WMS Process Flows v3.1

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Article & Master Data Onboarding

Required before any inbound or outbound can be processed

Step 1 — Item Master Data

ClientIF-1 Client sends Item Master Data via API

Contains: item code, description, dimensions (L×W×H in mm), weight (net/gross in grams), color, size, extra size, HS code, country of origin, category, MID code, pieces-per-bundle, pieces-per-innerpack, package codes (BUNDLE/INNERPACK/PIECE), barcodes per type, stacking patterns (layers, pieces per layer), pre-pack configurations, brand, style number, season code, manufacturer address, remarks.

POST /item → ITEM MASTER DATA

Step 2 — Delivery Address Master Data

ClientIF-2 Client sends delivery addresses

Contains: address code, GLN, name, street, extra address, number, postal code, place, province, country, language, contact person, phone, email, website, VAT number. WMS uses address setup to automatically determine transport method (DPD/FedEx/DHL) and send signal to TMS for shipping label generation.

POST /deliveryaddress → DELIVERY ADDRESS MASTER DATA

Step 3 — Supplier Master Data

ClientIF-3 Client sends supplier data

Contains: supplier code, GLN, name, street, number, postal code, place, country, language, contact, phone, email, website. Links suppliers to inbound orders for traceability.

POST /supplier → SUPPLIER MASTER DATA

✓ Master data ready — inbound/outbound processing enabled

📦

Inbound Process

End-to-end: from client PO to stock on location

Phase 1 — Planning (Client + Office)

Step 1 — Inbound Order (PO)

ClientIF-4 Client sends Inbound Order (PO) via API

PO contains: order code, supplier code, expected delivery date, line details (item code, quantity, batch, best-before-date). Client's supplier fulfills delivery — no direct API link to supplier (we are 3PL).

POST /inboundorder → INBOUND ORDER

Step 2 — Pre-notification (optional)

ClientIF-5 Client sends Pre-notification with pallet-level detail

More detailed than PO. Contains: ETA delivery date, supplier details, per pallet: SSCC code, batch code, best-before-date, production date, quantity. Enables dock planning and faster receiving.

POST /prenotification → PRE-NOTIFICATION

Step 3 — Create ITP

Office Create ITP (Inkoop Transport Planning) based on PO

Planned delivery date from PO. Can be modified if client reports delay or early arrival.

Step 4 — Booking + Receipt

Office Goods arrive → Create VOO (Booking) → Create ONT (Receipt)

When goods physically arrive, office creates booking (VOO) and receipt (ONT) in WMS. ONT is the basis for warehouse scanning process.

Phase 2 — Physical receipt (Warehouse)

Step 5 — Count pallets/cartons

WHS Count cartons on pallets vs. inbound documents (packlist)

Compare physical carton count with documents.

Step 6 — Sort by ONT

WHS Sort cartons by receipt number (Ontvangstbon)

One delivery can have multiple ONT numbers. Sort by article assigned to each order.

Step 7 — Check quantities

WHS Verify quantities per packlist

Compare cartons and pieces. Mark discrepancies (+/-). Open mixed boxes and sort by size. Do not open single-article boxes unless quantity mismatch.

⑂ Quantities match PO?

YES — Continue scanning

Proceed to scanning phase.

OfficeNO — Discrepancies

Office creates Vendor Rating document. Discrepancy charged to client. Notification via API + email.

Phase 3 — Scanning (Warehouse + Scanner)

Step 8 — Scanner login

WHS Login scanner → Inslag → Select PO → Ontvangen → Bevestigen

Find ONT number. Click order → Ontvangen → Bevestigen.

Scanner: Inslag → PO → Ontvangen → Bevestigen

Step 9 — Scan articles

WHS Scan article barcode

Scanner shows: pick location, max capacity, current stock. If date visible = bulk already exists → FIFO: all new stock goes to bulk.

⑂ Pick location or Bulk?

Pick location

Select 'Niet printen'. Place items on location.

Bulk location

Select printer. Print VRR label → stick on box → place on bulk.

