Inventory management software by COSYS

Inventory management presents a major challenge for many companies, as stock movements and inventory changes are often not documented at all or only on paper. COSYS offers a solution with its mobile inventory management app, available for Android and iOS, making the process more efficient and reliable.

Digitized Workflows

Resource Optimization & Error Prevention

Real‑Time Data & Traceability

Inventory management software

COSYS offers state-of-the-art inventory management software for mobile computers, barcode scanners, and smartphones. With a mobile barcode scanning app and a powerful backend, the inventory management system covers the entire warehouse process—from goods receipt to shipping. Mobile data capture ensures that all warehouse operations are fully documented and digitally processed. At the same time, process data is collected and processed in the COSYS backend to display warehouse metrics and key performance indicators (KPIs) in real time via the COSYS WebDesk.

The inventory management software enables a complete representation of material and goods flow while identifying process weaknesses. Thanks to flexible interfaces, it can be seamlessly integrated with ERP and other systems for real-time data exchange. Alternatively, the inventory management software can also be operated as a standalone solution.

What is inventory management?

Inventory management software is designed to improve warehouse processes. It digitizes each individual warehouse process and consolidates them into a single system. This allows for centralized warehouse management, providing better visibility of goods movements, inventory levels, and workflows. A proper inventory management software equips warehouse staff with a multifunctional tool, consisting of a mobile computer or tablet combined with a inventory management app. With this tool, warehouse processes can be accelerated since barcode scanners and apps capture data more quickly. This leads to faster process execution and increased efficiency.

Inventory management software digitally documents the material flow and enables optimal use of warehouse resources. This allows warehouse staff and logistics space to be utilized effectively with the help of inventory management software.

COSYS inventory managment software processes

COSYS warehouse management software in use at your company

Our invnetory management software is flexible and can be operated according to your preferences. You have the choice to either install the software on your own server or benefit from the COSYS Cloud Hosting Service. Regardless of your choice, our inventory management software always comes with intelligent logic for inventory management and control. Additionally, with the COSYS WebDesk, you always have a tool that provides an overview of current stock levels and goods movements.

In Goods receipt the employee selects an order. The app displays all items and quantities for this order. The items are color-coded to indicate progress. By scanning each item and entering the quantity, the employee confirms that the goods are complete and free of defects. Once the goods have been received, storage can begin in order to book the items into the desired storage location.

The inventory management software offers comprehensive support for the Order picking. It supports both single-stage and multi-stage picking. The software also supports the shipping unit number (SSCU) during picking. During picking, the warehouse employee is shown all customer orders in the app. The orders themselves originate from the ERP system and can be processed on the move using the inventory management software. Selecting the customer order opens the picking list. The employee uses this list to pick the customer order. By scanning each item during picking, the employee can avoid errors. To make picking easier, the items are sorted according to the shortest route and color-coded.

With help of the stock transfer goods can be quickly transferred to new storage locations. This stock transfer maintains the storage order. Stock can be transferred directly or via removal to trolleys with subsequent storage. The app suggests suitable storage locations for optimal use of the space.

Inventory management software functions

Best-before date management: Automatic prioritization based on the best-before date.
Batch and serial numbers: Traceability and identification.
Photo documentation: Record damages and delivery confirmations.
Label printing: Print shipping and item information.
Signature capture: Proof of quality and handover confirmation.
Smartphone scanning: Use existing devices without additional hardware.
Multi-client capability: Inventory management for multiple locations.
Minimum and reorder levels: Automatic notifications when thresholds are reached.

Benefits with the inventory management software

Cost savings: Targeted reduction of inventory levels and lower capital commitment.
Error reduction: Digital processes prevent operational errors.
Efficiency increase: Optimized workflows and clear warehouse structure.
Transparency: Up-to-date data and clear key figures for decision-makers.
Security: Seamless data transmission and documentation.

