Introduction

Welcome and congratulations on the purchase of OMS, a very friendly, comprehensive order and warehouse management system in one.

In this manual, we outline the required* and optional key elements to set up, when using the system for the first time.

Initial setup

Make sure all setup instructions are followed to use the system.
Before we start it is useful to collect the following information first;

• Account details – name, logo (invoice)address, GLN …
• Warehouse location data – address, contact, phone, email …
• User – first name, last name, email, user role(s) …
• Product Master – name, description, ean or upc …
• Tote – tote name convention …

A new environment is easily set up in five steps.

1. Create account
2. Create and assign location to the account
3. Set up users
4. Set up products
5. Tote registration

Optional setup

The steps above are enough to get started with OMS. However, there are additional instructions below that are optional but valuable.
Prior the additional setup it is useful to collect the following information;

• Customer data - name, (billing) address …
• Bin location designation - warehouse layout dependent …
• Business Account Rules - what are the most important settings for my account?
  • Is automatic allocation desirable?
  • Should the use of containers be made compulsory?
  • Apply standard packaging material during packaging?
  • Automatically remove empty containers on the bin?
  • Is partial shipping allowed?
  • Packing material - What packaging material is available?
  • What documentation is required
  • What documentation is needed?

1. Create customers
2. Create bin locations
3. Configure settings
4. Create packing materials
5. Setup papers

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Accounts*

Accounts allow you to build a hierarchy. It is therefore important to determine under which organization the account should be created. The active account - visible in the drop-down list at the top of the screen - will be used as the parent account.

Setting up an account is quite simple; it suffices with just the Name, all other account information is optional and can be added later.
In order to use the account, it must be activated.

Create account

1.1 Go to Admin > Users & Accounts > Accounts click Create.
1.2 Fill in the required Name field and any optional collected account information.
1.3 Click Create and continue editing.
1.4 Hover the ellipses and click Activate.

↩

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Locations*

When setting up a warehouse location, it is indicated which account(s) have access to it. Configure a new location or give a current location access for the newly set up account.

Once the location has been successfully set up, the account and location can be selected from the dropdowns displayed at the top of the screen.

Create and assign Location to Account

2.1 Go to Admin > Warehousing > Locations and click Create.
2.2 Fill in the mandatory Name field and any optional location information.
2.3 Click Create and continue editing.
2.4 Hover the ellipses and click Activate.
2.5 Select the accessible account for this location and click Update Location.

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Users*

In an organization, users have different roles. Each role has its own limited set of options available.

Roles to choose from are Account Owner, Admin, Packer, Picker, Receiver, Pick list planner, Shipper and Warehouse Manager. If desired, the user can also be set up with multiple roles. Users also need to be activated before they can log in.

• For Admin users there is a 2-factor authentication
• An Account will have to be selected for Account Owner, the rest of the roles are not applicable.
• For the Picker role, the 'Available' flag will have to be set to assign pick lists to the user.

Create Users

3.1 Go to Admin > Users & Accounts > Users and click Create.
3.2 Enter the collected user data.
3.3 Assign a role – and an account for the Account Owner role.
3.4 Use a strong password.
3.5 Click Create and continue editing.
3.6 Select the accessible location(s).
3.7 Hover the ellipses and click Activate.

↩

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Products*

There are various options for setting up products. Manually via the Product Maintenance, via a Product Import or API.

For creating products via an Import, it is recommended to download the latest template version. The template contains an extensive set of information, which can be stored as product master data. For each column, there is an explanation that is given in the template sheet – second tab explanation. Columns that are not used could - for the sake of readability - be removed.

To create a new product, it is sufficient to enter a product Number, this is a unique value per account, the rest of the fields are optional or have a default value.

Setting up new products is typically a task for an Account Owner. This role also has the rights to import new products or to modify existing products.

Warning; Importing data is account specific. Using the correct user - account owner - set up for this can prevent unintentional importing of data for the wrong account.

Create Products

4.1 Log in as an account owner.
4.2 Activate the account where the products are to be created.
4.3 Go to Products and click on Create.
4.5 Fill in the collected product data and click Create and continue editing.
4.6 Hover the ellipses and click Publish.

Alternatively, when a large number of products have to be created, it is recommended to use the product import:

4.7 Go to Products > Import.
4.8 Download the latest sample version.
4.9 Fill in the collected product data.
4.10 Import the completed sheet.
4.11 Check the result.

