Demo rules
- Send the scenarios and sample data at least two weeks before the demo.
- The vendor should work in the live system rather than slides, and say for each step whether it is standard, configuration or custom development.
- Run the scenarios in order and on a timebox; a skipped scenario scores zero.
- Have at least one warehouse operator and one IT person attend; let them try the handheld screens.
- Each evaluator scores right after the demo, independently.
Sample data pack
- 50–200 real item records (including dimensions, weight, barcodes, lot / expiry)
- A sample location structure (zone, aisle, rack, bin) with capacities
- One day of real orders (anonymised), with different cut-off times
- A sample ASN / purchase order and one returns record
- Examples of the labels and delivery notes you use
Anonymise fields containing personal data (customer name, address, phone) before the demo.
Scenarios
| No | Scenario and steps | Success criteria |
|---|---|---|
| S1 | Receiving against an ASN with lot / expiry capture — A receipt is made against your sample ASN; one line is short, one is over and one has the wrong lot. Labels are printed. | Discrepancies show separately and require approval; lot and expiry are read from the barcode. |
| S2 | Putaway suggestion and location capacity check — The system suggests locations for received pallets; when the suggested location is full, the operator picks another. | The suggestion rule can be explained; the system validates the alternative location against the rules. |
| S3 | Wave planning and batch picking — A wave is created from your order file (e.g. 200 orders, different cut-off times), picked in batches and sorted. | Wave rules can be changed on screen; the pick path makes sense; sorting errors are caught. |
| S4 | Stock shortage and partial shipment — During picking the expected quantity is missing from the location (short pick). | The system suggests an alternative location or applies the partial-ship / hold rule; the discrepancy triggers a count task. |
| S5 | Packing, carrier label and delivery note — Items are scanned at the pack station, a carton is chosen, and the carrier label and delivery note are produced. | Scanning a wrong item raises an alert; the label and tracking number come from the carrier integration. |
| S6 | Cycle count and variance approval — A count task is created for selected locations; one location shows a variance. | A recount is triggered above the threshold; approval rights and the audit trail are visible. |
| S7 | Returns receipt — An e-commerce return is received and graded as damaged / sellable. | Sellable items return to stock, damaged ones go to a separate status; the correct movement is posted to the ERP. |
| S8 | Error in the ERP integration — A faulty order (unknown item code) arrives from the ERP. | The error is visible on screen, ownership is clear and the corrected message can be reprocessed. |
| S9 | Reports and KPIs — The day's picking performance, inventory accuracy and late orders are reported; one report is modified during the demo. | Users can modify the report themselves; data can be exported. |
| S10 | Access control and activity log — A user's stock-adjustment right is removed; the log of an adjustment is shown. | Rights change by role and immediately; who changed what and when is visible. |
Add scenarios specific to your operation: activity-based billing for 3PL, ITS reporting for pharma, temperature-zone rules for cold chain, and so on.
Scoring
| Score | Meaning |
|---|---|
| 5 | Done in the standard product, easily and completely |
| 4 | Done with configuration; minor gaps |
| 3 | Done, but needed a workaround or extra steps |
| 2 | Requires custom development |
| 1 | Could not be done or was only described |
Download the scoring sheet as CSV and give each evaluator a copy. Carry the average into the “functional fit” line of the RFP evaluation table.
Questions to ask after the demo
- Is the version shown the same as the version proposed?
- Who does the “configuration” shown: the customer or the vendor? Is it chargeable?
- Are custom developments preserved during upgrades?
- Which devices and operating system versions does the handheld app support?
This document is a general working template; it is not a substitute for legal, financial or technical advice. Adapt it to your circumstances.