This checklist summarizes the most important points you should check before going live with Pickware in your Shopware 6 shop. For each point, we link to the matching detailed article in the helpcenter. This checklist does not replace any of the detailed guides, but helps you make sure you don't miss anything before the start.
If you are switching from another inventory management system: Make sure the old system no longer writes any stock before you go live with Pickware. If an interface is still running in the background that books stock out or in, discrepancies arise that are difficult to correct during ongoing operations. Plan the shutdown of the old system as a separate step before go-live, not in parallel with it.
If you are switching from Shopware 5: Also take note of What do I need to consider when migrating from Shopware 5 to Shopware 6?, especially completing open orders before the final migration run.
1. Account, extension & licenses
The Pickware extension is installed and connected to a Pickware Account.
A suitable package and all required licenses for Pickware WMS and/or Pickware POS have been booked, so the shop is no longer running only in the 30-day trial.
Billing address and payment method for billing the Pickware package are stored in the Pickware Account.
Detailed guide: How can I install and set up Pickware?
2. Shipping methods
All shipping methods used in the shop have been created and linked to the matching carrier and shipping product.
Sender address and parcel dimensions/weights are stored so that shipping labels can be created correctly.
For international shipping, any required customs information is stored.
More on this: How do I configure the shipping methods so that the correct carrier products are selected automatically?
3. Payment methods
Payment methods are a native Shopware feature and not part of the Pickware configuration. Even so, before go-live, check that all the payment methods you want are active and have been assigned to the right Sales Channels.
4. Warehouses & bin locations
The split into warehouses and bin locations is a deliberate decision. Rule of thumb: You need a separate warehouse for physically separate locations or if online availability should differ. Anything that is merely a distinction within the same warehouse (shelf, demo corner, second-hand area) belongs on a bin location. You map product properties such as B-grade or display item via the product or a variant, not via a separate warehouse.
Bin locations have been created, either manually or via CSV import.
The naming of the bin locations is consistent and follows a comprehensible scheme (e.g. aisle – shelf – level). Check this especially if you export bin locations from a legacy system: Inconsistent separators are the most common reason why a stock import can't be assigned cleanly later on.
The position of the bin locations defines the order in which they are walked during picking. Without maintained positions, there is no meaningful picking route.
Optionally, a default bin location is assigned to best-selling products so that Pickware automatically suggests a suitable location during stocking.
Bin locations are labeled or fitted with labels so they can be scanned during picking with the WMS App.
If you accept returns: A separate returns warehouse that is not available online prevents returned goods from being sold again immediately before they have been inspected.
More on this: How do I create bin locations? · How do I assign a default bin location in a warehouse to products?
5. Stock
When you install Pickware ERP, the existing Shopware stock is automatically transferred as physical stock into the newly created main warehouse. In the product details, in the Stock tab, check whether the transferred quantities are correct.
If stock is newly captured at go-live (e.g. during a warehouse move), a stocktake as a check is worthwhile.
When switching from another system, you should spot-check the transferred stock against the physical goods instead of relying on the old system's closing stocktake. Otherwise, incorrectly transferred stock only becomes noticeable when customers can order items that are no longer physically there.
Product master data has been cleaned up, in particular duplicate product numbers. They are a frequent reason why an import aborts or stock is assigned incorrectly.
6. Transactions & documents
Logo, header and footer, and business details (address, tax number, IBAN, etc.) are stored on the invoice, delivery note and other documents.
The number ranges for invoices and other documents are set so that they continue your previous numbering. This can only be corrected afterwards with effort and often only becomes noticeable after the first real orders.
The invoice is generated in only one way: either by Pickware during picking (via the shipping method's documents) or via a flow in the Flow Builder. If both run in parallel, duplicate invoices are created. If you generate the invoice only during picking, you need cancellation invoices less often, because the order can still change until then.
More on this: How do I configure and customize my order documents? · How do I determine the number of documents to print per shipping method?
7. Set up Pickware WMS & Pickware POS (if used)
Every user has their own user account with their own App PIN, with no shared group accounts. This is the only way to assign permissions in a targeted manner and trace processes later.
The roles and permissions of the users are tailored to their actual tasks.
Hardware (scanners, printers, cash register) has been delivered, set up and tested at least once in a real workflow. Allow enough lead time, as devices that haven't arrived yet or haven't been tested are a common reason for postponing go-live.
Label printers are reachable over the network and not connected to just a single computer. The mobile devices address the printer directly, so a plain USB connection on the warehouse PC is not enough.
The Wi-Fi covers the areas where scanning actually takes place, including outdoor areas and secondary warehouses.
For Pickware POS: The opening cash balance has been recorded before the first sale.
8. Prepare picking
The picking profiles have been set up and determine which orders appear in the WMS App at all.
Old orders that date from before go-live and should no longer be shipped via Pickware are excluded from picking, for example via a rule in the picking profile. Otherwise they will appear in the WMS App on the first day and cause confusion.
More on this: How do I set up picking profiles?
9. Automations in the Flow Builder
The flows supplied by Shopware have been checked. Only the flows you really need are active.
Flows do not trigger each other, for example a flow that sets the order status when the shipping status changes, and a second one that reacts to the order status. Such chains lead to errors, especially with bulk edits. It is better to combine related actions in a single flow.
10. DATEV export (if used)
The DATEV configuration has been coordinated with your tax advisor. What has proven effective: Create the configuration to the best of your knowledge, generate a test export and have your tax advisor review it. They will give you the revenue accounts per country and tax rate as well as the collective accounts per payment method. One or two rounds of coordination are usually enough.
More on this: How do I configure my DATEV extension?
11. Place a test order
To finish, create a test order and process it completely through Pickware once: create the invoice, generate a shipping label, pick the order and ship it. This ensures that shipping methods, bin locations and documents work together correctly before real orders come in.
Pay particular attention to whether a shipping label can actually be generated. If that fails, it is usually due to the carrier's settings, for example print options carried over from a system you used before.
More on this: How do I pick orders via the Shopware Admin?
After go-live
In the first few days after the start, keep an eye on the order overview and the stock so you can react early to discrepancies. If you have questions about individual points, our support team is happy to help.