Pamatik WMS – User Guide
Pamatik WMS is a modern warehouse management system (WMS) for Slovak and Hungarian webshops and retailers. It connects your warehouse with your webshop, syncs stock in real time, and covers the entire process from goods receipt to order dispatch.
What is Pamatik WMS?
Pamatik WMS is a cloud application you can use from a browser (on a desktop) and on a mobile phone. It has two main parts:
Manage orders, products, pricing, goods receipt, analytics and settings on a computer or tablet.
A barcode-scanning interface installable on a phone for warehouse work: picking, receiving, inventory, write-off.
Data syncs in real time: whatever you scan on the phone in the warehouse appears immediately in the desktop interface, and vice versa. The system connects directly to your webshop (e.g. WooCommerce), so stock and prices update automatically in both directions.
Key capabilities at a glance
Receive goods by barcode or manually, with expiry dates and purchase price.
Automatic intake of webshop orders, picking, delivery note, carrier label.
Two-way synchronization of stock and prices with WooCommerce.
Track upcoming expiry dates, quick markdown to prevent spoilage.
Read a supplier invoice / PDF, automatic product recognition.
Natural-language AI assistant: ask about stock, turnover and expiries.
Revenue, profit, stock movement and team performance reports.
Track the balance of deposit-based packaging (bottles, crates).
Print Packeta, GLS, DPD labels directly from the order.
Stock count by barcode, automatic discrepancy report.
Who is it for?
Pamatik WMS is designed for small and medium businesses that handle physical stock and (also) sell online:
- Webshops that fulfill orders from a warehouse (with a WooCommerce connection).
- Grocery and general stores where tracking shelf life and deposits matters.
- Wholesalers and distribution warehouses where several employees work in different roles.
First steps
- Register. On the landing page click “Start for free” and enter your company name, email and a password. Registration starts a 30-day trial that includes the full Pro feature set, with no credit card.
- Sign in. During and after the trial you sign in on the login page (email + password). The interface language can also be switched on the login screen (SK / HU / EN).
- Fill in company data. Under Settings → Company enter your company name, country and VAT rates – these are needed for invoicing and pricing.
- Connect your webshop. Under Settings → Webshop integrations connect your WooCommerce store, then import the products. (Details: Webshop integration.)
- Invite staff. Under Settings → Users invite colleagues by email and set their role.
- Install the mobile app. Install the scanner app on warehouse staff phones (see Mobile app) and work can begin.
Roles & permissions
Every user is assigned one role. The role determines which menu items they see and which operations they can perform. This way warehouse staff cannot access pricing, and a pricer cannot change company settings.
| Role | What they see / do | Interface |
|---|---|---|
| Admin | Access to everything: settings, users, integrations, pricing, subscription. The company “owner”. | Desktop + mobile |
| Pricer | Orders, analytics, products, pricing & promotions, expiry, movements, inventory, deposits. Does not manage integrations and users. | Desktop + mobile |
| Receiver | Goods receipt, expiry, movements, inventory, deposits. Focused on receiving goods. | Desktop + mobile |
| Warehouse staff | Uses the mobile scanner interface exclusively: picking, receiving, stock check, expiry, write-off, deposit return. | Mobile only |
Languages & UI
The whole application is available in three languages: Slovak (SK), Hungarian (HU) and English (EN). You can switch the language any time with the selector at the top of the interface – the setting is remembered until the next login.
The interface can be used with both a dark and a light theme – the theme can be switched any time with the toggle at the top of the interface, and it is remembered. It is responsive: the same dashboard works on a large monitor and on a tablet. The mobile scanner has a separate, large-button interface, operable with one hand.
Orders
The Orders module is where your webshop’s online orders arrive. Here you see incoming orders, assemble the package and hand it over to the carrier.
How does it work?
- Automatic intake: when an order is placed in the webshop, it appears automatically in the list via the integration. You can search by customer name or order
#id. - Pick list: the selected order shows an item-level pick list (what and how much to pick). For bundle products the system expands the components.
- Picking: staff can also pick the items on the phone using the Order picking function by barcode.
- Stock deduction: when the order is fulfilled, the system deducts stock on a FIFO basis (from the item with the earliest expiry).
- Delivery note & carrier label: you can generate a delivery note for the order and print a carrier label (Packeta / GLS / DPD) directly, with a tracking number.
