Module 1.1 Warehouse Management System Overview

The WMS operates as an integrated Add-On to MYOB accounting software and provides advanced Stock Management and Order Fulfilment functionality improving Supply Chain Management.


APPLIES TO: Warehouse Management System

DESCRIPTION: This documents explains how information flows from MYOB thru to WMS and out to other services.


The WMS extends MYOB by providing a platform upon which information can be read/written and task automated more easily with a focus on ORDER MANAGEMENT and STOCK CONTROL activities.

The attached documents are intended for use by partners and integrators to assist in designing business solutions that make use of the WMS as a Order Management / Stock Control Engine.

Examples include:

  • Website Integration
  • Business to Business sales/purchase sharing
  • Mobile Sales / Stock Control devices



KEYWORDS: Scripts, WaaS, Views, WebSite, Online Store.

Definitions of Supply Chain Management

The processes and procedures required to source products, raw materials, and deliver these as product. The management of components, manufacturing, and distribution of manufactured commodity. Supply chain management includes warehousing and tracking of inventory.

All of the elements in the process that enables the delivery of a product to a customer.

Key WMS Features

Multiple Users, Locations and Bins

Manage stock in multiple ‘virtual’ warehouses and track stock in specific bins, with secure access control.

Track by Batch and Serial Numbers

Critical for companies that need quality control or are seeking quality accreditation. Simplify warranty and returns management.

Stock Control

Flag stock batches for review or assign special attributes. Lock specific stock groups from Sale.


Print and scan barcode labels. Improve data entry accuracy. WMS comes standard with a USB barcode scanner.

Advanced Stock Lookup

Powerful searching capabilities. Locate stock by partial item number, name, batch, bin, custom fields, or use barcodes.

Guided Pick, Pack and Put-Away

Reduce search times and spoilage with intelligent, rule-based stock retrieval. Choose FIFO, LIFO, MIN, MAX or expiry- date based picks.

Special Pricing and Commission

Pricing per customer, date-based promotions, volume and % discounts. Calculate commission on the total sale, gross profit or fixed amounts.

Document Attachments

Simply drag and drop Emails, PDF or Microsoft Office Documents into the WMS. Track special requests, product specifications, or batch-related quality/warranty information.

MYOB integration

All key accounting data remains centralised and synchronised with the MYOB Company file.

How does the WMS work?

The WMS works together with the MYOB accounting system to create a complete Business Solution for inventory and accounting system management.

Because WMS is integrated with MYOB, all Items, Customers and Suppliers etc. are maintained as normal in MYOB and synchronised regularly to keep WMS data up-to-date. The MYOB Company file remains as your MASTER BUSINESS FINANCIALS DATABASE.

On first setting up the WMS an inventory workspace is created, which is then linked to a MYOB Company file. This link can never be changed, it is therefore important to centralise the working MYOB Company file with WMS workspace data files. This makes backup and restoring procedures less complicated.

Once a new workspace is created all detailed stock control and Bin Location tracking is performed from within WMS. The MYOB Company file is kept up-to-date by ‘Replicating…’ to reflect the change in overall inventory count due to sales, adjustments, returns, and purchases.


The process of synchronising the WMS Workspace with your MYOB Company file is called ‘Replication’. These is a process where WMS scans the related MYOB Company file for important changes then loads this new information into the WMS workspace. For example, new items, customers, or locations will appear in the WMS once a successful Replication occurs.

WMS Introductory Training and Quick Reference Guide Version 1.4-L Replicating is done once or twice daily or as necessary, particularly if significant changes are being made to your MYOB Company file that impact warehouse operations.

Synchronising WMS and MYOB

Replication is the process used to keep the WMS and MYOB databases synchronised. The replication process should be done daily. To begin Replication:

1. From the Tools menu, select Connect.

2. Under the Mode option, select Normal. (Other options are Fast and Maintenance.)

3. Select Replicate MYOB…

4. Once completed, select Status Reporter…

Replication modes

REFRESH - Use the Refresh Mode to bring across new Items or new Customers.

FAST - Use Fast Mode to bring all commonly used WMS inventory and accounting information up-to-date with MYOB.

NORMAL - Use Normal to bring all new & updated information in MYOB across to WMS.

MAINTENANCE - Use Maintenance Mode to thoroughly scan MYOB for ALL/ANY CHANGES or NEW RECORDS and reindex/synchronise WMS with MYOB.

*** For further information about replication, see document DPL-0225 attached.

Batch Integration

The WMS integrates with MYOB using a BATCH methodology. This means the administrator is required to manage the synchronisation of data between the two systems and decide the best times to perform a replication.

In most cases the WMS is only READING data from the MYOB Company file, however, to keep stock levels in check and provide suitable accounting audit trails the WMS must also WRITE to your MYOB Company file.

As the WMS uses a separate Sales Order Module all invoices raised by the WMS must at some point be accurately reflected in the MYOB accounting system. Using MYOB item sales, item counts reduce, effecting the balance sheet, income and expense positions. The same is true for Building of WMS Assemblies and Adjustment Orders by using Item Purchases.

The administrator must decide when to synchronise Sales, Builds, and Adjustments back into MYOB. In most cases this process is required once a day or can be performed ON-DEMAND.

Warehouse Workflows

The WMS supports step-by-step “workflows” based on best practice stock control principles. The main processes managed by the WMS include:

  • Receiving
  • Order Fulfillment with Pick, Pack, and Ship
  • Stock Counts and Adjustments
  • Returns Management
  • Creation of Assemblies using Work Orders

The following sections describe these processes in more detail and show all activities from beginning to end for each. It is possible to create custom workflows using special locations and bins to represent activities and steps toward completion of a process.

Receiving Process

Using WMS all inventory must be received before it is available for sale or transfer. Typically receiving is completed against an MYOB Item Purchase Order. However the WMS allows inventory to be added or removed using stock check in and check outs, Transfers, or Returns.

Order Fulfilment

The most important function of the WMS is Order Fulfilment. Once an order is created from sales the WMS provides the system to track all necessary fulfilment activities like picking, packing, and shipping.

Detailed Picking Workflow

Order Picking is the process of retrieving items from within a warehouse or storeroom for delivery to a customer. The WMS creates picking lists that optimises stock selection and reduces search time.

Detailed Packing Workflow

The WMS manages Order Fulfilment accuracy by requiring line items to be checked while orders are packed. By scanning stock barcodes or by manual inspection incorrect items, missed items, under or over counts are quickly detected.

Assemblies and Work-Orders

For stock that must be built or assembled from components the WMS supports the Work Order process. Using a Bill-Of-Materials created from MYOB Auto Build information stock components can be picked, built, and then finished assemblies put-away for supply into customer orders.

Creating Business Workflows

By using Locations and Bins in the Warehouse Management System you can create business specific workflows or business process maps (BPM).

Use locations or bins to represent steps in a process flow, you can then use Stock Control Flags to signal the status of stock at each process step. Finally use Bin-to-Bin transfers to move processes from one stage to the next. Attachments can be used to attach more detailed information to items as they move through the workflow states.

Other applications of locations and bins include job progress tracking, equipment hire management or asset tracking.

For example; you could create a QUARANTINE location from which no stock can be sold; you could also create an INSPECTION Bin or UNPACKING Bin representing simple activities that need to be performed.

For sales you could create a Specials Bin and instruct all sales people to look for cross-selling opportunities by reviewing this location when completing customer sale orders.

module_1.1.txt · Last modified: 2016/01/15 00:52 (external edit)
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