How to Import Stock Quantities into WMS

A successful and efficient conversion of inventory quantities into Produmex WMS depends a bit of planning.  Here’s an outline of helpful steps:

1. WMS Organization Structure (OSE)
   Create the Warehouses, Docks, Zones, Quality Statuses, and most importantly the Bins.  Or use the WMS Import Tool to bring data into the Production (Live) system after creating this data in import files or another database (scroll down for the details). 
   
   
2. Determine which Import Scenario matches your needs
   This is a quick, but critical process that determines which tools to use and which import files need to be created.
   
   
3. Stage the inventory quantity data
   Do this before creating the import files. There is one import scenario where this is not needed, so be sure to finish reading before starting work on the data.
   
   
4. Create a data validation process
   Build a repeatable process that you will use to verify the completeness and accuracy of the imported data.  It lets you confirm that the inventory quantity data in WMS matches with the original data. 
   
   
5. Create the import files
   Start building the import data files, then test with limited data as a confirmation before completing the full dataset. This step is complete after you are able perform test imports with the full set of data.  There is one scenario where this is not needed.
   
   
6. Cross reference the import files against the OSE data it requires
   Output the Bins and Quality Status values from the OSE into a spreadsheet. Then use spreadsheet tools like VLookup to confirm that all the Bins Codes and Quality Statuses used in the quantity import files actually exist in the Live System’s OSE.
   
   
7. Perform the conversion process

Important: This article assumes that the person performing the import process has experience with complex, multi-file DTW imports and can re-generate the DTW import templates in order to include the required WMS fields.  Examples of this experience include DTW Goods Receipt and Transfer documents for Batch- and Serial-tracked items.

Here’s the details.

1. WMS Organization Structure (OSE)

• The OSE bins data should be complete before starting work on the stock quantities.  Other elements can be added later, but all bins referenced in the stock import must be created in the OSE.
• Confirm completeness of OSE data such as Warehouses, Docks, Zones, Quality Statuses, and Bins
• Certain import scenarios require that you create new Warehouses and configure them in the OSE. If this is the case, then create these Warehouses in SAP and configure them in WMS.
• The tools and techniques used in this step are documented in the Produmex Wiki

2. Determine which import scenario to use

This important step determines how the import should happen for the installation’s requirements.  Start by answering these Yes/No questions about your existing inventory stock data:

• Does stock already exist in an SAP Warehouse?
  • If Yes, then does the existing SAP Warehouse use SAP Bins?
  • If Yes, then does the existing SAP Warehouse use Beas Bins?
• If stock is not already in SAP, then are bins used in the system where the stock currently exists?
• Will an inventory count be performed in the OLD system before importing stock counts into WMS?
• Will an inventory count be performed in WMS after importing stock counts are imported?
• Are any items tracked by Serial Number?
• Are any items tracked by Batch (lot)?
  • If Yes, do any of the Batches contain lower case letters?

Apply the answers to this chart to find the row or Scenario that fits your data.  Then scroll to the right and review the recommendations in the Response, Approach, and Notes columns.  It is important to read the details in these cells. The summary below the table explains how to use this information. 

IMPORTANT NOTE: Take extra care of the SSCCs deriving used from a non-Produmex warehouse as they are always the source SSCCs and NOT the destination ones.

• 'Response' column – This is the tool to bring the quantity data into SAP
  •  DTW to import SAP Goods Receipts documents
    • Always used when data is coming from a non-SAP warehouse
    • Can be used for all Scenarios, although the recommended approach, if different, is usually more efficient
  • WMS Import Initial Stock Tool
    • Only use when all of the following are true regarding the existing stock data
      • Stock is in an existing SAP Warehouse
      • That SAP Warehouse has ‘Enable Bin Locations’ off (un-checked)
      • There are no Serial Tracked Items in the Warehouse being converted 
  • DTW to import SAP Transfer documents
    • Only use when stock data is in an SAP Warehouse and the WMS Import Initial Stock Tool cannot be used
    • Create a new SAP Warehouse
      • Check the ‘Is warehouse managed by WMS?’ checkbox
      • Configure the new Warehouse in the WMS OSE
    • Since the Transfer depletes stock in the ‘from’ warehouse as it moves it to the WMS Warehouse there is no concern about the disposition of stock in the from Warehouse
      