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Totes*

Totes are integrated into OMS and therefore required to be set up. These are used to temporarily store the picked stock before it is packed.

Create Totes

5.1 Go to Admin > Warehousing > Totes > and click Create.
5.2 Fill in the Name and optionally the optional fields and click Create and continue editing.
5.3 Hover the ellipses and click Activate.

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Customers

End customers can be set up for an account. This has the advantage that data of end customers is only saved once and is automatically displayed creating e.g. a Sales Order while selecting a Customer using a dropdown.

Create Customers

6.1 Go to Customers and click Create.
6.2 Fill in the collected customer data and click Create and continue editing.
6.3 Hover the ellipses and click Activate.

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Bin Location

In order to determine where stock will be stored in the warehouse, bin locations will have to be created for this.

Bin Locations have a purpose that indicates what a location is specifically intended for, like receiving, picking, or packing.

It is also possible to indicate per bin location where it is located in the warehouse, by configuring the Zone, Walkway, Aisle Rack and Shelf, this affects the picking process.

By default, the system has a receiving, picking and a problem bin location.

Create Bin locations

7.1 Go to Admin > Warehousing > Bin locations and click Create.
7.2 Enter the Name and select the Purpose.
7.3 Other fields are optional.

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Settings

Business rules are available to customize processes and/or behavior for a specific account – or child accounts.
If desired, the default values can be changed, but is optional for the initial setup.

Settings configuration

8.1 Go to Admin > Settings.
8.2 Determine which configuration should be applied to streamline the processes.
8.3 Configure the settings for the account as conceived and discussed.

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Packing Material

If it is desirable to process incoming and outgoing stock on pallets, carton boxes, wooden crates … and keep stock of this, it is possible to set up packaging material.

This material can be prepared prior to the process of e.g. receiving or packing. There is also a possibility to create this during the process by selecting the correct packaging material that has been set up. This automatically creates a unique container.

Packaging material can be classified as pickable. This means that if the number of items to be picked is greater than or equal to the number of items in the packaging – carton box – not all inventory items have to be picked from the packaging, but the entire carton box may be picked at once.

Create Packing materials

9.1 Log in as warehouse manager.
9.2 Check whether the active account is the correct account where the packaging material should be set up.
9.3 Go to Admin > Warehousing > Packing Materials and click Create.
9.4 Fill in the mandatory Number field and optionally the optional fields.
9.5 Define the Pickable flag and click Create and continue editing.
9.6 Hover the ellipses and click Activate.

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Papers

The paperwork are custom templates, but have a number of standard available here that could easily be turned on or off.

We distinguish between two different types of paper, Labels & Documents. The currently available templates that can be deployed are; container label, license plate label, sscc label, tote label, customer invoice, customer return invoice, pack list and a pre-pack list.

Logistical activities such as receiving, picking, packing and shipping generally involve most of the paperwork mentioned above and will not need to be set up again for child accounts.

Setup Papers

10.1 Check whether the active account is the correct account where the template should be set up.
10.2 Click on Admin > Papers > Templates and click Create.
10.3 Select the account and enter the desired variable.
10.4 Add a condition if necessary.
10.5 Fill Data with code e.g. Zebra, HTML, Liquid that takes care of the layout of the paperwork.
10.6 Enable the template as soon as it can be used.

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Messaging

There is also an extensive library of messages that can be set up, for example for sending notifications of a purchase order receipt, return instructions, malfunction reports, ticket reports.
Like Papers and Packing/Material, these are also optional for the initial setup.

Setup Messaging

11.1 Check if the active account is the correct account where the template should be set up.
11.2 Click on Admin > Messaging > Templates and click Create.
11.3 Enter the desired variable and click Update and continue editing.
11.4 Select – when available – the Layout and/or the HTML section.
11.5 Enable the template as soon as it can be used.

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Inventory

When the account, location(s), users, products and bin locations are set up, stock can be added to the system.

During the receipt – for a purchase order – this stock can be stored and put away directly at a bin location or in a container. Stock will then have to be moved to the correct bin location to start the next step in the outbound process.