Step 10 — Repeat / Close

WHS Repeat for all articles. Close PO: Annuleren → Ja. Pause: Annuleren → Nee

Phase 4 — Confirmation (System → Client)

Step 11 — Receipt Confirmation

SystemIF-6 WMS sends Receipt Confirmation to client

Per line: item code, quantity received, EAN innerpack, batch, best-before-date, ordertype, supplier code. Client sees exactly what was received vs. ordered.

DELETE /fromWMS → RECEIPT CONFIRMATION

Step 12 — Stock Mutation

SystemIF-12 Real-time stock change notification

Each stock change triggers mutation message: item code, quantity (+/-), reason code, process type code.

DELETE /fromWMS → STOCK MUTATION

Step 13 — Stock Update

SystemIF-13 Updated totals sent to client

After each mutation: total quantity, quantity free, quantity reserved.

DELETE /fromWMS → STOCK UPDATE

✓ Inbound RPT complete

Phase 1 — Planning

Step 1

ClientIF-4 Client sends PO with articles and delivery date

Client sends PO via API. Supplier fulfills delivery.

POST /inboundorder

Step 2

Office ITP → VOO → ONT

Office creates ITP based on PO, VOO on arrival, ONT as receipt.

Phase 2 — Scanning (Seasonal = directly to pick locations)

Step 3

WHS Login → Inslag → Scan QR from receipt papers

Scan QR → Open PO → Bevestigen → Ontvangen.

Scanner: Inslag → QR → Bevestigen → Ontvangen

Step 4

WHS Scan article → Enter quantity → Bevestigen

Scanner shows quantity to receive per PO.

Step 5

WHS Scan to chosen pick location

Scanner suggests first available location — you can choose another. Seasonal items go directly to pick locations (not bulk).

Step 6

Close: Annuleren → Ja / Pause: Nee

Confirmation

SystemIF-6IF-12IF-13 Receipt Confirmation + Stock Mutation + Stock Update → Client

RECEIPT CONFIRMATION + STOCK MUTATION + STOCK UPDATE

✓ Seasonal Inbound complete

Phase 1 — Planning

Step 1

ClientOfficeIF-4 PO → ITP → VOO → ONT

Same planning flow as RPT.

POST /inboundorder

Phase 2 — Scanning (Box = quantities in cartons)

Step 2

WHS Inslag → QR → Open → Bevestigen → Ontvangen → Scan article

Scanner shows location, max capacity, current stock. FIFO if bulk exists.

Scanner: Inslag → QR → Bevestigen → Ontvangen

Step 3

WHS Enter box amount (pre-filled)

Scanner shows pre-filled box amount. Compare with physical count. Mismatch → report to team leader.

⑂ Pick location or Bulk?

Pick location

'Niet printen' → place on location.

Bulk location

Printer → VRR label → stick on box → bulk.

Confirmation

SystemIF-6IF-12 Receipt Confirmation + Stock Mutation → Client

RECEIPT CONFIRMATION + STOCK MUTATION

✓ Box Receiving complete

🛒

Picking Process

From client order to picked goods

Phase 1 — Order trigger

Step 1 — Outbound Order

ClientAPIIF-7 Client sends Outbound Order via API

Order contains: order code, delivery address code, ordertype (B2B/B2C/CDK), shipping date, priority, sales-order-code, line details (item code, quantity). Transport auto-assigned by WMS based on delivery address setup → signal to TMS → shipping label.

POST /outboundorder → OUTBOUND ORDER

Cutoff: B2B = 13:00, B2C = 15:00. Orders before cutoff → same-day ship.

Step 2 — Release

Office Prioritize & release orders for picking

Office decides order of picking based on priority and cutoff times. Orders released to warehouse.

Phase 2 — Picking (Warehouse)

Preparation

WHS Prepare tools: cart, Drager, VZD labels, scanner

Step 3

WHS Uitslag → Picken → Select order → Bevestigen

Select pick task from list.

Scanner: Uitslag → Picken → Order → Bevestigen

Step 4

WHS Go to pick location → Scan article barcode

Screen shows: article, location, quantity needed.

Step 5

WHS Assign Drager + Scan VZD after each item

First item → scan Drager. Each item → scan to VZD box. Box full → VERDELEN (split to new VZD).

