Skip to main content

OX Warehouse Playbook

(Bulk & mini-warehouse operations for Park (Master) and Node Partners — supports OX Trade aggregation, buyer consolidation and last-mile replenishment)

Executive summary (why this matters)​

Warehousing at Park and Node level is a strategic, revenue-generating function that supports produce aggregation, grading, storage and distribution. Park warehouses serve bulk, grading and buyer consolidations under OX Trade’s policies; Node mini-warehouses act as short-term consolidation/dark-store replenishment points. All warehouse transactions, lot-tracking and billing must be recorded on the OX Platform to preserve traceability and enable automated settlement.

1. Scope & facility types​

  1. Park Warehouse (Bulk + Grading) — high-capacity facility at OX Park for: inbound farmer lots, grading lab, buyer consolidation, high-volume dispatch, export packing. Operated by OX Trade or Master under SOW.
  2. Node Mini-Warehouse (Short-term) — smaller footprint near demand clusters for short-term holding, consolidation, and quick replenishment to Booking Centers / Outposts. Built/owned by Node Partner; can be operated by Node Partner or under contract with Master/OX Trade.
  3. Booking Center Micro-Dark-Store — tiny fulfilment units for fast-moving SKUs (inputs/spares) — may be run by Sub or local partner per Dark-Store model.

2. Objectives & service offering​

Primary objectives:

  • Ensure safe receipt, grading, certification, storage and dispatch of produce and inputs.
  • Maintain lot-level traceability (receipt → grade → storage → dispatch).
  • Minimize shrinkage/spoilage and optimize dwell time.
  • Provide transparent, auditable billing & settlement via Platform.

Services offered:

  • Receipt & weighment, lot tagging (UID/lot#), sample testing, grading, cleaning/sorting, repacking, cold storage, short-term financing custody (optional), and last-mile consolidation.

3. Facility design & minimum specs​

Dry storage (Park)​

  • Floor loading: 2–4 MT/m² depending on racking.
  • Racking & pallets: standardized pallet racking, labelled aisles.
  • Weighbridge (truck-level) and platform scales.
  • Sample area & small QA lab (weighing, moisture meter, simple QA tools).
  • Loading docks, covered staging, good ventilation, pest control measures.

Cold storage (if required)​

  • Temperature-controlled rooms with alarms, temp loggers, redundant refrigeration and backup power.
  • Temperature range and control per product type (chill vs frozen).
  • Defrost plan, HACCP basics and maintenance log.

Grading & QC area​

  • Clean room for sample prep, sample storage, grading tables, light booths for visual grading when needed.
  • Sample retention lockers (sample retention timeline defined by OX Trade SOW).

Node Mini-warehouse (lighter)​

  • Ground-level storage, fewer racks, single weigh scale, basic shelter for trucks, small QA kit.
  • Easy access for last-mile vehicles and short replenishment windows.

Safety & utilities​

  • Fire suppression, spill kits, MSDS cabinet (if storing agro inputs), emergency exits, drainage.
  • Power backup (UPS + generator for critical loads like cold rooms).
  • CCTV, perimeter fencing, lighting and controlled access.

4. IT / Platform requirements (non-negotiable)​

  • Lot numbering schema — platform must support SKU + lotID + pallet UID with timestamps.
  • Receipt scanning — QR/UID scan at receipt and dispatch.
  • Photo evidence — mandatory photo(s) at receipt, after grading and before dispatch.
  • Inventory ledger — real-time stock levels, dwell-time tracking, FIFO/LIFO policy flags.
  • Quality & grading module — grade codes, sample results, retained-sample tags.
  • Invoice & settlement module — automated invoice generation for storage & handling, automated settlement split (Warehouse Owner / OX Trade / Franchisor / Platform).
  • Escrow / dispute hold — platform should hold disputed amounts per SOW rules.

5. Core operational SOPs​

These are the standard step-by-step processes your staff must follow. Record every action on the Platform.

5.1 Inbound receipt (truck/farmer)​

  1. Advance notice: farmer/aggregator sends PO/booking to Platform with ETA.
  2. Weighbridge entry: record vehicle ref, driver ID, arrival time.
  3. Photos & condition: take 3–4 photos of pallets/lot; record visible quality issues.
  4. Sample collection: collect representative sample per grade matrix; tag sample and store per sample retention policy.
  5. Weighment & tare: gross weight and tare recorded on platform → net.
  6. Assign lotID: platform assigns lot UID & pallet IDs; update ledger.
  7. Provisional receipt note: issue provisional receipt to depositor; any disputes flagged immediately.

5.2 Quality testing & grading​

  1. Sample testing: moisture test, visual checks, contaminant checks per product. Record sample results in platform.
  2. Grading: apply standard grade codes (A/B/C or grade numbers) defined by OX Trade SOW.
  3. Nonconformance: segregate non-conforming lots; notify depositor and record actions (reject, quarantine, reprocess).
  4. Sample retention: store samples for defined days (e.g., 7–30 days) for dispute resolution.