State diagram

Sales Order - Header

stateDiagram-v2
    [*] --> concept

    concept --> pending
    concept --> cancelled
    concept --> hold
    hold --> concept
    hold --> pending
    hold --> processing
    pending --> pending
    pending --> hold
    pending --> cancelled
    pending --> processing
    processing --> processing
    processing --> hold
    processing --> cancelled
    processing --> completed

    cancelled --> [*]
    completed --> [*]

Sales Order - Line

stateDiagram-v2
    [*] --> concept
    
    concept --> pending
    concept --> processing
    concept --> cancelled

    processing --> pending
    processing --> hold
    processing --> processing
    processing --> cancelled
    processing --> completed

    hold --> processing

    pending --> pending
    pending --> cancelled
    pending --> processing

    cancelled --> [*]
    completed --> [*] 

Sales Order - Line Item

stateDiagram-v2
    [*] --> pending
    [*] --> cancelled
    [*] --> backordered

    pending --> allocated
    pending --> backordered
    pending --> cancelled
    backordered --> cancelled
    backordered --> backordered
    backordered --> allocated
    allocated --> cancelled
    allocated --> backordered
    allocated --> pending
    allocated --> picking
    picking --> allocated
    picking --> cancelled
    picking --> picked
    picked --> allocated
    picked --> packed
    packed --> picked
    packed --> shipped

    cancelled --> [*]
    shipped --> [*]

Inventory Item

stateDiagram-v2

    [*] --> expected
    [*] --> available
    
    expected --> available
    expected --> expired
    available --> retired
    available --> expired
    available --> allocated
    allocated --> available
    allocated --> picked
    allocated --> expired
    picked --> allocated
    picked --> packed
    picked --> expired
    packed --> picked
    packed --> retired
    packed --> expired
    retired --> expired
    retired --> expected

    retired --> [*]
    expired --> [*]

Kit Order - Header

stateDiagram-v2
    [*] --> concept

    concept --> pending : create order
    concept --> cancelled : cancel
    concept --> hold : hold
    hold --> concept : release from hold
    hold --> pending : realse from hold
    hold --> processing : release form hold
    pending --> pending : allocate
    pending --> hold : hold
    pending --> cancelled : cancel
    pending --> processing : allocate
    processing --> processing : allocate / pick
    processing --> hold : hold
    processing --> cancelled : cancel
    processing --> completed : built

    cancelled --> [*]
    completed --> [*]

Kit Order - Line

stateDiagram-v2
    [*] --> pending

    processing --> pending : allocate
    processing --> processing : allocate / pick
    processing --> cancelled : cancel
    processing --> completed : build

    pending --> pending : allocate
    pending --> cancelled : cancel
    pending --> processing : allocate /pick

    cancelled --> [*]
    completed --> [*] 

Kit Order - Line Item

stateDiagram-v2
    [*] --> pending
    [*] --> cancelled

    pending --> allocated : allocate
    pending --> backordered : allocate
    pending --> cancelled : cancel
    backordered --> cancelled : cancel
    backordered --> pending : allocate
    backordered --> allocated : allocate
    backordered --> backordered : allocate
    allocated --> cancelled : cancel
    allocated --> pending : unallocate
    allocated --> picking : picking
    picking --> allocated : cancel pick list
    picking --> cancelled : cancel
    picking --> picked : pick
    picked --> allocated : unpick
    picked --> built : build

    built  --> [*]

Picklist

stateDiagram-v2
    [*] --> Pending
    Pending --> Replenish: replenish
    Replenish --> Pending: replenished
    Replenish --> Cancelled: cancel
    Pending --> Picking: pick
    Pending --> Skipped: skip
    Pending --> Cancelled: cancel
    Skipped --> Picking: pick
    Skipped --> Cancelled: cancel
    Picking --> Completed: complete
    Picking --> Cancelled: cancel
    Completed --> [*]
    Cancelled --> [*]

Product

stateDiagram-v2
    [*] --> concept

    concept --> active : Publish
    active --> expired : Expire
    expired --> active : Republish

    expired --> [*]

Shipment

stateDiagram-v2

    [*] --> pending

    pending --> pending
    pending --> shipped
    pending --> cancelled

    shipped --> [*]
    cancelled --> [*]

Picklist

stateDiagram-v2

    [*] --> pending

    pending --> completed
    pending --> cancelled

    completed --> [*]
    cancelled --> [*]

Containers

stateDiagram-v2
    [*] --> available
    [*] --> expected

    available --> retired
    available --> hold
    available --> picked
    hold --> available
    hold --> picked_and_packed
    hold --> picked
    hold --> packed
    hold --> expected
    available --> picked_and_packed
    picked_and_packed --> available
    picked_and_packed --> hold
    picked_and_packed --> retired
    picked --> available
    picked --> hold
    picked --> packed
    picked --> retired
    packed --> picked
    packed --> hold
    packed --> retired
    expected --> hold
    expected --> retired

    retired --> [*]

