support@magestore.com sales@magestore.com Phone: +1-415-954-7137 INVENTORY MANAGEMENT ULTIMATE EDITION USER GUIDE Version 1.7.3
Table of Contents INTRODUCTION... 6 TERMINOLOGIES & PRINCIPLES... 7 HOW TO CONTROL INVENTORY & STOCK MOVEMENTS... 18 1. Manage Warehouses... 18 1.1. Warehouse List... 19 1.2. Add a Warehouse... 21 1.3. Edit a Warehouse... 25 2. Manage Inventory Stock... 30 2.1. For Existing Products... 30 2.2. For New Products... 33 3. Manage Stock Transfers... 35 3.1. Send Stock... 35 3.2. Request Stock... 40 3.3. Send Stock/ Request Stock Settings... 46 4. Physical Stocktaking... 47 4.1. Add New Physical Stocktaking... 48 4.2. Edit Physical Stocktaking... 54 5. Adjust Stock... 55 HOW TO RE-PURCHASE INVENTORY... 62 6. Supplier Portfolios... 62 6.1. Supplier List... 62 Inventory Management Ultimate v.1.7.3 User Guide 2
6.2. Add a Supplier... 63 6.3. Edit a Supplier... 67 7. Inventory Purchase... 69 7.1. Manage Shipping Methods... 69 7.2. Manage Payment Terms... 72 7.3. Manage Purchase Orders... 74 8. Low Stock Notifications... 95 8.1. Low Stock Notification Settings... 95 8.2. View Low Stock Notifications in Admin Panel... 98 8.3. Receive Low Stock Notification via Email... 99 8.4. Low Stock Notification Logs... 100 HOW TO PREPARE & SHIP ITEMS FOR SALES ORDERS. 101 9. Barcodes... 101 9.1. Barcode Default Settings... 102 9.2. Create New Barcodes... 103 9.3. Barcode List... 109 9.4. Manage Barcode Templates... 111 9.5. Print Barcode Labels... 112 9.6. Check Product Info by Barcode... 116 10. Set the Default Warehouse for Shipments... 122 11. Shipments... 123 11.1. Track Shipping Status... 123 11.2. Create a Shipment... 124 11.3. Review Shipments... 126 12. Drop-ship... 128 12.1. Drop-ship Process... 129 Inventory Management Ultimate v.1.7.3 User Guide 3
12.2. How Admin & Warehouse Managers Manage Drop Shipments... 136 12.3. How Suppliers Manage Drop Shipments... 137 12.4. How to Configure Drop-ship Function with Different Scenerios... 143 HOW TO RUN REPORTS & ANALYSIS... 148 13. Reports... 148 Overview About Reports... 148 13.1. Sales Reports... 150 13.2. Bestseller Report... 162 13.3. Customer Reports... 164 13.4. Purchase Reports... 166 13.5. Stock On-Hand Reports... 167 13.6. Stock Movement Reports... 169 14. Inventory Dashboard... 171 14.1. Add a New Dashboard... 172 14.2. Edit a Dashboard... 174 14.3. Add a New Chart... 175 14.4. Edit a Chart... 176 HOW TO CHECK ORDER FULFILLMENT... 179 15. Fulfillment Overview Dashboard... 179 16. 4 steps to check Order Fulfillment... 180 16.1. Verify Order & Stock Availability... 180 16.2. Picking Items & Packing Slips... 181 16.3. Ready-to-Ship Packages... 182 16.4. Shipped Orders... 184 16.5. Settings... 184 HOW TO CONFIGURE SETTINGS... 186 Inventory Management Ultimate v.1.7.3 User Guide 4
11. Set the Default Warehouse for Shipments... 186 17.5. Settings... 186 8.1. Low Stock Notification Settings... 186 3.3. Send Stock/ Request Stock Settings... 187 10.1. Barcode Default Settings... 187 9.1. How To Calculate Supply Need Forecast... 187 13.4. How to Configure Drop-ship Function with Different Scenerios... 187 Tip: To discover all functions more easily, turn on your Bookmark bar in PDF reader software (View Navigation Panels Bookmarks) to view the navigation of this manual. Inventory Management Ultimate v.1.7.3 User Guide 5
INTRODUCTION Do you know that 45-90% of all business expenses are as results of inventory costs? (upstreamcommerce.com). Therefore, it is vital to have an effective inventory management strategy in order to save costs and gain profits. Inventory Management extension is the ultimate stock control system for Magento, helping you easily keep track of any products in backend. With more than 14 features, the Professional Edition provides the most complete & effortless inventory control. The extension is: Compatible with Magento CE 1.4-1.9 & EE 1.9-1.14 Open source 100% License Certificate valid for 1 live Magento installation and unlimited test Magento installations (No license key required) Easy to install and configure User-friendly interface Inventory Management Ultimate v.1.7.3 User Guide 6
TERMINOLOGIES & PRINCIPLES Terminology Description Reference Total Phys. Qty. Avail Qty. On-hold Qty. Warehouse Default Warehouse Root Warehouse Total Physical Qty. is the real quantity of all products in your physical warehouse. Available Qty. is the quantity of each product in Catalog. It s also the quantity remaining to be sold and equals the Total Qty. after being subtracted the on-hold Qty. (allocated in sales orders) On-hold Qty. is the number of product items has been ordered but not shipped yet in a warehouse. A Warehouse in Inventory Management represents for a physical place where you keep your stock. Stock can be moved between Warehouses, purchased for a Warehouse, and shipped from a Warehouse. Employees (with different admin accounts) can be restricted to handling only Warehouse(s) at which they work. Default Warehouse is automatically created after the extension is installed and contains all products in your Catalog. Root Warehouse is the core warehouse of the system and cannot be deleted to make sure that there is always at least one warehouse containing your inventory. However, you can 1.3. Edit a Warehouse 1.3. Edit a Warehouse 1.3. Edit a Warehouse 1. Manage Warehouses 1. Manage Warehouses 1. Manage Warehouses 7
Terminology Description Reference Warehouse Creator Warehouse Manager Stock Movement Stock Transfer Send Stock set any warehouses as Root if you have full permissions in the backend. Warehouse Creator is the admin user can create new warehouses, which requires full access permissions in Role Resources (System Permissions Roles). This user has the highest permission with all warehouses and can choose Warehouse Managers. Other admin users with custom resource access cannot add new warehouses but can take some actions related to existing warehouses. A Warehouse Manager has full & unchangeable permissions with a chosen warehouse. The system will automatically send notification emails to his email address. Stock Movements are records of inward & outward stock transfers of a warehouse. Stock Transfers are used to manage inventory movements between warehouses or between a warehouse and another location. There are two types of Stock Transfers: Send Stock & Request Stock. Inventory is immediately moved & Qty. is changed upon saving these actions. This action lets you move inventory from a warehouse to other locations. 1.2.2. Users, Roles & Permissions in Warehouses 1.2.2. Users, Roles & Permissions in Warehouses 1.3.2. Stock Movements in a Warehouse 3. Manage Stock Transfers 3.1. Send Stock 8
Terminology Description Reference Request Stock Physical Stocktaking Adjust Stock Stock Adjustment Barcode This action lets you request stock for a 3.2. Request warehouse from other sources. Stock Physical Stocktaking acts can be used at any 4. Physical time to double-check and correct inventory Stocktaking discrepancy amounts in Inventory Management vs. physical inventory in your warehouses. This action contains a stock count and a confirmation before actually updating Qty. in the system. Adjust Stock action is used to correct/ update 5. Adjust Stock inventory levels of your products and records them in Stock Adjustments. To be more specific, these will change the Total Physical Qty. in the Manage Stock grid of Inventory Management module. After that, the system will update Available Qty. accordingly (or the quantity in default Catalog Products) after subtracting Qty. allocated in sales orders from the new Total Phys. Qty. Stock Adjustments are records of inventory 5. Adjust Stock corrections/ updates when there are some differences between stock levels of physical and virtual warehouses. Barcode (bar code) is the small image of 10. Barcodes vertical lines (bars) and spaces affixed to inventory items to identify particular product information quickly. A product can be stored in different warehouses, 9
Terminology Description Reference purchased from different PO and suppliers. Therefore, our system allows each product to have many barcodes, which encode different information about its locations, suppliers & purchase orders The most important principle to validate here is the barcode Qty. created must be equal or less than Total Available Qty. in your system (after applying filter criteria if have). Barcode Labels Barcode Labels visualize barcodes for printing 10.4. Print with bars image, product name and price. Barcode Labels Low Stock Low stock notifications are, as its name, system 8. Low Stock Notification emails or notifications to inform admin, Notifications warehouse managers when some products are going to be out of stock. Threshold Threshold inventory Qty. is the trigger of low 8. Low Stock inventory Qty. stock notifications. The system frequently Notifications checks if any product has the Available Qty. below this level, then alerts admin & managers to be aware of it. You can use the threshold inventory Qty. as the Reorder Point - the lowest point in which you would like inventory of items to go before ordering more. Supply Need Supply Need is the system s prediction about 9. Supply Needs how many inventory items you need for each product within a future period. The system will calculate this number based on your sales 10
Terminology Description Reference history in the corresponding period in the past. Stock-out Date Total Qty. Needed Purchasing Qty. to Purchase More Supplier Purchase Order (PO) Return Order The upcoming date that a product is going to be out of stock (Available Qty. = 0) since the current date How many inventory items you need to purchase more to minimize the risk that a product is going to be out of stock in the select period. The actual Qty. that you want to place purchase orders with suppliers to replenish inventory for the upcoming period. It's recommended to be equal to Total Qty. Needed Purchasing Suppliers are the people and organizations that you purchase inventory from. Suppliers will be shown up in the drop-down lists when you create purchase orders and drop shipments. Purchase Orders are documents sent to specific suppliers to purchase more inventories for your warehouses. They contain descriptions, quantities, prices, discounts, payment terms, date of performance or shipment, other associated terms and conditions. Return Orders are records of items returned from a purchase order. They are similar to Credit Memos of Sales Orders but these items are returns from your warehouses to a supplier. 9. Supply Needs 9. Supply Needs 9. Supply Needs 6. Supplier Portfolios 7.3. Manage Purchase Orders 7.3.2. Edit Purchase Order - > Return Orders tab 11
