search-icon

DEAR Warehouse Management System (WMS) integrates seamlessly with DEAR Inventory, streamlining your order fulfilment processes while increasing your productivity and reducing costs in the warehouse. DEAR WMS uses wireless barcode scanning (with either ScanSKU or mPOP barcode) to make order picking easy and efficient. DEAR WMS also supports manual entry.


NOTE: Sales can be made from a tablet or smartphone using the DEAR POS (Point of Sale) app. The DEAR WMS (Warehouse Management System) app allows efficient picking and packing using your device and supported barcode scanner. Both apps can be used on the same device; choose Open WMS (in POS) or Open POS (WMS) to conveniently change between the two apps on the same device.


IMPORTANT! If you wish to include serial/batch numbers in any warehouse operations (Picking, Packing, Receiving Inventory, Stocktake, Write-off), the Product type must have a Costing Method that supports serial/batch numbers. If the Product costing method does not support serial or batch numbers, this field will not be displayed during WMS operations. See Costing Methods and WMS - Serial Numbers and Batch Numbers for more information.


Prerequisites

  • At least one active and populated DEAR store
  • Understand Processing a Sale
  • Understand Processing a Purchase
  • Understand Advanced Purchases - Partial Orders/Deliveries
  • Android and/or iOS devices
  • Set up Carriers in Settings → Reference Books → Carriers
  • Pick and Pack MUST be set to manual, not automatic in the Sales process customisation settings. To change this setting, go to Settings → General Settings → Sales Process Customisation.


Table of Contents


Benefits

[back to top]

  • Reduces picking errors through barcode scanning and order validation.
  • Increases productivity with guided walk paths to optimise the picking process. 
  • Increases your fill rate and sales by leveraging real-time visibility to inventory quantities and location. 
  • Provides more efficient and accurate inventory control by scanning serial and batch numbers. 


System Requirements

[back to top]


SystemRequirements
 
Mobile
 
Android 5.1+
iOS 9+
OTG Support
 
To connect USB Barcode Scanner
 
DEAR recommended scanner (ScanSKU or mPOP with integrated barcode scanner)
 
For Pick / Pack / Receive operations


Configuring DEAR WMS from DEAR Inventory

[back to top]


Before everything else, you need to configure the DEAR WMS application from within DEAR Inventory. The configuration is performed within Integrations → DEAR WMS.


Always scan bin numbers

This is disabled by default. When enabled, this users must enter the bin numbers when picking. If this setting is disabled, 


Allow manual quantity entry

Enabled by default, this means that manual quantity entry is always allowed on the DEAR WMS app.


Expense account

This is the expense account used for Write-Off operations created through the DEAR WMS app.


Sale order picking scheduled

Choose Scheduled if your sale order pick process is set to be scheduled automatically, or select All if you would like to manually  select the sales orders to be picked through the WMS app. If set to Scheduled, this will enable the Number of orders per pick field where an integer value can be entered. 


Number of orders per pick

This is displayed if Sale order picking scheduled is set to Scheduled. Although set to 0 by default, this should be set to the number that pickers in a warehouse usually take per one pick round.


Use tote #

This is set to Yes by default, meaning that entering a tote # during the Pick process is required. When set to No, you will not be asked to enter a tote # at any time during the Pick process.


Sale order packing

This is set to Manual by default, meaning that the Pack process is always done manually through either the DEAR web application or the DEAR WMS app. When set to Automatic, the Pack process gets completed automatically, after Pick is performed. This option can be set to Automatic even if sale order shipping (see the next option) is set to Manual.


Sale order shipping

This is set to Manual by default, meaning that the shipment must be manually authorised after selecting the carrier details through the Ship tab. When set to Automatic and you have previously configured your shipping services, the Ship process is automatically completed for sales orders. Otherwise, you will need to fill and complete the Ship process manually. This option can be set to Automatic even if sale order packing (see the previous option) is set to Manual.


In-Transit account

An asset account to hold the stock value of goods while in transit state.


Setting up the DEAR WMS Mobile App

[back to top]


The DEAR WMS apps can be downloaded for free in the Google Play Store and App Store (iOS).


Install DEAR WMS on your mobile phone:

  1. Navigate to either Play Store or App Store on your mobile device.
  2. Search for DEAR WMS and tap Install.
  3. Once the app is installed, tap Open.
  4. Log in to the app using your DEAR account credentials. You will now be able to use the DEAR WMS mobile app.


