What is Scan Validation?
Scan validation is a configurable system that controls exactly which pallets can be scanned onto a trip in the Cross Dock mobile app, based on the pallet's planning group and order status. This replaces the previous on/off Scan on trip toggle with five permissiveness levels.
Why Use Validation?
Without validation, a pallet for the wrong destination could still be scanned onto a trip—the scanner would show a warning but the operator could click through, risking goods being sent to the wrong place. Validation blocks non-compliant scans outright with a clear error on the device, so only the right pallets are loaded.
Terminology
Term | Definition |
Scan to trip | The mobile flow where a pallet is scanned to be assigned to an existing trip. |
Loading flow | The mobile flow where a trip sheet is scanned and pallets are loaded onto the vehicle. |
Planning group | A grouping used to organise orders and trips—validation can require a pallet and trip to share the same planning group. |
Order status | Whether the pallet's leg is planned or unplanned—used to decide whether a scan is allowed. |
Scan on trip feature | The configuration setting that sets the validation level for both flows. |
The Five Validation Levels
Administrators pick one of five levels for the Scan on trip feature setting.
Each level is broader than the one above it, so only one needs to be picked:
Disabled — both flows are off; nothing can be scanned to a trip.
Only unplanned orders with same planning group — the strictest active state; only unplanned pallets sharing the trip's planning group can be scanned.
Unplanned orders (any planning group) — also accepts unplanned pallets from a different planning group.
Planned and unplanned orders with same planning group — also accepts already-planned pallets when the source and target trips share a planning group; this enables moving a pallet from one trip to another.
All planned and unplanned — the broadest level; any pallet can be scanned regardless of status or planning group.
What Each Level Allows
Level | Scan to trip allows | Scan to trip blocks |
Disabled | Nothing — both flows off | Everything |
Only unplanned orders with same planning group | Unplanned pallets in the trip's planning group | Everything else |
Unplanned orders (any planning group) | Any unplanned pallet, regardless of planning group | All planned pallets |
Planned and unplanned orders with same planning group | Any pallet (planned or unplanned) sharing the trip's planning group | Pallets whose order is in a different planning group |
All planned and unplanned | Anything | Nothing |
Existing tenants keep existing behaviour: Only for unplanned legs becomes Only unplanned orders with same planning group, and Disabled stays Disabled.
💬 Contact Qargo Support if changes are required to this setting.
Prerequisites
Before using Free Scan, ensure the following:
Mobile App & Configuration
An up-to-date mobile app version that supports the Scan to trip and Loading flows.
The cross-dock module must be in use, with pallet scanning configured.
Scan validation mode is configured under Configuration → Integrations → Mobile app / Subco portal → Mobile cross dock config.
💬 Contact Qargo Support to adjust this setting.
Order Requirements
The order status must be set to "To Plan."
A depot leg must exist for the relevant depot location.
Trip Requirements
The trip must be in Planned status.
The trip must include the correct depot stop in its route.
Depot Stop Configuration
A depot stop is essential for the Free Scan functionality to associate an order leg with a trip:
Open the order and navigate to the Execution section.
Insert an intermediate stop between the collection and delivery points.
Mark this stop as a Depot Stop for the relevant depot.
How to Use: Scan to Trip Flow
The Scan to trip flow allows you to assign a pallet to an existing trip directly from the mobile app:
Open the Scan to trip option in the cross-dock app.
Select the planning group. A list opens showing unplanned legs (for levels 1–3) or both planned and unplanned legs (for levels 4–5).
Scan a pallet from the list.
Select the trip when prompted. Validation runs at this point and on every subsequent pallet scan.
View the result—a compliant pallet is added; a non-compliant pallet is blocked with a clear error on the device.
How to Use: Loading Flow
The Loading flow is used when scanning a trip sheet:
Scan the trip sheet to open the loading list of pallets.
Scan a pallet that is not on the loading list. The same validation rules as Scan to trip are applied.
View the result—the pallet is accepted if it matches the configured level, or blocked with a clear error if it does not.
📚 To offer the warehouse a curated set of optional pallets, create a second trip on the same planning group and add those pallets to it. The warehouse can then scan from that trip onto the main trip without leaving the floor (requires level 4 or higher).
Troubleshooting
A pallet is blocked with an error when scanning to a trip
Cause: The pallet does not match the configured validation level (wrong planning group or status).
Resolution: Confirm the configured Scan on trip feature level and ensure the pallet's planning group and order status are allowed at that level.
Planned pallets cannot be scanned
Cause: The level is set to Unplanned orders or stricter.
Resolution: Select a level that includes planned pallets (level 4 or higher) via Qargo Support.
A pallet cannot be moved from one trip to another
Cause: The level does not allow planned pallets, or the trips do not share a planning group.
Resolution: Use level 4 or higher and ensure both trips share the same planning group.
Nothing can be scanned to a trip
Cause: The level is set to Disabled.
Resolution: Select an active level via Qargo Support.
The validation level cannot be changed in Configuration
Cause: The setting is managed by Qargo Support.
Resolution: Contact Qargo Support to adjust the Scan on trip feature level.
"Could not find a leg still to plan" error appears
Cause: The system cannot properly identify an eligible order leg to assign to a trip.
Common reasons:
Multiple eligible legs exist, or the depot role is set to NONE, preventing the system from determining the correct scan status.
The trip is not yet planned, does not exist, or does not include the relevant depot stop.
The depot location has not been selected, or a valid depot leg does not exist for the order at the depot.
Resolution: Verify the following:
The order leg you intend to load is in "To Plan" status and has a valid depot leg created for the depot location.
The trip is in Planned status and includes the relevant depot stop in its route.
The depot role is correctly set so the system can determine the scan status.
If these conditions are met, the system should successfully assign the order or pallet to the desired trip.
Limitations
Validation covers planning group and order status only — there are no weight, capacity, ADR, customs, or anomaly checks.
There is no location-based validation (depot, destination, or hub).
The validation level applies to all planning groups; it cannot be enabled or disabled per planning group.
The same level drives both the Scan to trip and Loading flows—there is no per-flow override; Disabled is the only way to switch the feature off.
Error messages are generic per status code, not order-specific.