- Write-back to the webshop: on fulfillment, the order status and updated stock are written back to the webshop.
Goods receipt
The Goods receipt module is used to receive goods into the warehouse. The process is based on “receipt lists” (shipments).
- Create a new list. Enter the supplier and add the incoming items – per product the quantity, purchase price and (optionally) expiry date.
- Multiple expiry dates on one item. If several batches of the same product arrive with different expiry dates (e.g. “milk with 3 different shelf lives”), you can record them as separate entries – on approval each becomes its own stock batch.
- Previous price visibility. The list shows the product’s previous purchase price, so you immediately see if it became more expensive.
- Approval. On approval the items are added to stock and recorded among the stock movements.
For lightning-fast receiving, staff can also use the Quick receive function on the phone.
AI invoice scanning Pro
With AI invoice scanning you don’t have to type in the supplier invoice manually. Upload a PDF or a photo of the invoice, and the AI automatically recognizes product names, quantities and prices.
- On the Goods receipt page open the AI invoice scanning dialog.
- Upload the invoice file (PDF or image).
- The system processes it and displays the recognized items.
- You just review and approve – the items are then added to the receipt.
Ask your warehouse (AI assistant) Pro
Ask your warehouse is a natural-language AI assistant: simply ask, in English (or Slovak/Hungarian), about your warehouse data, and the system answers from your own, real data – it never invents numbers.
Examples you can ask:
- “How much [product] is in stock?”
- “Which product is lowest / what sells best?”
- “How many orders did I have last month? What was the turnover?”
- “Which products expire within 30 days?”
- “Which product has a low margin? What is dead stock?”
- “How much deposit is outstanding?”
Products
Products is your full product catalog. Here you see stock, search by name or barcode, and filter by category, supplier and type.
What can you do here?
- Create / edit a product: name, barcode (EAN), category, supplier, VAT rate, sale and purchase price, minimum stock level.
- Bulk import: upload products from a CSV or Excel file, or import directly from the WooCommerce store.
- Bundle products: you can assemble a bundle from several products. The bundle’s “virtual stock” is calculated automatically from component availability, and that amount is sent to the webshop too.
- Stock info: for each product you see the current stock and expiry batches. On the product card, with multiple warehouses you also see the quantity per warehouse.
- Low stock: products below the minimum level are flagged; the indicator considers all products (not just the loaded page), and can be filtered with one click.
Pricing & promotions Pro
In the Pricing module you can manage sale prices in bulk, launch timed promotions, and push prices to the webshop with one click.
- Bulk pricing: change the prices of multiple products at once, filtered by category or supplier.
- Timed promotions: set a promotional net price with a start and end date – the promotion starts and ends automatically.
- Channel sync: push the changed prices to the WooCommerce store in one step.
- Margin Guard: if a product’s purchase price rises, the system suggests a repricing so your profit doesn’t drop.
Expiry
The Expiry page shows items needing attention in two groups:
- Expired / critical – items requiring immediate action.
- Expiring soon – items expiring in the coming days that are worth marking down or putting out front.
Expiry tracking is based on the shelf-life dates entered at receipt, at the stock-batch level. Staff can mark down soon-to-expire goods right on the phone using the Expiry & markdown function.
Stock movements
Movements is the complete stock journal: every inbound and outbound movement is searchable. Columns: time, movement type (receipt, dispatch, write-off, correction), product, quantity and the user who performed the operation.
You can search by product or reason and filter by fiscal year. This module ensures transparency and auditability – every movement is traceable, who did it and when.
Deposits (returnable packaging)
The Deposits module tracks the balance of deposit-based packaging (e.g. bottles, crates, kegs, pallets). For each such item you see the current balance and can perform operations (issue / take back).
Deposit returns can also be recorded by staff on the phone with the Deposit return function, so the deposit balance is always up to date.
Inventory
With the Inventory module you perform a full or partial stock count. The process:
- Start an inventory. You start a new inventory – the system records the “expected” (system) stock.
- Actual count. You search for a product (min. 3 characters or barcode) and enter the actually counted quantity.
- Discrepancies. The system compares expected and actual quantities and reports the discrepancies.
- Closing. When the inventory is closed, corrections are recorded as stock movements and the new quantities take effect. Previous inventories can be reviewed.
Further options:
- Partial count: you can count not only the whole warehouse but also a category, supplier or custom list.