Inventory Management app modules

The inventory management software offers a mobile app for smartphones and mobile computers to support warehouse operations. Through the app, warehouse business processes can be digitally mapped. After logging in, the app displays all available software modules, each representing a specific business process. When entering a module, for example, available or employee-assigned orders are displayed. Once an order is accessed, it is locked for other users and its status is centrally updated. This ensures that you always have a clear overview of order processing.

Thanks to the app’s flexibility, mobile construction site warehouses can be managed effortlessly. Construction sites can be set up as separate warehouses with storage locations and containers, and inventory can be accurately captured. Temporary stocks of materials and tools can thus be captured easily and with minimal effort—ensuring full transparency at all times. This allows work on the construction sites to continue smoothly, while ensuring timely resupply of equipment and materials.

Goods receipt
Stock transfer
Removal
Order picking
Stocktake
Storage
Photo documentation
Label printing

Goods receipt

Goods receipt inspection can be performed during the goods receipt process. Incoming goods can be received using mobile devices such as smartphones or mobile computers. The processing of goods receipt is carried out through barcode scanning.

Stock transfer

Unexpected situations sometimes arise in the warehouse that pose challenges. Misplaced goods, damage incidents, or space shortages can lead to inefficient use of storage areas. To maintain oversight under these conditions, transfers can be documented using the inventory management software. Record the current location of your items with every movement.

Removal

The removal of items from the warehouse for assembly and production is common practice. However, if done improperly, this removal can distort inventory levels and cause inaccuracies. With the inventory management software by COSYS, every removal can be digitally recorded. When an employee scans the withdrawn items, the system automatically updates the inventory in the background. This ensures you no longer experience stock discrepancies.

Order picking

Picking requires speed and precision. With the inventory management software by COSYS, you are up to the challenge. Digitize your pick lists with our software and process customer orders via barcode scanning. This minimizes errors and increases the speed of order fulfillment.

Inventur

Inventory counts are always a critical process that requires valuable resources and time. COSYS makes your physical inventory more efficient by using mobile computers instead of paper lists. Count stock via barcode scanning and avoid counting errors.

Einlagerung

Storage is an important process in the warehouse and should be carried out carefully. Inaccurate documentation of the storage process leads to incorrect inventory levels and wasted time. With mobile data capture, employees can document the storage process precisely. By first scanning the item and then the storage location, the employee assigns the item to its designated location.

Photo documentation

With photo documentation, you record processes and conditions through photos. Capture the condition of goods at outbound shipping or document damages during goods receipt. Returns can also be recorded using photo documentation. The range of applications is versatile.

Label printing

If you need new labels, you can initiate label printing directly via the mobile app. Scan or select the items and storage locations for which new labels are required. The print command is sent through the app’s connection to your label printer.

Warehouse KPIs and Warehouse Analysis in the COSYS WebDesk with Business Intelligence

The inventory management software provides a centralized, user-friendly platform for inventory management through the COSYS WebDesk. By integrating COSYS business intelligence tools, companies can optimize warehouse planning and make data-driven decisions. All relevant information—from stock overviews to picking and goods receipt orders—is consolidated in a single solution and directly linked to corresponding analyses. COSYS’s process data analysis features enable comprehensive warehouse analysis. Users can choose from a wide range of key performance indicators, such as average inventory level, inventory turnover rate, or inventory value. These evaluations can also be configured across different time periods, items, or storage locations.

Business intelligence goes beyond pure data analysis. It provides well-founded forecasts and generates actionable recommendations. Demand forecasts offer valuable insights into which items are likely to be in higher demand in the coming weeks or months—based on historical data and seasonal trends. Business intelligence also supports inventory optimization by suggesting which products should be reordered or relocated. This helps you avoid stockouts and reduce excess inventory. The seamless integration of COSYS business intelligence creates a powerful platform that not only collects data but also enables you to understand it and turn it into concrete actions. With COSYS, you gain a future-proof solution that takes your inventory management to the next level.

