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Qivity WMS — physical stock, bin by bin, on one ledger
Receiving, put-away, transfers, picking, packing, dispatch, returns and stock counts across every warehouse and bin — with lots, expiry and serial numbers on an append-only stock ledger that is the only thing allowed to change a balance. WMS owns the physical stock; the money stays in your accounts.
What is inside
Every warehouse task, one stock ledger
Receiving, moving, picking and counting all post to the same append-only ledger, so balances, reports and history always agree.
Warehouses and locations
A location tree per warehouse with capacities, category rules and storage conditions, and staff scoped to the warehouses they work in.
Products and catalogue
Products, units and packaging units, categories, barcodes with check digits, item groups for variants, pictures and custom fields.
Lots, expiry and serials
Lot and expiry tracking with FEFO allocation, serial numbers, and a trace of every movement a serial has made.
On this pageReceiving and put-away
Expected deliveries, receipts with inspection and discrepancies, and put-away confirmed by scanning the bin.
On this pageTransfers
Moves between bins and transfers between warehouses, with in-transit stock and receipt in rounds.
On this pagePicking and packing
Fulfilment orders, allocation, pick tasks and waves, packages, and dispatch with carriers and tracking links.
On this pageBackorders and replenishment
What did not ship stays on a backorder, and reorder rules per warehouse turn low stock into replenishment.
On this pageKits and assembly
Kits with components, and build or take-apart orders that move every component and the kit in one posting.
Returns
Customer returns received into quarantine and inspected, and supplier returns sent back.
Stock counts
Cycle and blind counts with frozen bins, approved by someone other than the counter, posting once.
On this pageAdjustments with approval
Stock adjustments approved under segregation of duties, so nobody writes off what they counted themselves.
On this pageReports and labels
Stock, ageing, movements, ABC analysis and dead stock, plus product and location labels as printable sheets.
The stock ledger
One writer, and it never edits
Every change to stock is a transaction on an append-only ledger, and balances are updated in the same database transaction. Retries are absorbed by idempotency keys and unique source keys, so a dropped connection cannot move stock twice.
| Rule | What it means on the floor |
|---|---|
| FEFO allocation | Earliest expiry first, then the oldest lot, then bin, then serial — and expired lots are never used |
| Frozen bins | A bin being counted is frozen: the ledger refuses movements in it, and allocation skips it |
| Blind counts | Counters are not shown the expected quantity, so they count what is there |
| Segregation of duties | Whoever counted, inspected or received does not approve the result |
| Units never mixed | Quantities in different units are reported per unit, never summed into a meaningless total |
Serial trace
Every movement a serial number has made, from receipt to dispatch or return, on one screen.
In-transit stock, visible
Stock moving between warehouses sits in a system in-transit location until it is received, in as many rounds as it arrives.
Inbound
Receiving that checks before it counts
Expected deliveries carry the purchase order reference, receipts are inspected, discrepancies are decided by someone other than the receiver, and put-away is confirmed by scanning the destination bin.
Discrepancies decided by a second person
Short, over or damaged deliveries become discrepancies, and the decision stays away from whoever received them.
Put-away checked against the bin
The destination bin is scanned to confirm, and its capacity and category rules are checked before stock goes in.
Receipt files and labels
Attach delivery notes and photos to a receipt, and print receipt and location labels as PDF sheets.
Replenishment from reorder rules
Reorder rules per warehouse raise daily low-stock alerts and a replenishment list to act on.
Outbound
From order to dispatch, without double picking
An order is allocated from storage bins, picked into staging, packed and dispatched — and dispatch posts once, whatever happens to the network in between.
Waves when volume calls for them
Pick one order at a time, or group orders into a wave for the same walk.
Substitutes by rule
Substitute rules let a picker use an approved alternative product instead of shorting the line.
Carriers and tracking links
Keep your list of carriers, and a shipment’s tracking reference becomes a link to follow.
Backorders, not silent shortfalls
Dispatch what is there and keep the rest on a backorder, instead of recording the line short.
Integrations
Connections to other Qivity products
Each connection is optional and switched on by your organization. Disconnecting one never deletes data.
HRMSCRMCSMAccountsITAMITOPSWMS
One people directory for every product
Departments, locations, managers, joiners and leavers come from HRMS instead of being typed into each product.
WMSAccounts
Stock movements as draft documents
Receipts, dispatches, transfers and adjustments arrive in Accounts as drafts to post at Accounts’ own cost.
WMSITAM
IT stock into the asset register
Serials of IT items received in the warehouse are staged in ITAM, and in-stock assets follow their warehouse.
CRMWMS
One product catalogue
WMS imports the CRM product catalogue by code, so items are never keyed twice.
Physical stock in WMS, money in your accounts
WMS deliberately holds no prices or valuations. With Qivity Accounts connected, receipts, dispatches, transfers and adjustments arrive there as drafts to post at Accounts’ own cost — and, per warehouse, Accounts can leave quantities to WMS and refuse manual stock entries. Qivity ITAM stages the serials of IT items as they are received, the CRM product catalogue can be imported by code, and Qivity HRMS supplies staff details and leaver flags.
Sign-in is through the central Qivity identity service. Every role is scoped to the warehouses a person is assigned to, custom roles can be built, and the audit trail is append-only.
Questions people actually ask
Does Qivity WMS value stock or hold prices?
No. WMS owns physical stock — quantities, bins, lots, serials and warehouse work. Valuation, prices, purchase orders and invoices belong to Qivity Accounts, which receives WMS movements as drafts when the two are connected.
Does it support lots, expiry dates and serial numbers?
Yes. Lots with expiry and FEFO allocation, serial numbers, and a full trace of each serial’s movements. Expired lots are never allocated.
Can we run several warehouses?
Yes. Each warehouse has its own location tree with capacities and category rules, transfers between warehouses carry in-transit stock, and staff can be limited to the warehouses they are assigned to.
How are stock counts kept honest?
Bins being counted are frozen, counts can be blind, and the approval comes from someone other than the counter. An approved count posts one transaction.
Does it handle kits?
Yes. A kit is a product with components. Build and take-apart orders move every component and the kit together in one posting, or nothing moves.
Can we use it without Qivity Accounts?
Yes. WMS keeps physical stock fully on its own. Connecting Accounts adds draft stock documents and a reconciliation between the two.
Also on the platform
Bring your pipeline. We’ll bring a laptop.
Twenty minutes, on your data — not a canned demo. If we are the wrong fit, we will say so on the call.