Terminology Description Reference PO Delivery Shipment Method Payment Term Drop-ship For each purchase order, you can create partial returns or all at once. PO Deliveries are records of items received from a purchase order. They are similar to Shipments of Sales Orders but these items are delivered from a supplier to your warehouses. For each purchase order, you can create partial deliveries or all at once. Shipping Methods could be carriers, services or even shipping terms that you commonly use to deliver inventory from suppliers to your warehouses. The extension displays them in a drop-down box when admin users create purchase orders. Payment Terms are used to specify any terms & conditions or methods when you pay for inventory purchased from suppliers. The extension displays them in a drop-down box when admin users create purchase orders. Drop-shipping (Drop-ship) is a term to describe the retailer does not keeping goods in stock, but instead transferring sales orders and shipment details to the wholesaler/ supplier, who then ships the goods directly to the customer. 7.3.2. Edit Purchase Order - > Deliveries tab 7.1. Manage Shipping Methods 7.2. Manage Payment Terms 13. Drop-ship With Inventory Management extension, you will act as the retailer, passing the order 12
Terminology Description Reference Supplier Page Chart Inventory Dashboard Report Sales Reports by Hour information onto your supplier for shipping. As items on drop-ship are not passed through your hands, they don t affect to the Qty. and inventory movements in your warehouses. To help suppliers follow all their drop shipments easier, the module provides a separate page in the front-end, namely Supplier Page, where suppliers can log in and track all related information. Chart is a graphic design to visualize analysis data in the Reports section. Inventory Dashboard is a page where you can choose to show any charts from 21 report types mentioned in the Reports section. It gives you the ability to bring what reports truly matter to the forefront for quick access. The Report pages are where you find actionable insights into sales, stock, warehouses and suppliers. Inventory Management provides you with up to 21 types of report, which can be divided into 4 categories. Each report page contains 3 sections: Filter, Charts and Data Table. This report will give you an overview of sales within a given time period and help you answer the question: What is the best-selling time in 24 13.3. How Suppliers Manage Drop Shipments 15. Inventory Dashboard 15. Inventory Dashboard Overview About Reports 14.1.1. Sales Reports by Hour 13
Terminology Description Reference daily hours? Sales Reports by Day Sales Reports by Invoiced Value Sales Report by Refunded Value Sales Report by Tax Code Sales Report by Order Status Sales Report by Shipping Method Sales Report by Payment Method This report will give you an overview of sales within a given time period and help you answer the question: What is the best-selling day in a week? This report compares between the sales values of Total Ordered Items and Total Invoiced Items within a given period. This report compares between the sales values of Total Ordered Items and Total Refunded Items within a given period. This report provides a breakdown of your sales by tax code within a given period. This report provides a breakdown of your sales value by order status within a given period. This report provides a breakdown of your sales value by shipping method within a given period. It helps you answer the question: What is the most common shipping method that customers use? This report provides a breakdown of your sales value by payment method within a given period. It helps you answer the question: What is the most common payment method that customers 14.1.2. Sales Reports by Day 14.1.3. Sales Reports by Invoiced Value 14.1.4. Sales Report by Refunded Value 14.1.5. Sales Report by Tax Code 14.1.6. Sales Report by Order Status 14.1.7. Sales Report by Shipping Method 14.1.8. Sales Report by Payment Method 14
Terminology Description Reference use? Report on Warehouse Report by Product Adjusted Report by Stocktaking Variance Report by Stock Sending Report by Stock Request The warehouse analysis reports give you the historical record of all inventory audit trails in each warehouse, including inventory registrations/write offs and sales. You can also compare different criteria indicating the performance of your storage locations. By associating with Stock Adjustment records, this report lets you review the number of products being adjusted Qty. within a given time period. This type of report collects data in Physical Stocktaking records within a given time period to provide you with an overview of inventory accuracy. It helps you answer the question: What product has the most discrepancy between the real and virtual inventory level? This report collects data from Stock Sending records and then analyzes which warehouses sent out the most items to other locations (not including Qty. shipped to customers & returned to suppliers) within a given period. This report collects data from Stock Request records and then analyzes which warehouses receive the most items to other locations (not including Qty. refunded from customers & Qty. 14.2. Warehouse Reports 14.2.2. Warehouse Report by Product Adjusted 14.2.3. Warehouse Report by Stocktaking Variance 14.2.4. Warehouse Report by Stock Sending 14.2.5. Warehouse Report by Stock Request 15
Terminology Description Reference Warehouse Report by Sales Order Warehouse Report by Revenue Warehouse Report by Item Shipped Report by Supply Need Bestseller Report received against purchase orders) within a given period. This report collects sales data within a given period and then analyzes which warehouses fulfill the most sales orders. This report collects sales & shipments data within a given period and then analyzes which warehouses bring the most revenue. This report collects shipments data within a given period and then analyzes which warehouses are frequently chosen to ship ordered items to customers. Like the Supply Need forecast, this report extracts data from sales history within a previous period to analyze how many inventory items should be re-purchased to fulfill sales orders in the same upcoming period. However, if the Supply Need forecast focuses on predicting each warehouse s needs to place purchase orders, the Supply Need report helps you compare the supply need between warehouses to get your priorities right. This report collects sales data within a given period and then identifies 7 best-selling 14.2.6. Warehouse Report by Sales Order 14.2.7. Warehouse Report by Revenue 14.2.8. Warehouse Report by Item Shipped 14.2.9. Warehouse Report by Supply Need 14.3.1. Bestseller Report 16
Terminology Description Reference products among the whole system. Report on Stock Remaining Warehousing Time Warehousing Time report Supplier Report This report collects inventory data within a given period and then identifies 7 products having the highest Total Available Qty. in the whole system. Warehousing Time is the number of days that an item has stayed in your warehouse since the date it was received against a purchase order. As a product can have many items received from different purchase orders at different times, the Warehousing Time report calculates the average number of storage days among all inventory items of a product. This report collects data from PO deliveries within a given period and then analyzes which suppliers provide you with the most inventory items. Please note that the report only takes into account items already received in warehouses, not ones that have not been delivered yet. 14.3.2. Report on Stock Remaining 14.3.3. Report on Warehousing Time 14.3.3. Report on Warehousing Time 14.4. Supplier Report 17
The following instructions are written based on the workflow of a new user after installing Inventory Management module. First, click on tab Inventory on the menu to access the system. HOW TO CONTROL INVENTORY & STOCK MOVEMENTS 1. Manage Warehouses A Warehouse in Inventory Management represents for a physical place where you keep your stock. Stock can be moved between Warehouses, purchased for a Warehouse, and shipped from a Warehouse. Employees (with different admin accounts) can be restricted to handle only Warehouse(s) at which they work. Right after you have Inventory Management extension installed, a warehouse called "Default" is automatically created, set as Root and contains all products in your Catalog. 18
To make sure that there is always at least one warehouse containing your inventory, no admin users can delete the Root Warehouse from the list. However, you can set any warehouses as Root if you have full permissions in the backend (please refer to section Permissions for more details) You can edit the Default warehouse to use normally. If you want to disable or delete it, before doing that, you should create new warehouses, choose one of them as the Root Warehouse and move stock from "Default" to those new ones. 1.1. Warehouse List To add/ edit your warehouses information and control their stock availability, go to Warehouses tab. 19
This page shows all warehouses in the system with a lot of information. You can easily filter and search warehouses based on these criteria: Warehouse name Created by Manager's Email Telephone Street City Country Status You can also export the warehouse list to CSV/XML files by clicking on the Export button. 20
1.2. Add a Warehouse Please note that only the admin user with full access permissions in Role Resources (System Permissions Roles) can create new warehouses. Other admin users with custom resource access cannot add new warehouses but can take some actions related to existing warehouses (please refer to section Permissions for more details). Once you are on the Manage Warehouses page, click the Add Warehouse button at the top-right corner. Then the Add Warehouse page will be shown with 2 tabs: 21
1.2.1. Warehouse Information: In this tab, fill out all the required fields with information of a warehouse. Is Primary Warehouse: tick the checkbox if you want to set this warehouse as the Root Warehouse Warehouse Name: the name of this specific warehouse Manager: as a Warehouse Creator, you can choose a Warehouse Manager among admin users (please refer to section Permissions for more details). The system will automatically send notification emails to this email address. Once saved, this option is not editable anymore. Telephone: the contact phone number of this warehouse or its manager Street Address, City, State/ Province, Country, Zip/ Postal Code: enter your warehouse s location Status: enable or disable the warehouse 1.2.2. Users, Roles & Permissions This tab allows you to give different warehouse access permissions to different admin users. The extension uses default Users & Roles of Magento (System Permissions 22
Users/ Roles) and decentralizes warehouse permissions with 3 role levels: Warehouse Creator Warehouse Manager other admin users. Create new warehouses Assign warehouse permissions Warehouse Creator v v Warehouse Manager x v Other admin users x x Both Warehouse Creator & Manager have full & unchangeable permissions with the warehouse by default. They can assign warehouse access to other admin users with 5 actions below: Edit Warehouse: capability to change details in tab General Information & Products of this warehouse. Without this permission, admin users can view the warehouse info only. Adjust Stock: capability to create stock adjustments to change Qty. of products in this warehouse. Purchase Stock: capability to create/ edit purchase orders, deliveries from suppliers & return items to suppliers. 23