5.3 Storage & inventory rotation​

  1. Put-away: move pallets to assigned rack/bay; scan pallet UID.
  2. Dwell-time monitoring: platform flags lots exceeding target dwell time; trigger commercial/operational action.
  3. Pest-control & checks: periodic inspections; corrective actions logged.

5.4 Value-add: packing / repacking / fumigation​

  1. SOW & consent: depositor signs off for value-add ops; fees automatically invoiced.
  2. Repacking: use new packaging with new UID linking back to parent lot.
  3. Fumigation: executed by certified vendor; record MSDS and certificate.

5.5 Outbound dispatch​

  1. Pick list creation: Platform issues pick-list with lotIDs & pallet UIDs.
  2. Quality check: prior to loading, verify grade & condition; take dispatch photos.
  3. Weigh & seal: seal vehicle/load with unique seal ID; record seal ID in platform.
  4. Invoice & POD: generate outbound invoice; get signed POD from transporter / buyer and upload.

5.6 Reconciliation & audits​

  • Daily reconciliation between physical stock and platform ledger; quick-cycle counts for high-turn SKUs daily, full-cycle weekly.
  • Quarterly independent audit of lot traceability & sample chain-of-custody.

6. Grading & QA rules (example)​

  • Use a standard grading matrix per commodity — define thresholds for moisture, foreign matter, size, etc. (OX Trade to publish per commodity).
  • Use calibrated moisture meters and digital scales; ensure calibration logs.
  • Grade certificate template with: LotID | Commodity | Net weight | Grade code | Sample results | Inspector sign-off | Date/time | QA lab ref.

7. Pricing & commercial model (pilot ranges)​

(Pilot ranges — tune per cluster)

Storage fees

  • Dry storage: ₹1–6 / MT / day (low-volume markets higher).
  • Pallet rent: ₹50–400 / pallet / month (depending on handling & risk).
  • Cold storage: ₹10–40 / MT / day (temperature dependent).

Handling fees

  • Receipt handling: ₹50–300 per tonne (includes weighing, sampling, lab testing).
  • Dispatch handling: ₹50–300 per tonne.
  • Grading/packing: ₹100–600 per tonne (based on complexity).

Other fees

  • Sample testing (per sample): ₹100–500.
  • Fumigation: per pallet / per MT per treatment.
  • Long-dwell surcharge: incremental % beyond X days.

Billing & settlement

  • Platform creates invoice on receipt or on monthly cycle as per SOW. Platform deducts Franchisor & Platform fees then settles net to Warehouse Owner (Master/Node). OX Trade fees (commissions) paid per trade agreement. Escrow rules apply for disputes.

8. Contracts & SOWs (who signs what)​

  • Master ↔ Node Partner Facility Agreement — lease or space allocation for Node warehouses; O&M SLA, security, uptime, racking standards and insurance.
  • Warehouse Owner ↔ OX Trade Warehouse Services SOW — operational SOW: receipt SLAs, grading matrix, sample retention, dispute resolution, billing schedule, evidence requirements.
  • Warehouse Owner ↔ Customer/Depositor Agreement — warehouse receipt terms, liability caps, insurance, claims window and storage charges.
  • Vendor agreements — QA labs, fumigation, cold-chain maintenance vendors.

Key contract clauses:

  • Evidence-first approach (photos + platform entries as accepted proof).
  • Dispute hold & escrow clause (hold funds until resolution).
  • Insurance & liability caps.
  • Audit rights & access for OX Trade and Franchisor.

9. Compliance, safety & insurance​

Regulatory

  • FSSAI / food handling registrations for packing/processing (where applicable).
  • Phytosanitary & export certifications for produce moving to buyers/exports.
  • Hazardous storage norms for agro-chemicals.
  • Local municipal & environmental clearances for waste and effluents.

Safety

  • MSDS library for inputs, safe chemical handling SOPs.
  • Fire safety: hydrants/extinguishers and periodic drills.
  • Cold-chain HACCP basics for perishables.

Insurance

  • Warehouse building & contents insurance.
  • Goods-in-storage insurance (depositor’s goods) or clear contract that depositor must insure.
  • Public liability & goods-in-transit insurance.

10. Staffing & roles (Park vs Node)​

Park Warehouse (higher complexity)

  • Warehouse Manager (Park) — operations & P&L lead.
  • Quality Lead / Lab Tech — runs moisture, grading and sample testing.
  • Receiving Supervisors — weighbridge & inbound.
  • Inventory & Cycle-count team — put-away & reconciliation.
  • Dispatch & Logistics coordinator — outbound planning.
  • Safety & Compliance officer — training & audits.

Node Mini-warehouse (lean)

  • Node Warehouse Lead — general operations.
  • Receiving/put-away operator — 1–2 people.
  • Part-time QA/resource from Park (on-call) for grading support.

Training:

  • Platform usage, sample collection, grading basics, safety & MSDS, pest control and incident reporting.