Changing the Working Area

[back to top]


Working Area is the first screen you see when you log in to DEAR WMS. You must select a specific DEAR store and location as your Working Area, meaning you can use the inventory from that organisation and location for picking and packing. 

  1. Select the required Organisation from the list.
  2. Select the Location you will be picking from.
  3. If you have several pick zones set up, select a pick zone for the selected location, otherwise proceed to Step 4. For more information, see Pick Zones.
  4. Tap Next.


NOTE: You can change your Working Area at any time from the Main Menu.


[back to top]


Once you set your working area, you will be able to access the DEAR WMS Main Menu, which has the following options:

  • Pick: Pick items easily either manually or using a barcode scanner from the warehouse to be included in the customer order.
  • Pack: Gather and pack the picked items to prepare them for shipment to the customer.
  • Receive: Receive inventory with or without purchase orders. You can also change the location of the inventory within a location (Bin Transfer).
  • Put Away: Put stock items into bins/location after receiving them.
  • Stocktake: Allows the user to verify the quantities and the condition of the stock physically in a specific location/warehouse.
  • Stock Transfer: Allows transfer of stock between the locations of an organisation. 
  • Write-off: Allows writing off inventory directly from a warehouse using the DEAR WMS mobile app.
  • Working Area: Set a specific DEAR store and location as your Working Area to pick from.
  • Print Labels: Print product labels (if connected to a suitable printer) or save product labels as a PDF.
  • Open POS: Allows you to seamlessly log on to the DEAR POS mobile app without logging off from the DEAR WMS mobile app.
  • Log Out: Log out from the DEAR store and app.
  • About: View the mobile application version details.


Picking and Packing Inventory

[back to top]


Picking and packing is a two-stage fulfilment process used in the distribution of goods. During picking, products are picked from different warehouses or stores based on customer orders. During packing, the products are repacked for delivery per customer order along with the shipping details and invoice.


Orders that have not been assigned to specific pickers will be available for picking by any user logged on to the DEAR WMS app. For those orders that have been assigned to specific pickers, they will only be displayed to the assigned user.


NOTE: The Pick and Pack functions in DEAR WMS require authorised sales orders. If an Undo operation is performed on an authorised sales order in DEAR Inventory, ensure that the line items in the sales order are deleted as well. Otherwise, you may encounter issues with the Pick, Pack, and Ship features in the DEAR WMS mobile app. See Processing a Sale for more information on creating, authorising and fulfilling sales orders.


Picking

[back to top]


Picking consists of collecting a specified quantity or products before shipping to fulfil customer orders. Picked items are kept ready for the next process, Packing. 


NOTE: Picking will be based on the guided walk path feature that is programmed into the application to make picking more efficient. Bin locations on the Pick list are suggested in alphanumerical order – it is up to the warehouse manager to make sure that alphanumerical order corresponds to the shortest pick path. You can also add Pick Zones to your warehouse to streamline picking. 

NOTE: Expiry dates of products with the costing method FEFO will not be taken into consideration during picking. 


Pick an order:

  1. Select Pick from the Main Menu of DEAR WMS. 
  2. On the Pick screen, to search for an existing sales order, you can either enter the order number manually or scan the UPC code, then tap Search. Leave the field blank before tapping search to view all unpicked sale orders from this location.
  3. Authorised sales orders that meet the search criteria entered in Step 2 are listed on the screen, together with partially filled sales orders with remaining pick items and sales orders not ready for picking.
  4. Select one or more existing sales from the list and tap Start.
  5. If Use Tote # on the DEAR WMS Integration page is set to Yes, enter the tote number in the Tote # field and tap Begin Picking. If Use Tote # is set to No, this step will be skipped.
  6. The screen to select products for the order will be displayed. Tap a product, specify the Item # or Scan barcode to enter the item screen.
  7. Select the products by scanning the barcode or manually entering the SKU. Make sure to press Enter on your device keypad to pick the item.
  8. If the location has bins, you can also change the Bin by tapping the Bin field and scanning the bin or manually entering the bin name. Once one item has been entered, you can manually adjust the item quantity using the QTY icon.
  9. Tap Finish to move on to the next item. If there are not enough items available to complete the order, you can tap Pick Partially when at least one item has been picked to move on to the next stage, leaving the order open for possible picking in the future.
  10. Clicking Finish or Pick Partially will bring you back to the Pick List, where the pick status of each item will be visible. Tap Finish to move on to the Packing stage or start another pick.


