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Warehouse Inventory Management Guide: Tips and Best Practices

As a warehouse manager or operator, you know that inventory management is a critical part of running a successful warehouse. After all, if you can’t keep track of your inventory, it will be difficult to meet customer demand and keep your business running smoothly. Fortunately, there are a number of steps you can take to improve your warehouse inventory management.

In this guide, we will share warehouse inventory management tips and best practices to help you streamline your operation and keep your business running smoothly. We’ll also introduce you to SphereWMS, a cloud-based warehouse management system with all of the inventory management capabilities you need for your supply chain business.

What is an Inventory Management System?

Inventory management systems (IMS) are software applications that supply chain warehouse operators use to track inventory levels, orders, and shipments. This type of system can be used to track inventory in real-time, which can help warehouse managers make more informed decisions about ordering, shipping, and receiving.

There are a number of different warehouse inventory systems on the market, but SphereWMS is a cloud-based system that offers the features and functionality needed to manage your warehouse inventory effectively.

The Importance of Warehouse Inventory Management

An efficient inventory management system is critical for any supply chain business that relies on storing and using physical goods. That’s because accurate inventory records are necessary to maintain optimal levels of stockminimize waste, and maximize warehouse space.

In addition, proper warehouse inventory management can help to reduce shipping and labor costs. By keeping track of what products are in stock and where they are located, businesses can ensure that orders are fulfilled quickly and efficiently.

Moreover, regular inventory checks can help to detect errors and discrepancies that could lead to lost sales or dissatisfied customers.

In short, effective inventory management systems are a key element of successful businesses that rely on warehousing and distributing physical products.

Can a Warehouse Management System (WMS) Handle Your Inventory Needs?

A warehouse management system (WMS) like SphereWMS is a comprehensive software application that helps warehouse operators optimize their entire operation. However, it also includes powerful inventory management features to help warehouse operators manage inventory.

A good WMS can typically do all of the following:

  • Help warehouse operators track inventory levels in real time.
  • Generate reports on inventory levels, orders, and shipments.
  • Optimize warehouse operations for efficiency.
  • Reduce the time it takes to complete warehouse tasks.
  • Streamline communication between the warehouse and other parts.

SphereWMS warehouse management software also offers a complete suite of warehouse management capabilities, which includes:

  • Inventory management
  • Order management
  • Shipping and Receiving
  • Transportation management
  • Warehouse optimization

So, yes, a WMS like SphereWMS can help you effectively manage your warehouse inventory. In fact, for most businesses, it eliminates the need for having a separate IMS.

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Warehouse Inventory Management 101: The Basics

Before we dive into tips and best practices for managing your inventory, let’s review the basics.

Inventory management is the process of tracking inventory levels, orders, and shipments in a warehouse. This process is typically done with the help of a system designed for managing inventory, like SphereWMS, which can be used to track inventory in real time.

Let’s discuss the process of managing inventory in a warehouse:

Receiving Inventory

When your warehouse receives inventory, it is important to update your WMS right away. This will help you keep track of what inventory you have on hand and where it is located in your warehouse. You should also create a receiving log to track any damage that may have occurred during shipping.

Storing Inventory

Once inventory has been received, it needs to be stored in your warehouse. When deciding where to store inventory, you should consider the type of product, the quantity of product, and the frequency of customer orders. You should also create a storage plan to ensure that your warehouse layout is organized and that inventory can be easily found when it is needed.

Picking and Packing Orders

When an order is placed, you will need to pick the products from your warehouse and pack them for shipping. When picking orders, you should use a pick list to ensure that the correct products are being pulled from the warehouse. You should also pack orders carefully to avoid damage during shipping.

Shipping Orders

Once orders have been picked and packed, they need to be shipped to the customer. When shipping orders, you should update your WMS with the tracking information. This will help you keep track of your inventory and ensure that customers receive their orders on time.

Managing Inventory Levels

It is important to regularly check your inventory levels and update your WMS accordingly. This will help you avoid stockouts and ensure that you have the products your customers need. You should also create reordering points for each product so you know when it is time to place a new order.

Warehouse Inventory Tips and Best Practices

Now that we’ve described what warehouse inventory management is and covered the basics, it’s time to dive into some warehouse inventory best practices. By following these tips, you can streamline your warehouse operation and keep your supply chain business running smoothly.

#1 – Use a WMS

One of the most important tips for managing warehouse inventory is to implement a WMS. A WMS can help you keep track of your inventory levels, locations, and movements, as well as provide critical insights into your warehousing operations. It can also help you automate inventory tracking and create an overall more efficient warehouse.

SphereWMS is a cloud-based WMS that also functions as inventory management software. Hence, our system offers all of the inventory management capabilities you need to run your warehouse effectively.

#2 – Keep Track of Your Inventory Levels in Real-Time

Another important tip for managing inventory is to keep track of your inventory levels in real-time. This means using an inventory system that includes real-time inventory tracking so you always know what’s in stock and what needs to be ordered. SphereWMS offers real-time inventory tracking, so you can be sure that your inventory levels are accurate.

#3 – Generate Inventory Reports Regularly

Another best practice is to generate reports on your inventory levels regularly. This will help you identify patterns and trends in your inventory, so you can make more informed decisions about ordering, shipping, and receiving.