Physical Stocktaking: capability to submit & confirm stocktaking forms. Send/Request Stock: capability to send stock from this warehouse or request stock for it. These actions will increase/ decrease stock in the warehouse instantly. If you use Inventory Management Ultimate Edition, you will set permission for two more actions which are Pick & Pack and Ship Order. To assign permissions to an admin user, simply tick the corresponding checkboxes. In this way, you can extend the permission for those who you feel reliable and have responsibility for the tasks and limit the permission for those who are not. Once finished, click on the Save Warehouse button to create the warehouse. A newly created warehouse contains no product. Thus, you have several ways to add virtual inventory to it depending on real Total Qty. in your physical warehouses. Remain unchanged the Total Qty. in the system Move inventory from an existing warehouse to this new one using Send Stock or Request Stock action (please refer to section Manage Stock Transfers for more details) Increase the Total Qty. in the system Create a stock adjustment to update products & inventory in the warehouse (please refer to section Adjust Stock for more details) 24
Purchase stock from suppliers for this warehouse (please refer to section Manage Purchase Orders for more details) 1.3. Edit a Warehouse On the Manage Warehouses page, click on the warehouse that you want to edit. The Send Stock and Request Stock buttons at the top-right corner allow you to quickly transfer stock between this warehouse & other ones. (Please refer to section Manage Stock Transfers for more details) If this is not the Root Warehouse, you can delete it by clicking on the Delete button on top of the page. However, to avoid inventory discrepancy between the virtual record & physical system, you should move all products out of this warehouse (all product quantities are 0) before deleting it. Besides the Warehouse Information and Permission tabs as mentioned in the previous part, there are 3 other tabs of the Edit Warehouse page that you should pay attention to. 25
1.3.1. Stock On-Hand tab This tab shows all products storing in that warehouse. You can filter them based on many attributes, including Product ID, Name, SKU, Image, Status, Price, Physical Qty., Available Qty. and On-Hold Qty. Please note that every product in the warehouse has 3 values of quantity: Physical quantity (Phys. Qty.): The real quantity of each product in your physical warehouse Available quantity (Avail. Qty.): the number of product items available to sell or transfer stock. It is the quantity of each product in Catalog ( Product Inventory) allocated in your virtual warehouse. On-hold Quantity (On Hold Qty.): the number of product items has been ordered but not shipped yet in this warehouse. The workflow here is that: Physical Qty. = Available Qty. + On Hold Qty. Available Qty. will be subtracted after sales orders are placed. Both Available Qty. and Physical Qty. will be subtracted after shipments are created. Available Qty. will be added back after sales orders are canceled. 26
Both Available Qty. and Physical Qty. will be added back after credit memos are created. Please note that you cannot directly update Qty. of products in this tab but you can remove products that have Qty. equal to 0. Simply untick the corresponding checkboxes and save your changes. 1.3.2. Stock Movements tab Qty. of products within a warehouse can be changed through many inward & outward stock transfers, which you can find their detailed records in the Stock Movement tab. 27
This tab records all stock movements in & out of the warehouse, including 6 types: Stock Movement Triggered Subjects Total Action Qty. Send stock to another Warehouse Send Stock Decreased or other destinations Receive stock from another Request Stock 2 warehouses Increased Warehouse or other sources Receive stock from Purchase Create a Increased Order Delivery Delivery The warehouse & a Send stock to Supplier for Return Create a Return supplier Decreased Order Order Send stock to Customer for Create a Decreased shipment Shipment The warehouse & a Receive stock from Customer Create a Credit customer Increased Refund Memo You can see each transaction record with a lot of information including ID, type, sender/recipient, product Qty. and created date. To view more details of each transaction, click on the View link at the end of each row. 28
1.3.3. Change History tab This tab records all changes made in Warehouse Information, Products and Permission tabs of each warehouse. You can see what were changed, who changed and when. 29
For more details, click on the View link at the end of each row. Information will be shown in a pop-up window as follows: 2. Manage Inventory Stock 2.1. For Existing Products On the Inventory Management s menu, go to Stock On-hand > Inventory. 30
You can filter inventory by warehouse when you choose a specific Warehouse View at the top-left corner of the page. 31
On this page, you can see all products in your site with a lot of information. Some columns are as same as the Manage Products grid in Catalog, some are different. For each product, you will see: Product ID Price Product Name Total physical quantity SKU Total available quantity Image Warehouse Status Supplier Unlike the Manage Products grid in Catalog, this module enables you to see product images so that you can recognize them easily. Also, you can view the total physical Qty. & total available Qty., warehouses & suppliers of products without going to each detailed page. Total Physical Qty.: the real quantity of all products in your physical warehouse Available Qty.: the quantity of each product in Catalog. It s also the quantity remaining to be sold and equals the Total Qty. after being subtracted the on-hold Qty. (allocated in sales orders) Warehouse: the list of all warehouses containing each product & the number of product items in each warehouse Supplier: the list of all suppliers providing each product Remember the workflow here is that: Available Qty. will be subtracted after sales orders are placed. Both Available Qty. and Physical Qty. will be subtracted after shipments are created. Available Qty. will be added back after sales orders are canceled. 32
Both Available Qty. and Physical Qty. will be added back after credit memos are created. If you view an existing product in Catalog, you can see information about warehouses and suppliers of that product in tab Inventory. 2.2. For New Products When you manually add a new product to your website, in Catalog tab Inventory you can configure the warehouses and suppliers for that product. Simply add and select a warehouse and supplier in the drop down lists and then save them. 33
The extension also supports you import products by using dataflow (System Import/ Export Dataflow Profiles or Dataflow Advanced Profiles). To get the template file, export your catalog products list to a CSV file & remove all current product info Add new information of products that you want to import Add a column call warehouse_id at the end of the sheet. It will help the system identifies which warehouse each product will be imported to. If you don t add the column or leave it blank, all new products & their inventory will be automatically added to the default warehouse. 34
3. Manage Stock Transfers Stock Transfers are used to manage inventory movements between warehouses or between a warehouse and another location. There are two types of Stock Transfers: Send Stock & Request Stock. Both actions will move stock of warehouses immediately. They only require a list of items, specification of from where to where, and a reason to do so. This is helpful in situations when the stock has already moved and you want to update Qty. in the system quickly without extra steps like review, pending, etc. 3.1. Send Stock This action lets you move inventory from a warehouse to other locations. When you complete a Send Stock action to move inventory from a warehouse to another warehouse, the Qty. transferred is updated instantly in both warehouses while the total Qty. in your system remains unchanged. When you complete a Send Stock action to move inventory to another destination besides your warehouses, the total Qty. in your system will be subtracted correspondingly. Only admin users with the permission to Send/Request Stock (please refer to section Permissions for more details) can use Send Stock actions for assigned warehouses. To manage stock sending, go to Inventory Warehouses Send Stock. The Manage Stock Sending page shows you a list of stock sending records created in the system. 35
To create a new Stock Sending: Click on the Create Stock Sending button at the top right corner. Choose a Source Warehouse and Destination then click Continue. Fill in the Reason(s) for sending stock field. It can help you have better insight why these items were transferred if you need to review later. 36
You can import the product list via CSV files following the sample format. Or you can choose manually products sending Tick on the checkboxes of products sent from this warehouse Enter the Qty. sent of corresponding products in the last column Once finished, click on the Save or Save & View button and confirm to complete the Send Stock action. 37
If you click on Save and View, the stock sending will be completed and you can review it instantly. After you successfully create the stock sending, the system automatically sends a notification email to the Destination warehouse s manager as below: 38
To review/ cancel stock sending, click on a row on the Manage Stock Sending page. The system allows you to cancel stock sending between warehouses within a number of days as set in Settings (Please note that if the Destination of stock sending is Others, the stock sending cannot be cancelled). To cancel stock sending between 2 warehouses, click on the Cancel button on the topright corner of the Edit Stock Sending page. Please note that to process the action you also have to have the permission to Send/Request Stock for both Source & Destination warehouses. Otherwise, the Cancel button will not show and you cannot undo the stock sending created. 39
When stock sending is cancelled, the system automatically sends a notification email to the Source warehouse manager as below: 3.2. Request Stock With this feature, you can request stock for a warehouse from other sources. When you complete a Request Stock action to move inventory into a warehouse from another one, the stock transfer will be auto-completed. The Qty. 40
transferred is updated instantly in both warehouses while the total Qty. in your system remains unchanged. If you request stock from other sources besides your warehouses, the total Qty. in your system will be increased correspondingly. Only user with the permission to Send/Request Stock (please refer to section Permissions for more details) can use Request Stock actions for assigned warehouses. To manage stock requests, go to Stock Receiving Request Stock. The Manage Stock Requests page will show you a list of stock requests created in the system. To create a new Stock Request: Click on the Create Stock Request button at the top right corner. Choose a Source and Destination Warehouse then click Continue. 41
Fill in the Reason(s) for requesting stock field. It can help you have better insight why these items were transferred if you need to review later. You can import the product list via CSV files following the sample format. Or you can choose manually products requesting 42
