Improve Inbound Logistics with a Modern Warehouse Management System

Inbound logistics is a very critical part of the supply chain, and very often most organizations do not realize its direct influence on inventory accuracy, operational cost, and customer satisfaction.

While many companies focus on fulfillment and outbound logistics, the truth is that warehouse efficiency with inbound begins at ground zero. Poor inbound logistics cause stock discrepancies, lost revenue, and delayed fulfillment, which in turn make scaling operations much harder.

In this article, we’ll explore five common inbound logistics challenges and how businesses can overcome them with the right warehouse management system (WMS). Plus, we’ll share a real-world case study of how a cosmetics products distributor transformed its warehouse operations by optimizing inbound logistics.

Table of Content:

1. Five Costly Challenges in Inbound Logistics
2. Case Study: How a Cosmetics Products Distributor Transformed Inbound Logistics
3. How to Improve Inbound Logistics with a WMS
4. Conclusion: Why Inbound Logistics Matters

Five Costly Challenges in Inbound Logistics

1. Lack of Inventory Visibility

Many businesses track the amount of inventory but not its location, the estimated arrival date, or its availability for sale. Without real-time inventory visibility, businesses will face the following:

• Overstock at one location while another runs out of stock.

• Inefficient demand planning, leads to either a stockout or writing off excess inventory.

• Unnecessary handling and misplaced stock increases storage costs.

• Losing a sale because inventory is not available.

• Lack of traceability of the products from supplier to fulfillment.

2. Incorrect or Partial Data Entry

If the warehouse staff continue using a pen and paper or outdated spreadsheets, then inventory records are susceptible to errors, incomplete data, and outdated information.

Without the tracking of lot numbers, serial numbers, or even expiration dates, businesses can run into errors at fulfillment, fail to comply, and see higher returns of product.

3. Slow Updates in Inventory

Delays in stock updates due to manual entry of items received include:

• The same inventory is being allocated to multiple orders.

• Duplicate purchase orders for stock that’s already available.

• Bottlenecks in production and fulfillment.

Real-time inventory updates will save businesses from tying cash in unwanted inventory or even losing customers for reasons such as an inability to fulfill orders.

4. Poor Quality Control for Inbound Shipments

Incoming inventory inspections are important for preventing defective goods, disputes with suppliers, and costly returns. However, in most cases, a business might not have any quality control procedures in place; hence, there is a chance of:

• Paying for goods damaged or not delivered.

• More returns, which may delay production due to low-quality material.

• Increased production cost by re-machining defected products.

5. Poor Putaway Procedure

Once goods arrive in the warehouse, goods must be stocked efficiently and organized. Without any putaway methodology, staff could:

• Inventory gets lost in the process and is difficult to track or find afterward.

• Time is wasted finding a suitable place to store it.

• Causes delay in order fulfillment and adds to operational costs.

A messy putaway process results in longer lead times, higher labor costs, and a cluttered warehouse.

Case Study: How a Cosmetics Products Distributor Transformed Inbound Logistics

A fast-growing cosmetics distributor was seriously experiencing inbound logistics inefficiencies. With hundreds of SKUs coming from multiple suppliers, the company struggled with:

🔴 Manual receiving and data entry, leading to frequent stock errors.
🔴 Inventory updates are delayed, resulting in fulfillment bottlenecks.
🔴 Inventory misplaced, which increases search times and disrupts operations.
🔴 Lack of real-time stock visibility hinders the planning of restocking.
🔴 Poor quality control allows the stocking of expired/damaged products.

Solution: Warehouse Management System (WMS) Implementation

The company implemented a modern WMS with inbound logistics automation, that helped:

✅ Automate Receiving with Mobile Scanners: Staff scanned each SKU upon arrival, which eliminated any manual errors and ensured real-time stock updates.
✅ Putaway Strategies: With the system recommending which location to store each item based on its attribute, they could save time searching for materials and increase retrieval efficiency.
✅ Force Scan upon Receipt for Accurate Data Entry: Since every inbound product must be scanned before storing, this feature provided a complete and accurate inventory record.
✅ Allow Real-Time Inventory Tracking: Stock movements were tracked in one centralized system, enhancing demand forecasting and reducing delays in orders.
✅ Establish Quality Control Checkpoints: The company established inspection points at inbound receiving where damaged or expired products were rejected before coming into stock.

Results: Higher Accuracy, Efficiency, and Profitability

📉 Inventory errors were reduced by 60%, improving the accuracy of stock.
🚀 Receiving time was reduced by 40%, allowing faster product turnover.
💰 Labor costs went down by 30% because of faster inbound processing.
🎯 The quality of products improved, resulting in fewer returns and increased trust from customers.

With better inbound logistics, the company removed supply chain bottlenecks, allowing it to have better cash flow and more efficient scaling of operations.

Also Read: Apa Itu Sistem ERP? Definisi, Konsep, dan Manfaatnya

How to Improve Inbound Logistics with a WMS

A Warehouse Management System (WMS) allows businesses to automate and optimize inbound logistics by:

1️⃣ Mobile Receiving: Process incoming inventory quickly and accurately with barcode scanning.
2️⃣ Real-Time Inventory Updates: Update inventory data upon receipt.
3️⃣ Automated Putaway Strategies: Direct warehouse staff to house their stock in the right location.
4️⃣ Inbound Quality Control: Check defects in goods arriving at the plant/warehouse to avoid their impact on production.
5️⃣ Eliminating Manual Data Entry: Resulting in fewer human errors and speeding up processing.

A WMS, if customized for inbound logistics, will enable organizations to reduce costs, enhance inventory accuracy, and increase warehouse productivity.

Conclusion: Why Inbound Logistics Matters

While many companies focus on fulfillment and outbound logistics, inbound logistics is the foundation of efficient inventory management. 

Accurate, automated inbound processes lead to:
✔️ Faster inventory turnover
✔️ Fewer stock discrepancies
✔️ Lower labor and storage costs
✔️ Stronger supplier relationships
✔️ Higher customer satisfaction

If your business is still managing inbound logistics manually, now is the time to upgrade to a modern WMS.

🔹 Inbound logistics: Have you faced any challenges?
🔹 What strategies have helped optimize your warehouse operations?