Customers

stateDiagram-v2
    [*] --> active

    active --> disabled
    disabled --> active 

Vendor

stateDiagram-v2
    [*] --> active

    active --> disabled
    disabled --> active 

Tickets - Work orders

stateDiagram-v2
    [*] --> open

    open --> solved
    open --> pending
    open --> hold
    hold --> open
    hold --> pending
    pending --> open
    pending --> hold
    pending --> solved

    solved --> closed

    closed --> [*]

Tickets - Problems

stateDiagram-v2
    [*] --> open

    open --> solved
    open --> pending
    open --> hold
    hold --> open
    hold --> pending
    pending --> open
    pending --> hold
    
    solved --> closed

    closed --> [*]

Users

stateDiagram-v2
    [*] --> concept

    concept --> active
    active --> disabled
    disabled --> active

Location

stateDiagram-v2
    [*] --> concept

    concept --> active
    active --> disabled
    disabled --> active

Tote

stateDiagram-v2
    [*] --> concept

    concept --> active
    active --> disabled
    disabled --> active

Packing Materials

stateDiagram-v2
    [*] --> concept
    
    concept --> active
    active --> expired
    expired --> active

Reason

stateDiagram-v2
    [*] --> concept
    
    concept --> active
    active --> expired
    expired --> active

Role Base Access Control

Views

	View	Account Owner	Reporting	Billing	Warehouse Associate	Receiver	Pick List Planner	Picker	Packer	Shipper
	Home	✓	✓	✓	✓	✓	✓	✓	✓	✓
	Orders	✓	✓	✓	✓	✓	✓	✓	✓	✓
	Pick lists	✗	✗	✗	✓	✗	✓	✓	✗	✗
	Plans	✗	✗	✗	✓	✗	✓	✗	✗	✗
	Waves	✗	✗	✗	✓	✗	✓	✗	✗	✗
	Shipments	✓	✓	✓	✓	✗	✗	✗	✓	✓
	Inventory	✓	✓	✓	✓	✓	✓	✓	✗	✗
	Consolidated	✓	✓	✓	✓	✓	✓	✓	✓	✓
	Kits	✓	✓	✓	✓	✓	✓	✓	✓	✓
	Containers	✗	✓	✓	✓	✓	✓	✓	✓	✓
	Products	✓	✓	✓	✓	✓	✓	✓	✓	✓
	Product Categories	✓	✓	✓	✓	✓	✓	✓	✓	✓
	Customers	✓	✓	✓	✓	✗	✗	✗	✗	✗
	Vendors	✓	✓	✓	✓	✗	✗	✗	✗	✗
	Reporting	✓	✓	✗	✓	✗	✗	✗	✗	✗
	Tickets	✓	✓	✓	✓	✗	✗	✗	✗	✗
	Work orders	✓	✓	✓	✗	✗	✗	✗	✗	✗
	Problems	✓	✓	✓	✗	✗	✗	✗	✗	✗
	Groups	✓	✓	✓	✗	✗	✗	✗	✗	✗
	Contacts	✓	✓	✓	✗	✗	✗	✗	✗	✗
	Organizations	✓	✓	✓	✗	✗	✗	✗	✗	✗
	Billing	✓	✗	✓	✗	✗	✗	✗	✗	✗
	Events	✓	✗	✓	✗	✗	✗	✗	✗	✗
	Mobile Apps	✗	✓	✓	✓	✗	✗	✓	✗	✗
	Users	✓	✗	✗	✗	✗	✗	✗	✗	✗
	Accounts	✗	✗	✗	✗	✗	✗	✗	✗	✗
	Carriers	✗	✗	✗	✗	✗	✗	✗	✗	✗
	Channels	✗	✗	✗	✗	✗	✗	✗	✗	✗
	Service types	✗	✗	✗	✗	✗	✗	✗	✗	✗
	Shipping methods	✗	✗	✗	✗	✗	✗	✗	✗	✗
	Holidays	✗	✗	✗	✗	✗	✗	✗	✗	✗
	Reasons	✗	✗	✗	✗	✗	✗	✗	✗	✗
	Locations	✗	✗	✗	✗	✗	✗	✗	✗	✗
	Bin locations	✗	✗	✗	✗	✗	✗	✗	✗	✗
	Totes	✗	✗	✗	✗	✗	✗	✗	✗	✗
	Packing materials	✗	✗	✗	✗	✗	✗	✗	✗	✗
	Import results	✓	✓	✗	✗	✗	✗	✗	✗	✗