Step 6

WHS All items picked → Scan Verpak location

Go to packing station → scan location (e.g. T2-Verpak-05).

✓ Piece Picking → proceed to Packing

Trigger

ClientAPIIF-7 Outbound Order → WMS → Release by Office

Same trigger as Piece Pick. Ordertype and address define transport.

POST /outboundorder

Step 1

WHS Uitslag → Picken → Select order → Bevestigen

Scanner: Uitslag → Picken → Order → Bevestigen

Step 2

WHS Scan by type: STUK / Inner pack / Full box

STUK: 1-by-1, piece barcode. Inner pack: outer barcode, full pack. Full box: 1 box = 1 scan, each = unique VZD.

Step 3

WHS Assign VZD → Troubleshooting: VERDELEN / Wijzigen eenheid

Box full → VERDELEN (split). No full box available → Wijzigen eenheid (change unit).

Step 4

WHS Scan Verpak location (e.g. T3-VERPAK01)

✓ Box Picking → proceed to Packing

Trigger

ClientAPIOfficeIF-7 Multiple orders released together for multi-pick

Multiple orders from same client released together.

POST /outboundorder

Step 1

WHS Uitslag → Multi-order picken → SCAN KAR location

Scan physical KAR location (e.g. KAR12). Cannot click — must scan!

Scanner: Uitslag → Multi-order picken → Scan KAR

Step 2

WHS Select client → Confirm → Pick items

Scan barcode → select/scan KAR position. Each position = 1 order. Always click location on screen before scanning article.

Step 3

WHS Finish → Scan Verpak location

✓ Multi-Order → proceed to Packing Multi

Trigger

ClientAPIOfficeIF-7 Many small orders (1 piece = 1 order) → batch release

Batch picking: collect many articles to KAR. Sorting into individual orders happens at packing, not picking.

POST /outboundorder

Step 1

WHS Uitslag → Batchpicken → SCAN KAR location

Scan KAR location (e.g. KAR24).

Scanner: Uitslag → Batchpicken → Scan KAR

Step 2

WHS Select client → Confirm 2x → Pick all to KAR

Go to location → scan article → place in KAR. Repeat.

Step 3

WHS Scan Verpak location → Leave KAR for packer

E.g. T2-Verpak05.

✓ Batch Picking → proceed to Packing Batch

📋

Packing Process

From picked goods to labeled shipment

Step 1

WHS Scan Drager at packing station

Order opens. Check transport method and VZD count vs physical.

Step 2

WHS Re-scan VZD to transport Drager

Scan: Verzenddoos → Drager (DPD/FedEx/DHL). Repeat for each carton.

Step 3

WHSTMS Apply shipping labels + packing list → Close (green tick)

WMS sends signal to TMS → TMS generates shipping label. Apply labels, insert packing list. Click green tick.

Step 4 — Packing Confirmation

SystemIF-8IF-9 WMS sends Packing Confirmation to client (two variants)

CR variant: carrier-level summary (carrier code, dimensions, weight, shippingbox codes, shipping agent). BX variant: box-level detail (content per shippingbox with item code, quantity, weight).

DELETE /fromWMS → PACKING CONFIRMATION (CR) + PACKING CONFIRMATION (BX)

✓ Regular Packing → proceed to Loading

Step 1

WHS Scan Drager → Check transport

Step 2

WHS Emballage verzenddozen → Choose box size

Scan VZD → select type → confirm. Repeat for all.

Step 3

WHS Scan VZD to new Drager → Select emballage type

PARCEL (cartons) or PALLET/EUROPALLET. Separate Drager per pallet.

⑂ When does order ship?

Today → UIT

Scan Drager to UIT location.

Later → BUFFER

Scan Drager to BUFFER location.

Step 4

WHSTMS Scan cartons → Enter height → Shipping labels → Close

Height: 0 for parcels, real measurement for pallets. TMS generates labels.

Packing Confirmation

SystemIF-8IF-9 Packing Confirmation CR + BX → Client

PACKING CONFIRMATION (CR) + (BX)

✓ Emballage → proceed to Loading

Step 1

WHS Scan KAR location (each position = 1 order)

Order opens with article list.

