WAREHOUSE CUTOVER LEDGER
USPSConsolidator editorial team | Reviewed 7 October 2026

Use this blank planning ledger alongside:
https://uspsconsolidator.com/blog/changing-us-fulfilment-warehouses-stock-open-orders-cutover/

START THE RECORD
The CSV has 30 column headings and no data rows. Assign a cutover_ref and a unique record_id to each entry. Keep earlier entries when a decision changes. Use row_type to distinguish stock_snapshot, physical_movement, physical_observation, order_task, exception and approval.

Specify SKU, variant_ref and unit_basis consistently. Identify the origin, destination and actual physical_location; a carton and an individual sale unit need an agreed conversion. Use event_at for when an event occurred and recorded_at for when you entered it. Include a timezone in every timestamp, for example 2026-10-07T13:00:00Z.

KEEP QUANTITIES SEPARATE
Use quantity_units for the event or physical observation on that row. Fill the stock-state fields for a snapshot at one location and time. In the Shopify example, on_hand_units equals available_units plus committed_units plus unavailable_units. Keep incoming_units separate. A reservation or movement to staging within the same warehouse does not by itself remove physical stock from that location.

For each shipment_ref, retain the departure count and destination observation as separate entries under the transfer_ref. Record an unexplained difference with an exception_ref and owner. For example, an invented movement of 80 units with a destination observation of 79 leaves one unit unresolved; approval must state the quantity actually released.

TRACK OPEN WORK AND APPROVALS
For order_task rows, record order_line_ref, warehouse_task_ref, physical_phase and task_owner. Retain evidence of a stop acknowledgement before authorising a replacement instruction. A changed platform location cannot establish that an old picking task stopped.

Use evidence_ref for the supporting record. Keep status, approved_action, approved_by, approved_at and review_due_at explicit. A blank quantity means unknown or not applicable, so confirm it before treating it as zero. These are suggested business records for manual review. Agree the actual workflow, permissions and any system import requirements before applying changes.