Packing

[back to top]


Packing is the process of packing the picked products for each customer order. It ensures products are packed correctly and efficiently for shipping. If necessary, products from the same order can be packed in separate boxes or delivered using multiple carriers. 

NOTE: If you do not want to create multiple fulfilments, do not complete the Pack stage until all items are picked. If the application recognises that there is packing in progress/completed, a second fulfilment will be created.

NOTE: If Sale Order Packing on the DEAR WMS Integration page is set to Automatic, packing is automatically performed after completion of the Pick process. See Configuring WMS for more information.


Pack an order:

  1. Select Pack from the Main Menu of DEAR WMS. The Pack screen will be displayed.
  2. Enter the Order # or Tote # (if Use tote # is set to Yes in Integration Settings) and tap Start. Only orders that have been picked through DEAR WMS will be available for packing in the app.
  3. The Pack screen with the selected order number will be displayed. Select the products by entering the item number, scanning the barcode in the Enter Item # or Scan UPC code field or tapping the product and manually editing the quantity.
  4. After selecting all the products for the order or selecting enough products for the first box, if Sale order shipping on the DEAR WMS Integration page is set to Yes, click Finish to complete the Pack process. Otherwise, click Box.
  5. Enter the Width, Length, Height and Weight of the box if required. Some default options may be available on the Box list, depending on the Carrier/Service you have selected in the sales order.
NOTE: Unlabelled units are the default units selected for your store. You can check or change the default units for your store in Settings → General Settings → Product & Measurements Settings.
  1. Tap Save Box, and the box will be ready for shipment. If you have more picked products to be packed, tap Next Box. If you are ready to finish this order, tap Next Order to go back to the Pack screen. You may have to return to DEAR to manually authorise shipping if shipping is set to manual. 
  2. Tap Print Label to print a label for the box. You may select a carrier or shipping method before printing the label. See the next section for more information. 

NOTE: Your mobile phone must be connected to a printer in order for the Print Label option to be active. 


Print Label for Shipping

[back to top]


Once you have finished packing a box, you can tap Print Label to print a shipping label. You will be provided with an option to select a Carrier or a method of shipping before printing the label. 


NOTE: For printing a shipping label for the box, your mobile phone must be connected to a printer. 

NOTE: If Sale order shipping on the DEAR WMS Integration page is set to Automatic, DEAR automatically performs shipping and printing the shipping label will not be needed.


Select a Carrier/Service:

  1. If one or more shipping providers are integrated into DEAR WMS, the default shipping provider will appear within the Select Carrier/Service field.
  2. Click on the field to change the Carrier/Service.
  3. Click the search icon on the Select Carrier/Service field to display a list of Carrier/Service providers.
  4. Select a Carrier/Service provider from the list.
  5. Click OK to proceed.


NOTE: If a shipping provider is not integrated with DEAR, the Select Carrier/Service field will not be shown on WMS. If the carrier/service has already been pre-defined for the sale within the general sale in DEAR, this field will be pre-filled with the defined Carrier-Service value.


Receiving Inventory

[back to top]


Receiving Inventory into the warehouse, checking the quantity/quality/condition of incoming goods and storing items in the right location (bins) allows you to keep track of the quantity in stock and maximise the warehouse space. 


With DEAR WMS, you have the option to receive inventory with or without a purchase order or change the location of items in the warehouse (Warehouse Transfer). 


NOTE: The Receiving feature requires authorised purchase orders. If an Undo operation is performed on an authorised purchase order in DEAR Inventory, ensure that the line items in the purchase order are deleted as well. Otherwise, you may encounter issues with Receiving and Putting Away inventory using the DEAR WMS mobile app. See Processing a Purchase for more information on creating, authorising and fulfilling purchase orders.


Receiving Inventory with a PO

[back to top]


If a purchase order has been raised previously with your supplier, use this option when receiving inventory. The received inventory quantity and specification will be checked against the PO. 


Receive inventory with a PO:

  1. Click Main Menu → Receive → With PO to display the PO Search screen.
  2. Search by PO# and select the required purchase order to receive the inventory from the list. Leave the field blank and click search to view all purchase orders with stock to receive or (if put away is enabled) have not been put away. 

NOTE: Only purchase orders for the Working Area will be shown. If you have purchases set to Invoice First instead of Stock First, the Invoice must be authorised before the purchase order will appear in the list. 

