Karlholm Logistics uses Ongoing Warehouse, also called Ongoing WMS, to create traceability and control in different types of goods flows. This article explains what a WMS does, which functions matter most and what an online retailer should prepare before an integration. For how we use it in practice, see Ongoing WMS at Karlholm Logistics.
What is a WMS?
WMS stands for Warehouse Management System. It is the operational engine of the warehouse: an ERP usually focuses on purchasing, finance and sales, while the WMS controls the physical events – receiving, locations, picking, packing, dispatch and stocktaking. Typical functions:
- item register, storage locations and current balances
- inbound deliveries and receiving
- order queue, pick instructions and prioritisation
- scanning and checks in the warehouse process
- packing, shipping information and delivery status
- returns, stocktaking and deviation handling
- integrations with webshop, ERP and transport systems
Why a WMS matters for ecommerce
- Order volume can change fast. A campaign can bring far more orders than a normal day. The WMS gives one order queue and supports prioritising and distributing work without moving orders manually between systems.
- Stock levels drive the customer promise. The webshop needs to know what can actually be sold. When receiving, picking, returns and stocktaking are registered in a structured way, the sales channel gets a better basis – although synchronisation must be configured and tested for each setup.
- More channels add complexity. Webshop, marketplaces and resellers can all feed orders; the WMS can collect the warehouse events, provided item keys, priorities and integrations are designed correctly.
- Traceability simplifies deviations. Scanned steps and clear statuses make it easier to find the cause when an order goes wrong.
Why a WMS matters in 3PL
In third-party logistics, receiving, putaway, picking, packing, loading and delivery depend on each other. Without good system support it is hard to keep control as volumes grow or several flows run at once. A WMS gives a clearer stock overview, traceability at more steps, better order in the delivery flow – and easier follow-up for you as a customer, without having to ask about every detail. It must work for small-item picking, pallet goods, carton goods, B2B and ecommerce alike.
Why Karlholm Logistics uses Ongoing WMS
Ongoing WMS is built for warehouse-intensive businesses, 3PL and ecommerce. It is web-based and supports scanning, order handling and a large integration network, so the flow can be adapted per customer without a separate warehouse system for each.
- Visibility – customers can follow relevant stock and delivery events.
- Scanning – goods movements are registered where they happen.
- Flexibility – different order types and goods flows in one system.
- Integrations – connections to ecommerce platforms, ERPs, transport solutions and other systems.
- API and webhooks – technical options for custom data flows when a standard connector is not enough. See API and EDI.
A function existing does not mean a finished solution: which integrations, statuses and tasks are activated is decided for each customer.
How information flows between webshop and WMS
| Data | What happens |
|---|---|
| Items and product data | SKU, name, barcode, weight, dimensions and relevant attributes are transferred or set up from an agreed master source – it must be clear which system owns each field. |
| Orders to the warehouse | Order lines, address, shipping method and other fields go to the WMS and are validated before picking. |
| Stock back | Changes from receiving, picking, returns and stocktaking are reported back so the webshop shows a relevant sellable balance. Rules for reserved, blocked and incoming stock must be defined. |
| Delivery status and tracking | Once packed and shipped, status and tracking information go back to the webshop or communication tool. |
Ongoing publishes documented integrations for Shopify, WooCommerce and many other ecommerce, ERP and transport systems. Always check who develops and maintains the connector, which data objects are supported and how errors are alerted – and test with realistic orders, returns, partial deliveries and cancellations. See connecting your webshop to a 3PL.
What to check when choosing a WMS or 3PL
- Can the system handle your SKUs, barcodes and packaging levels?
- Is there support for the B2C, B2B, pallet, carton and returns flows you need?
- Which integrations exist for your webshop, ERP and carrier?
- Which system is the master for items, prices, orders and stock?
- How are cancelled orders, backorders and partial deliveries handled?
- Which visibility do you get, and which reports are used for follow-up?
- What do permissions, support, test environment and change process look like?
Preparing a safe system start
- Clean data before integrating. Duplicates, reused SKUs and missing barcodes cause problems in any system. Quality-assure the item register and set rules for new items.
- Document normal flows and exceptions – not just the standard order, but cancellations, address changes, pre-orders, backorders, returns, claims and manual B2B orders.
- Test from purchase to delivery – webshop order, import to the WMS, picking, packing, shipping, status back and any return, checking both screens and data at every step.
- Decide monitoring and responsibility – who notices a stopped integration, who troubleshoots, and how orders are handled meanwhile.
Digital control and a well-run physical warehouse
Digital control has to be combined with a well-organised physical warehouse. At Karlholm Logistics, all relevant warehouse events are scanned in Ongoing WMS, and you also have personal contact with our team – in clean, heated, camera-monitored premises in Karlholmsbruk near the E4.
Frequently asked questions
What is the difference between a WMS and an ERP?
The ERP usually handles finance, purchasing and sales. The WMS controls the operational warehouse events – receiving, putaway, picking, packing and stocktaking.
Do 3PL customers get access to the system?
Ongoing supports customer logins for logistics providers' customers. Which access and functions are included is agreed in the partnership.
Does a WMS eliminate all warehouse errors?
No. The system gives structure and control, but the result also depends on correct data, scanning, training and well-designed processes.
This article is an English edition of content first published in Swedish by Karlholm Logistics. It explains common practice and describes how a setup can work; the exact scope for your business is agreed during onboarding.