Tick on the checkboxes of products requested from this warehouse Enter the Qty. requested of corresponding products in the last column Once finished, click on the Save or Save & View button and confirm to complete the Request Stock action. If you click on Save and View, the stock request will be completed and you can review it instantly. 43
After you successfully create the stock sending, the system automatically sends a notification email to the Source warehouse manager as below: To edit/ view a stock request, click on a row on the Manage Stock Requests page: 44
The system allows you to cancel stock requests between warehouses within a number of days as set in Settings (Please note that if the Source of a stock request is Others, the stock sending cannot be cancelled). To cancel a stock request between 2 warehouses, click on the Cancel button at the topright corner on the Edit Stock Request page. Please note that in order to process the action, you have to have the permission to Send/Request Stock for both Source & Destination warehouses. Otherwise, the Cancel button will not show and you cannot undo the stock request created. When a stock request is cancelled, the system automatically sends a notification email as below: 45
3.3. Send Stock/ Request Stock Settings Go to Inventory Settings Configuration, you can configure the Request Stock/ Send Stock Settings section as bellow: Allow cancelling stock sending and request within (days): in this field, you can set the number of days to be able to cancel stock sending and stock requests between 2 warehouses. Send notification email to manager when sending/requesting stock: if Yes, after stock sending or stock requests are created, the auto notification emails will be: 46
Sent to the destination warehouse s manager if the transaction is stock sending Sent to the source warehouse s manager if the transaction is stock request Email template when notifying about stock sending/requesting: select email template the system sends to warehouse managers when notifying about stock transfers. 4. Physical Stocktaking Physical Stocktaking acts can be used at any time to double-check and correct inventory discrepancy amounts in Inventory Management vs. physical inventory in your warehouses. These consist of: A count, in which warehouse staff records the actual number of products in stock at the time of inspection & a manager can rely on it to update inventory in the system later Then a confirmation of that count performed by a warehouse manager to officially update the correct number of products in stock (Adjust Stock) To create or edit physical stocktaking records, go to Inventory Stock Adjustment Physical Stocktaking. 47
This page lists all physical stocktaking records submitted by warehouse staff. They have 3 states of status: Pending, Complete & Cancelled. In particular: Pending: A physical stocktaking record has been submitted but not reviewed yet Complete: A physical stocktaking record has been reviewed and accepted. The system automatically creates a pending or completed stock adjustment corresponding to this record. Cancelled: A physical stocktaking record has been reviewed and rejected. No stock adjustment is made thus it does not affect anything to the total inventory in the system. 4.1. Add New Physical Stocktaking To submit a new physical stocktaking record, click Add New Physical Stocktaking at the top-right corner on the Manage Physical Stocktaking page. 48
Then choose a warehouse & click on the Continue button. Please note that this step will check whether you have the permission to create stocktake records for the chosen warehouse or not. Fill in the Reason(s) for stocktaking field. It can help you have better insight when reviewing later. You can import the product list via CSV files following the sample format. 49
Or you can choose manually products to count stock Tick on the checkboxes of products in the physical stocktaking list Enter the real Qty. of corresponding products in the Stocktake Qty. column Once finished, you have 4 options to continue handling this physical stocktaking record. 50
Save: If you click on this button, the physical stocktaking form is saved in Pending status. You will be navigated back to the Manage Stock Adjustments page. You can review, edit & confirm the Pending physical stocktaking record later. Save & Edit: This action is similar to the Save option but you will be navigated to the View Physical Stocktaking page and can edit reason(s), product list & stocktake Qty. right away. 51
Confirm: By clicking this button, you confirm the physical stocktaking record & change its status to Complete. A Pending stock adjustment is automatically created but the Qty. is not updated yet at this point. The Click here link on the notification message will navigate you to the corresponding stock adjustment: 52
Confirm & Adjust Stock: This option allows you to confirm the physical stocktaking and instantly update Qty. of products in the checklist. Thus, you need to have the permission to Adjust Stock of this warehouse to process it. If qualified, the system then will automatically create a Completed stock adjustment to record this change. 53
4.2. Edit Physical Stocktaking On the Manage Physical Stocktaking page, Completed physical stocktaking records are not editable anymore. You only can edit Pending ones if you have enough permission for the stocktake warehouse. When editing a stocktake record, you can change its reason(s) for stocktaking, the products list & Qty. after stocktake. To add more products to the list, click on the Reset Filter button & all products in your system will be shown to choose again. The 4 options Save, Save & Edit, Confirm, Confirm & Adjust Stock are similar to section 3.4.1. Save your record regularly until you re done working with it. However, if you reject updating inventory based on this physical stocktaking record, you can click on the Cancel button. 54
5. Adjust Stock Adjust Stock action is used to correct/ update inventory levels of your products and records them in Stock Adjustments. To be more specific, these will change the Total Physical Qty. in the Manage Stock grid of Inventory Management module. After that, the system will update Available Qty. accordingly (or the quantity in default Catalog Products) after subtracting Qty. allocated in sales orders from the new Total Phys. Qty. 55
Depending on your business requirements, you have 2 ways to adjust stock as follows: Option 1: Update stock by approving Physical Stocktaking records Go to Inventory Adjust Stock Physical Stocktaking Create a new stocktaking record or edit a Pending one, then click on Confirm or Confirm & Adjust Stock button. (Please refer to section Physical Stocktaking for more details) Option 2: Update stock by creating Stock Adjustment records Go to Inventory Stock On-hand Adjust Stock, you will be navigated to the Manage Stock Adjustments page. It records all stock adjustments created with time stamp & action owner. Click on the Add Stock Adjustment button at the top right corner of the page, choose a warehouse you want to adjust stock and click Continue. 56
On the Add Stock Adjustment page, fill in the reason(s) to adjust stock. It s a required field & helps you have better insight when reviewing later. If you want to update Qty. of many products at once, import the product list via CSV files following the sample format. Or you can choose manually products that need updating Qty. 57
Tick on the checkboxes of products that you want to change Qty. Enter the new Qty. of corresponding products in the Adjusted Qty. column After filling in reason(s), products & Qty. that need updating stock levels, you have 3 options to continue handling this stock adjustment record. Confirm: This option allows you to update stock levels instantly. The stock adjustment will be changed to Complete status and Qty. will be updated accordingly. 58
Save: If you click on this button, the stock adjustment form is saved in Pending status. Qty. of products is NOT updated yet. You will be navigated back to the Manage Stock Adjustments page. You can review, edit & confirm the Pending stock adjustment later. 59
Save & Edit: This action is similar to the Save option but you will be navigated to the View Stock Adjustment page and can edit reason(s), product list & updated Qty. right away. You also can insert more products to the update list by clicking on the Reset Filter button. The system will show all products for you to choose again. 60
After reviewing carefully, you can confirm the stock adjustment to update stock levels. 61
HOW TO RE-PURCHASE INVENTORY 6. Supplier Portfolios Suppliers are the people and organizations that you purchase inventory from. Suppliers will be shown up in the drop-down lists when you create purchase orders and drop shipments. To add/ edit information about your suppliers and their products, go to Inventory Suppliers. Then you will be navigated to the Supplier Manager page shown as follows: This is the page where you can find and manage your supplier portfolios. 6.1. Supplier List As can be seen, this page lists all of your suppliers with many related data such as total number of purchase orders, purchased value, refunded value, etc. 62
Right on this page, you can change status or delete suppliers one by one or in bulk. You can also export the supplier list to CSV/XML files by clicking on the Export button. 6.2. Add a Supplier In order to add a new supplier to the system, click on the Add Supplier button on the top-right corner of the Manage Suppliers page. Then you need to fill in information in 2 following tabs: General Information tab: 63
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In this tab, you should fill out all the required fields including supplier name, contact person, email address, telephone, street, city, zip code. The Purchasing section allows you to select a default Shipping Method and Payment Term for this supplier. The system will automatically fill these fields when you create purchase orders. Note: If you enable Drop-ship function in Settings (Please refer to section Drop-ship for more details), the Password Management section will be shown here. You can set password and email it to the supplier. The supplier can use his email address and this password to log in on the Supplier page in frontend to update drop shipments status. Products tab: This tab allows you to add and manage products of the supplier you are creating. You can either import products from CSV files or select them manually. 65
Import the product list from a CSV file: First, click on the Choose File button, select a CSV file from your computer and then click on the Import button. If you are not clear about the format of the CSV file, you can refer to our example file using the Download link. After importing data, our module will quickly update the list of products with SKU, Discount, Cost, Tax from the CSV file. Then you can add/ delete products and edit their Cost, Tax, Discount and Supplier SKU if needed. Assign products manually: Tick the checkboxes of products that you want to assign to this supplier and then fill out their purchasing Cost, Tax, Discount and Supplier SKU. Please note that the system does NOT manage your suppliers inventory level. Once finished, remember to click on the Save or Save and Continue Edit button to save your work. 66