      
• 'Approach' column – These details explain how to configure the conversion to the installation’s needs
  • The WMS UDFs on the DTW Item-level import file control how the stock is stored in WMS
    • WMS Bin – REQUIRED; must match a WMS Bin, or other storage location
    • WMS Quality Status – REQUIRED; must match a WMS Quality Status value
    • WMS LUID – Optional; when set to -1 then WMS generates a new SSCC for this item; otherwise leave blank.  If the LUID field is set to -1 then the SSCC field must be blank.
    • WMS SSCC – Optional; set to the existing, user-supplied SSCC value. Use this when the stock already has SSCCs. If supplied, then this must meet the GS1 standards for a SSCC (i.e. last digit is a checksum, etc.)  If the SSCC field is populated then the LUID field must be blank.
  • The Batch-level and Serial-level import files must be prepared the same way they would be prepared without WMS. There are no WMS-specific settings or fields in these files.
  • If the WMS Import Initial Stock Tool is being used, then no import files are needed.  Be sure to: 
    • Fully configure per the instructions in the Produmex Wiki
    • Fully test this process in a sandbox system
    • Prepare a 'put away' process in WMS to put the stock into the correct WMS Bins.  This can be done via WMS Cycle Counts, Moves, etc.

• 'Notes' column – Provides important additional information needed to convert with the Scenario
•  

3. Stage the inventory quantity data

This is an optional step used to stage or prepare entries in the inventory quantity import dataset. This grid is an example showing data which may be needed depending on the item, the way that stock is stored, etc. Consider that several rows can have the same SSCC (be on the same pallet), but all rows that share the same SSCC should be in the same Bin. 

• Skip this step if the WMS Import Initial Stock Tool is used

4. Create a data validation process that confirms that all of the data in the ‘from’ system has been loaded into WMS.
   • This step is the development of a procedure. This procedure is typically created by a person on the business side.
   • This requires extra care when data is coming from outside SAP
   • An example of this procedure might be:
     • Run the Inventory Valuation Report in the xyz inventory system.
     • Note the total value of inventory (not the sum of the quantities as there may different units of measure for different entries). 
     • Run the SAP Inventory Audit Report, check the ‘Group by Warehouses’ and check ‘Hide Items wih Cumulative Quantity Zero’
     • Compare the Cumulative Value total on the SAP report with the total obtained from the old system’s report 
     • If totals match then sign off on the inventory transfer 

5. Create the import files
   • Skip this step if the WMS Import Initial Stock Tool is used
   • Any batch numbers that contain lower-case letters should be changed to make these values all UPPER-CASE. Care should be taken when doing this to make sure that this doesn’t cause data issues. 
     • Would making this change cause duplicate Batch number conflicts?
     • Would making this change cause issues using the now upper-case batch number with other system where this data exists as lower-case?
   • This should be done by someone who has prior experience using SAP’s Data Transfer Workbench (DTW) to import SAP marketing documents. This is more complex when stock for serial or batch tracked inventory is being imported.

6. Cross reference the import files against the OSE data
   • Skip this step if the WMS Import Initial Stock Tool is used
   • Copy the import files and use tools such as Excel’s Remove Duplicates to build a list of unique WMS storage locations (Bins) and WMS Quality Status values.
   • Build a list of Bins and Quality Status value already in the Live System’s OSE
   • Compare these lists and confirm that all needed values exist in the OSE. Make adjustments to the OSE as needed.

7. Perform the conversion process
   • Backup the database
   • Execute the conversion
   • Perform the validation process and reconcile any differences
   • The key business user signs off on the conversion