Warehouse Manager — WMS

Department: Warehouse & Logistics
Level: Management
Primary objective: Warehouse operational efficiency, stock accuracy, uninterrupted inbound/outbound flow and OMS integration

What this role does

The Warehouse Manager supervises the entire physical and digital operation — configures warehouse structure, manages the goods catalogue, coordinates the team, monitors KPIs, investigates discrepancies, and administers OMS integration for orders from external channels. They are responsible for ensuring CRMconnect always reflects the physical reality of the warehouse.

Modules managed

Complete traceability — flow map

As Manager, you have visibility over the entire stock lifecycle:

INBOUND
─────────────────────────────────────────────────────
[Acquisitions] Purchase Order (PO)
       ↓
[Receipt] GRN — Goods Receipt Note (+ barcode scanner)
       ↓
[WMS] Stock entered in Commodities → Warehouse History: inbound entry

INTERNAL MOVEMENTS
─────────────────────────────────────────────────────
[Inventory] Internal Transfer (Warehouse A → Warehouse B)
[Production] Material Issue Slip (stock → production/projects)
[Adjustments] Adjustments & Losses (damage, theft, expiry)

OUTBOUND
─────────────────────────────────────────────────────
[Sales] Sales Order (internal)                ┐
[OMS]  OMS Order (WooCommerce/marketplace)    ├─→ Delivery Note
[B2B]  Distributor Portal Order               ┘        ↓
                                           (+ scanner picking verification)
                                                       ↓
                                           Packing List (run manifest)
                                                       ↓
                                           Stock decremented in Commodities
                                           Warehouse History: outbound entry
                                           Invoice generated from Delivery Note

RETURNS
─────────────────────────────────────────────────────
[Customer → Warehouse] Delivery Returns → stock re-entered (active or quarantine)
[Warehouse → Supplier] Purchase Returns → stock out + value recovery

RECONCILIATION
─────────────────────────────────────────────────────
[Periodic] Physical Inventory (scanner) → Adjustments if needed
[Continuous] Warehouse History — any movement, any operator, any time

Configurations you manage

Warehouse structure

Warehouse → Warehouse List — create as many locations as you need:

Each warehouse has separate stock; transfers between them are recorded through Internal Transfer Notes.

Goods catalogue (Commodities)

You are responsible for ensuring each SKU has:

• Reorder point set → triggers automatic alert when stock drops below level
• Default storage warehouse → operators know where to put goods at receipt
• Correct unit of measure → prevents ordering errors
• Valuation method (FIFO / average cost) → correct financial reporting

OMS integration — channel configuration

OmniSales → Sales Channels — configure each external channel:

WooCommerce:
  → Store URL, API credentials
  → Sync frequency (e.g. every 15 minutes)
  → Product mapping: WooCommerce SKU ↔ internal CRMconnect SKU
  → Warehouse mapping: which warehouse stock decrements for orders from this channel

Marketplace (eMag, Amazon etc.):
  → Marketplace API credentials
  → Category and price mapping
  → Stock published on marketplace = available stock from selected warehouse

B2B Distributor Portal:
  → Configured separately in Portals → Distributor Portal
  → Orders enter OMS → same dispatch flow

Key rules when configuring OMS:

• Each channel sees available stock from its configured warehouse
• Stock decrements synchronously across all channels when an order is placed — prevents overselling
• If a channel shows incorrect stock → check mapping in Sales Channels

Weekly routine

Monday — warehouse health check

1. Reports → Available stock — general overview
2. Reports → Reorder point — SKUs below minimum level → send list to Acquisitions
3. OMS Orders — filter status "New" without delivery note issued > 24h → investigate blocker

Wednesday — audit and discrepancies

4. Adjustments & Losses — review week's adjustments → identify patterns (same SKU, same operator, same cause)
5. OMS Sync Audit — check for repeated sync errors → if yes → escalate to IT
6. Review planned cycle counts → confirm they were completed

Friday — management reporting

7. Reports → Inventory valuation → stock value at week-end
8. Reports → Stock turnover → slow-moving SKUs (candidates for promotion or liquidation)
9. Consolidate week's KPIs for reporting

Key workflows

Workflow 1 — Add new OMS channel

Decision: opening a new WooCommerce store
→ OmniSales → Channels → Add new channel
→ Fill in: name, channel type (WooCommerce/Shopify/other), API credentials
→ Configure sync frequency (recommended: 15 min for orders, 1h for stock)
→ Map products: internal SKU ↔ external channel SKU/ID
→ Select source warehouse for stock
→ Test: place a test order from channel → verify it appears in OmniSales → Orders
→ Verify stock decrements correctly on order confirmation
→ Activate channel → picking operator sees orders in OMS

Workflow 2 — Investigate stock discrepancy

Cycle count report shows: SKU X = 80 units physical, 95 units in system
Difference: 15 units missing
→ Warehouse → Warehouse History → filter SKU X, last 30 days
→ Analyse all movements:
   - Inbound (GRNs): do quantities match?
   - Outbound (Delivery Notes): do all delivery notes have associated orders?
   - Material Issue Slips: did anyone consume without a document?
   - Adjustments: any adjustments without clear justification?
→ If cause identified → correct the problem document
→ If not found → record Adjustment with reason "Unexplained discrepancy" + investigation note
→ If patterns repeat → action: training, procedure change, internal investigation

Workflow 3 — Annual inventory preparation

2 weeks before:
→ Create Physical Inventory sessions by zone/category
→ Communicate to team: counting plan, zones of responsibility, date
→ If full inventory: block receipts and dispatches on counting day (or overnight)

Counting day:
→ Each operator receives their zone + scanner
→ Count physically → enter into platform sessions
→ Do not consult system stock while counting

Post-count:
→ Platform generates discrepancy list
→ Do second count for items with significant differences
→ Validate confirmed differences → record adjustments
→ Save inventory report → hand to Finance for balance sheet

Workflow 4 — SKU below reorder point

Automatic report or alert: SKU Y = 15 units available, minimum = 50 units
→ Check causes: unusual consumption? unexpected large order? delayed GRN?
→ Send alert to Acquisitions with: SKU, current quantity, minimum quantity, proposed order quantity
→ Acquisitions issue urgent PO
→ Track GRN → confirm stock arrives in time
→ Adjust reorder point if consumption has structurally changed

Warehouse performance metrics

Practical tips

Quarantine stock is not available stock. Configure a separate quarantine warehouse — don't accept that non-conforming or returned goods sit in the same "warehouse" as active stock. The confusion generates dispatches of defective products.

Failed OMS sync overnight = lost orders in the morning. Check sync audits first thing. An undetected API error for 24h = orders that never reached picking.

Reorder points are live, not static. Review them quarterly or after each season — a threshold set 2 years ago on then-current volume may be completely wrong today.

Warehouse History is the best answer to any complaint. When a customer says they received the wrong thing, when a supplier disputes a debit note, when Finance doesn't understand a balance sheet value — open History, filter, and the answer is there within 2 minutes.