Step 2

WHS Scan: VZD → article → VZD (repeat)

Step 3

WHS Check transport → Confirm → VZD to transport Drager → Close

Scan VZD → Drager (FedEx/DPD/DHL). Close. Packlist + label per order.

Step 4 — Packing Confirmation

SystemIF-8IF-9 Packing Confirmation CR + BX → Client

PACKING CONFIRMATION (CR) + (BX)

✓ Multi Packing → proceed to Loading

Step 1

WHS WMS-PROD → Verpakken → Select table T2

Orders ready for packing visible on screen.

Desktop: WMS-PROD → Verpakken → T2

Step 2

WHS Scan position 01 on Batch KAR → Article → VZD label

Scan article → window opens → scan Verzenddoos label.

Step 3

WHSTMS Transport → VZD to Drager → Confirm → Repeat

Drager assigned to carrier. TMS generates label. Repeat until all KAR positions packed.

Packing Confirmation

SystemIF-8IF-9 Packing Confirmation CR + BX → Client

PACKING CONFIRMATION (CR) + (BX)

✓ Batch Packing → proceed to Loading

⚡

Cross Dock (CDK)

Goods pass through without storage — PO first, then SO after receipt

Phase 1 — Inbound (PO with article numbers)

Step 1 — Client sends PO

ClientIF-4 Client sends Inbound Order (PO) with article numbers for CDK goods

PO contains item codes, quantities, expected delivery date. Goods are earmarked for cross-dock — they will not go to storage.

POST /inboundorder → INBOUND ORDER (CDK)

Step 2 — Receive goods

OfficeWHS Office: ITP → VOO → ONT. Warehouse receives and confirms.

Standard inbound flow. Receipt confirmation sent to client.

Receipt Confirmation

SystemIF-6 WMS → Receipt Confirmation → Client (confirms goods arrived)

DELETE /fromWMS → RECEIPT CONFIRMATION

Phase 2 — Outbound (SO after receipt)

Step 3 — Client sends SO

ClientIF-7 After PO receipt confirmed, client sends Sales Order (SO) with ordertype CDK

SO contains: order code, delivery address, ordertype CDK, article numbers, quantities. Billing based on ordertype (B2B/B2C/CDK = different rates).

POST /outboundorder → OUTBOUND ORDER (ordertype: CDK)

Step 4

Office Office prepares info for warehouse

Provides: order number, Drager number, carton count + shipping labels (printed at booking or packing station).

Phase 3 — Packing (Desktop)

Step 5

WHS VB → Verpakken → Select table → ✓

Orders ready for packing visible.

Desktop: VB → Verpakken → Stół → ✓

Step 6

WHS Scan/enter Drager → Check order details

Check transport, date, special instructions. VERIFY TRANSPORT CAREFULLY! Click ✓.

Step 7

WHS Enter carton count → Enter → ✓

CRITICAL: Carton count cannot be changed later! Verify before confirming.

Step 8

WHS Skip VZD → Scan Drager → Scan location

No VZD for cross dock — click ✓. Scan Drager (write date + carrier on it). Scan to location (T3-Verpak/UIT).

Step 9 — Confirmations

SystemIF-8IF-9IF-10IF-11 Packing Confirmation + Outbound Order Confirmation (incl. track&trace) → Client

Track-and-trace code + return label T&T, shipment code, shipping agent code. Both carrier-level (CR) and box-level (BX) variants.

PACKING CONF. + OUTBOUND ORDER CONF. (osh-track-and-trace, osh-track-and-trace-return)

✓ Cross Dock complete → proceed to Loading

🔄

Replenishment

Refill pick locations from bulk

Trigger

System WMS generates replenishment task

Emergency (Prio 10): automatic — stock needed for order. Safety (Prio 40): manual release from REP screen by Office (refill to max).

Phase 1 — Pick from bulk

Step 1

WHS Uitslag → Replenishment picken → Select → Confirm → Bulk → Scan label

Go to bulk. Scan location, scan carton label. Always full boxes!