6.3. Edit a Supplier On the Manage Suppliers page, click on the row of the supplier you want to edit. You can freely change info in General Information and Products tabs that we mentioned in the last part. After editing, remember to click on the Save or the Save and Continue Edit button to save your work. Besides, there are 4 other tabs on the Edit Supplier page that you should pay attention to: Purchase Orders tab: This tab shows all purchase orders placed with the supplier. You can see a lot of information, including Order ID, Purchased Date, Grand Total Exclude/Include Tax, Total Money Paid and Status of purchase orders. For more details of each purchase order, you can click on the View link at the end of each row and follow instructions in section Edit Purchase Order. Return Orders tab: 67
This tab records the return of items purchased from the supplier. Based on information providing here such as returned products, Qty. and reason(s), you can evaluate the supplier s performance. Change History tab: In this tab, you can track change logs of activities related to the supplier, such as What was changed, Who did them and When. For more details, please click on the View link at the end of each row. Information will be shown in a pop-up window, providing the subject s status before and after being changed. 68
7. Inventory Purchase 7.1. Manage Shipping Methods Shipping Methods could be carriers, services or even shipping terms that you commonly use to deliver inventory from suppliers to your warehouses. The extension displays them in a drop-down box when admin users create purchase orders. To create/ edit shipping methods, go to Inventory Settings Purchase Order Shipping Methods. 69
On this page, you can see information about each method used to deliver stocks from suppliers to your warehouses, including Method Name, Description, Status and Created User. Add a Shipping Method To add a new shipping method, click on the Add Shipping Method button at the topright corner of the Manage Shipping Methods page. Shipping Method Name: Enter a name for the shipping method. Admin users will see this exact wording when creating purchase orders. This should include both the carrier (USPS, UPS, Fedex, DHL, etc.) as well as the service type 70
(First Class Mail, Overnight, Ground, etc.) or even your shipping terms (FOB, COD, etc.) Description: Describe in more details how inventory is delivered from suppliers to your warehouses if needed Status: Change the status to Active to see this shipping method as an option in the "Shipping via" drop-down box when creating purchase order Once finished, click on the Save or Save and Continue Edit button to save your work. Edit a Shipping Method: When editing a shipping method, in the Change History tab, you can see records of all changes related to this shipping method, who made the changes and when. For more details, click on the View link at the end of each row. Information will be shown in a pop-up window as follows: 71
7.2. Manage Payment Terms Payment Terms are used to specify any terms & conditions or methods when you pay for inventory purchased from suppliers. The extension displays them in a drop-down box when admin users create purchase orders. To create/ edit payment terms using in your purchase order, go to Inventory Settings Purchase Order Payment Terms. On this page, you can see information about each payment term used to pay the suppliers for your purchase orders, including Payment Term Name, Description, Payment Period in Days, Status and Created User. Add a Payment Term: In order to add a new payment term, click on the Add Payment Term button on the top-right corner of the Payment Term Manager page. Then you will be navigated to the Add Payment Term page: 72
Payment Term Name: Enter a name for the payment term. Admin users will see this exact wording when creating purchase orders. This could be payment gateways or any methods that you will use. Description: Describe in more details how payment for purchased inventory will be paid Payment Period: Enter the number of days that your payment should be completed within this period Status: Change the status to Active to see this payment term displayed as an option in the "Payment Terms" drop-down box when creating purchase order. Once finished, click on the Save or Save And Continue Edit button to save your work. Edit Payment Terms: When editing a payment term, in the Change History tab, you can see an overview of activity change logs related to payment terms, including Action Owner, Changed Fields and Time Stamp. 73
For more details, you can click on the View link at the end of each row. Information will be shown in a pop-up window as follows: 7.3. Manage Purchase Orders Purchase Order (PO) is a document sent to a specific supplier to purchase more inventories for your warehouses. It contains descriptions, quantities, prices, discounts, payment terms, date of performance or shipment, other associated terms and conditions. 74
To create/ edit purchase orders, manage deliveries from suppliers to warehouses and return items from warehouses to suppliers, go to Inventory Stock Receiving Purchase Order Manage Purchase Order. Then you will see the Manage Purchase Orders page as follows: This page lists all purchase orders created with a lot of data including order ID, date, created user, billing name, warehouse, supplier, requested Qty., received Qty., subtotal and status of purchase orders. 7.3.1. Create a New Purchase Order Manually In order to create a new purchase order manually, click on the Create Purchase Order button on the top-right of the page or choose the Create P.O Manually tab. When creating Purchase Order, you will see a tab showing steps at which Purchase Order is. They are Pending, Waiting Confirmation, Waiting Delivery, Processing Delivery, Complete. 75
Next, select a supplier and warehouses (the extension allows you to select one or multiple warehouses at once). Please note that when creating a purchase order for a warehouse, admin users need the permission to Purchase Stock of that warehouse. (please refer to section Permissions for more details) You can also choose a currency and exchange rate that the supplier uses. Cost price, tax, discount, shipping cost and payment will be calculated based on the selected currency. After that, click on the Continue button to continue creating the purchase order. There are 2 tabs that you need to add information: General Information tab: In this tab, you should configure all the required fields marked with a red star, such as dates, billing name, tax rate, shipping cost and status. 76
There are several optional fields to help you add extra information to your purchase order: - Shipping via and Payment terms drop-down boxes: You can choose a shipping method and payment term applied to this purchase order. (Please refer to sections Manage Shipping Methods and Manage Payment Terms for more information) - Last paid payment text field: In the case that you ve paid partly or fully for the purchase order, you can enter the amount here. Otherwise, leave it blank to update later. - Send email to supplier checkbox: By ticking the checkbox, the extension will automatically send information to the supplier via email right after creating the purchase order. Here is a sample email that the supplier will receive: 77
*Note: When creating a purchase order, there are 3 status options for you to select. - If the purchase order is in the shipping process or not shipped, you can set its status as Awaiting delivery. You can create partial or all deliveries later and they will be updated in Delivery Process. - If all your warehouses have received all items in the purchase order, you can mark it as Complete. The system then automatically creates all deliveries and the Delivery Process is 100%. - If the purchase order has been canceled or returned all items, you can set its status as Canceled. Products tab: 78
This tab allows you to select or import products from CSV file with purchasing details. If you are not clear about the format of the CSV file, you can download our example file by clicking on the Download link. *Note: You are only able to edit products Cost Price, Tax Discount and Supplier SKU when creating a new purchase order. Once saved, these data cannot be changed any more. To input the Qty. of products ordering for each warehouse, simply tick corresponding checkboxes and enter desired numbers in the text fields. Once finished, remember to click on the Save button to save your work. Then, you can review the total value of the purchase order just created at the end of the page: 79
On the top-right corner of the page, you can choose to move Purchase Order to trash, confirm P.O to move to the next step. There is also a Print button, allowing you to download a PDF file with full information of the purchase order. Moreover, you can see the status of Purchase Order as Paid/Not Paid, Sent/Not Sent right on this page. 80
7.3.2. Generate Purchase Order from Low Stocks If you want to create Purchase Order from Low Stocks, just go to Inventory > Stock Receiving > Purchase Order > Generate P.O from Low Stocks and the following page will be shown: First, choose your warehouse & suppliers to filter products with low stocks. Then choose the products and click on Create Draft Purchase Orders button. After creating draft Purchase Order successfully, you will be redirected to this page Click on Create Purchase Order button. This Purchase Order will be added to Manage Purchase Order page: 81
7.3.3. Generate Purchase Order from Supply Needs Supply Need is the system s prediction about how many inventory items you need for each product within a future period. The system will calculate this number based on your sales history in the corresponding period in the past. If you want to create Purchase Order from Low Stocks, just go to Inventory > Stock Receiving > Purchase Order > Generate P.O from Supply Needs and you will be redirected to the page that helps you: Calculate and predict the supply needs of each product so that you can make decisions about the proper Qty. to purchase more from suppliers. Export forecast data to CSV/ XML files to continue processing. Quickly view sales history of each product in the last 12 months. Quickly create purchase orders based on forecast data. 7.3.3.1. Supply Needs Forecast 82
In order to see the supply need forecast for a period, simply: Select an end date in the future (the start date is today by default) Choose a specific warehouse and a supplier to filter data if needed Click on the Show Supply Needs button 7.3.3.2. How To Calculate Supply Need Forecast Based on sales history of each product, the system will calculate and predict: Out-of-stock Date: the upcoming date that a product is going to be out of stock (Available Qty. = 0) since the current date Supply Needs: how many inventory items you need to purchase more to minimize the risk that a product is going to be out of stock in the select period. For example, today is April 5 and you want to know how many inventory items that you may need in the next April 11. So, let s select Forecast Supply Needs To (the end date of this period) as April 11. For more details, you can select a specific warehouse like below then click Show Supply Needs. 83