With SphereWMS, you can generate reports on your inventory levels, orders, and shipments. This will help you keep track of operations in your warehouse and make sure your business is running smoothly.

#4 – Establish Strong Relationships with Suppliers

There are many reasons why a supply chain business should create strong relationships with its suppliers. By collaborating closely with suppliers, businesses can ensure that they always have the materials they need on hand and that their production schedules are not interrupted by unexpected delays. This can help prevent stockouts and keep businesses running smoothly.

Working with suppliers will also enable you to create reordering points, so you can restock your inventory before it runs low.

SphereWMS offers supplier management capabilities, so you can easily track your supplier relationships and reordering points.

#4 – Set Clear Inventory Policies

Another warehouse management tip is to establish clear policies and procedures for inventory control. This includes setting up processes for receiving, storing, and picking orders, as well as for counting and auditing your inventory. By establishing clear policies and procedures, you can help ensure that your warehouse runs smoothly and efficiently.

#5 – Optimize Your Warehouse Operations for Efficiency

One of the best ways to improve the management of your inventory is to optimize your warehouse for efficient operations. This means streamlining your warehouse processes to reduce the time it takes to complete warehouse tasks. It can also mean keeping best-selling items near picking stations where warehouse workers can easily retrieve them during the picking and packing process.

SphereWMS offers warehouse optimization tools that can help you streamline your warehouse. With these tools, you can reduce the time it takes to complete warehouse tasks and improve your inventory management.

#6 – Communicate With Your Team Regularly

Another good warehouse management tip is to communicate with your team regularly. This means keeping your warehouse staff up-to-date on your inventory levels and changes in your warehouse operation.

SphereWMS offers a convenient communication tool that allows you to send messages to your warehouse employees. With this tool, you can keep your team updated on your warehouse operation and ensure that everyone is on the same page.

#7 – Stay Organized

One of the most important aspects of warehouse management is the efficient use of space. This can be a challenge, as warehouses are often large and cavernous spaces filled with a variety of inventory. However, there are a few best practices that can help.

  • Make use of vertical space by installing shelves and racks.
  • Consider using storage containers to maximize space and keep inventory organized.
  • Always take into account the size and shape of inventory when deciding where to store it.

By following these tips, warehouse managers can make the most of their space and keep inventory organized and accessible.

#8 – Keep Your Warehouse Clean

Finally, another important warehouse management tip is to keep your warehouse clean. Keeping your warehouse clean will help you prevent accidents and injuries.

The easiest way to do this is to make sure your warehouse is free of clutter and that all aisles and passageways are clear. Make this a priority for your warehouse staff and require them to clean up any messes they make. You may also consider investing in warehouse cleaning equipment, such as sweepers and scrubbers.

Common Inventory Management Problems (and How to Solve Them)

Even with an effective warehouse management and inventory system in place, warehouse operators can still face some challenges. Here are some common warehouse inventory management problems and how to solve them:

1. Stockouts or Out-of-Stocks

One of the most frustrating things for customers is not being able to find the products they need. That’s why if you’re constantly running out of stock, it’s time to reevaluate your ordering process. Make sure you’re ordering enough inventory to meet customer demand.

2. Excess Inventory

On the other hand, having too much inventory can be just as problematic as not having enough. If you find yourself consistently seeing excess inventory when doing your inventory counts, it’s time to take a closer look at your sales data. See which items aren’t selling and adjust your ordering accordingly.

3. Inaccurate Inventory Records

It’s important to keep accurate records of your inventory levels. If your records are inaccurate, it can lead to a number of problems, including out-of-stocks, excess inventory, and shipping delays. Make sure you’re regularly updating your inventory records and that they’re accurate.

4. Shipping Delays

Shipping delays can be frustrating for both warehouse customers and employees. If you’re constantly facing shipping delays, it’s time to take a closer look at your warehouse operation. Make sure you have enough staff to handle the volume of orders and that your employees are properly trained on the shipping process.

By following these tips, you can overcome some of the most common warehouse inventory management problems.

Introducing SphereWMS: Warehouse Inventory Management System

Now that you know more about warehouse inventory management, it’s time to introduce SphereWMS warehouse and inventory management software. SphereWMS is a cloud-based WMS that offers all of the warehouse management features you need to manage your business effectively.

SphereWMS offers real-time inventory tracking, so you can always stay on top of your inventory levels. You can also generate reports on your inventory, orders, and shipments.

In addition, SphereWMS offers a number of warehouse optimization features to help streamline manufacturing and supply chain warehouse operations. These features include:

  • Inventory management
  • Order management
  • Shipping and Receiving
  • Transportation management
  • Warehouse layout and design
  • Warehouse workflow optimization

If you’re looking for a WMS that offers all of the warehouse management features you need to manage all of your warehousing tasks, then SphereWMS is the right choice for you. Contact us today to learn more about our warehouse and inventory management software.


In this guide, we’ve covered much of what you need to know about warehouse inventory management. We’ve discussed the importance of keeping accurate records, preventing stockouts and excess inventory, and optimizing your warehouse operations. We’ve also introduced SphereWMS warehouse and inventory management software as a solution for all of your warehouse management needs.

Contact us today to learn more about our warehouse and inventory management software and how it can benefit your business. We’ll be happy to answer your questions and explain why we offer one of the leading warehouse management systems on the market.

You might also like: Supply Chain Management: How to Choose the Best WMS for Your Company


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