11. KPIs & SLAs (warehouse-specific)​

Operational SLAs

  • Receipt turnaround time (booked arrivals): ≤ 4 hours (Park) / ≤ 8 hours (Node).
  • Grading turnaround: ≤ 24–48 hours depending on sample volume.
  • Dispatch readiness: scheduled loads to be ready 95% on time.
  • Reconciliation: daily small-cycle counts & weekly full reconcile (≤ 0.5% variance target for pilot mature sites).

Performance KPIs

  • Throughput (MT / month).
  • Avg dwell time (days).
  • Stock accuracy (% physical vs ledger) — target ≥ 99% for high-turn SKUs.
  • Spoilage / shrinkage % — target < 1–2% depending on commodity.
  • Claim frequency & resolution time — median ≤ 14 days.

12. Risk & dispute management​

  • Risk controls: mandatory photos, sealed pallets, seal IDs on dispatch, sample retention, CCTV logs.
  • Dispute flow: depositor raises dispute → warehouse manager logs and quarantines lot → OX Trade QA performs secondary sample → decision & escrow release.
  • Financial hold: platform holds disputed amount and pays out per SOW or insurer direction.

13. Launch checklist — Warehouse (step-by-step)​

Pre-launch (legal & site)​

  1. Finalize site lease / ownership and land-use/municipal approvals.
  2. Obtain required registrations (FSSAI, GST, any export/trade licences).
  3. Complete insurances (building, goods, liability).
  4. Build racking, weighbridge, QA lab, cold rooms (if needed), offices and CCTV.

Platform & contracts​

  1. Configure Platform: lot schema, SKU mapping, ledger, invoice templates, settlement splits.
  2. Sign Master↔Node Facility Agreement & Warehouse SOW (Master / Node Partner / OX Trade).

Operational readiness​

  1. Hire & train staff (Warehouse Manager, QA, receiving).
  2. Calibrate equipment (scales, moisture meters) and document calibration logs.
  3. Run 7–14 day dry-run: inbound 1–5 lots, sample testing, grading, put-away, pick & dispatch.
  4. Validate reconciliation & settlement end-to-end (invoice generation → platform settlement → bank reconciliation).

Pilot (first 30–90 days)​

  1. Run with limited throughput and 24/7 monitoring on alpha lots.
  2. Monitor KPIs daily; hold weekly cross-functional reviews (Master, Node Partner, OX Trade, Platform).
  3. Fix process/documentation gaps; update grading matrix or SOWs where needed.

14. Templates (copy & adapt)​

Inbound Receipt (minimum fields)

  • Date/time | Vehicle ref | Depositor | Commodity | Gross wt | Tare | Net wt | LotID | SampleID | Photos (3) | Receiving staff | Remarks

Grading Certificate

  • LotID | Commodity | Net wt | Grade code | Moisture % | Foreign matter % | QA inspector | Date | Signature

Dispatch Checklist

  • LotID(s) | Pallet UID(s) | Pick list ref | Seal ID | Buyer/Transporter | Dispatch photos | Dispatch weight | Dispatcher sign

Warehouse Invoice line-items

  • Storage (MT/day x days), Receipt handling, Grading fee, Repacking fee, Fumigation, Dispatch handling, GST, Net settled.

15. Pilot pricing / P&L (simple checklist)​

To prepare a pilot P&L, include:

  • Revenues: storage fees, handling, grading, value-add fees.
  • Direct costs: staff salaries, utilities, consumables, cold-room power, maintenance, insurance.
  • Capex amortization: racks, weighbridge, cold-room (amortize over expected life).
  • Variable costs: fumigation, packing material, sample testing kits.
  • Expected utilization vs break-even occupancy days.

If you want, I can instantly generate a simple pilot P&L spreadsheet (per-slot / per-MT) for a chosen Cluster with sample numbers.

16. Practical recommendations & common pitfalls​

  • Start Park warehouses with conservative inbound volume & focus on strict evidence capture — photos + lotIDs reduce disputes.
  • Separate sample retention and evidence handling for at least 7–30 days.
  • For perishables, invest early in reliable backup power — cold-room failure destroys margin.
  • Define grading & QC matrix up-front with OX Trade; don’t improvise locally.
  • Keep Node mini-warehouses simple — their value is speed & proximity rather than complex QA.

17. Next immediate deliverables I can prepare (pick one)​

  1. Warehouse SOW (Node / Park) — legal + operational SOW for Master/Node ↔ OX Trade (receipt SLAs, grading matrix, dispute & escrow rules).
  2. Pilot P&L spreadsheet — sample incomes/expenses for Park Warehouse at 25 / 50 / 75% utilization.
  3. Pack of templates — printable inbound receipt, grading certificate, dispatch checklist & sample platform JSON payloads for developer handoff.

Tell me which one to create and I’ll generate it now (I can produce the SOW text, a downloadable spreadsheet, or the templates).