# Run Warehouse Operations with NexWave WMS

Use NexWave WMS on a handheld scanner, tablet, or browser to receive, put away, pick, dispatch, move, and find stock in a bin-managed warehouse. Warehouse staff record the stock they physically handle, while NexWave keeps the related Purchase Receipt, Pick List, Delivery Note, Bin Transfer, and stock movement controls.

This guide covers the initial WMS scope. Do not enable operational use until the process has been tested and approved on your actual scanner, labels, and warehouse network.

## Choose the correct warehouse action

| Job | Action |
|-----|--------|
| Record goods received against a Purchase Order | **Receive stock** |
| Move received stock from an inbound location to storage or picking | **Put away stock** |
| Pick an order or follow an office-prepared Pick List | **Pick stock** |
| Dispatch completed picking or an office-prepared Delivery Note | **Dispatch stock** |
| Move stock between storage or picking bins in one warehouse | **Move stock** |
| Look up where an item or batch is physically held | **Find stock** |

Use the standard NexWave process for cross-warehouse transfers, stock counts, returns, serial-number items, product bundles, and stock with active reservations.

## Before you start

Ask your NexWave administrator or implementation team to confirm that:

* **Enable Bin Management** and **Enable WMS** are ticked on the Warehouse.
* **Use Bins** is ticked on each item that the warehouse will scan.
* **Inbound Bin Mode** matches the warehouse process:
  * *Direct Putaway* receives directly into enabled **Storage** or **Picking** bins.
  * *Stage First* receives into enabled **Receiving** or **Inbound Staging** bins, then uses **Put away stock**.
  * *Flexible* permits either route.
* The warehouse has enabled bins for the selected mode and enabled **Storage** or **Picking** bins for putaway and routine moves.
* Bin and item barcodes match the physical labels.
* If bin labels use different separators from saved bin codes, ask an administrator to set **Bin Search Ignore Characters** on the Warehouse. Enter only the literal characters to ignore, up to 10. For example, enter `-/` to match a saved code `A-01` with a scan of `A01` or `A/01`. Leave the field blank for exact matching. Check that bin names, codes, and barcodes still identify one bin after the characters are ignored.
* Any alternate units have fixed conversion rates on the Item.
* Each worker signs in with their own enabled NexWave account and has the **Stock User** or **Stock Manager** role.
* Workers can read the source document, company, warehouse, supplier or customer, items, bins, and batches. They can also create, update, and submit the result documents used by their actions, such as Purchase Receipts, Pick Lists, Delivery Notes, Bin Transfers, and stock movement records.
* A worker who receives a new batch can create Batch records.

The current WMS scope supports ordinary and batch-controlled items. Do not use it for serial-number items, items that combine serial and batch control, or product bundles.

NexWave WMS needs an active connection. Test the warehouse Wi-Fi, browser, scanner keyboard settings, barcode labels, and the recovery process before operational use.

## Open NexWave WMS


1. Open your normal NexWave site in the scanner browser.
2. Add `/wms` to the site address.
3. Sign in with your usual NexWave account.
4. Select the warehouse where you will work.
5. Check that the connection indicator is green before you start or confirm work.

The bottom navigation has three sections:

* **Tasks**: resume assigned, available, upcoming, or completed work.
* **Actions**: start one of the six warehouse actions.
* **Stock**: open **Find stock** directly.

 ![NexWave WMS Actions screen with the six warehouse actions](https://docs.nexwaveapp.com/api/files.get?sig=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJrZXkiOiJ1cGxvYWRzL2YxMTg5ZTEzLTdlMTQtNDA1ZC04MDI1LWMxZmI0Y2Y2MTg0ZC8xOGNmZDY1NC01NTVkLTQxOGItOWFjNC03OTNlYzU4YTA4YTQvMDEtd2FyZWhvdXNlLWFjdGlvbnMuanBnIiwidHlwZSI6ImF0dGFjaG1lbnQiLCJpYXQiOjE3OTI2MjE4MDAsImV4cCI6MTc5MjcwODIwMH0.N6iOoWp-YnLC2ZUskmBbVbxD7_NV6-btgcvLIAG40fE)

## Use the task queues

Open **Tasks** to see warehouse work:

* **My tasks** shows work assigned to you and work you have started.
* **Available** shows ready work that any eligible warehouse worker can claim.
* **Upcoming** shows work with a future **Earliest start**.
* **Completed** shows work that you completed, including work later marked *Reversed*.

Work in progress appears first so that you can resume it. Open the task instead of starting the same physical job again.

