Beyond the shelf: How Warehouse Management Systems (WMS) are revolutionizing inventory management

In today's competitive business environment, efficient inventory management is not just a necessity but a strategic advantage. As supply chains become more complex and customer expectations rise, businesses must invest in technologies that optimize operations, increase visibility, and improve overall productivity. Warehouse management is a critical part of inventory management and Warehouse Management Systems (WMS) have emerged as game-changers in transforming how companies handle inventory. But how exactly does a WMS contribute to more efficient inventory management, and why is it so critical for modern businesses?

Warehouse management systems take inventory management to the next level

Goods, whether they are raw material or end products or even the packaging of those products, can be stored in multiple locations, not just in the warehouse, and knowing how much stock of these items and where they are located at all times is critical to any company’s operations. An efficient inventory management system ensures that a business can meet customer demand while minimizing excess stock, reducing storage costs, and maintaining accurate product information.

But it can get complicated, particularly in the warehouse.

The design of the warehouse itself can be complex, with different storage locations for different types of stock. For example, raw materials may be stored close to where they are unloaded off the trucks or close to where they need to go next, whether it’s the production floor or somewhere else. Fast moving stock would likely be stored closer to the floor while slower moving stock might be stored higher up. There are needs for different types of equipment: trolleys, forklifts, or virtual lift modules (VLMs) and different types of storing items such as bins and pallets. There are numerous factors at play including how to most efficiently store, pick and replenish the stock taking into account a host of parameters.

In short, the flow of goods within the warehouse is a very important part of inventory management. Keeping track of where stock is at all times and optimizing the warehouse processes is where Warehouse Management Systems come in, taking inventory management to a new level and ensuring the company benefits from the following:

Improved Productivity and Customer Service

Well-managed inventory allows for faster order fulfillment and reduces the chances of stockouts, ensuring that customers get what they need on time.

Lower Customer Costs

By optimizing storage and handling, businesses can reduce operational costs and pass on savings to customers.

Increased Market Competitivity

Companies that can quickly and accurately fulfill orders are more likely to stay ahead of the competition.

Enhanced Brand Reputation

Consistent product availability and on-time delivery help build trust and loyalty.

Customer Loyalty

When customers know they can rely on timely, accurate shipments, they are more likely to return for repeat business.

Why efficient inventory management is critical for warehouses

According to several recent surveys conducted in 2024*, management clearly understands the many warehouses challenges that they face but at least as of the publication of the surveys, haven’t done much to meet those challenges. Consider the following data:

• 97% of warehouse professionals believe their IT infrastructure requires modernization.
• Over 90% agree that automation software can significantly improve warehouse efficiency.
• 79% admit that they lack real-time visibility into their inventory, especially warehouse operations.
• 60% of warehouses have not yet implemented the latest warehouse practices.
• Between 46-57% have yet to adopt a Warehouse Management System (WMS).

These same surveys also show that the number one priority for management in 2024 is adopting automation technologies for their warehouses and 80% of those surveyed said they would be upgrading or adopting a WMS system within the next 12 months.

This data would seem to indicate that times are changing, and they management understands that WMS is a gamechanger in their inventory management, that they need to have.

WMS as a game changer for inventory management

So, what is it that these management executives understand about the importance of having WMS?

There are numerous benefits that an organization can get from implementing a WMS system, among them automation, optimization, visibility and traceability, enhanced data collection for reporting and workforce efficiency.

The WMS serves as a sort of buffer between the planning of operations and the actual result of what took place in the warehouse. If we use an example of standard warehouse operations, say a sales order on the one side and the invoice or customer shipment on the other side, those are the two points that are generally handled in an inventory management system. But what happens between those two points in a warehouse, without WMS, is like a black box, without a real ability to know the details such as who took the task to pick the stock or how long it took to execute. You wouldn’t know if the way the operation played out was the most efficient or optimized way of getting it done.

WMS breaks down all the aspects of the process into specific tasks, from receiving the stock, to storing it, to picking and preparing it for delivery, packaging and dispatching and a bunch of other steps along the way, so that you have a comprehensive system that automates processes, optimizes

each step of the process, and gives you full visibility as to what is going on throughout the warehouse in real time.

Let’s break this down a bit more.

Warehouse management system automation

The automation part of WMS serves as the tool that gives you in real time a way to report what actually took place back to the original work order (plan). It can be broken into three parts:

Validation

When you scan the barcode of the stock item, the system validates that the correct item was taken from the correct bin or pallet, and that the requested amount was what was actually picked

Reporting

The data is fed back into the system to show what actually took place

Finalizing the processes

Once the order has been validated by the actual report, the system generates the documents and labels for the stock items

All of these processes are automated, reducing manual errors and improving efficiency in the warehouse.

