GWMS Initial Setup (Warehouse)

Last updated: 2026-04-13

1. Scenario

Warehouse-side initial setup refers to preparing warehouse data, customer business relationships, SKU data, and opening inventory in GWMS before the warehouse formally begins handling customer business.

Once basic data is fully prepared, subsequent inbound, putaway, stock transfer, stock counting, and outbound operations can flow correctly based on the actual warehouse, locations, cargo owners, and SKUs.

Applicable scenarios:

• A new warehouse is going live with GWMS for the first time and needs to establish warehouses, zones, locations, and customer records.
• An existing warehouse is switching to GWMS and needs to migrate existing SKUs and opening inventory into the system.
• Customer goods are already labeled and SKUs, GSKUs in the system need to match the physical labels.

Not applicable scenarios:

• For adding a single warehouse, customer, or SKU on a daily basis, go directly to the corresponding feature page. There is no need to redo the entire initialization process.
• Goods that have already gone through the standard inbound process should not be re-entered through opening inventory import.

2. Instructions

Prerequisites

Please confirm the following before starting:

1. Permissions: Must be able to access GWMS-Warehouse Management, GWMS-Quotation & Business, GWMS-Customer Management, GWMS-Product Management-SKU, GWMS-Inbound Management-Inbound Forecast, and GWMS-Inventory Operations-Inventory Management. If you cannot see menus or the Import button, contact your administrator to enable permissions first.
2. Data: Warehouse codes, zone/location codes, customer numbers, business quotations, SKU data, and opening inventory details should already be compiled.
3. Configuration: Before importing opening inventory, prepare a usable inbound forecast order. The Inbound Order No. field in the inventory import template must be filled with this order's number.

2.1 First Create Warehouses, Zones, and Locations

Menu path: GWMS-Warehouse Management

1. First go to GWMS-Warehouse Management-Warehouse and create the warehouse record.
2. Then go to GWMS-Warehouse Management-Zone and create zones based on actual operational areas, such as storage area, staging area, and returns area.
3. Finally, go to GWMS-Warehouse Management-Location and enter each shelf position, floor stack position, or work position into the system.
4. If there are many locations, click Import on GWMS-Warehouse Management-Location to bulk import.
5. The location import template includes three fixed fields: Warehouse Code, Zone Code, Location Code. Uploaded files only support xls and xlsx formats.

System feedback:

• After successful location import, the system displays Import successful!. New locations appear in the location list.
• If there are issues with warehouse code, zone code, or location code, the system displays Import failed with the specific reason.

The image below shows the basic data entry points on the warehouse side. Warehouse, Zone, and Location are all under the same menu group:

The image below shows the GWMS-Warehouse Management-Location page, where you can directly add, export, or import locations:

For step-by-step page instructions, see Warehouse, Zone, and Location.

2.2 Prepare Business Quotations First, Then Create Customer Records

Menu paths:

• GWMS-Quotation & Business-Business Quotation
• GWMS-Customer Management-Customer List

1. Go to GWMS-Quotation & Business-Business Quotation and first prepare the business quotation the customer will use.
2. After the business quotation is confirmed, go to GWMS-Customer Management-Customer List to add the customer record.
3. If the customer later needs account balance or statement settlement, continue to supplement account and top-up related information.
4. After saving, return to the lists to confirm that both the business quotation and customer record can be queried normally.

System feedback:

• After saving, the business quotation and customer record should be queryable in their respective lists.
• If account balance management needs to be enabled later, continue to GWMS-Customer Management-Account List to view and maintain customer accounts.

The image below shows the quotation and business entry points on the warehouse side. Commonly used during initialization are Business Quotation, Business Quotation Sheet, and Business:

The image below shows the customer management entry points. During initialization, you typically need to maintain the Customer List first:

For step-by-step page instructions, see Business Quotation and Customer List.

2.3 Import SKUs and Confirm SKU Status

Menu path: GWMS-Product Management-SKU

1. Go to GWMS-Product Management-SKU.
2. Click Import above the list. The system opens the Product Import window.
3. Click Download Template to get the import file. The template must include at minimum: product name, SKU, packaging dimensions, and packaging weight. If goods are already labeled, we recommend also filling in GSKU.
4. If you need to associate SKUs directly with a default location, you can fill in Location Code in the template. The system will verify whether this location already exists.
5. Upload the file and click Confirm.
6. After successful import, return to the SKU list to check the new records.
7. After successful import, GWMS generates SKUs in Enabled status by default. Only when Product Review has been enabled in the customer profile will newly imported SKUs enter Pending status and require warehouse review before use.

System feedback:

• After successful import, the system displays Import successful!.
• If template fields are incomplete, GSKUs are duplicated, or location codes do not exist, the system displays Import failed with the specific reason.
• When Product Review is not enabled, imported SKUs can be checked directly in Enabled status in the list.
• When Product Review is enabled, GWMS displays Review successful after SKU review passes.