 ![NexWave WMS My work queue with an in-progress putaway task](https://docs.nexwaveapp.com/api/files.get?sig=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJrZXkiOiJ1cGxvYWRzL2YxMTg5ZTEzLTdlMTQtNDA1ZC04MDI1LWMxZmI0Y2Y2MTg0ZC82ZjE2YTAwNy1mOTU5LTQ1ZDgtYmExNC1iZjU3OGNhZTIyZTcvMDItbXktd29yay1xdWV1ZS5qcGciLCJ0eXBlIjoiYXR0YWNobWVudCIsImlhdCI6MTc5MjYyMTgwMCwiZXhwIjoxNzkyNzA4MjAwfQ.LjTcn50wkvcT3WYyRVuzEeqeTqyPeKQ0Vf_tG9AaTb8)

## Send planned work from Desk

Warehouse staff can start work directly from **Actions**. A Stock Manager can also prepare work in Desk when the warehouse needs a priority, deadline, assignee, or instructions.

On a submitted Purchase Order or Sales Order, or a draft delivery-purpose Pick List or outbound Delivery Note:


1. Select **Send to Warehouse**.
2. Select **Warehouse**.
3. Set **Priority**.
4. Set **Earliest start** or **Due by** when required.
5. Use **Assign to** for one worker, or leave it blank for any eligible warehouse worker.
6. Add short **Instructions** that the worker needs.
7. Select **Send to Warehouse**.

Use **Warehouse Tasks** on the source document to check the work that was created. Sending work does not submit the source document or post stock.

The scanner does not change schedules, reassign work, withdraw work, or resolve blocked tasks. Complete those controls in Desk when they are available for the task type.

## Receive stock

Use this action when goods arrive against an open Purchase Order.

The receiving bins available in WMS follow the Warehouse **Inbound Bin Mode**. With *Direct Putaway*, receive into **Storage** or **Picking**. With *Stage First*, receive into **Receiving** or **Inbound Staging**. With *Flexible*, use either route.


1. Open **Actions > Receive stock**.
2. Search for or scan the Purchase Order.
3. Select the Purchase Order and start receiving.
4. Add the goods that arrived. For each line, check the item, quantity, unit, batch and expiry when required, and the actual receiving bin.
5. Add separate lines when one item is split across batches or bins.
6. Select **Review receipt**.
7. Check the saved receipt number and all recorded lines.
8. If an item needs inspection, ask the office to complete the quality inspection on the draft Purchase Receipt in Desk.
9. Select **Confirm receiving**.

Confirmation submits the same Purchase Receipt and updates stock. A partial receipt leaves the remaining Purchase Order quantity open.

Use the standard NexWave receiving process for Purchase Orders with **Is Subcontracted** ticked, rows marked **To be Delivered to Customer**, and other orders that require the standard receiving form.

Do not create another receipt if the confirmation result is uncertain. Use **Check result** and, when offered, **Retry same confirmation** for the saved request.

## Put away received stock

Use this action for stock in **Receiving** or **Inbound Staging** that must move to an enabled **Storage** or **Picking** bin.


1. Open **Actions > Put away stock**.
2. Search for an item or inbound bin.
3. Select the stock and check the item, source bin, batch, and quantity on hand.
4. Select the **Unit of measure** and enter **Quantity to put away**.
5. Scan or enter the **Destination bin barcode or code**.
6. Select **Start putaway**.
7. Open the task, select **Continue putaway**, then complete the source, item, batch, quantity, and destination checks.
8. Select **Review transfer**.
9. Check the movement, then select **Confirm putaway** only after the physical move.

You can put away part of the source balance. The remaining stock stays in the inbound bin for later work. A suggested destination is a hint only, so confirm the physical destination.

Choose the quantity before you select **Start putaway**. After the task starts, you must confirm the full started quantity. If the recorded quantity is lower, NexWave blocks the task without posting stock. Stop and ask a Stock Manager to check the physical goods before recovery.

Putaway creates and submits the controlled same-warehouse movement. The source and target bin balances change, but the warehouse total stays the same.

## Pick stock

Open **Actions > Pick stock**, then choose the route that matches the office process.

### Pick an Order

Use **Pick an Order** when the warehouse will select eligible stock for a submitted Sales Order.


1. Search for and select the Sales Order.
2. Select the item to pick.
3. Scan the actual bin and batch, or select **Choose stock**.
4. Enter the physical quantity and unit.
5. Add separate lines for different bins or batches.

The warehouse can choose an eligible bin and batch. NexWave normally suggests dated batches by earliest expiry.