  1. The selected purchase order (with the products) is displayed.
  2. Tap the product you wish to receive and enter or scan the Item #. You may need to press enter on your device to enter the item #.
  3. Tap Receive All to update your inventory levels, or Receive Partially if the purchase order quantity has not ben fully received, then go back to the previous screen and receive another item.
  4. Save the stock receipt. If there is still stock to receive, you can return to it later. Received stock will then appear in the Put Away list.


Receiving Inventory without a PO

[back to top]


Inventory for which a purchase order has not been raised must be received into the warehouse with the Receive without PO option in DEAR WMS. 


Receive inventory without a PO:

  1. Click Main Menu → Receive → Without PO to display the Select Supplier screen.
  2. Choose a Supplier and tap Load Product Data. Once the data is loaded, tap Start Partially Receiving Stock.
  3. Enter the Item # or Scan UPC code for the product you want to receive and press Enter on your keypad or the search icon.
  4. The Item screen will be displayed. Enter the Item # again and the Bin if required (if you have bins at your location). You may need to press Enter on your keypad again.
  5. You can receive items individually by repeatedly entering the Item # and tapping Enter. You can also receive multiple items by tapping QTY to adjust the total quantity. You will be asked to confirm the difference between expected and received quantities. 
  6. When you have finished receiving the item, click Finish.
  7. On the pick screen, click Save to finish receiving this item.


Bin Transfer

[back to top]


Bin Transfer allows you to move stock from one bin within a location to another.

  1. Go to Main Menu → Receive → Bin Transfer. 
  2. Scan or type the name of the source bin and tap Enter on your keypad. If the stock is not in a bin, leave blank and tap Enter.
  3. On the Picking screen, Enter Item # or Scan UPC code for the product to be moved, then tap Enter on your keypad (not Next - this takes you to the change source bin screen).
  4. On the Item screen, choose the quantity of items to transfer. You can scan each item, manually enter the Item # or adjust the quantity by tapping QTY. Tap Finish to add the item to the bin transfer list.
  5. The Picking screen will be displayed with the details of the item picked. From here, you can pick another item by entering the item number, tap Next to go back to the Change Location screen and pick items from a new bin, or tap Start to move on to the Put Away screen and the next step.
  6. Enter the Item #, scan the barcode or tap the item on the Put Away list to open the Item screen. 
  7. Enter the new Bin name and scan or type in the Item #, and tap Enter on your keypad to generate a line for the new bin location. You can add more items to that bin, type/scan the Item # and tap Enter on your keypad for each item or manually adjust the quantity with QTY. To instantly place all remaining items in a new location, tap Place All. You can add remaining items to a different bin by typing in a new Bin name, tapping Enter on your keypadand repeating the process.
  8. If the number of remaining items is not 0 and you want to instantly place all remaining items in a new location, tap Place All. Otherwise, if the number of remaining items is not 0 and you want to only place some (not all) of the remaining items in a location, tap Place Partially. If for some reason you can't or don't want to put away the entire quantity of items picked straight away, you can continue by tapping Place Partially. This will return you to the Put Away screen.
  9. Tap Finish to put away the placed items and return to the menu. 


Put Away

[back to top]


Using the Put Away feature, you can move received stock to a bin if the stock does not have an assigned bin yet. All stock in a location which has not been put away in a bin will be displayed here. Completing put away will remove the purchase order from this list as well as the receive list. 


Put away stock:

  1. Go to Main Menu → Put Away. 
  2. On the Put Away screen, you will see a list of all stock received which has not yet ben put away in a bin. Tap  product, enter the Item # or Scan UPC code of the product to be put away, then tap Enter on your keypad (not Next). You can also search by Batch # or Serial #, if applicable.
  3. Enter the name of the Bin where the items will be placed.
  4. Enter the Item # or Scan UPC code, you may have to press Enter on your device.
  5. To edit the quantity of items to be put away, click QTY.
  6. If the number of remaining items is not 0 and you want to instantly place all remaining items in a new location, tap Place All. Otherwise, if the number of remaining items is not 0 and you want to only place some (not all) of the remaining items in a location, tap Place Partially. If for some reason you can't or don't want to put away the entire quantity of items picked straight away, you can continue by tapping Place Partially. This will return you to the Put Away screen.
  7. Tap Finish to complete the operation, then click Yes on the confirmation message to return to the Main menu.


Stocktake

[back to top]


The Stocktake feature allows the user to verify the quantities and the condition of the stock physically in a specific location/warehouse, increasing efficiency and accuracy of Stocktaking. To use the DEAR WMS Stocktake feature, you must first open an active Stocktake in DEAR Inventory. 


