Complete Warehouse Initial Setup

Last updated: 2026-08-11

1. Scenario

Warehouse initial setup means preparing warehouse data, customer business relationships, SKU data, and opening inventory in GWMS before the warehouse starts handling customer business.

After setup is complete, inbound, putaway, stock transfer, stock count, and outbound operations can flow by the actual warehouse, location, cargo owner, and SKU.

Applicable scenarios:

• A new warehouse is going live with GWMS for the first time and needs warehouse, zone, location, and customer records.
• An existing warehouse is switching to GWMS and needs to migrate existing SKUs and opening inventory.
• Customer goods are already labeled, and the SKU, GSKU, and physical labels must stay consistent.

Not applicable scenarios:

• For daily creation of a single warehouse, customer, or SKU, go directly to the relevant feature page instead of repeating the full setup flow.
• Goods that have already gone through the standard inbound process should not be imported again as opening inventory.

2. Setup Entry

Please confirm:

1. The current account can access GWMS-Warehouse Management, GWMS-Quotes & Services, GWMS-Customer Management, Product Management SKU, and GWMS-In-Warehouse Operations-Inventory Management.
2. Warehouse codes, zone/location codes, customer data, business quotations, SKU data, and opening inventory records are ready.
3. Opening inventory import is only for physical stock that already exists before go-live. New arrivals after go-live should follow the normal inbound process.

Recommended order:

Warehouse data -> Customer and business data -> SKU data -> Inventory data -> Setup result check

3. Create Warehouse Data

Menu path: GWMS-Warehouse Management

1. Go to GWMS-Warehouse Management-Warehouse and create the warehouse record.
2. Go to GWMS-Warehouse Management-Zone and create zones based on actual operation areas, such as storage area, staging area, and return area.
3. Go to GWMS-Warehouse Management-Location and enter shelf locations, floor stack locations, or work locations.
4. If there are many locations, click Import on GWMS-Warehouse Management-Location and import them in bulk with the template.
5. After saving or importing, return to the lists and confirm the warehouse, zones, and locations can be queried.

The image below shows the GWMS-Warehouse Management-Location page, where locations can be added, exported, or imported:

Legend: 1. Common action area; 2. Location list and status.

For page-level instructions, see Warehouse, Zone, and Location.

4. Prepare Customer and Business Data

Menu paths:

• GWMS-Quotes & Services-Business Quote
• GWMS-Quotes & Services-Service Quote
• GWMS-Customer Management-Customer List
• GWMS-Customer Management-Account List

Customer and business data can be prepared in either order. Choose one based on the data you already have.

4.1 Prepare the quotation first, then activate the business

1. Go to GWMS-Quotes & Services-Business Quote, create a quotation, and select the business charge items to enable.
2. After saving, go to GWMS-Quotes & Services-Service Quote and click Business Effective in the quotation form list.
3. In the Confirm Activation window, select Add Customer or Existing Customer.
4. Select the applicable warehouse and effective date, then click Confirm Activation.
5. After activation succeeds, the system creates the customer-business relationship based on the applicable warehouse and selected businesses. If Add Customer is selected, the customer record is created at the same time.

The image below shows the activation confirmation window:

Legend: 1. Customer type; 2. New customer information; 3. Applicable warehouse and effective date.

4.2 Create the customer first, then add business and quotation

1. Go to GWMS-Customer Management-Customer List and add the customer record.
2. In the customer row, click More and select Add new business and quotation.
3. On the quotation page, select the applicable warehouse, business, and charge items, then save the quotation.
4. Complete quotation activation as required by the page, then return to the Customer List or Service Quote list and confirm the business relationship has been created.

The image below shows the entry for adding business and quotation from the Customer List:

Legend: 1. Customer list; 2. Row operation column; 3. Add new business and quotation entry.

4.3 Prepare the customer account

1. Confirm the currency of the warehouse the customer will use.
2. Go to GWMS-Customer Management-Account List and search by customer and currency.
3. If prepaid balance is required, click Add Funds, select the customer and currency, and submit the recharge. If the customer does not yet have an account in that currency, the account is created during recharge.
4. If the customer is allowed to ship before settlement, click Edit or Batch Adjust Account-Batch Adjust Credit Limit, then set the credit limit and validity period.
5. After saving, confirm the balance or credit limit is displayed under the correct currency.

The image below shows common account preparation entries and account results:

Legend: 1. Add Funds entry; 2. Batch account adjustment entry; 3. Account balance; 4. Credit limit; 5. Row-level action entry.

