WMS User Guide
OMS Quick Start Guide
Step-by-step instructions to help you get started with the Order Management System — from initial setup to order fulfillment.
Overview
The OMS (Order Management System) is a smart order management platform designed to help you centrally manage orders from all e-commerce platforms. It enables you to process and fulfill orders efficiently from a single system — saving time and boosting productivity. The OMS helps you solve common challenges such as scattered orders, inventory tracking, complex fulfillment workflows, difficult after-sales inquiries, and disorganized data — achieving end-to-end order management with full efficiency.
Getting Started
2.1Initial Setup
(1) Account Login
Your OMS account is created by the 3PL warehouse operations team. Use the credentials provided by the warehouse staff to log in to the OMS system. You can switch languages from the top-right corner of the login page. If you forget your password, contact the warehouse team to reset it from the admin panel.
OMS Login URL: oms.xlwms.com/login
OMS Login Page
(2) Change Initial Password
After logging in, you can change the initial password for your account.
Click avatar (top-right) > Personal Center > Change Password
Avatar Menu
Change Password
(3) View Warehouse Information
Click avatar (top-right) > Personal Center > View bound warehouse information
Warehouse Information
(4) Create Products (SKUs)
OMS > Product Management > Products > Draft > New/Import > Submit → (OMP > Product Management > Product Audit) > Approved
Product Management
Product Creation Form
- Once a product SKU is created and approved, it cannot be changed or deleted. All fields except [Hazardous Goods Classification] can be modified.
- SKUs in the OMS system are independent and do not sync with ERP or marketplace store SKUs.
(5) Account Top-Up
OMS > Account & Billing > My Account > Account/Top-Up History > Top Up
Account Top-Up
- The system balance is virtual. You need to contact the warehouse team offline for actual payment, then submit a top-up request with proof of payment in the system.
- Top-up currency must match the warehouse's standard transaction currency. If topping up in a different currency, confirm the exchange rate with the warehouse team in advance.
- Available order amount = Account Balance + Credit Limit. When the available amount reaches 0, you cannot submit orders. Contact the warehouse team for balance top-up or credit limit adjustment.
- After submitting a top-up request, the warehouse team must approve it in the admin panel before the funds become available.
2.2Platform Store Authorization
(1) Authorize Platform Stores
We currently support integration with major e-commerce platforms including Amazon, Mercado Libre, Shopee, Walmart, Shopify, eBay, Lazada, Wayfair, TikTok Shop, SHEIN, Temu, Rakuten, Yahoo, AliExpress, Ozon, and Coupang. Sellers can authorize and bind their e-commerce platform stores in the OMS, and the system will automatically sync and pull orders. Once orders are synced to the OMS, you can review, approve, and fulfill them.
OMS > Settings > Platform Authorization > Select platform > Add Authorization > Fill in authorization info → Product Mapping (required)
Platform Authorization
(2) Platform Order Processing Flow
The system syncs pending fulfillment orders from your authorized stores to the OMS [Platform Orders] module. You can review and process orders for fulfillment in this module.
OMS > Platform Orders > Assign Warehouse & Shipping > Review → (Warehouse Services) Pick & Pack Fulfillment > Warehouse Processing
Order Processing Flow
a. Order Sync
- 1First-time sync: After initial store authorization, the system automatically pulls all qualifying orders created within the past 5 days (e.g., Temu/TikTok pending fulfillment orders).
- 2Auto sync: The system automatically syncs every 15 minutes, pulling orders from the last 2 days.
- 3Manual sync: Click the [Manual Sync] button to immediately sync all latest orders.
Auto Sync
Manual Sync
b. Order Processing
Pending status: Assign the fulfillment warehouse and shipping channel for the order, then click Confirm & Review.
Pending Order
Waiting for platform label: If using a platform-generated shipping label, the order status will change to "Waiting for Platform Label - Fetching".
Waiting for Label
Processing (generating fulfillment order): When the order uses a warehouse shipping channel or the platform label is successfully fetched and the fulfillment order is generated, it moves to Processing status.
Processing Status
- If the order uses a platform label, the document flows to: OMS > Warehouse Services > Pick & Pack Fulfillment > Draft > Pending Submit.
- If the order uses a warehouse shipping channel, the document flows to: OMS > Warehouse Services > Pick & Pack Fulfillment > Draft > Fetching status, then moves to Pending Submit after the carrier label is obtained.