Besides, you can review the sales history of each product by clicking on the Inventory History link in the corresponding row. The extension will show you a chart displaying the sales information in the last 12 months as below: 84
7.3.3.3. Prepare to create Purchase Order Then, based on the supply need forecast, you can instantly create purchase orders to replenish stock right from this page by moving to Prepare to create Purchase Order part. Choose the products you want to create Purchase Order. Fill all boxes in the Purchase Qty column. They are the actual quantities that you want to place orders with suppliers to replenish inventory for the upcoming period. Configure your Currency, Currency Exchange Rate and Purchase Rate (%), then click on Save as Draft Purchase Orders button. You will be redirected to this page below. 85
Choose your Supplier and Qty you need for each warehouse and click on Create Purchase Order button. It will be added and shown on Manage Purchase Order page as below: 7.3.4. Edit Purchase Order To edit a purchase order, on the Manage Purchase Orders page, click on the Edit link at the end of the corresponding row. *Note: If a pending or waiting delivery purchase order has no delivery created, you can cancel it before the Cancellation date chosen in tab General. The Cancel Order button is on the top-right corner of the Edit Purchase Order page. 86
When editing purchase orders, besides updating info in General Information and Products tabs, you can see other tabs to create Deliveries, Return Orders and check Shortfall Items. General Information tab Dates and currency selected are not able to change. However, you can edit other fields such as billing name, shipping method, payment term, shipping cost and tax. In the Last paid payment text field, you can enter the latest payment s amount. It will be added to the Total Money Paid after you save. Products tab As mentioned in the previous part, you cannot edit the product list & other information in this tab after saving the purchase order. 87
Deliveries tab Deliveries are records of items & Qty. received against a purchase order. They are similar to Shipments of Sales Orders but these items are delivered from a supplier to your warehouses/ stores. For each purchase order, you can create partial deliveries or all at once. *Note: An admin user only can create deliveries for warehouses that he has the permission to Purchase Stock. Whenever your warehouses receive items from a purchase order, you should create a delivery to update the real Qty. in hand to your system. - If you want your warehouses to receive all items ordered, click on the Create all deliveries button. The extension will automatically create delivery records for all 88
products and warehouses at once, and then change the purchase order s status to Complete. - In case you receive stock in partial deliveries, you can create each delivery by clicking on the Create a new delivery button. The New Delivery page shows you a lot of information about the ordered products including ID, name, SKU, cost, tax, discount, total ordered Qty. and total received Qty. 89
Choose the date of delivery and fill out the Qty. delivered to each warehouse. You can import a list of products delivered from CSV files, use barcode or add them manually. Based on your settings, you may see a Barcode column to generate barcodes for newly purchased inventory. These barcodes will be saved in the system to track product info later, such as from what supplier & purchase order it comes from, which warehouse it locates, etc. (Please refer to section Create New Barcodes for more details) Then remember to click on the Create Delivery button to save your work. After that, you will see the records of deliveries that you have created in the Deliveries tab. The 90
system will automatically add the received Qty. to the corresponding warehouse s inventory. When your warehouses receive ALL the ordered items, the purchase order will be completed. Return Orders tab Return Orders are records of items & Qty. returned against a purchase order. They are similar to Credit Memos of Sales Orders but these items are returns from your warehouses to a supplier. For each purchase order, you can create partial returns or all at once. *Note: Each admin user only can return items from warehouses that he has the permission to Purchase Stock. 91
If you want to return all items received from a purchase order to the supplier, click on the Return All Orders button. The extension will automatically subtract corresponding Qty. in each warehouse. The purchase order s status will be changed to Canceled. Deliveries and Return Order tabs will be hidden from page. If you only want to return some items in the purchase order, you can create a partial return by clicking on the Return Order button. The New Order Return page is as below: On this page, select a return date, enter returning reasons and fill out the Qty. you want to return from each warehouse. 92
After that, click on the Save button to save your work. The system will automatically subtracted the returned Qty. that you entered from the corresponding warehouse s inventory. Now, you can see the records of all returned items shown in the Return Orders tab. Shortfall Items tab If you want to see missing items in a complete Purchase Order, click on Shortfall Items tab and it will show you the information with Qty Missed. On this page, you can also Print receipt for shortfall items. Change History tab In this tab, you can follow all change logs of a purchase order, including Action owner, Changed field and Time stamp. 93
In order to view more details, click on the View link at the end of each row. Information will be shown in a pop-up window: When you finish editing purchase orders, click on Save or Save and Continue Edit to save your work. After that, you can print the updated purchase order. If you forget sending email to the supplier when creating the order or want to email the supplier again with updated information, you can click on the Resend email to supplier button. 94
8. Low Stock Notifications Low stock notifications are, as its name, system emails or notifications to inform admin, warehouse managers when some products are going to be out of stock. Threshold inventory Qty. is the trigger of low stock notifications. The system frequently checks if any product has the Available Qty. equal or below this level, then alerts admin & managers to be aware of it. You can use the threshold inventory Qty. as the Reorder Point - the lowest point in which you would like inventory of items to go before ordering more. 8.1. Low Stock Notification Settings To enable and configure Low Stock Notifications, go to: Inventory Settings choose the Low Stock Notification section Or Inventory Low Stock Notifications choose the Settings tab 95
On this page, you can set up as below: Enable Low Stock Notification: Yes: enable low stock notification function No: disable low stock notification function Threshold Inventory Qty.: fill in a quantity to trigger low stock notifications when the available Qty. of any product is equal or under this number Show notification for products in: select the scope of low stock notifications. Only Warehouse: trigger notifications when the available Qty. of any product in a warehouse hits the threshold inventory Qty. 96
Only System: trigger notifications when the total available Qty. of any product in all warehouses hits the threshold inventory Qty. Both warehouses and system: trigger notifications in both above cases Use Cron to auto update: choose how frequency you want to receive low stock notification No: The system will not use Cron to periodically update and send alert emails for low-stock products. Instead, it sends out email notifications after you log in to the back-end and automatically re-sends when you log in again within 24 hours after the previous email. Yes: The system periodically check stock availability and send email notifications admin and warehouse managers on daily, monthly basis or at the fixed times. You can select these options in the following fields. Send notification email to admin: No: disable low stock notifications via email. The system only alerts on the admin panel when admin and warehouse managers log in to the backend. 97
Yes: enable low stock notifications via email. In this case, you need to enter the email addresses to receive notifications for low stock products in the whole system. The notification emails for low stock products in each warehouse will sent to warehouse manager s email address (set up in New/ Edit Warehouse pages so you don t need to configure this info here). Finally, remember to choose the email templates for low stock notifications. 8.2. View Low Stock Notifications in Admin Panel Once you configure the threshold Qty. to receive low stock notification in Settings, if any products Qty. in warehouses or the whole system is equal or under that minimum Qty., notifications will be shown on the admin panel, letting you know that some warehouses or your system need restocking more inventory. 98
Click on Click here links to view the detailed list of low stock products. You can base on this list to create new PO to replenish their inventory. 8.3. Receive Low Stock Notification via Email If you enable the function to send low stock notifications via email in Settings, when any products Qty. in the whole system is equal or under the threshold inventory Qty., admin will receive an email as bellow: Warehouse managers will receive an email about low-stock products in their warehouses as bellow: 99
After they click on the click here link, they will be navigated back to the admin panel to view more details. 8.4. Low Stock Notification Logs The Notification Logs grid records all notification emails about low-stock products. To access it, go to Inventory Stock On-hand Low Stock Alerts. Here you can export data or filter these records by: Notification Log ID 100
Sent Date Type (System or Warehouse) Received Email Address Recipient Name You can click on View links to view more details about low-stock products of each record. HOW TO PREPARE & SHIP ITEMS FOR SALES ORDERS 9. Barcodes Barcode (bar code) is the small image of vertical lines (bars) and spaces affixed to inventory items to identify particular product information quickly. A product can be stored in different warehouses, purchased from different PO and suppliers. Therefore, our system allows each product to have many barcodes, which encode different information about its locations, suppliers & purchase orders. 101
9.1. Barcode Default Settings Before you start creating barcodes, let s configure some default settings for them. Go to Inventory Settings Barcode: Multiple Barcode per Product: If you choose Yes, it means that you have to generate new barcode labels for all products. If No, you can continue using current barcode labels. Barcode Symbology: choose a default format for your barcodes among 16 predefined ones Barcode pattern: set a default pattern of alpha & numeric characters when generating barcodes automatically. For example, if your barcode pattern is TEST-[A.4], the system will randomly generate a barcode like TEST-5625. Generate barcodes after creating deliveries of purchase orders: If Yes, the extension allows you to create barcodes right when you receive new inventory 102