### Follow Pick List

Use **Follow Pick List** when the office prepared a draft delivery Pick List and sent it to the warehouse.


1. Open the prepared work from **Tasks**, or select it from **Follow Pick List**.
2. Check the required item, batch, quantity, and suggested bin.
3. Use the required batch.
4. If necessary, select another eligible bin that holds the same item and batch.
5. Split the actual quantity across bins when required.

Do not substitute another batch. Ask the office to change the draft Pick List first.

### Review and confirm picking

For either route:


1. Select **Save for later** if you need to stop and resume.
2. Enter a shortage reason when the physical quantity is less than required.
3. Select **Review picking**.
4. Check every actual bin, batch, quantity, and unit.
5. Select **Confirm picking**.

Confirmation submits a Pick List with the actual quantities. It does not issue stock, create a Delivery Note, or move stock to a staging bin. Keep each order's picked goods physically separate until dispatch.

## Dispatch stock

Open **Actions > Dispatch stock**, then choose the route that matches the work.

### Dispatch picked work

Use **Dispatch picked work** after a submitted delivery Pick List. NexWave uses an existing draft Delivery Note or creates one from the actual dispatch lines during the first review.

Do not pick the goods again. Record the stock that is physically leaving.

### Dispatch Delivery Note

Use **Dispatch Delivery Note** when the office prepared a draft outbound Delivery Note and sent it directly to the warehouse. This route does not need a Pick List.

Use the required batch. You can use another eligible bin that holds the same item and batch, or split the actual quantity across bins.

The Delivery Note must be an ordinary draft for one warehouse. Use the standard NexWave process for returns, internal transfers, or documents that use more than one warehouse.

### Review and confirm dispatch


1. Record the actual positive quantities, units, batches, and source bins.
2. Select **Save progress for later** if you need to resume later.
3. Enter a shortage reason for a partial dispatch.
4. Select **Review dispatch**.
5. Check the Delivery Note and all actual lines.
6. Select **Confirm dispatch**.

Confirmation submits the task-linked Delivery Note through the normal submission and stock checks. Stock is issued only at confirmation. The undelivered Sales Order balance stays open, and NexWave does not create an automatic follow-up task.

The picked-work route supports one Sales Order and one warehouse per Pick List. Resolve competing draft Delivery Notes before dispatch.

## Move stock within a warehouse

Use **Move stock** for routine movement between different enabled **Storage** or **Picking** bins in the same warehouse.


1. Open **Actions > Move stock**.
2. Search for the item, batch, or source bin.
3. Select the stock and compare **On hand** with **Available to move**.
4. Select the unit and enter the quantity.
5. Scan or enter a different destination bin in the same warehouse.
6. Select **Start move**.
7. Open the task, select **Continue move**, then complete the source, item, batch, quantity, and destination checks.
8. Select **Review transfer**.
9. Check the movement, then select **Confirm move** only after the physical move.

Choose the quantity before you select **Start move**. After the task starts, you must confirm the full started quantity. If the recorded quantity is lower, NexWave blocks the task without posting stock. Stop and ask a Stock Manager to check the physical goods before recovery.

Confirmation creates and submits one Bin Transfer and its linked stock movement. The bin balances change, but the warehouse total stays the same.

Use the normal material-transfer process for another warehouse. Use **Put away stock** when the source is a Receiving or Inbound Staging bin.

## Find stock

Use **Stock** in the bottom navigation, or open **Actions > Find stock**.


1. Select **Item**, **Batch**, or **Bin**.
2. Scan a barcode or enter search text.
3. Select **Search**.
4. Review the item, bin, batch, expiry, and on-hand quantity.
5. Select **Show more** when more results are available.

Find Stock is read-only and is limited to the selected warehouse. It shows physical on-hand quantity, not the quantity available after reservations or other commitments. Warnings identify expired batches and disabled records.

## Check completed work

After any stock-changing action, confirm that:

* The task has **Status** set to *Completed*.
* The related Purchase Receipt, Pick List, Delivery Note, or Bin Transfer is the expected submitted document.
* The item, unit, quantity, batch, source bin, and destination bin match the physical work.
* Partial receiving, picking, or dispatch left the expected source-document balance open.
* Putaway and Move Stock changed bin balances without changing the warehouse total.
* Receiving and dispatch changed warehouse stock once, not twice.

If a linked submitted result document is later cancelled through the normal NexWave process, the completed task can show *Reversed*. This result document can be a Purchase Receipt, Pick List, Delivery Note, Bin Transfer, or putaway stock movement. Check the physical stock and the linked document before starting replacement work.