Actions

	Action	Account Owner	Reporting	Billing	Regular	Warehouse Associate	Receiver	Pick List Planner	Picker	Packer	Shipper
	New Purchase Order	✓	✓	✓	✓	✓	✓	✓	✓	✓	✓
	New Transfer Order	✓	✓	✓	✓	✓	✓	✓	✓	✓	✓
	New Sales Order	✓	✓	✓	✓	✓	✓	✓	✓	✓	✓
	New Return Order	✓	✓	✓	✓	✓	✓	✓	✓	✓	✓
	New Scrap Order	✓	✓	✓	✓	✓	✓	✓	✓	✓	✓
	Import Bin-locations
	Import Packing materials
	Import Producs
	Import Totes
	Import Users
	Import Adjust inventory
	Import Packing materials
	Import Sales Order	✓	✗	✗	✗	✗	✗	✗	✗	✗	✗
	Import Purchase order	✓	✗	✗	✗	✗	✗	✗	✗	✗	✗
	Import Transfer order	✓	✗	✗	✗	✗	✗	✗	✗	✗	✗
	Import Return order	✓	✗	✗	✗	✗	✗	✗	✗	✗	✗
	Import Scrap order	✓	✗	✗	✗	✗	✗	✗	✗	✗	✗
	Cancel order
	Cancel order line(s)
	Cancel order line item(s)
	Anonymize order manually
	Put order on Hold
	Put order line on Hold
	Order detail view
	Edit order details
	Confirm order
	Manual allocate order
	Unallocate order
	Generate pick list
	Unpick order
	Pack order
	Unpack order
	Update shipment details
	Ship order
	Assign pick list
	Cancel pick list
	Create pick list plan
	Edit pick list plan
	Release pick list plan
	Activate pick list plan
	Deactivate pick list plan
	Adjust inventory
	Create license plates
	Move inventory
	Create container
		Open container
	Close container
	Take inventory from container
	Put inventory in container
	Merge containers
	Split containers
	Create product
	Edit product details
	Publish product
	Expire product
	Republish product
	Import product
	Create product categories
	Edit product categories
	Publish product categories
	Expire product categories
	Republish product categories
	Create customer
	Edit customer details
	Add customer contact
	Edit customer contact details
	Activate customer
	Deactivate customer
	Anonymize customer
	Create vendor
	Edit vendor details
	Add vendor contact
	Edit vendor contact details
	Activate vendor
	Deactivate vendor
	Create a problem ticket
	Assign ticket assignee
	Assign ticket group
	Update ticket task
	Resolve ticket
	Create ticket group
	Edit ticket group
	Create ticket contact
	Edit ticket contact
	Create ticket organization
	Edit ticket organization
	Create account
	Edit account details
	Activate account
	Deactivate account
	Create user
	Edit user detail
	Activate user
	Reset user 2fa
	Impersonate user
	Deactivate user
	Create carrier
	Edit carrier details
	Activate carrier
	Deactivate carrier
	Create channel
	Edit channel details
	Activate channel
	Deactivate channel
	Create service type
	Edit service type details
	Activate service type
	Deactivate service type
	Create shipping method
	Edit shipping method details
	Activate shipping method
	Deactivate shipping method
	Create holiday
	Edit holiday details
	Activate holiday
	Deactivate holiday
	Create reason
	Edit reason details
	Publish reason
	Expire reason
	Create warehouse location
	Edit warehouse location details
	Activate warehouse location
	Deactivate warehouse location
	Create bin location
	Edit bin location details
	Deactivate warehouse location
	Create tote
	Edit tote
	Activate tote
	Deactivate tote
	Create packing material
	Edit packing material
	Publish packing material
	Expire packing material
	Create integration flow
	Edit integration flow details
	Enable integration flow
	Disable integration flow
	Reprocess integration message
	Clone integration message
	Create credential
	Edit credential details
	Create shop
	Edit shop details
	Activate shop
	Deactivate shop
	Activate fulfillment service
	Deactivate fulfillment serivice
	Import bin locations
	Import packing material
	Import products
	Import totes
	Import orders
	Create messaging template