For page-level instructions, see Business Quote, Service Quote, Customer List, and Account List.

5. Prepare SKU Data

Menu path: Product Management SKU

1. Go to Product Management SKU.
2. Click Import to open the Product Import window.
3. Click Download Template and prepare SKU data in the template.
4. For already-labeled goods, fill in GSKU and keep it consistent with the physical label. If left blank, the system auto-generates a GSKU.
5. Upload the file and click Confirm.
6. After import is complete, return to the SKU list and check the new SKU status.

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

Legend: 1. SKU file upload area; 2. Download template entry; 3. Confirm button.

Result:

• If product review is not enabled, newly imported SKUs can be viewed directly in Enabled status.
• If product review is enabled, newly imported SKUs enter Pending Review status and must be approved before use.
• To process pending SKUs, see SKU Review.

6. Import Inventory Data

Menu path: GWMS-In-Warehouse Operations-Inventory Management

1. Go to GWMS-In-Warehouse Operations-Inventory Management.
2. Click Import to open the Inventory Import window.
3. Click Download Template and fill in opening inventory.
4. Required information includes Warehouse Code, Location Code, GSKU, Quantity, and Putaway Time.
5. Inbound Order No. can be left blank. When it is blank, the system automatically generates one by customer. Fill it only when you need to specify a batch or use an existing order number.
6. Upload the file and click Confirm.
7. After import succeeds, search the inventory list by warehouse, location, cargo owner, SKU, or batch number to confirm the inventory has been written into the system.

If import fails, the system displays the reason in the window. Check warehouse, location, GSKU, quantity, and putaway time first. If the message asks you to choose a business, fill in Business Instance ID in the template according to the prompt and import again.

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

Legend: 1. Inventory file upload area; 2. Download template entry; 3. Confirm button.

7. Check Setup Results

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

1. Go to GWMS-Warehouse Management-Warehouse/Zone/Location and confirm warehouse data has been created.
2. Go to GWMS-Customer Management-Customer List and GWMS-Quotes & Services-Business Quote and confirm customer and quotation data are ready.
3. Go to Product Management SKU and confirm SKUs needed for business are in Enabled status. If product review is enabled for the customer, also confirm pending SKUs have been approved.
4. Go to GWMS-In-Warehouse Operations-Inventory Management and confirm opening inventory can be queried by warehouse, location, cargo owner, SKU, and batch number.

8. Supplementary Notes

• If locations are not ready, default SKU location setup and opening inventory import may fail.
• If customer and business data are not ready, inventory import may not be able to determine which business the inventory belongs to.
• Customer accounts are currency-specific. For the warehouse currency the customer will use, prepare either account balance or credit limit. A submitted recharge must be approved before the balance is posted.
• The inventory import template identifies products by GSKU. The system links the GSKU to the corresponding customer, so the template does not require a separate cargo owner field.
• Putaway Time can be a date or date-time. If only a date is entered, the system records it as 00:00:00 on that day.
• When Inbound Order No. is left blank, the system auto-generates it. In the same import file, blank inbound order numbers for the same customer use the same auto-generated number.
• Location import, SKU import, and inventory import only support xls and xlsx files.

9. FAQ

Q1: After SKU import succeeds, when can the SKU be used?

A1: Go to Product Management SKU and check the status. If the SKU is Enabled, it can be used for subsequent inbound or outbound operations. If Product Review is enabled in the customer record, newly imported SKUs enter Pending Review status. Select the record and click Review; after the system shows Review successful, the SKU can be used.

Q2: What should I check first when inventory import fails?

A2: Check whether Warehouse Code exists, Location Code belongs to that warehouse, GSKU exists and is not duplicated, Quantity is greater than 0, and Putaway Time is filled in and not in the future. The failure message indicates the specific row and reason.

Q3: Does opening inventory have to go through standard receiving and putaway one by one?

A3: No. During initialization, you can set up inventory directly by import in GWMS-In-Warehouse Operations-Inventory Management. Inbound Order No. in the template can be left blank and auto-generated by the system.

Q4: When do I need to fill in Business Instance ID?

A4: Only when the same warehouse and customer have multiple available businesses. The import failure message provides available business options. Choose the business for this opening inventory and import again.

Q5: Why prepare an account after creating the customer?

A5: Customer accounts are used by warehouse currency. During later outbound fee checks, if the customer does not have an account in that currency, or if both balance and credit limit are insufficient, related documents may fail fee validation. During initialization, complete recharge approval or set an available credit limit and validity period first.