The image below shows the Import window on the GWMS-Product Management-SKU page:

Additional notes:

• For already-labeled goods, keep GSKU consistent with the label content.
• If GSKU is left blank, the system will auto-generate a GSKU.
• To confirm whether Product Review is enabled for the customer or to process pending SKUs, see SKU Review.

2.4 Prepare an Inbound Order Number, Then Import Opening Inventory

Menu paths:

• GWMS-Inbound Management-Inbound Forecast
• GWMS-Inventory Operations-Inventory Management

1. First go to GWMS-Inbound Management-Inbound Forecast and prepare a usable inbound forecast order to receive this initialization inventory.
2. Note down this order's Inbound Order No..
3. Go to GWMS-Inventory Operations-Inventory Management and click Import.
4. Download the inventory import template. The template includes fixed fields: Warehouse Code, Location Code, SKU, Cargo Owner, Inbound Order No., Putaway Date, Inventory.
5. Fill in the data according to the template, upload the file, then click Confirm.
6. After the import is complete, query the inventory management list by warehouse, location, cargo owner, or SKU to confirm that inventory quantities have been written to the system.

System feedback:

• After successful import, the system displays Import successful!.
• The system validates the inbound order number, warehouse code, cargo owner, SKU, and putaway date. If any field does not match, the system displays Import failed with the reason.
• After import, inventory appears in the inventory management list. By detail dimension, you can directly view warehouse, location, cargo owner, SKU, batch number, and inventory quantity.

The image below shows the inventory import window in GWMS-Inventory Operations-Inventory Management:

2.5 Check Initialization Results

Result: After initialization is complete, warehouses, zones, locations, customers, business quotations, SKUs, and opening inventory can all be queried on their respective pages. Subsequent documents will directly reuse this basic data.

1. Go to GWMS-Warehouse Management-Warehouse/Zone/Location and confirm that all basic warehouse data has been created.
2. Go to GWMS-Customer Management-Customer List and GWMS-Quotation & Business-Business Quotation and confirm that customers and business quotations are ready.
3. Go to GWMS-Product Management-SKU and confirm that SKUs needed for business operations are in Enabled status. If Product Review is enabled for the customer, also confirm that pending SKUs have passed review.
4. Go to GWMS-Inventory Operations-Inventory Management and confirm that initialized inventory can be queried by warehouse, location, cargo owner, SKU, and batch number.

3. Supplementary Notes

3.1 Recommended Initialization Order

We recommend proceeding in the following order:

Warehouse/Zone/Location -> Business Quotation -> Customer Record -> SKU Import/Status Check -> Inbound Forecast Order -> Opening Inventory Import

Reasons:

• If locations are not ready, SKUs cannot be stably associated with a default location.
• If customers and business quotations are not ready, subsequent accounts, billing, and business handling will lack foundational relationships.
• If SKUs are not in Enabled status, subsequent inbound and outbound will be blocked on availability status checks. For customers without Product Review enabled, imported SKUs default to Enabled.
• Opening inventory import depends on existing inbound order numbers, customers, and SKUs. An incorrect order will easily cause import failures.

3.2 Import Template Usage Rules

• Location import only recognizes Warehouse Code, Zone Code, Location Code.
• If GSKU is left blank during SKU import, the system will auto-generate it. If labels already exist, do not let the system regenerate.
• SKU in the inventory import template should be the SKU code, not the GSKU.
• Inbound Order No. in the inventory import template must correspond to an inbound order that already exists in the system.
• Location import, SKU import, and inventory import all only support xls and xlsx files.

3.3 Business Impact After Initialization

• When SKUs are in Pending status, the warehouse should not treat them as formally available for further processing. For customers without Product Review enabled, newly created SKUs are available by default.
• After opening inventory import is complete, inventory management will display results by warehouse, location, cargo owner, SKU, and batch number. Subsequent stock transfers, stock counts, and outbound will all be based on this inventory.
• Initialized inventory is a go-live preparation step. We do not recommend mixing it with daily standard inbound operations.

4. FAQ

Q1: After SKU import succeeds, when can I use the SKUs directly in business operations?

A1: Go to GWMS-Product Management-SKU and check the status. If the SKU is Enabled, you can continue with subsequent inbound or outbound operations. If Product Review is enabled in the customer profile, newly imported SKUs enter Pending status. Select the pending records and click Review; after GWMS displays Review successful, you can use them.

Q2: When inventory import fails, what should I check first?

A2: Check five items first: whether Warehouse Code, Location Code, Cargo Owner, SKU, and Inbound Order No. can all be found in the system. Then check whether Putaway Date is filled in and whether the uploaded file is in xls or xlsx format. The failure reason displayed by the system will directly indicate which item does not match.

Q3: Does opening inventory have to be processed item by item through the standard receiving and putaway process?

A3: During the initialization phase, inventory can be set up directly through import in GWMS-Inventory Operations-Inventory Management. However, the Inbound Order No. in the template must still be an inbound order number that already exists in the system. We recommend first creating an inbound forecast order specifically for initialization, then using it to bind this batch of opening inventory.