A yard check is the depot's physical inventory of equipment: it compares what is really standing in your yard with what the App has on its books. You walk...
Yard check
A yard check is the depot's physical inventory of equipment: it compares what is really standing in your yard with what the App has on its books. You walk the yard (or one block) with a phone or a handheld scanner and scan every container and ISO tank you see. The App sorts them as you go: found where it should be, standing in another zone, not expected here at all, or a number it has never seen and, at the end, the units it has on the books that nobody scanned. It is the equipment counterpart of a cycle count: run it zone by zone on a schedule, and before an EDI stock report or a lessor's on-hire / off-hire reconciliation, so that the positions, the gate history and the storage days you bill are right.
Where to find it: Workspace → Logistics → Warehouse → Yard check, or the Yard check button on a site page. Both are part of the Depot module and are shown only when the Depot module is on.
Who can use it
Anyone with View sites, the live yard, units, tanks and movements can do a yard check: scanning and comparing changes nothing. Fixing a difference uses the normal screens, so the fix buttons follow the normal permissions: Fix the position needs Move units in the yard, and Gate in on an unexpected or unknown unit needs Gate in and gate out. Without them the row shows the difference but no button.
Where it sits in the operation
The books are the movement ledger: every gate in, gate out and move puts a unit on a site, in a zone, in a slot. Over time the ground drifts from the books a driver drops a unit in the next bay, a move is not booked, a gate out is forgotten, a truck brings a unit nobody pre-advised. The yard check finds the drift; the fixes go back through the same Move and Gate in screens, so the ledger stays the only writer and every correction has its own movement record.
Figure 1 Scanning never changes the books. Only a fix does, and every fix is an ordinary movement with its own record.
What you see
At the top: the site, the zone (The whole site or one zone, listed as code · name), and the scan field Scan or type a unit number with Add, Camera and when AI is switched on for your workspace Read with AI. A card counts how many you have found out of how many the App expects, with "N still to find", or Every unit was found. when the count is complete.
The result tabs, each with its count:
All every row, sorted by result (missing first) then by number.
Missing the App has it here (in the chosen zone, or on the site), but nobody scanned it yet.
In another zone when you check one zone: scanned here, but the App has it in another zone of the same site.
Not expected here scanned here, but the App says it is not on this site: it was gated out, it is on another site, or it is only pre-advised.
Unknown number a number the App has never seen. If it is 11 characters and its ISO 6346 check digit is wrong, it is marked Check digit wrong scan again: it was probably misread.
Found scanned, and the App has it right here.
The table columns are Unit number (click it to open the unit card), Result, Where the App has it (the position, for example "Antwerp depot · A-03-02-1", or the status such as Not on site), Client (the owner) and the fix button.
Check a block or the whole site
Open Yard check and choose the site. Choose a zone if you only want to check one stack or one area; leave The whole site to check everything.
Scan each unit, or type its number and press Enter. Spaces and dashes do not matter, and scanning the same unit twice counts once ("… was already scanned.").
On a phone or tablet, tap Camera: point it at a barcode or QR label and the number is added by itself, with a beep (the beep follows Beep on a scan in Settings). For a number painted on the unit, tap Read with AI it reads the number from one photo (when AI is switched on for your workspace). Close camera stops it.
Use the tabs to look at one result at a time start with Missing and In another zone.
Fix each difference from its row (see below).
When you are done, Print or Excel from the table's export menu keeps a copy of the result, and Start over clears the list for the next check (after a confirmation: "Clear every number scanned in this check?").
Reconcile the differences
Figure 2 The decision for each number. "In another zone" can only appear when one zone is checked; on The whole site every unit of the site counts as here.
In another zone: the unit is on site but in the wrong block on the books. Click Fix the position: the unit card opens, where you book a Move to the slot where it really stands.
Missing: first look for it (another block, the cleaning station, the repair shop, a chassis at the gate). If you find it, scan it or use Fix the position. If it really left, it was gated out without a gate-out record: book the gate out from the unit card so the EIR, the storage days and the EDI gate-out message are right.
Not expected here: the unit is physically here but the books say it is not. If it came in without a gate-in, click Gate in: the gate form opens with the site and the number filled in. If the books have it on another site, check with that site before booking anything.
Unknown number: if marked Check digit wrong scan again, rescan or retype (no Gate in is offered for a misread number). Otherwise it is a unit the App has never seen: click Gate in to register it and receive it into the yard.
Controls and exceptions
The scanned numbers are kept on the device you scan with, separately per site and per zone, until you start over, so you can close the page and carry on later or check zone by zone. Nothing is stored on the server and nothing is changed in the App until you fix a row yourself.
Because the list lives on one device, two people checking the same zone on two phones keep two separate lists. Split the yard by zone between checkers.
Every fix is a normal move or gate in, with its own record in Movements, so your history stays complete and auditable.
Units being cleaned or in repair count as on site: a unit in the cleaning bay is expected and should be scanned there.
Do a yard check at a quiet moment, or zone by zone: a truck that leaves while you walk shows as missing, and one that arrives shows as not expected.
A check takes up to 5,000 numbers.
Without any site the screen only says Add a site first: appointments are per site. add a site under Sites first.
For the manager
Yard accuracy = Found ÷ Expected. Track it per zone over time; a block that keeps showing In another zone points at a driver or a stack layout problem, repeated Missing at unbooked gate-outs.
Run a full check before month-end billing and before a lessor or shipping-line stock reconciliation: storage days, free time and EDI gate messages are only as good as the gate records.
Keep the printed or Excel copy of each check as evidence of the count date.
The same comparison is available to the AI assistant as the MCP tool warehouse.yard_check (a zone's expected units against the numbers scanned).
Glossary
Books
What the App records: the site, zone and slot of each unit, built from its movements.
Expected
The units the books have in the checked area: Found plus Missing.
ISO 6346
The container numbering standard: owner code, category, serial number and check digit.
Check digit
The last digit of a container number, calculated from the other ten; a wrong one means a misread.
Gate-in
Receiving a unit on site, with its interchange receipt (EIR).
Move
A change of slot or zone inside the site.
Pre-advised
A unit announced but not yet arrived (status Expected).
Yard accuracy
The share of expected units found where the books have them.