- Multiple counters at once: others can join a single count and count in parallel, live – you see who counted what.
- Blind count: the system quantity and the difference can be hidden during counting – a more accurate, auditor-friendly count.
- Admin actions: the Admin can stop an in-progress count, delete past counts (even selecting several at once), and export to Excel. Deleting removes only the count record – already-booked stock corrections remain.
Analytics
Analytics visualizes business performance, filtered by fiscal year:
- Monthly revenue & profit – broken down by the months of the selected year.
- Stock-movement reports – trends of turnover and depletion.
- Team performance – who performed how many operations (picking, receiving).
- Top products – best-selling and most valuable items.
Export
You can export your data in various formats for accounting, reporting or archiving:
- Export of products and inventory – available in every plan.
- Detailed export of stock movements and orders – Pro feature.
Export is started from the relevant module’s page and can be filtered by fiscal year.
Mobile app (PWA)
The mobile scanner is a PWA (Progressive Web App): no app store download needed, it can be installed directly from the browser onto the phone’s home screen and launches from there like a “real” app.
Installation
- On Android (Chrome): open the app’s address, then from the prompt bar or menu choose “Add to Home screen”.
- On iPhone (Safari): the Share icon → “Add to Home Screen”.
After installation, staff sign in and see six large, easy-to-use buttons on the home screen.
The 6 scanner functions
The mobile home screen offers six warehouse tasks. Each uses the phone’s camera for barcode reading, or also works with manual search.
| Function | What is it for? |
|---|---|
| 🛒 Order picking | Picking the items of a webshop order. You scan a product, the system signals whether you picked the right item, and guides the pick to fulfillment. |
| 🔍 Stock check | Quick lookup of a product: current and available stock, expiry batches. Just scan the barcode. |
| 📥 Quick receive | Fast receiving in the warehouse: scan a product, enter quantity and (optionally) expiry. |
| 📅 Expiry & markdown | Mark down soon-to-expire goods on the spot so they don’t go to waste. |
| 🗑️ Write-off | Remove damaged, expired or unsellable goods from stock, with a reason. |
| ♻️ Deposit return | Record the return of deposit-based packaging (bottles, crates). |
Offline mode
Signal in the warehouse is often weak. The mobile app handles this: product data is saved on the device (local cache), so you can work even when there is no internet at the moment.
Push notifications
The app can send push (instant) notifications to the phone about important events – for example a new order, low stock or an upcoming expiry.
- You toggle notifications on/off with the bell icon at the top of the interface.
- On first enabling, the browser asks for permission – this must be accepted.
- Notifications can be enabled per device separately and turned off any time.
Webshop integration
Under Settings → Webshop integrations you connect Pamatik WMS with your WooCommerce store. This enables automatic order intake and two-way stock/price sync.
Setup step by step
- API key in the webshop. In the WooCommerce admin create a REST API key pair (Consumer Key + Consumer Secret) with write permission.
- Add the integration. In the WMS enter the store address and the keys, then save.
- Configure the webhook. The WMS provides a Delivery URL; paste it into the webhooks created in WooCommerce (Order created/updated, Product created/updated). This way orders and product changes arrive in real time.
- Import products. Import the webshop’s products into the WMS so you can manage stock here.
What gets synchronized?
- Orders: from the webshop to the WMS (automatically).
- Stock: from the WMS to the webshop (based on actual warehouse stock, for bundle products with the virtual stock).
- Prices: from the WMS Pricing module to the webshop (Pro).
- Product data and VAT: on import and on product change.
Shoptet
We set up the Shoptet integration individually, on request – because of Shoptet’s OAuth flow and its multi-stock inventory management, we go through the setup separately for each store. If you want to connect a Shoptet store to Pamatik WMS, choose Shoptet in the integrations menu or write to us at hello@pamatikwms.eu and we’ll go through it together.
Carriers
Under Settings → Carriers you connect a carrier company for label printing. Supported providers: Packeta (Zásilkovna), GLS and DPD.
Once configured, you can request a carrier label and a parcel id (tracking number) directly from the order page, and print the label as a PDF.
Warehouses (multiple) — Pro
Under Settings → Warehouses you can manage several warehouses/locations (e.g. store, back room, garage). Every company has an automatic Main warehouse; on the Pro plan you can add any number of additional ones (Basic manages 1 warehouse).
