The phases of onboarding
| Phase | What happens |
|---|---|
| Needs analysis | Order volumes, order lines, SKUs, B2B/B2C, returns, seasonal peaks and special tasks are mapped. |
| Process design | We decide how receiving, picking, packing, shipping, returns and deviations should work. |
| Systems and data | Master data, integrations and system responsibilities are quality-assured before the first live order. |
- Map the current situation and requirements.
- Clean up item and customer master data.
- Decide the integration and system responsibilities.
- Plan the first inbound delivery and opening stocktake.
- Test orders, statuses, tracking, returns and deviations.
- Go live with a clear cut-over.
- Follow up the first weeks of operations more closely.
What to prepare
- an up-to-date item register with consistent SKUs
- barcodes, weights, dimensions and variant data where needed
- order, shipping and returns rules
- a forecast for normal volumes and peak season
- contacts for IT, finance, customer service and logistics
We use Ongoing WMS, which has documentation for both standard integrations and onboarding new system connections. Exact responsibilities and data mapping are verified for each customer during onboarding.
Master data and SKU onboarding
Poor master data follows the goods all the way into the warehouse. Quality-assuring SKUs, barcodes, weights, dimensions and special requirements before onboarding makes both integration and physical operations more stable.
- Identification – every sellable variant needs a consistent item number (SKU) and, for scanning, a usable barcode.
- Physical data – weight and dimensions affect storage location, packing and freight.
- Special requirements – batch, serial numbers, expiry dates, dangerous goods or special packing must be documented early. See traceability.
Steps: export the current item register, remove duplicates and old SKUs, verify barcodes, complete weights and dimensions, document special rules and test-import the master data into the WMS.
Go-live and test plan
An integration should not go straight from configuration to live operations. A clear test plan catches errors in master data, order status, stock and deviation handling before they affect customers.
- Happy path – test a normal order from creation to shipped status and tracking.
- Deviations – test cancellations, backorders, partial deliveries, returns and incorrect master data.
- Volume – test that integration and workflow cope with more orders than a single manual test.
Steps: create test cases, set the expected result, run integration tests, run warehouse and freight tests, document errors, approve acceptance criteria, carry out the cut-over and monitor the first live orders.
Switching from another 3PL
Switching 3PL partner is more than moving a warehouse. Data, orders, returns, integrations and the physical stock must change hands in the right order to avoid downtime.
| Area | What to plan |
|---|---|
| Current state | Active orders, open returns, stock balances, inbound deliveries and integration dependencies. |
| Physical move | How and when the stock is moved, and how the opening stocktake is verified. |
| Cut-over | The last order at the current partner and the first at the new one. |
Steps: take stock of the current situation, export master data and balances, plan the physical move, configure integrations, run in parallel where possible, lock the cut-over time and follow up the first week of operations.
Moving from your own warehouse instead? Read our guide on moving from an in-house warehouse to a 3PL.
Frequently asked questions
How long does onboarding take?
It depends on the number of SKUs, the integration route, the amount of stock to move and how quickly master data can be prepared. A timeline is agreed once your needs have been reviewed.
Do we need an integration from day one?
Not always, but an integration removes manual order entry. If your platform is in Ongoing's integration catalogue, a standard integration is normally the first option.