## Recover from interruptions or changed instructions

### The result is unknown

Do not repeat the physical receipt, pick, dispatch, putaway, or move.


1. Reconnect.
2. Open the same task from **Tasks**.
3. Use **Check result** or **Check or retry same request** when shown.
4. Retry only the saved request after the task confirms that it did not complete.

### The office changed a draft

Draft Pick Lists and Delivery Notes can still change in Desk while work is in progress. NexWave prevents an old scanner screen from submitting over newer instructions, but it cannot move physical goods back automatically.

Refresh the task, compare the new instructions with the saved work, and coordinate any physical correction with the office before continuing.

### A task is blocked

Stop the physical work and ask the office to review the source document, stock, permissions, assignment, and recorded progress. The scanner does not provide supervisor takeover, withdrawal, or exception-resolution controls for the newer task types.

## Current limits

The current WMS scope does not include:

* Serial-number items, items that combine serial and batch control, or product bundles.
* Scanner receiving for Purchase Orders with **Is Subcontracted** ticked, rows marked **To be Delivered to Customer**, or other orders that require the standard receiving form.
* Prepared Pick Lists or direct Delivery Notes that use more than one warehouse.
* Returns and internal transfers through **Dispatch Delivery Note**.
* Picking, dispatch, and Move Stock for Sales Orders or item-and-warehouse combinations with active Stock Reservation Entries.
* Cross-warehouse moves.
* Stock counting or replenishment of picking bins.
* Outbound staging, packing, carton or pallet tracking, carrier booking, or shipping labels.
* Wave, bulk, or multi-order picking.
* Offline stock posting.
* Automatic follow-up tasks for remaining quantities.
* Mobile schedule changes, reassignment, withdrawal, takeover, or guided reversals.

Saved scanner picks and dispatch quantities reduce availability for other scanner tasks, but they are not native stock reservations. Do not run competing Desk stock movements, deliveries, allocations, or reservations against goods in active scanner work.

## Troubleshooting

| Problem | What to check |
|---------|---------------|
| The warehouse is not available | Check **Enable WMS**, **Enable Bin Management**, warehouse access, and the worker's normal permissions. |
| An action or source document is not available | Check the document status, selected warehouse, outstanding quantity, user permissions, and whether matching active work already exists. |
| A bin is not available | Check that it belongs to the selected warehouse, is enabled, and has the correct bin type for the action. |
| A bin scan is not recognised or matches more than one bin | Check the Warehouse's **Bin Search Ignore Characters** and the saved bin name, code, and barcode. The scan must identify one bin in the selected warehouse. Correct duplicate labels or the setting before retrying. |
| A batch is not available | Check the batch status, expiry, physical bin, current balance, and whether prepared work requires another batch. |
| The shown quantity is lower than on hand | Open Pick Lists, draft deliveries, and saved scanner picks or dispatch work can reduce **Available to move**. Active moves or putaway can make the stock unavailable. |
| The scanner route is blocked by a reservation | Use the standard reservation workflow. Active Stock Reservation Entries are not supported by the first picking, dispatch, or Move Stock routes. |
| A prepared pick rejects another batch | **Follow Pick List** requires the office-selected batch. Ask the office to change the draft Pick List. |
| Picking completes but stock is unchanged | Picking submits the Pick List only. Stock is issued when the Delivery Note is confirmed during dispatch. |
| A partial job does not create another task | The remaining source-document balance stays open. The office must send later work when required. |
| Confirmation lost connection | Reopen the same task and check the saved result. Do not repeat the physical action. |
| A task reports changed instructions | Refresh, compare the source document with the saved work, and check the physical goods with the office. |
| The scanner is offline | Reconnect before review or confirmation. Unsaved input may need to be entered again. |
| A completed task is marked Reversed | Check whether the linked submitted result document was cancelled and whether the physical stock was also reversed. |

## Related documentation

* [Bin Management](/doc/ca60123c-7366-4f25-affa-ffc02ebb0164)
* [Move Stock Between Warehouse Bins](/doc/bee69c8c-4e1d-4738-aa85-9b1e0469509c)
* [Pick Sales Orders from Warehouse Bins](/doc/9922933e-6920-4a9d-abd1-9eace2cbcb83)
* [Put Away Unallocated Bin Stock](/doc/d3c6f473-a9a0-440f-bc39-409fe58e1f73)
* [Stock](/doc/42e81da0-a3bc-4f24-a596-63df62a260ae)