against a purchase order. On new PO delivery pages, a Barcode column will be shown to enter custom barcodes or generate automatically as bellow: If this configuration is set as No, the Barcode column above will be hidden. 9.2. Create New Barcodes Before creating barcodes, please note that the most important principle to validate here is the barcode Qty. created must be equal or less than Total Available Qty. in your system (after applying filter criteria if have). There are several ways to add new barcodes to your system: on the New Delivery page when you receive new inventory against a purchase order on the Manage Barcodes page when you create barcodes for existing inventory 10.2.1. Create Barcodes from a new PO Delivery When a supplier sends newly purchased items to your warehouse, you may want to use this function to create barcodes for them before these items are updated into your system. 103
Go to Inventory Settings Barcode set Generate barcodes after creating deliveries of purchase orders as Yes When you create PO deliveries, the Barcode column will be shown to enter custom barcodes or generate automatically as bellow: 104
These barcodes will be saved in the system to easily track product info later, such as from what supplier & purchase order an item comes from, which warehouse it locates, etc. 10.2.2. Create Barcodes from a Delivered PO When you want to quickly create new barcodes for products purchased from a specific PO, this is the function you need. - Go to Inventory Settings Manage Barcodes click on the Create Barcode from Purchase Order button at the top-right corner. - Select a purchase order, and then click on the Continue button. 105
- The next page shows all products purchased in that PO. Here you can import a list of products & barcodes via a CSV file following the sample data. - Otherwise, you can manually select warehouses, barcode patterns and barcode Qty. for each product. As you can see, the Supplier & Purchase Order columns are predefined by the corresponding info of the PO selected. 106
Simply tick on the checkboxes of products that you want to generate barcodes Select a warehouse for each product received in the purchase order (Please note that if your purchase order is for many warehouses, you have to replicate these steps in another form) In the Barcode column, tick the Auto checkbox if you want the system to generate new barcodes automatically. Untick the checkbox to enter any barcode as you want. Enter the number of barcodes generating in the Avail. Qty column. It must be equal or less than the Available Qty. of that product in the selected warehouse. Once finished, click on the Save button and your barcodes will be showed on the Manage Barcodes page. 107
10.2.3. Create Barcodes for existing inventory with Custom Attributes For existing inventory that does not have to associate with a specific purchase order or supplier, you can use this option to create barcodes. - Go to Inventory Barcodes Manage Barcodes click on the Create Barcode button at the top-right corner. - The next page shows all products in your system. Here you can import a list of products and information encoded in barcodes (such as warehouse, supplier, purchase order) via a CSV file following the sample data. - Otherwise, you can manually select a warehouse, supplier, PO, barcode pattern and barcode Qty. for each product. 108
Simply tick on the checkboxes of products that you want to generate barcodes Select a warehouse, supplier, PO for each product. You can leave blank any of these 3 columns if you want. In the Barcode column, tick the Auto checkbox if you want the system to generate new barcodes automatically. Untick the checkbox to enter any barcode. Enter the number of barcodes generating in the Avail. Qty column. It must be equal or less than the Available Qty. of that product in the selected warehouse. Once finished, click on the Save button and your barcodes will be showed on the Manage Barcodes page. 9.3. Barcode List Go to Inventory Settings Barcodes Manage Barcodes. This page lists all barcodes created in the system. Here you can: 109
Search & filter info based on barcode, product name, SKU, warehouse, barcode Qty., created date & status. Export barcode list to CSV or XML files. Take mass actions such as print or change status of many barcodes at once. 110
9.4. Manage Barcode Templates You can manage all Barcode Templates in Barcode Template management page. Go to Settings > Barcodes > Manage Barcode Templates, the following page will be shown: Click on the Create Template button on the top-right corner to create a new barcode template: 111
On this page, you need to configure Barcode Template as your demand. It is flexible for you to choose to create your wanted template. You can also preview the paper to print barcode before saving. 9.5. Print Barcode Labels Barcode Labels visualize barcodes for printing with bars image, product name and price. You may want to print barcode labels and stick them to your products to track information easier, when creating shipments for example. There are 2 ways to print barcode labels: 10.5.1. Print a specific barcode label - To print a specific barcode label, on the Manage Barcodes page, select the barcode that you want to print. - On the View barcode page, click on the Print Barcode button at the top-right corner 112
- Then the system shows you a new window to configure before printing the barcode label: 113
Symbology: change the default barcode type to others if needed, such as Ean-5, Ean- 8, etc. Barcode Qty: the number labels of this barcode that you want to print Select Template: select the barcode label template that you want to use. 114
- Once finished configuring above settings, you can preview your barcodes before printing. When you satisfy with the result, click Print. 10.5.2. Print many barcode labels at once To print many barcodes at once, you can use the mass action on the Manage Barcodes page. - Tick the checkboxes of the barcodes that you want to print - Choose the mass action Print barcodes and click the Submit button. Then the Barcode Generator window will be shown as bellow: - Configure the qty to print for each barcode, and then click on the Print button to print those barcode labels. 115
Configure barcode then submit. 9.6. Check Product Info by Barcode 10.6.1. View Barcode Info - To view the information of a barcode, on the Manage Barcodes page, select the barcode that you want to check. 116
- The View Barcode page shows all details about Product, Purchase Order, Delivery, Supplier, and Warehouse. - If the barcode is not created from any purchase order or you do not select its supplier, PO when creating, the View Barcode page will leave these fields blank as bellow: 117
- In the Change History tab, you can find records of any changes related to this barcode such as Created User, Action, Time Stamp. - You can change the status of the barcode by clicking on Disable button at the topright corner of this page or use mass actions on the Manage barcode page. 10.6.2. Scan Barcodes The Scan Barcode page allows you to search info quickly by Barcode, Product Name & SKU. Go to Inventory Barcodes Scan Barcode. 118
Enter a barcode, product name or product SKU into the search box. The system will suggest matching results as you type. Choose 1 result from the dropdown list and all information related to the product will be shown right below the search box. You also can print the barcode on this page. 119
10.6.3. Use barcodes when creating shipments - To access a New Shipment page: Access Stock Issuing Sales Shipment select a Not shipped/partially shipped order Ship 120
- On the Shipment page: Warehouse: select a warehouse to ship a product. It will identify which barcodes available in the next column Barcode: This drop-down box contains all barcodes of that product in the selected warehouse & the available Qty. attached to each barcode. You can scan or select a barcode here to identify the product. Please note that you only can choose 1 barcode and 1 warehouse for each product in a shipment. - Once a shipment is submitted successfully, you can review the barcode of shipped product on the View Shipment page. 121
- The system will deduct not only the Qty. of shipped items in the selected warehouse but also the available Qty. of the chosen barcode. You can see below that the barcode Qty. is decreased on the View Barcode page. 10. Set the Default Warehouse for Shipments Normally when a customer places a sale order, Magento instantly subtracts the Qty. ordered from Catalog s inventory. With this extension installed, the Available Qty. is decreased correspondingly with the inventory Qty. in Catalog. However, the Physical Qty. remains unchanged until you create a shipment. (Please refer to the Manage Inventory section for more details about different types of Qty.) When submitting a new shipment for a sales order, you can choose a warehouse to ship for each product and then the ordered Qty. will be actually removed from the selected warehouse. Before that, the extension temporarily subtracts the On-hold Qty. (ordered but not shipped yet) from some warehouses depending on your settings. 122
Go to Inventory Settings General Configuration. This configuration provides 3 options to automatically set warehouses for items allocated to un-shipped sales order. On-hold Qty. will be temporarily subtracted from Available Qty. of these warehouses until being shipped or canceled. Warehouse with the largest product Qty. Warehouse with the smallest product Qty. Warehouse with the minimum distance to customer s shipping address 11. Shipments 11.1. Track Shipping Status This feature helps admin manage the shipment status of sales orders. Go to Stock Issuing > Sales Shipment to open the Manage Orders Shipment page. 123
This grid lists a lot of information of sales orders as in Sales Orders. However, it also gives you a quick overview of each order s shipment & extra criteria to easily find out not-fulfilled orders. Shipping Progress: this column contains 5 different states of shipment status: Not Shipped, Partially Shipped, Completed, Cancelled & Closed. Each one is highlighted with a color to be easily recognized. Warehouses Shipped: this column shows you the warehouse(s) from which products in each order are shipped. If an order uses dropship for shipment, you will see Use Dropship instead of any warehouse name in this column. Action: for orders with incomplete shipments, you can quickly create & review their shipment by clicking on the corresponding links in the Action column. 11.2. Create a Shipment When you want to create a new shipment for a sales order, click Ship on the Action column. 124
You will be redirected to a New Shipment page (you also can access it in Sales Orders select a processing/ pending order Ship): On the Shipment page, the module adds 2 more columns: 125
