WMS stands for Warehouse Management System, which should be translated as Warehouse Management System. Properly selected and configured, it can play a key role in logistics and in activities related to the receipt and fulfilment of orders or inventory taking, regardless of the industry. What is worth knowing about this platform?
WMS - what is it and what does it do?
In some simplification, a WMS is a programme that enables the management of goods in a company's warehouse. This is its basic and main functionality, thanks to which we are able to control the products in the warehouse. Of course, WMS systems, depending on their configuration, can, for example, be dedicated only to selected market segments.
The key task fulfilled by WMS systems is to optimise logistics activities at every stage - from registering new goods in the warehouse, through picking, to issuing them to the target customer who has placed an order, for example in an online shop.
Optimisation of the logistics process fulfils a key role in the procurement process, as it reduces costs while speeding up the order fulfilment process. And this, as is well known, can have a significant impact on customer loyalty to a particular company's services.
What is equally important is that the data in the WMS is updated in real time, so the person overseeing the logistics process has a view of the most up-to-date stock information possible.
When viewed from the perspective of the various people operating within a company or existing in its ecosystem, WMS systems bring a number of advantages. Which ones?
- For customers, this means faster deliveries (fewer order mix-ups and an easier product return procedure).
- Warehouse management by WMS enables the integration of the entire supply chain from a single tool.
- They provide better oversight of warehouse processes, real-time access to a range of key information, facilitated inventory or shortened order picking paths.
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They increase the convenience of working directly in the warehouse, improve security and also make it easier to verify the status of an order.
How does a WMS work?
As we have already mentioned, the WMS supports the logistics process at different stages. We can distinguish its numerous functionalities by dividing them into the different stages of the product's 'life' in the warehouse.
In companies using WMS software, those responsible for inspecting stock can easily and quickly carry out quantitative or qualitative checks on products. This is of considerable importance in the case of large deliveries to the warehouse and, for example, the return of goods.
Secondly - and this is particularly important when there is a large volume of stored products - the WMS allows the selected items to be found more quickly in the warehouse.
The third functionality of these systems stems, as it were, from the previous ones: it is a better control of the current stock of goods available 'off the shelf'. The tool will also be appreciated during stock-taking.
The WMS is also invaluable for picking or shipping orders. In the former case, the system optimises the entire order picking path. It can then group them, manage their release, order courier services from cooperating companies or generate labels.
At the same time, the automation of processes made possible by the WMS gives us the opportunity to make better use of the storage space at our disposal. 
When will a warehouse IT system work?
The answer to this question can be guessed from the previous paragraphs. A WMS will prove useful in trade, logistics or production, but not only. This type of software is worth using wherever process automation can bring measurable benefits: supply chain optimisation, cost reduction or increased control over the complaint process.
This type of software will certainly work well for large-scale businesses, where generating waybills or ordering couriers takes up a lot of time - a WMS can help us save a lot of time here.
Looking at this kind of software in a slightly broader perspective, warehouse IT systems will certainly prove their worth in places where there is a high turnover of goods, where product flows are very dynamic, and where, in addition, the space is large enough to separate zones.
Which WMS to choose - what to look for?
Answering a question like this requires thinking about the needs of the business, so in order to choose a WMS for the company, we need to identify several variables.
The key, of course, is what is the software supposed to assist employees with and through what functionalities can this be achieved?
What are the features of the system? Will it be time-consuming to implement and train employees to use the software? Keep in mind that when we decide to implement this type of software, we will be using it for several or even several years. It is crucial that the operation of the system is as intuitive as possible.
If the storage space continues to grow, will the software still be useful? Is it possible to expand it to fulfil new functions in the future? It is important to identify not only the needs in the present, but also - as we have already mentioned - in the months and years to come.
It is also worth determining the needs of the people who will be using the software directly. Before buying the software, it is advisable to talk to the employees and establish how the WMS should affect their daily work.
It is also worth making sure that the supplier who will be implementing the software is trustworthy. Check whether they are well established in the market and have the necessary experience. It is possible to come across off-the-shelf, almost instantaneous WMS implementation options, but it is not worth rushing the process. First of all, it is important to find out whether the potential partner offers the possibility of customisation. Also check whether the price includes free updates and the ability to export files to third-party applications. 
How long does it take and what does the implementation of a WMS depend on?
Due to the costs - about which we will write later - and the fact that the introduction of a WMS in a company is definitely a long-term investment, we can already talk about the first stage of software implementation at the level of defining our needs.
When planning the implementation of an IT system in warehouses, we need to verify the needs of the people who will directly manage the goods thanks to it. It is also crucial to determine the scale of our business.
Finally, taking into account all the variables we have described, the implementation of a WMS can take between approximately four and eight months. In extreme situations, this time can even be counted in years.
How much does a WMS cost?
It is not possible to give a clear indication of how much a WMS costs because, as with the time it takes to implement it, it depends on numerous variables, including:
- Type of deployment (cloud data or software installed on company servers);
- Individual company-specific factors, such as the number of positions of people working in the warehouse or even using the WMS directly. This affects, among other things, the type of software licence.
- Scale of the business - a slightly different system in terms of functionality or integration possibilities will be configured in an e-shop that handles around 5,000 parcels per month, and a completely different one in one that handles 100,000 parcels every month.
- The functionalities of the respective system that the customer wants to use and possible integration with e.g. an online shop.
- Support from the supplier after implementation of the WMS.
Taking into account all the variables, needs and plans for the future, the target amount to be spent on implementation may vary from a dozen to as much as PLN 80 000. It is also worth remembering that, depending on the scale, the monthly cost of maintaining the platform will also vary. What can affect this?
- Purchase of a software licence or permission to use.
- Technical infrastructure.
- The additional charges we have already mentioned - e.g. post-warranty support.
It is worth remembering, however, that the implementation of a WMS should rather not be categorised as a cost for the company, but as an investment that may not pay off immediately, but will optimise many warehouse processes and positively influence the further development of the business.
It should also be borne in mind that, in an inadequately managed warehouse, the implementation of a WMS will not be a solution to the ills of the whole company. The system must be designed to last for years and it is essential that the staff is familiar with and complies with the rules of operation.
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