Calculating Packing Boxes in Helm

What this covers:

• Modelling packaging in Inventory: Packaging vs Auxiliary Packaging.

• Assigning packaging automatically via Order Rules.

• Handling variable quantities (e.g. 10 cm tape; 30 cm bubble).

• Choosing the optimal box per SKU or order using dimensions and fit logic.

• Mixed scenarios: jiffy bag for one; box for ten.

• Reporting, alerts, and replenishment cues.

• Common questions and troubleshooting.

Key concepts:

Packaging:

Primary containers that are selected at pack (e.g. “Box 10×10×20”, “Jiffy Bag Large”) with weight and dimensions.

Auxiliary Packaging:

Consumables used alongside the primary container (e.g. tape, bubble wrap), often scanned at the bench to decrement stock.

Fit logic:

Compare the order’s packed dimensions/weight with candidate packaging to recommend the smallest suitable option.

Order Rules:

Conditions that auto‑assign packaging to orders before packing.

Setup: model your packaging

Step 1: Create Packaging items

1. Go to Inventory > click Create Inventory,

2. Give it a Name (box or envelope size: e.g. “Box 10×10×20”.),

3. Add a SKU,

4. Add Secondary SKU (if needed),

5. Set Item Type: Packaging,

6. Set Batching Type: No batching, Serial Numbers or Batch Numbers.

Step 2: Additional Information

Alter or amend any of the following details:

1. General Inventory Information - captures the core identity and trade details for an inventory item: its name and SKU, basic classification, and whether it uses batching or service options.

2. Packaging Parameters - choose the box type, enter quantity, and record its dimensions and weight in cm and kg for accurate handling and shipping.

3. Barcodes - assigns up to five barcodes to the packaged item, enabling identification and scanning across different packaging variants or logistics workflows.

4. Stock Location Information - tracks where packaged stock lives and how it’s handled: the current location (Your Warehouse), whether boxes can be split and picked, and live counts for On Hand, Allocated, and Available - here showing items on hand, items allocated, items available.

5. Purchase Order Details - shows procurement status for the packaged item: there are no purchase order details recorded, and the dropshipping setting can be toggled to indicate whether the item is fulfilled directly from supplier to customer.

6. Suppliers - manages supplier links for the packaged item. You can add a supplier, set a reference, enter the cost price and minimum order quantity, and mark whether they’re the primary supplier and active. The Add Supplier button opens this form to search and attach a supplier record, establishing purchasing details for this SKU.

7. Inventory - shows linked inventory for the item and provides an option to attach related SKUs. The Add Inventory action opens a form to select another inventory record and set a quantity, but if its disabled, it indicates no linked items are set up yet and the feature isn’t active for this record.

8. Stock Levels Summary - gives a live snapshot of stock for the packaged item: items on hand, items open, and items available, with global available as well. The Logs button opens the movement and adjustment history, so you can trace how these figures changed over time.

9. Default Tax Rate - selects the item’s standard VAT rate from predefined options, determining how tax is applied on sales and purchase transactions for this SKU.

10. Inventory Fabric Content - records any material makeup relevant to the item’s packaging: for example, paper, cardboard, plastic, or composite content: supporting compliance, sustainability reporting, and handling guidelines.

11. Inventory Categories - lets you assign the item to relevant inventory categories, helping organise reporting, searches, and workflows. Selecting categories classifies the packaging for easier filtering and management across the system.

Raise POs; receive packaging like standard inventory to track spend and stock.

Step 3: Create Auxiliary Packaging items

1. Add items: “Tape 10 cm”, “Bubble Wrap per cm”, or simply “Tape Roll”, “Bubble Wrap”,

2. Add a SKU,

3. Add Secondary SKU (if needed),

4. Set Item Type: Auxiliary Packaging,

5. Batching Type: this will grey out as its not relevant

Go back to Step 2:

This will have the same additional details as in Step 2 to fill out

Automatically Assign Packaging

Step 4: When do you use rules

• Create rules that assign the “Packaging” item when conditions are met:
  • By SKU dimensions or weight thresholds.
  • By total order quantity (e.g. 1–3 items: Jiffy Bag; ≥4 items: Box M).
  • By product category (e.g. fragile: Box + bubble requirement).

• For jiffy vs box scenarios:
  • Rule A: If SKU ISA111154 quantity ≤ 3: assign “Jiffy Bag Small”.
  • Rule B: If SKU ISA111154 quantity ≥ 4: assign “Box 20×15×10”.

Step 5: How to create a packaging rule

1. Navigate to Settings > Order Rules.

2. Name and status

   • Set a clear rule name (e.g., “Add BigBox Packaging”) and set Status: Active.

   • Optionally set Run Limit Per Order; leave at 0 for unlimited.

   • Set Run Priority; use a lower number if you want this to run before others.

3. Conditions (when it should trigger)

   • In Conditions, choose a Connective (AND/OR).

   • Pick a Field (e.g., Product SKU, Tags, Shipping Method Requested, Sales Channel).