Inventory optimization

The optimization of the put away, pick, pack/ship and replenishment processes are critical aspects of warehouse management. Let’s look at a few examples keeping in mind the challenges pointed out in the above surveys:

Put-away optimization

WMS can suggest optimal storage locations based on factors such as product size, weight, the warehouse design, expiration dates and more. Given the cost of construction and storage space, this maximizes warehouse space utilization and reduces costs.

Picking

There are many ways to do the same job in a more efficient manner. WMS breaks down the picking process into tasks: which specific worker with certain expertise will do the picking; what is the best tool for the job (trolley, forklift, etc.); which is the most efficient route to take in the warehouse to pick stock from various locations.

Consider these examples: (FEFO) First Expiration First Out – if you are working with expiration dates you may have new stock delivered with earlier expiration dates that would need to go out first. So

this stock has to be stored in a convenient location and then be prioritized in the picking process. The picking process could take into account picking from a box that is already open rather than a closed box, or from bins with small quantities rather than those with large quantities in order to minimize the amount of bins per product. These are just some parameters that may be taken into account by the system which creates an algorithm to most efficiently execute the tasks.

Replenishment

WMS optimizes reorder points and quantities to minimize stockouts and excess inventory. Replenishment is basically a combination of put away and picking optimization. The main idea is to have the relevant stock closer to where the pickers will be when they need to pick it. You want to make sure that you aren’t running out of inventory on the one hand or overstocking on the other and WMS helps to optimize the inventory levels.

Real-Time Inventory Visibility

Accurate Stock Levels

Businesses can prevent stockouts and overstocking by having an accurate view of inventory in real time. This includes the real picture of available stock since certain items may have been earmarked or reserved for other orders.

Lot and Serial Number Tracking

A WMS enables precise tracking of individual items, which is crucial for compliance, recalls, quality control, and customer service.

Reporting and Analytics

A modern WMS doesn’t just track inventory; it also generates insightful reports and analytics that help businesses make informed decisions. Information that was never available before, is now readily accessible with the system. WMS can produce:

Customized Reports

Warehouse managers can generate reports tailored to their specific needs, such as inventory turnover, order fulfillment times, and stock levels.

Performance Analysis

Analytics tools help identify bottlenecks in warehouse operations and suggest improvements to optimize workflows.

Priority WMS: A Comprehensive Solution

Priority offers a WMS that is a native module in the larger ERP system. This provides the advantage of using the same database of information and the same user interface as the rest of the ERP. There is no need for integration with 3rd party systems, no extra servers of vendors, and no need for interfaces or API transactions.

Priority uses a cutting-edge mobile app with an advanced user interface, where everything is self-explanatory, easy to use, fully customizable, and very intuitive. Much was invested in the employee, to make his/her life as easy as possible with the minimum amount of clicks, and maximum amount of validations.

Among the features of the Priority WMS offering are:

Single Source of Truth

All inventory data is centralized, ensuring that businesses have a clear and accurate view of their operations.

Better Total Cost of Ownership (TCO)

By combining WMS functionality with other ERP capabilities, Priority WMS offers superior ROI and operational efficiency.

Multi-Device Availability

The system is accessible on multiple devices, enabling warehouse staff to access critical data on the go.

Customization and Flexibility

Priority WMS features unique customization options that cater to specific business needs.

Advanced AI Automation

The system leverages AI to automate workflows and improve decision-making across warehouse and distribution processes.

Conclusion

In the modern era of supply chains and logistics, a Warehouse Management System (WMS) is not just an operational tool; it's a critical component that can drive efficiency, accuracy, and profitability. From optimizing warehouse processes to providing real-time visibility of stock and advanced analytics, WMS systems like Priority WMS are helping businesses transform their inventory management into a competitive advantage. By embracing WMS technology, companies can unlock significant improvements in productivity, cost savings, and customer satisfaction—giving them the edge they need in today’s dynamic marketplace.

*Sources:

• Supply Chain and Digital Inventory Management Report, Deloitte
• Warehouse Insights 2024, Kardex
• State of Warehouse Management and Fulfillment 2024, AutoStore
• Warehouse Management, Challenges & Opportunities 2024, Hopstack
• State of Warehouse Operations 2024, Manhattan Associates