IMPORTANT! When Stocktaking is in progress, the location of the stocktake is locked, and its inventory cannot be used, sold or moved. If a user tries to authorise one of these processes during stocktake, they will receive an error message. You should be able to proceed normally with your operations even if there's a stocktake in progress. For example, if you have Shopify integration enabled, you can still load sales from Shopify but they will remain Pending to ensure that stock is unaffected until the stocktake has been completed.


Perform a stocktake:

  1. Go to Main Menu → Stocktake to see a list of active stocktakes. Active stocktakes can also be searched by stocktake #. Click New to start a new stocktake.
  2. Select to stocktake the entire warehouse, or whether to filter by Bins, Brands, Categories, Zones, Stock Locators, or Product Tags.


IMPORTANT NOTE: All filters define list of products that will be in the stocktake. For example, Bin filter will look up products in that bin, then stocktake all instances of those products across the stock in the selected location. If you have the same product in multiple bins, all instances of the product in that location will be included in the stocktake, not just the products found in the filtered bin.

  1. Enter the Bin (leaving the Bin field blank will leave stock unassociated with a Bin in this location, bin field will not be visible if the location has no bins), scan or manually enter the Item # and tap Enter on your keypad. The Item Details screen will be displayed. The On Hand quantities of all the items at the location (not bin) will be displayed on this screen.
  2. Scan/Enter the Item # and tap Enter on your keypad. You can count the rest of the stocktake items by repeating this step or manually adjusting the item quantity using the QTY button.
  3. Once all items have been counted, tap Finish to complete the stocktake. If the stocktake quantity differs from the on hand quantity, you will be asked to confirm this value. 


Stock Transfer

[back to top


The Stock Transfer feature allows you to move stock between locations in your organisation or between bins in a location. You can also view previous stock transfers on this screen, including stock transfers that were not performed via the WMS app and stock transfers between other locations. Stock transfers can be filtered by status or searched by transfer order number.


Perform a stock transfer:

  1. Go to Main Menu → Stock Transfer to see a list of stock transfers. Stock transfers are also listed here if they were not made to/from this location or from the WMS app. Select a stock transfer from the list or search a transfer order number to view details of an existing stock transfer. 
  2. Select Add Transfer to begin a new stock transfer.
  3. Select a From location, To location, and Required by date. Save to save the transfer order in draft status and move on the next step.
  4. Enter or scan a product name/sku to search for a product or press the search icon to display all product inventory at that location. Note that this will also show products not in stock.
  5. Select products to add them to the transfer list.
  6. Once all of the items have been added to the transfer order, check that the quantity to transfer is correct and edit if necessary. Save to come back to the draft transfer order later, or Authorise the transfer order to continue to the next step. This will take you back to the transfer order screen, when you can see the order with Ordered status.
  7. Open the transfer order to see the Transfer Picking Screen. Check the Ordered Quantity, and click the search icon or quantity field to open the picking details window. This will show the bins where the stock is located at that location so you can choose how many items to pick from each possible location. You can also scan items or manually enter SKU to search. Click Finish to return to the transfer picking screen.
  8. When all or part of the stock has been picked, click Send to send the stock to the new location. This will take you back to the transfer order screen, when you can see the order with In Transit status.
  9. When the items arrive at their destination, open the transfer order to see the Transfer Put Away screen. Click an item to choose a location or bin to put the item away and enter the quantity put away. Click the search icon to view all locations/bins where the item can be put away. Click Finish to receive the stock and go back to the transfer put away screen.
  10. When all stock has been received, click Complete to finish the transfer order and return to the stock transfers list, where the transfer order will now have the status Completed.


Expand a stock transfer entry from the stock transfers list to see the user who performed the stock transfer, and Undo, Void, or Print the transfer order.


Write-Off

[back to top]


The DEAR WMS Write-Off feature allows writing off inventory directly from a warehouse using the DEAR WMS mobile app. For more information on setting up and carrying out this operation, see DEAR WMS Write-Off.


Print Labels

[back to top]


Product labels can be printed directly from the DEAR WMS mobile app using the Print Labels feature, which can be accessed from the DEAR WMS menu. You can only print one product label at a time. See Printing Product Labels in DEAR WMS for more information. 


NOTE: To be able to print, you must connect a printer to the app. You can also save a product label as a PDF file for later printing in case you don't have a printer at your current location.

Did you find it helpful? Yes No

Send feedback
Sorry we couldn't be helpful. Help us improve this article with your feedback.