How it works
- Receiving into a warehouse (even split): at receiving you choose which warehouse the goods go to – and you can even split one item across several warehouses (e.g. of 200 pcs, 120 to the main and 80 to the outdoor warehouse), each with its own expiry.
- Stock per warehouse: on the Products page, the Warehouse filter shows what is in each warehouse.
- Transfer between warehouses: the mobile Transfer function moves stock from one warehouse (and shelf) to another.
- Fulfilment from the Main warehouse: orders are fulfilled from the Main warehouse. If something is short there, the picking list shows which warehouse still has it — transfer it in from there.
- Webshop visibility: per integration you choose which warehouses count toward the webshop availability (e.g. store + back room yes, garage no). See Webshop integration.
Categories & suppliers
Under Settings → Categories & Suppliers you manage master data: product categories and the list of suppliers. You can filter by these on the Products and Pricing pages, and reports are grouped by them too.
Company & VAT
Under Settings → Company enter your company’s basic data and the country. The country determines the currency and the applicable VAT rates. Supported countries: Slovakia (EUR), Hungary (HUF).
VAT rates are stored per company, and on WooCommerce import the system automatically tries to match them to the webshop’s tax classes so that net/gross prices are correct.
Managing users
Under Settings → Users (Admin only) you can invite new staff:
- Enter the invitee’s email and their role (Pricer, Receiver, Warehouse staff).
- The staff member receives the invitation by email, sets a password and can sign in.
- You can later change the role or revoke access.
Fiscal years
Under Settings → Fiscal years you manage business years. Orders and stock movements are tied to a fiscal year, so reports, exports and lists can be filtered by year. You can archive a closed year and open a new one – this helps with accounting closing and clarity.
Plans
Registration starts with a 30-day free trial that includes the full Pro feature set. After that you choose between two paid plans. The table below shows the feature limits:
| Feature | Trial | Basic | Pro |
|---|---|---|---|
| Number of products | Unlimited | 2,000 | Unlimited |
| Users | Unlimited | 3 | Unlimited |
| Webshop integrations | Unlimited | 1 | Unlimited |
| Carriers | Unlimited | 1 | Unlimited |
| AI invoice scanning | ✔ (100/mo) | — | ✔ (200/mo) |
| Ask your warehouse (AI assistant) | ✔ (250/mo) | — | ✔ (500/mo) |
| Multi-shop | ✔ | — | ✔ |
| Advanced analytics | ✔ | — | ✔ |
| Bundle & promotion management | ✔ | — | ✔ |
| Margin Guard | ✔ | — | ✔ |
| Bulk pricing + channel sync | ✔ | — | ✔ |
| Detailed export (movements/orders) | ✔ | — | ✔ |
| Product & inventory export | ✔ | ✔ | ✔ |
Managing your subscription
You manage your subscription under Settings → Subscription: here you see your current plan, the days remaining in the trial, and from here you switch to a paid plan or between plans. Payment is handled through a secure, bank-grade payment provider.
Frequently asked questions (FAQ)
Do I need to download a separate app on the phone?
No. The mobile scanner is a web app you can add to the home screen from the browser with one tap (PWA). No app store is needed.
Does the system work without internet?
The mobile scanner works to a limited extent offline too: product data is on the device, and operations sync automatically when the connection returns. The desktop interface requires internet.
Which webshop does it support?
The WooCommerce integration is fully supported (syncing orders, stock and prices). The Shoptet integration is set up on request, individually (stock write-back is in preparation). Support for Shopify and Shoprenter is in development.
How do I report a bug or get help?
Under Settings → Bug reporter you can describe the problem and attach an image (on the Basic/Pro plan). The report reaches us by email and is tracked in the system until it is resolved.
Can warehouse staff access prices or settings?
No. Roles precisely control access. Warehouse staff can only reach the mobile scanner functions, not pricing and settings.
What happens to expiring products?
The system tracks shelf life at the batch level and warns on the Expiry page and via push notification. Soon-to-expire goods can be marked down right on the mobile.
How do I manage deposit-based packaging?
In the Deposits module you track balances, and staff record returns with the mobile Deposit return function.
Can I lose my data if the subscription expires?
No. On expiry access is restricted, but data is preserved; after renewal it is available again. On request, the account and all data can be permanently deleted.
Can it be used in multiple languages?
Yes, the whole interface is available in Slovak, Hungarian and English, switchable any time.