Scanner: Uitslag → Replenishment picken

Step 2

WHS Scan Drager (first box) → Repeat remaining

Remaining boxes auto-assigned.

Step 3

WHS Scan replenishment location

Phase 2 — Putaway to pick locations

Step 4

WHS Opslag → Inruimen drager → Scan Drager

Scanner: Opslag → Inruimen drager

Step 5

WHS Scan VRR label → Scan location → Confirm qty → Repeat

Refill location. Repeat all boxes. Annuleren to exit.

Interfaces

SystemIF-12IF-13 Stock Mutation + Stock Update → Client

STOCK MUTATION + STOCK UPDATE

✓ Replenishment complete

📍

Stock Moves

Omstapelen / Omstapelen per order / Overboeking

Step 1

WHS Opslag → Omstapelen → Scan source location

Scanner: Opslag → Omstapelen

Step 2

WHS Scan article → Enter quantity → Confirm

Step 3

WHS Scan new location (pick/drager/bulk)

Interface

SystemIF-12 Stock Mutation

STOCK MUTATION

✓ Omstapelen complete

Step 1

WHS Uitslag → Omstapelen per order → Enter order number

Scanner: Uitslag → Omstapelen per order

Step 2

WHS Scan old Drager → VZD → New Drager

Step 3

WHS Niet printen → Scan location (Verpak-Uit)

Repeat for remaining VZDs.

✓ Omstapelen per order complete

Trigger

Office Office creates Overboeking task in WMS

E.g. after return: transfer from return stock to regular stock.

Step 1

WHS Opslag → Overboeken → Scan Drager

Article list with quantities visible.

Scanner: Opslag → Overboeken

Step 2

WHS Scan article → Confirm location → Enter qty → Repeat

Scanner shows target location.

Interface

SystemIF-12IF-13 Stock Mutation + Stock Update

STOCK MUTATION + STOCK UPDATE

✓ Overboeking complete

↩️

Returns Process

Touch / PO

Phase 1 — Return trigger

Trigger

Client Return based on original outbound order (klantorder)

Goods return to warehouse. Receipt based on original order number. No separate PO.

Phase 2 — Register return (Desktop Touch)

Step 1

WHS Desktop Touch → Retour Inslag → Enter klantorder number

Desktop: Touch → Retour Inslag → Klantorder

Step 2

WHS Scan barcode → Enter return quantity → Reason → Condition (OK/DAM/VAS)

Reason code (default if unavailable). Condition: DAM=damaged, OK=good, VAS=value added service.

Step 3

WHS Scan to Drager → Assign location per condition

DAM → damage location. OK/VAS → appropriate location.

Step 4

WHS Book (package icon) → Email office with Drager number

Step 5 — Return Confirmation

SystemIF-15 WMS sends Return Confirmation to client automatically

Per line: original outbound order code (account + WMS), item code, EAN, quantity returned, reason code, condition (OK/DAM/VAS), ordertype, delivery address code.

DELETE /fromWMS → RETURN CONFIRMATION (ret-outbound-order-code, rtd-reason-code, rtd-condition)

Phase 3 — Disposition (Overboeking)

Step 6

Office Office creates Overboeking task

DAM → client decides: destroy/repair/return. OK → Overboeking to regular stock on pick locations.

Step 7

WHS Opslag → Overboeken → Scan Drager → Place on locations

Standard Overboeking flow.

✓ Touch Return complete

Phase 1 — Trigger

Trigger

ClientIF-4 Client sends PO for return

Client creates PO specifically for return. Office creates Receipt (ONT).

POST /inboundorder (return PO)

Step 1

Office Create ONT (Receipt) based on client PO

Office hands over Ontvangstbon to warehouse.

Phase 2 — Scan return (like Inbound)

Step 2

WHS Inslag → Scan QR/enter number → Ontvangen → Bevestigen

Scan articles (DO NOT click — scan barcode!). Enter quantity → Bevestigen.

Scanner: Inslag → QR → Ontvangen → Bevestigen

Step 3

WHS Scan all to one Drager → Email office with Drager number

Send email with Drager number. Wait for instructions.

