

Use Case 5: Deactivate Underperforming Location

Goal: Close distribution center that's no longer needed

Steps:

  1. Analyze DC performance:
    • Order volume (declining?)
    • Cost per order (too high?)
    • Capacity utilization (under 30%?)
  2. Determine if closing is right decision
  3. Plan transition:
    • Reassign routes to other DCs
    • Notify staff
    • Communicate to customers if affected
  4. Set deactivation date
  5. Change DC status to Inactive (don't delete)
  6. Reassign all routes to other locations
  7. Transfer remaining inventory
  8. Process final orders from location
  9. Close physical location
  10. Monitor to ensure smooth transition
  11. Keep DC record for historical data

Distribution Center Configuration

Service Area Definition

ZIP Code Assignment:

  • Enter ZIP codes served by this DC
  • Use ranges (e.g., 98101-98199)
  • Import ZIP list via CSV

Radius-Based:

  • Set maximum delivery radius from DC
  • System auto-assigns orders within radius
  • Override for specific exceptions

Route-Based:

  • Assign specific delivery routes to DC
  • Routes determine service area
  • Most common method

Capacity Management

Weekly Capacity:

  • Maximum orders DC can fulfill per week
  • Based on:
  • Warehouse space
  • Staff size
  • Packing stations
  • Cooler/freezer capacity

Pack Day Capacity:

  • Capacity for each pack day
  • e.g., Monday: 200, Wednesday: 300
  • Helps balance workload

Overflow Handling:

  • What happens when capacity reached:
  • Assign to next nearest DC
  • Add pack day
  • Delay fulfillment
  • Reject new orders (rare)

Inventory Management

Local Inventory:

  • DC manages own inventory
  • Products stored at location
  • Requires receiving and stocking

Central Inventory:

  • Products pulled from central warehouse
  • Transferred to DC as needed
  • Simpler for smaller DCs

Hybrid Model:

  • Common items stored locally
  • Special items transferred as needed
  • Balance between efficiency and complexity

Troubleshooting

Orders Not Routing to Correct DC

Check:

  1. Customer ZIP code in DC service area
  2. DC status is Active
  3. Route assignment is correct
  4. DC has available capacity
  5. Pack day scheduling

Fix:

  • Update service area boundaries
  • Manually reassign order if needed
  • Adjust routing logic

DC at Capacity Every Week

Solutions:

  1. Increase capacity (hire staff, expand space)
  2. Add pack day
  3. Open second DC in area
  4. Optimize packing efficiency
  5. Review if capacity setting too conservative

Pickup Location Issues

Common Problems:

  • Customers arrive during closed hours
  • Insufficient storage space
  • Staff don't know process

Solutions:

  • Clearly communicate pickup hours
  • Coordinate order volume with space
  • Train pickup location staff thoroughly
  • Provide clear signage and instructions
  • Routes - Delivery route management
  • Orders - View orders by distribution center
  • Inventory - Inventory across locations
  • Dashboard - DC performance metrics

Quick Reference Card

Task Action/Location
Add new DC Click "Add New Distribution Center"
View DC details Click on DC name in table
Edit DC settings Actions → Edit
Assign route to DC Edit DC → Link Routes section
Set capacity Edit DC → Capacity field
Deactivate DC Change Status to Inactive
View on map Toggle Map View
Check current load Review Current Load column
Update service area Edit DC → Service Area section
Change DC manager Edit DC → Manager Contact

FAQs

How many distribution centers should I have?

Start with one. Add more when: delivery times get too long, delivery costs too high, or expanding to distant new market. Many businesses operate successfully with 1-3 DCs.

Can I assign one route to multiple DCs?

Not recommended. Each route should have a primary DC. But you can have backup DC for overflow or emergencies.

What's the optimal capacity for a DC?

Depends on warehouse size, staff, and efficiency. Start conservative (e.g., 60-70% of theoretical max) and increase as team gains experience.

Should I offer pickup at all DC locations?

Not necessarily. Only locations with safe parking, appropriate hours, and customer service presence. Dedicated warehouses may not be suitable for customer traffic.

How do I handle inventory across multiple DCs?

Options: 1) Central inventory with transfers, 2) Separate inventory per DC, 3) Hybrid. Choice depends on your operational complexity and volume.

What if customer moves between DC service areas?

System should detect new address and route to new DC. Verify in customer account that delivery route updates correctly.

Can I temporarily increase DC capacity for busy weeks?

Yes, edit capacity for specific weeks if you have temporary staff or extra packing days. Don't forget to adjust back after peak period.

Should I delete old/closed DCs?

No, change status to Inactive instead. Keeps historical data intact for reporting. Can reactivate later if needed.

How do I test a new DC before going live?

Set up DC, assign test routes, process test orders, verify all systems, train staff thoroughly. Start with limited routes and gradually expand.

What's the difference between DC and distribution center?

Same thing. "DC" is shorthand for Distribution Center. Both refer to warehouse/fulfillment locations.

End of Documentation

For additional help, contact your system administrator or Kiva Logic support.