Industry configuration

The inventory management software by COSYS is optimized to meet the specific requirements of various industries. Here is an overview of the key industry configurations:

Sanitary: Functions such as shipping unit number, load management, cross-docking, Kanban, label printing, returns management, vehicle fleet management, and reorder level monitoring ensure efficient operations.
Building materials trade: In addition to shipping unit number and load management, features such as cross-docking, loading control, label printing, returns management, photo documentation, and vehicle fleet management support optimal warehouse logistics.
Food and beverages: Best-before date monitoring, batch traceability, branch management, vintage management, FIFO, and the management of different storage areas are particularly relevant here.
Pharma: With features such as best-before date monitoring, batch traceability, multi-order picking, inventory counting, and FIFO, the software meets the high demands of this industry.
Fulfilment: Multi-client capability, transparent inventory overview for customers, photo documentation, traceability, label printing, and document generation ensure smooth processes.
Technical Trade: Serial number capture, cross-docking, multi-order picking, inventory counting, reorder level monitoring, and NVE provide a tailored solution for this industry. Thanks to these flexible configurations, the COSYS warehouse management software reliably meets industry-specific requirements and optimizes workflows.

Top / Flop articles

This view within the warehouse management software clearly shows which items were moved most frequently during the selected time period. All items are listed in the center, while the right side of the view displays the top 10 and bottom 10 items, enabling an easy assessment of warehouse activity and product turnover frequency.

Capturer comparison

This function of the inventory management software shows how many transactions were carried out by each user. The data can be filtered by different time periods, allowing for detailed analysis of user activity and efficient resource planning.

Parked orders

This chart in our inventory management software provides a clear overview of how often orders need to be parked. This information is essential for identifying frequent priority orders or delivery issues, helping you optimize your workflows.

Order picking

Use the WebDesk module picking to manage your order picking orders. The order overview gives you a clear view of all current picking tasks. Orders can be imported from your ERP system or created manually. Thanks to the tabular layout, all relevant picking information is readily accessible. You can see which customer is linked to each order, how many items are included, and what the current processing status is. In addition, you’ll see the priority of each order—that is, its urgency and processing sequence. All information can be edited directly in the COSYS WebDesk, including the order priority. Any changes made in the WebDesk are automatically transmitted to the mobile app and are visible to mobile workers. This allows you to react quickly to updates and ensures that everything proceeds according to plan.

Price history

The price trend analysis of individual items provides companies with a transparent overview of how purchase prices have changed over time. By directly comparing different suppliers, it becomes clear which vendors offer consistently favorable conditions or show significant price fluctuations. This information is crucial for making informed purchasing decisions and strategically working with the most cost-effective suppliers.

Dashboard

You can access COSYS reports through the COSYS WebDesk, which provides various views and key information about your warehouse management. This information is highly valuable for workforce planning and the efficient organization of your storage locations.

Order processing time

This view within our inventory management software displays the throughput times of all orders. The graph shows how long it takes from order creation (status: open) to full completion (status: closed), helping you evaluate process performance and identify opportunities for optimization.

Articles without stock movement

Within our warehouse management software, this analysis provides insights into items that have shown no movement in the warehouse for an extended period. This is essential for identifying inventory that ties up capital and wastes space, enabling you to make informed and optimized inventory decisions.

Inventory history

With the inventory history view, you can access all current stock transactions. See recent goods receipts, relocations, and picking activities—giving you full visibility into ongoing warehouse operations.

Photo documentation

Photos taken using the photo documentation feature can be viewed in the WebDesk on a per-order basis. When opening the detail view, the images can be reviewed along with any recorded comments and the documented capture time.

Position discrepancies

Deviating items in goods receipt and picking occur when the quantities or types of items actually recorded differ from the expected values in the system. Such discrepancies can result from delivery errors, incorrect items, quantity mismatches, or faulty scans. Early detection of these deviations is crucial to maintain accurate inventory, initiate complaints in a timely manner, and avoid unnecessary delays in downstream processes. By systematically recording and analyzing these deviations, sources of error can be identified, processes improved, and overall quality in warehousing and shipping significantly enhanced.

Number of processed orders

Within our inventory management software, this overview provides a detailed insight into the number of successfully processed orders, categorized by booking type. These data help you evaluate the system’s performance and make targeted optimizations.