- After submission, the order enters [Warehouse Processing] status. The warehouse will begin picking, packing, and outbound operations based on the confirmed order details.
Platform Label Draft
Warehouse Channel Draft
Warehouse Processing
Shipped status: Indicates the fulfillment order has been successfully shipped. You can view the tracking number upload status (whether the tracking number has been synced to the platform).
- "Mark as shipped" means uploading the tracking number back to the corresponding platform store order. Orders using platform-generated labels do not require this step.
Shipped Status
(3) Platform Order FAQ
Q1: How to fix incorrect product mapping quantities?
Go to OMS > System Settings > Product Mapping, delete the old mapping, and recreate it. Then cancel the order and move it back to Pending status. Wait about 15 minutes for the system to sync the new mapping quantities.
FAQ: Product Mapping
Q2: "Failed to generate fulfillment order: insufficient inventory" but inventory exists?
Check the platform order's System SKU × Quantity to verify if the product mapping quantity is correct. The mapping quantity is not the inventory count — it represents how many warehouse SKUs correspond to 1 platform SKU for fulfillment. Also verify that the order's assigned warehouse matches the warehouse with available inventory.
FAQ: Inventory Error
Q3: "Platform SKU not bound to system SKU"
Check if the product mapping store matches the order's store. Each store's SKUs must have their own product mapping configured.
FAQ: SKU Binding
Q4: "System SKU has not been measured as new product"
In OMS > Inventory > Product Inventory, confirm whether the SKU has available inventory. If no inventory, submit an inbound order in OMS or contact the warehouse for inventory import. If inventory exists, contact the warehouse to perform new product measurement in WMS > Inbound > New Product Maintenance.
FAQ: New Product
Q5: Order in exception status — "Failed to move to pending, please update order info in store"
In exception status, you can only view the exception reason. Cancel the order first, then move it to Pending to re-edit and assign warehouse/shipping for review.
FAQ: Exception Status
Q6: Order stuck in Pick & Pack Draft status, not auto-submitted to warehouse?
Ensure the [Auto-submit to warehouse after review] option is checked. Once enabled, orders entering Draft status will be automatically submitted to the warehouse within approximately 5 minutes.
FAQ: Auto Submit
Q7: Order shows Processing but cannot be found in Pick & Pack Fulfillment?
Search by platform order number to check the order's status in Warehouse Services > Pick & Pack Fulfillment. If it's in [Exception] status, it means the submission to the warehouse failed. Move it back to Draft, re-edit, and resubmit.
FAQ: Missing Order
2.3Inbound Orders & Inventory
(1) Create Inbound Orders (ASN)
Inbound receiving is the process of arranging goods to be shipped to the warehouse and submitting receiving instructions. The inbound order data must match the actual shipment. Before creating an inbound order, ensure the SKU has been created and approved in the Products page.
OMS > Warehouse Services > Inbound > New > Fill in details > Save Draft / Submit
Create Inbound Order
- Inbound types: Standard Inbound (per-unit storage generating product inventory, used for pick & pack or transfer fulfillment) and Transfer Inbound (per-carton storage generating carton inventory, primarily for carton-based transfer fulfillment; the warehouse can also convert carton inventory to product inventory for pick & pack fulfillment).
- Two methods for creating inbound orders: For small volumes, manually create individual orders. For bulk creation, contact the warehouse team to batch import via the OMP portal.
(2) Inventory Query
After the warehouse completes receiving and putaway for your inbound orders, you can view inventory status in the [Inventory] section. You can filter by inventory type to view product inventory, carton inventory, and return inventory quantities, inventory transaction history, and inventory aging.
The "Inventory Transactions" section shows change records and associated documents for each inventory movement.
Inventory Query
Inventory Transactions
2.4Manual Fulfillment Orders
In addition to automatically generating fulfillment orders from platform orders, you can also manually create or batch import pick & pack fulfillment orders.
OMS > Warehouse Services > Pick & Pack Fulfillment > New / Import > Fill in details > Save Draft / Submit
Manual Fulfillment Order
Additional Notes
All operations must be completed within the OMS system. Please ensure your account permissions are correctly configured. If you encounter any system issues, contact the warehouse operations team or NIWO customer support at [email protected]. We recommend regularly checking inventory data to ensure consistency with actual warehouse stock.
Frequently Asked Questions
Common platform order issues are covered in Section 2.2(3) above. For additional questions not listed here, please contact our support team at [email protected] or reach out to your dedicated warehouse operations representative.
Need help? Contact us at [email protected]