Problems start when teams begin switching to a new WMS without first prepping inventory properly before the system goes live. Skipping this step often results in bad data, delayed orders, and frustrated teams.
Below, we’ll explain the steps we take to get inventory ready and avoid common mistakes during a WMS switch.
Why Inventory Prep Matters for WMS Success
If your data is wrong going into the new system, it will stay wrong after launch. A WMS is only as good as the numbers behind it. When inventory counts are off or movement rules aren’t clear, your team ends up scrambling, and customer orders suffer.
Problems we often see:
- Stock levels don’t match the real items on the shelves
- Items show up in the wrong location
- Orders ship late because of miscounts
- Reports give bad info to leadership
Pro Tip: Never assume the software will fix inventory issues. It only follows what you tell it.
Steps for Prepping Inventory Before Switching WMS
Step 1: Review Your Current Processes
Before you worry about counts, review how your team handles inventory today. This includes:
- How items are received
- Where they are stored
- How they move inside the warehouse
- How they are picked, packed, and shipped
We look at these areas first because strong processes must come before software. If you skip this step, the same problems will show up in the new system.
Step 2: Clean Up Physical Inventory
You need to know your starting point. That means checking what you have on hand and where it is located. But be careful, a one-time count is not enough.
We often get asked to “just do a physical count” before a new WMS goes live. We say: Let’s pause and talk first.
Here’s why:
- A single inventory count gives you one moment in time
- If you don’t fix movement processes, your counts will be wrong again the next day
- It wastes money and gives false confidence
Step 3: Set Up Accurate Receiving and Movement Rules
When you prep inventory before switching WMS, you must define how inventory will move. This includes:
- Receiving procedures (how items enter your system)
- Putaway logic (where items are stored)
- Internal transfers (how items move between areas)
- Shipping rules (how inventory is removed or reduced)
Key Takeaway: Your WMS needs clear inputs and outputs. Build those rules first, or the system won’t work the way you need it to.
Need expert help with WMS prep? Contact Monarch for a free consultation. We’ll assess your site, help improve your process, and make sure your system works after go-live, not just on day one.
How We Help Clients Prep for WMS Changes
At Monarch, we don’t just count your inventory. We start by asking the right questions:
- Are your processes set up to keep counts accurate every day?
- Do you have clear movement rules and warehouse zones?
- Is your team trained on how to keep the system up to date?
Only when these answers are solid do we help with a physical count.
Final Prep Before Go-Live
Once your processes are in place and your inventory is ready, you can go live. At this stage, we help confirm:
- The system matches what’s in the warehouse
- Team members know how to use the new WMS
- Movement and shipping functions work in real time
We want you to go live with confidence, knowing the system supports your operations and gives real business value.
Get the Most Out of Your WMS Investment
Switching systems is a big move. Prepping inventory before switching WMS can make or break that change. You need clean data, trained people, and strong day-to-day habits. A WMS is a tool. It’s only as good as the process you put behind it.
Ready to upgrade your WMS the right way? Call Monarch today to plan your switch and avoid costly mistakes. We’ll help you build solid processes, clean your data, and launch with confidence.