Overdue orders

Overdue orders in warehouse management are a clear warning sign of process delays or resource bottlenecks. When orders are not processed on time, it can lead to delivery delays, dissatisfied customers, and ultimately, loss of revenue. Systematic tracking and analysis of overdue orders enables early identification of bottlenecks and targeted corrective actions—whether through improved workforce planning, process optimization, or prioritization of urgent orders. This helps maintain a stable supply chain and ensures consistent service quality.

Serial- and batch numbers

A standardized feature of the COSYS WebDesk is the management of batch- and serial-numbered items. This makes it easier to identify and trace batches and serial numbers. If products turn out to be defective, they can be easily tracked using the integrated tracking function.

Best-before date check

In warehouse management, monitoring the best-before date (BBD) is crucial—especially for perishable goods, food products, pharmaceuticals, or chemical substances. A system-supported overview of items nearing or exceeding their BBD enables timely actions such as relocation, special sales, or write-offs. This helps prevent loss of value, ensures product safety, and supports compliance with legal requirements. Transparent BBD monitoring also promotes more efficient stock rotation (First Expired, First Out – FEFO) and enhances quality assurance throughout the supply chain.

Cloud and ERP Systems

Our cloud-based inventory management software can be used across a single warehouse or multiple warehouse locations. One key advantage for your company is that COSYS handles the maintenance of the IT system. The cloud solution is used to record, book, and execute warehouse-related business processes. It also supports the management of consignment stock—materials stored at customer sites—as well as tenant-managed inventory, where stock belongs to different legal or economic entities. Employees can process inventory across tenants, with the system ensuring that only the stock of the assigned tenant is affected during order processing. The inventory function allows for stock counting either on a set date or as needed. The cloud-based warehouse management software can be operated as a standalone solution or integrated with an ERP system.

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FAQ

What are the tasks involved in inventory management?

In inventory management, various tasks must be carried out. First and foremost, it is essential that all goods stored in the warehouse are properly labeled and coded. This makes it easier to locate specific items and prevents mix-ups. Additionally, inventory lists must be constantly updated to maintain an accurate overview of available stock. Regular checks are also required to ensure that goods are still within their shelf life and have not been damaged. In the case of damage or loss, a separate record must be kept. All stock removals must also be accurately documented.

How much does an inventory management system cost?

There is no one-size-fits-all answer to this question. The cost of a inventory management system depends on a company’s individual needs and requirements. Typically, costs include the setup and configuration of the warehouse management software, as well as software license fees. In addition, there are hardware costs for barcode scanners and other necessary equipment. Expenses for user training and ongoing support should also be considered. However, the exact costs can only be determined through a consultation with an experienced warehouse management specialist.

What is Industry 4.0 in inventory management?

Industry 4.0 refers to the integration of physical and digital systems in production. This enables companies to optimize their production processes and develop new business models. In warehouse management, Industry 4.0 means that data from various sources is collected and analyzed to manage inventory and optimize material flow. By using sensors, RFID tags, and other technologies, companies gain accurate information that allows them to monitor stock levels and operate more efficient warehouse systems.

How is the inventory management process structured

The inventory management process is a key component of our software. It enables you to manage and monitor your inventory effectively. Barcode scanning is an essential part of this process. By capturing barcodes, you can ensure that you always have up-to-date information on your stock levels.

Is the inventory management software suitable for small businesses?

Yes, COSYS offers inventory management software for small businesses. It improves efficiency, inventory accuracy, and customer service. In addition, it helps reduce costs, minimize errors, and support business growth. Thanks to its user-friendly interface and easy integration with existing systems, it is a smart investment for small enterprises.

Can the inventory management system be integrated with SAP?

Yes, the inventory management system can be integrated with SAP. SAP offers various modules specifically designed for warehouse management, such as SAP Extended Warehouse Management (EWM) and SAP Warehouse Management (WM). Using the interface, all transactions can be carried out via the COSYS mobile app and then transferred directly to SAP.