GWMS Initial Setup (Customer)

Last updated: 2026-04-13

1. Scenario

Initial setup is the process by which customers prepare the products and SKUs needed for subsequent business operations in the system, and collaborate with the warehouse to complete opening inventory initialization before going live with GWMS for the first time.

Once basic data is fully prepared, the warehouse can proceed with receiving, putaway, outbound, and stock counting based on the SKUs, GSKUs, and initialized inventory quantities in the system.

Applicable scenarios:

• A new customer is enabling GWMS for the first time and needs to migrate existing product data and in-warehouse inventory into the system.
• The customer has goods that are already labeled and needs the GSKUs in the system to match the physical labels.
• The warehouse has not yet started standard inbound processes but needs to establish a verifiable opening inventory ledger first.

Not applicable scenarios:

• For adding a single product or SKU on a daily basis, refer directly to Add Product and Add SKU.
• Inventory generated through normal business inbound should not be re-imported via the initialization method.

2. Instructions

Prerequisites

Please confirm the following before starting:

1. Permissions: The customer account must at least be able to access GWMS-Product Management-SKU. If you cannot see the menu or the Import button, contact your implementation team or warehouse administrator to enable permissions.
2. Data: Product data, SKU data, GSKU rules, and opening inventory details should already be compiled. If goods are already labeled, verify the label content in advance.
3. Configuration: If opening inventory initialization is needed, confirm with the warehouse in advance who will handle the import, which template to use, and who will verify the results after import.

2.1 Prepare and Import SKU Data

Menu path: GWMS-Product Management-SKU

1. If the corresponding product does not yet exist in the system, first go to GWMS-Product Management-Product to create the product record, then return to the SKU page for importing.
2. Go to GWMS-Product Management-SKU.
3. Click Import above the list.
4. Fill in SKU basic data according to the template. At minimum, verify product name, SKU, GSKU, and packaging dimensions.
5. If the customer already has goods with SKU labels affixed, ensure that GSKU in the import file matches the physical labels. If GSKU is left blank, the system will auto-generate a GSKU.
6. After submitting the import, refresh the list and confirm that the imported SKUs appear on the page.

2.2 Warehouse Completes Opening Inventory Initialization

The customer account currently does not have an inventory import entry point; customers cannot directly import opening inventory. Opening inventory initialization must be performed by the warehouse during the initialization phase. The customer side is responsible for providing accurate inventory details and verifying the results after import.

We recommend the following collaboration approach:

1. The customer first compiles the opening inventory ledger, including at minimum: warehouse, SKU, quantity, and any batch information that needs to be preserved.
2. Provide the opening inventory ledger to the warehouse or implementation team. The warehouse will continue the import through the warehouse-side initialization entry point.
3. After the import is complete, the customer returns to the customer-side inventory page to verify quantities, while the warehouse simultaneously verifies the import results.
4. If discrepancies exist, retain the import file and result screenshots first, then have the warehouse re-import or correct.

2.3 Check Initialization Results

Result: After initialization is complete, SKUs can be queried in GWMS-Product Management-SKU. Once the warehouse completes opening inventory initialization, the customer can verify the results on the customer-side inventory page. Subsequent business operations will directly use this data.

1. Return to GWMS-Product Management-SKU, filter by SKU, GSKU, or creation time, and confirm that the imported records exist.
2. After the warehouse completes the opening inventory import, go to GWMS-Inventory Operations-My Inventory on the customer side and verify the initialization results by warehouse, SKU, or batch.
3. If discrepancies exist, first check the ledger provided by the customer and the warehouse import results, then decide whether to re-import or contact implementation for further troubleshooting.

3. Supplementary Notes

3.1 Glossary

• Product: The product record maintained by the customer in GWMS, used to carry SKUs, images, and basic descriptions.
• SKU: A specific variant of a product, such as color, size, or set version. It is the base unit for identifying items in subsequent inbound and outbound operations.
• GSKU: The GWMS internal SKU code used for warehouse operations. If physical items are already labeled, it is recommended to keep GSKU consistent with the label content.
• Opening Inventory: The inventory quantity already stored in the warehouse before the system is officially activated. It must first be initialized and imported into the system by the warehouse to avoid discrepancies between book and physical inventory later.

3.2 Recommended Initialization Order

We recommend processing in the order of: Product -> SKU -> Opening Inventory.

Note that:

• Without a product record, SKUs cannot be fully associated with the correct product information.
• Without SKUs prepared, the warehouse cannot complete opening inventory initialization with the correct codes.
• After opening inventory is imported, it directly affects inventory queries and subsequent business, so verify quantities with the warehouse first.

3.3 Business Impact

• Label impact: Warehouse scanning and subsequent operations will prioritize GSKU identification. Do not change codes for already-labeled goods on the fly.
• Process impact: Initialization import is only a go-live preparation step and is not equivalent to standard daily inbound. Switch back to the normal inbound process after official go-live.

4. FAQ

Q1: Goods are already labeled with SKU labels. Can I leave GSKU blank when importing?

A1: If goods in the warehouse are already labeled, we do not recommend leaving it blank. Ensure that GSKU in the import file matches the physical labels. Only leave GSKU blank when there is no fixed labeling rule yet and you have confirmed that the system is allowed to auto-generate codes.

Q2: Can customers import opening inventory themselves?

A2: No. The current customer account does not have an inventory import entry point. Opening inventory must be imported by the warehouse during the initialization phase. The customer side needs to first compile the opening inventory ledger and then verify the results on the customer-side inventory page after the warehouse completes the import.

Q3: I can't find SKUs or inventory after the import. What should I check first?

A3: Check three things first: 1) whether SKU, GSKU, warehouse, and cargo owner are correctly filled in the import file; 2) whether the list filter conditions are restricting the query results; 3) whether the system returned a failure receipt or error message. If all three are normal, retain the import file and error screenshots and hand them to the implementation team for further troubleshooting.