Step 4 — Notification

SystemOfficeIF-6 Receipt Confirmation via API + email notification to client

For PO-based returns: notification also via email (not just API).

RECEIPT CONFIRMATION

Phase 3 — Overboeking

Step 5

OfficeWHS Office creates Overboeking → Opslag → Overboeken → Place on pick locations

Standard Overboeking flow.

✓ PO Return complete

🚛

Loading

From packed goods to transport

Phase 1 — Transport planning

Step 1 — Transport

TMSOffice Organize transport

Transport ordered by us or client (depends on incoterms). Stage area assigned per carrier. Carrier arrives → directed to assigned dock.

Phase 2 — Loading (Warehouse)

Step 2

WHS Uitslag → Laden → Enter/select shipment → Bevestigen

Scanner: Uitslag → Laden → Shipment → Bevestigen

Step 3

WHS Scan Drager → Scan door location (e.g. Deur01)

Dragers from assigned stage loaded at correct door.

⑂ Interrupt or Finish?

Interrupt: ← → JA → NEE

Exit now, continue later.

Finish: ← → JA → JA

Accidental close = contact office immediately!

Step 4 — Outbound Order Confirmation

SystemIF-10IF-11 WMS sends Outbound Order Confirmation to client

Contains: track-and-trace code, track-and-trace-return (return label), shipment code, shipping agent code, creation/confirmation dates. BX variant: box-level details (item, qty, weight per shippingbox).

DELETE /fromWMS → OUTBOUND ORDER CONFIRMATION + BX (osh-track-and-trace, osh-track-and-trace-return)

Step 5 — ASN (if pre-notified)

SystemIF-16 Advance Shipping Notification for pre-notified orders

Receipt code, delivery reference, ETA, number of packages, delivery condition, port of departure per line.

DELETE /fromWMS → ADVANCE SHIPPING NOTIFICATION

✓ Loading complete — goods shipped

⚠️

Claims & Discrepancies

Trigger

WHS Discrepancy detected at inbound (short/over/damage)

Warehouse detects mismatch between PO and physical goods.

Step 1

Office Create Vendor Rating document

Documentation of discrepancy.

Step 2

OfficeSystemIF-6IF-12 Notify client: API + email. Receipt Confirmation shows actual qty received.

Discrepancy charged to client (supplier is client responsibility, not ours as 3PL).

✓ Discrepancy reported

Trigger

Client Client reports transport damage/loss

End recipient reports problem to client, client reports to us.

Step 1

Office Verify and file claim with carrier

We file claim with carrier (carriers are usually ours — we are responsible for transport).

Step 2

OfficeClient Claim result communicated to client

✓ Transport claim handled

Trigger

WHS Item returned with condition DAM (damaged)

Flagged during returns process (Touch or PO).

Step 1

WHS Move to damage location

Step 2

OfficeClient Client decides: destroy / repair / return to client

Office informs client about damaged goods. Client makes decision.

Step 3

OfficeWHS Execute client decision

Destroy / VAS / return to client — per instructions.

✓ Damage handled

📊

Inventory & Reporting

Daily stock report

Automatic — Stock Level (daily 2:00 AM)

SystemIF-14 WMS generates comprehensive Stock Level report → sent to client

Per item: total quantity, qty free (available), qty reserved (status I/A), qty allocated (status G/O), qty picked (status D/B). Full stock visibility across all statuses.

DELETE /fromWMS → STOCK LEVEL (stl-quantity, stl-quantity-free, stl-quantity-reserved, stl-quantity-allocated, stl-quantity-picked)

Real-time stock changes

Stock Mutation (per transaction)

SystemIF-12 Every stock change triggers mutation: item, qty (+/-), reason code, process type

STOCK MUTATION

Stock Update (after each mutation)

SystemIF-13 Updated totals: total, free, reserved

STOCK UPDATE

Inventory reconciliation

Stock count

OfficeClient Full count annually or cycle counts throughout the year

Coordinated with client. Corrections (COR) visible in WMS with full audit trail (who, when, what). Correction info sent to client via API + email.

✓ Stock reconciled