System Migration

Last updated: 2026-08-07

1. Scenario

Use system migration when enabling GWMS for the first time and bringing existing products, SKUs, and physical warehouse inventory into the system. Daily inbound, inventory, outbound, stock count, and fee processes will continue from this baseline after go-live.

Use this guide when:

• A new account needs to import existing products and SKUs in bulk.
• Physical stock is already in the warehouse and requires an opening inventory ledger.
• Goods are already labeled and the GSKU in GWMS must match the physical label.

For a small number of daily additions, see Add a Product and Add a SKU. After go-live, process new arrivals through Inbound Forecast instead of opening inventory initialization.

2. Instructions

Prerequisites

1. Your account can open GWMS-Product Management-Product, GWMS-Product Management-SKU, and GWMS-Inventory Management-My Inventory.
2. Product name, SKU, Chinese and English names, package dimensions, package weight, outbound packaging, and product attributes are ready.
3. Opening inventory has been organized by warehouse, SKU, and quantity. Include batch information when it must be retained.
4. The migration time, inventory freeze time, initialization operator, and reviewers have been agreed with the warehouse.

2.1 Confirm the migration scope

Freeze one baseline ledger before importing. This prevents receiving or shipping during the migration from creating unexplained differences.

Data	Key checks
Product	Product name is unique and the product record exists
SKU	SKU, Chinese and English names, package dimensions, weight, and outbound packaging
Label	GSKU for pre-labeled goods matches the physical label
Opening inventory	Warehouse, SKU, quantity, and any batch data that must be retained

Use one final version for each migration batch. If data must change after importing starts, record the difference and let the assigned owner update it consistently.

2.2 Prepare products and import SKUs

Menu path: GWMS-Product Management-SKU

1. Search for the product and SKU before importing to avoid duplicate records.
2. If the product does not exist, create it in GWMS-Product Management-Product, then return to the SKU page.
3. Click Import on the SKU page and download the current template.
4. Keep the template headers and complete the file. Check product name, SKU, SKU-CN, SKU-EN, package dimensions, package weight, and outbound packaging carefully.
5. For goods that already have GSKU labels, use the same GSKU in the import file. If there is no established label rule, GWMS can generate the GSKU.
6. Upload and confirm the import. Search by SKU or GSKU afterward and check the record and status.

Figure legend:

1. Open SKU under Product Management.
2. Use the search area to check for an existing SKU or GSKU.
3. Click Import in the action area. The same area also provides add, edit, export, and label printing actions.

If the imported record is Pending Review, wait until it changes to Enable before using it in later operations. See Add a SKU for field and status details.

2.3 Coordinate opening inventory initialization

Your account does not provide an opening inventory import entry. Send the confirmed opening inventory ledger to the warehouse or implementation operator, who completes the inventory write-in during initialization.

Follow this sequence:

1. Stop inventory changes in the previous system at the agreed time and confirm the final opening inventory ledger.
2. Provide the warehouse, SKU, quantity, and required batch details.
3. The warehouse writes in the opening inventory and reports the completed scope and exceptions.
4. Do not submit an inbound forecast or initialize the same goods again before both sides finish verification.

Opening inventory initialization is for the go-live baseline only. After go-live, new arrivals must use GWMS-Inbound Management-Inbound Forecast, followed by receiving and putaway.

2.4 Verify SKUs and inventory

Menu paths:

• GWMS-Product Management-SKU
• GWMS-Inventory Management-My Inventory

SKU checks:

1. Search by SKU or GSKU.
2. Check product name, package dimensions, weight, product attributes, and status.
3. Sample pre-labeled goods and compare or scan the GSKU to confirm that it matches the physical label.

Inventory checks:

1. Open Inventory Management-My Inventory.
2. Search by warehouse, SKU, or batch.
3. Switch between SKU Perspective, Warehouse Perspective, and Batch Perspective and compare the quantities with the migration ledger.
4. Check both Available Inventory and Total Inventory. If pending inbound, pending outbound, or defective quantities exist, do not use total inventory alone as the available amount.
5. Perform a sample count at the agreed ratio. If a difference is found, pause outbound for the affected SKU and have the warehouse review the initialization record.

Figure legend:

1. Open My Inventory under Inventory Management.
2. Search by warehouse, SKU, batch, putaway date, or inventory quantity.
3. Export the current result or expand grouped details for further checking.
4. Switch between the SKU, warehouse, and batch perspectives.

Result: the migrated SKUs can be found and are available for use, opening inventory matches the approved ledger, and daily inbound and outbound can begin.

3. Notes

3.1 Recommended migration order

Use this order:

Freeze legacy inventory → Create products → Import SKUs → Confirm SKU status → Initialize opening inventory → Verify inventory → Open daily operations

Opening inventory cannot be matched correctly before products and SKUs are ready. Starting outbound before inventory verification makes later differences harder to trace.

3.2 GSKU rules

• Goods already labeled: use a GSKU that matches the physical label.
• Goods not yet labeled: let GWMS generate the GSKU, then print labels using the system code.
• Do not change the GSKU for the same item during migration, or warehouse scanning may fail to match it.

3.3 Handling differences

• SKU import fails: correct the template according to the page message and re-import only the failed records.
• SKU status is Pending Review: wait for approval and do not use the SKU for inbound or outbound yet.
• Inventory quantity differs: check transactions after the freeze time, SKU, warehouse, and batch, then have the warehouse correct the initialization result.
• No result appears: clear the filters and search again, then confirm that your account can view the relevant warehouse and SKU.

4. FAQ

Q1: Can I import opening inventory from my account?

A1: No. Your account does not provide an opening inventory import entry. Send the confirmed opening inventory ledger to the warehouse or implementation operator, then verify the result in Inventory Management-My Inventory.

Q2: Can GSKU be left blank during SKU import?

A2: If the goods do not use a fixed label yet, GWMS can generate the GSKU. For goods already labeled, use the GSKU printed on the physical label to avoid scan mismatches.

Q3: Why can't I select an imported SKU in an inbound order?

A3: Open Product Management-SKU and confirm that the record exists and its status is Enable. Also check current filters and account permissions. If it is Pending Review, wait for approval.

Q4: Can I use an inbound forecast instead of opening inventory initialization?

A4: Do not mix the two. Opening inventory establishes the baseline for goods already in the warehouse before go-live. Inbound Forecast is for normal arrivals after go-live. Processing the same goods twice creates duplicate inventory.