   • Choose a Condition (e.g., Equal To, Contains).

   • Enter the Value (e.g., SF25L6 or “Fragile” tag).

   • Use Add Group to combine multiple conditions if needed.

4. Actions (what it should do)

   • In Actions, select Add Order Packaging.

   • Enter the Packaging Inventory SKU (e.g., SF25L6 for BigBox).

   • Set the Quantity to add per order (or per matching line, depending on your workflow).

5. Save

   • Click Save to enable the automation.

Result:

When an order meets your conditions, Helm will add the specified packaging automatically, ensuring consistent packing materials without manual steps.

Step 6: Add auxiliary packaging during packing

Assign barcode numbers in the CODE128 format, print them, and place them at the packing station for quick scanning. https://barcode.tec-it.com/en/Code128

At the packing bench:

1. Select the assigned Packaging item; confirm weight/dimensions if required.

2. Scan barcodes for Tape and Bubble Wrap; each scan decrements stock by your configured unit.

3. For variable consumables: enter the quantity used (e.g. “Tape: 10 cm”, “Bubble: 30 cm”).

Result:

Shipment records include consumables used; inventory adjusts

Calculating the right box: decision logic

Step 7: Fit rules you can implement

1. Per‑SKU default: store a preferred packaging size with the SKU for single‑item orders.

2. Per‑order calculation:

   • Aggregate dimensions for multiple items using a packing heuristic:

     • Start with the largest item; place others; choose the smallest box that fits the combined L×W×H and max dimension constraints.

   • Respect weight limits: packaging must support the order’s total weight.

     • Practical shortcuts:

     • Threshold by item count: 1 item: Jiffy; 2–5: Box S; 6–10: Box M; >10: Box L.

     • Threshold by cubic volume: volume ≤ X: Jiffy; ≤ Y: Box S; ≤ Z: Box M, etc.

     • Store these thresholds inside Order Rules so recommendations are automatic.

Reports, alerts, and replenishment

Step 8: Monitor usage

Reports > Inventory:

• Stock Transaction Report for Packaging items: track consumption and restocks.

• Auxiliary Packaging report: view usage volumes by tape/bubble SKUs.

• Suggested alerting:

  • Create Low‑Stock thresholds per packaging SKU;

  • enable notifications when stock dips below minimum.

• Review monthly spend via PO/supplier reporting to audit packaging costs.

Common scenarios and Q&A

1. Can we assign multiple packaging materials to the same order? Yes:

   • One primary “Packaging” item via Order Rules.

   • Multiple “Auxiliary Packaging” items scanned/entered at pack: e.g. tape 10 cm; bubble 30 cm; fragile label 1 unit.

   • “ISA111154: one item goes in a jiffy; ten items go in a box

2. Can rules handle that? Yes:

   • Use quantity‑based rules to switch the assigned Packaging item by order quantity.

3. Can auxiliary packaging be auto‑assigned? Today:

   • Assign Packaging via rules;

   • Auxiliary packaging is added at pack by barcode scan or quantity entry.

   • If you require auto‑assignment of auxiliary quantities (e.g. always add 10 cm tape and 30 cm bubble), document the expected consumables per rule and enforce at pack via SOP and station prompts.

4. Can Helm warn when boxes are running low? Yes:

   • Maintain stock for Packaging and Auxiliary Packaging SKUs;

   • Set reorder points; Use low‑stock views/alerts.

   • Supplement with scheduled reports for procurement.

5. Can we calculate box selection purely by dimensions? Yes:

   • Keep item dimensions accurate,

   • Define decision thresholds,

   • Use rules to assign the smallest box that fits while respecting weight limits.

Good practice:

Keep packaging dimensions precise; round up by 5–10 mm to allow for tolerance.

• Record empty box weight; volumetric weight settings should match your couriers.

• Standardise station barcodes; one scan equals one unit of consumption.

• Periodically A/B test rules for accuracy vs speed; measure packing time, damages, and void fill usage.

Validation: Test your setup

1. Create three orders:
   • Single small item; expected: Jiffy Bag.
   • Multi‑item medium order; expected: Box M + tape + bubble.
   • Heavy order; expected: Box L.

2. Start packing each; confirm assigned Packaging appears; scan auxiliary items; verify stock decrements and reports show usage.

3. Adjust thresholds until box choice and consumable usage match reality.

Troubleshooting:

• Packaging not appearing at pack:

  • Confirm Item Type is “Packaging”,

  • Check stock/location,

  • Verify Order Rule fired.

• Auxiliary scans not decrementing:

  • Confirm Item Type “Auxiliary Packaging”,

  • Barcode linked,

  • Unit per scan configured.

• Wrong box suggested:

  • Revise thresholds,

  • Check item dimensions and weight,

  • Test fit with worst‑case orientation.

• Low‑stock alerts missing:

  • Set reorder points,

  • Confirm alerts/report schedules.

Outcome:

Your teams can calculate and assign the correct packaging, record consumables cleanly, switch between jiffy and box based on quantity or dimensions, and reconcile costs and stock without raising tickets.