Warehouse: This drop-down box includes all warehouses storing a product & its physical Qty. in each warehouse. Based on this info, you can choose the most suitable one to ship ordered items to customers. Barcode: This drop-down box contains all barcodes of that product in the selected warehouse & the available Qty. attached to each barcode. You can scan or select a barcode here to identify the product. Please note that you only can choose 1 barcode and 1 warehouse for each product in a shipment. (Please refer to section 9.3.3. Select barcodes when creating shipments for more details) If the warehouse you choose does not have enough Qty. to ship, the Submit Shipment button will be disabled. In that case, you can choose another warehouse or create a drop shipment by ticking on the Use drop shipping checkbox. (Please refer to section Drop-ship for more details) 11.3. Review Shipments On the Manage Orders Shipment page, click on a View Shipment link or View Drop Shipment link to go to the order s shipment tab. 126
The created shipments or drop shipments will be shown in correspinding tabs. Click on any shipment or drop shipment to view its details. 127
12. Drop-ship Drop-shipping (Drop-ship) is a term to describe the retailer does not keeping goods in stock, but instead transferring sales orders and shipment details to the wholesaler/ supplier, who then ships the goods directly to the customer. With Inventory Management extension, you will act as the retailer, passing the order information onto your supplier for shipping. As items on drop-ship are not passed through your hands, they don t affect to the Qty. and inventory movements in your warehouses. 128
12.1. Drop-ship Process Below is a step-by-step guide on how to handle a sales order that will be drop shipped to a customer. If you do not have enough in stock to complete the sales order, then a drop-ship request should be made and sent to the suppliers. The process contains 4 steps, which can be enabled/ disabled flexibly in Settings to fit your business. Step 1: Admin sends drop-ship request When creating an order s shipment in backend, in the Items to ship section, you can tick the Use drop shipping checkbox. 129
The drop-down list in the Supplier column will show all available suppliers that provide corresponding products. You can choose among these suppliers as preferred. After that, click on the Submit Drop Shipment button to send drop-ship requests to the suppliers chosen. The Drop Shipments tab will appear on the Order View page to save the drop-ship requests created. The status of these drop shipments in backend is Awaiting supplier s confirmation. Step 2: Suppliers confirm the available Qty. that they can provide. Each supplier selected will receive a notification email about the drop-ship request as below: 130
As being instructed in the email, the supplier follows the login link to access the Supplier Manager page and then fills in the Qty. that he can ship. Note: If you enable Drop-ship function, when adding/ editing a supplier (see section Supplier Portfolios for more details), the Password Management section will be shown in tab General Information. You can set password and email it to the supplier. The supplier can use his email address and password to log in on the Supplier page and update drop shipments status. 131
Step 3: Admin approves the Qty. to ship from suppliers. After a supplier confirms, you will receive a notification email as below: Then, you need to go to Sales Orders Drop Shipment tab on the Order View page to approve the Drop Shipment. 132
Enter the product Qty. allowed suppliers to ship in the Qty Approved column then click on the Approve button. (Please note that the maximum Qty.you can enter here is the Qty. confirmed by the supplier). Step 4: Suppliers ship goods directly to customers and confirm the shipped Qty. After your approval, each supplier will receive a notification email with customer information as below: 133
As being instructed in the email, when suppliers ship product directly to the customer, they should notify you about the delivery process. Suppliers simply go to their Supplier Manager page, fill the Qty. of products shipped in the Qty to Ship column then click on the Ship button. If the Qty. need to ship is equal to the Qty. shipped, the drop shipment is complete. 134
Then you will receive an notification email about the completion as below: If the customer wants to return products shipped from suppliers, you can select whether these products will be returned to your warehouses or to the suppliers. 135
12.2. How Admin & Warehouse Managers Manage Drop Shipments In the back-end, go to Inventory Suppliers Edit Supplier Drop Shipments. This tab lists all drop shipments from a supplier. To review or take actions related to drop shipments, click on the View link in the Action column. The system will navigate you to the Drop Shipment detailed page. 136
12.3. How Suppliers Manage Drop Shipments To help suppliers follow all their drop shipments easier, the module provides a separate page in the front-end, namely Supplier Page, where suppliers can log in and track all related information. Suppliers will fill their email address and the password received in the Supplier Login form as below: Once logged in successfully, suppliers can access their Supplier Page: 137
Drop Shipments tab: This tab shows Drop Shipment #, Date Created and Status. To see more details and edit each drop shipment, suppliers simply click on the View link in the Action column. There are 6 types of status for drop shipments, including Awaiting confirmation, Awaiting admin s approval, Awaiting shipment, Partially shipped, Canceled and Complete. Suppliers should take different actions depending on the status. Drop Shipments with Awaiting confirmation status are the ones that provide the quantity requested from admin/ store owner and need suppliers to confirm the available Qty. before shipping. Suppliers should enter the Qty. that they can send directly to the customer in the Qty. confirmed column, then click on the Confirm button. A confirmation email will be sent automatically to you (admin/ store owner) for approval. 138
Drop Shipments with Awaiting admin s approval status are the ones that suppliers have confirmed the available Qty. that can be provided and are waiting for you to approve this Qty. If suppliers want to change the Qty. confirmed, they can view and edit it in the field box, then click on the Confirm button. A confirmation email will be re-sent to you (admin/ store owner) for approval. Drop Shipments with Awaiting shipment status are the ones that you have approved the Qty. to ship based on supplier s confirmation and provided suppliers with the drop-ship order s information. Thus suppliers can deliver stock directly to the customer. When shipping products, suppliers should inform you about the process by entering the Qty. shipped in the Qty. to ship column and click on the Ship 139
button. The system will automatically send you a notification email and keep you updated with the delivery progress. Drop Shipments with Partially shipped status are the ones that are being shipped from suppliers to the customer. However, the Qty. to ship is not delivered at once but divided into several shipments. During the partial shipping process, suppliers should keep you updated by entering the partial Qty. shipped into the Qty. to ship column and click on the Ship button. The system will automatically send you a notification email and keep you updated with the delivery progress. 140
Drop Shipments with Complete status are the ones that all Qty. that need to ship has been delivered to customers. Suppliers can review information of completed drop shipments. 141
In the case that suppliers haven t confirmed drop-ship requests yet or their confirmations are pending for your approval, you can cancel these drop shipments in backend. Suppliers will receive an email about this cancelation and can review it on the Drop Shipment detailed page in frontend. Supplier Information tab: 142
In this tab, supplier can edit their information such as Name, Contact Person, Email, Telephone, Address and Password. All changes will be updated in the General Information tab of the Supplier Manager page in backend or vice versa. Thus, you can easily contact suppliers whenever having drop-ship requests. 12.4. How to Configure Drop-ship Function with Different Scenerios Go to Inventory Settings Dropship Configuration No. Field Sample Description 1 Enable Dropship Yes Allow using drop-shipping method to Plugin ship goods directly from suppliers to customers 2 Send notification Yes You and suppliers will receive emails email to supplier notifying about the status of drop shipments 3 Allow returning Yes Allow customers to return products to product to supplier suppliers when creating credit memos 143
13.4.1. Drop shipping process Among 4 steps of the drop shipping process, Step 1 - Send drop-ship request to supplier is compulsory. The other 3 steps can be enabled/ disabled flexibly in Settings as shown in the above image. There are 3 configurable fields including: Require supplier s confirmation of available Qty. Require admin s appoval for Qty. to ship from supplier Require supplier s confirmation of shipped Qty. after shipping With all these configurations, there are 8 cases that you can set. Require supplier s confirmation of available Qty. Require admin s appoval for Qty. to ship from supplier Require supplier s confirmation of shipped Qty. after shipping. 1 Yes Yes Yes 2 Yes Yes No 3 Yes No Yes 4 Yes No No 5 No Yes Yes 6 No Yes No 7 No No Yes 144
Require supplier s confirmation of available Qty. Require admin s appoval for Qty. to ship from supplier Require supplier s confirmation of shipped Qty. after shipping. 8 No No No It depends on how you configure the Drop-ship process in Settings, the workflow is changed accordingly. Case 1: The plugin will perform step by step as described in section 12.1. Case 2: 1. You send drop-ship requests to suppliers. 2. Suppliers sign in to the Supplier Manager system to confirm the product Qty. that they can provide. 3. After receiving suppliers confirmation of available Qty., you go to the Drop Shipment page and approve the Qty. allowed shipping to the customer. Customer s information then will be attached to the email sent to suppliers. 4. Suppliers don t need to sign in and submit the Qty. shipped on the Supplier Manager page. They can send goods to customers then notify you by email, phone, text message, etc. You can submit shipped Qty. and complete drop shipments in the back-end yourself. Case 3: 1. You send drop-ship requests to suppliers. 2. Suppliers sign in to the Supplier Manager system to confirm the product Qty. that they can provide. 145
3. The system will automatically approve the Qty. allowing suppliers to ship according to the Qty. confirmed. Customer s information then will be attached to the auto email sent to suppliers. 4. After delivery, suppliers sign in and confirm the Qty. shipped on Supplier Manager page. A notification email will be auto-sent to you and a shipment will be created in the back-end based on supplier s confirmation. Case 4: 1. You send drop-ship requests to suppliers. The Qty. requested in this case are the Qty. approved supplier to ship. 2. Suppliers confirm your request and send products to customers. Shipments will be automatically created and completed. Case 5: 1. You send drop-ship requests to suppliers and approve the Qty. that suppliers can ship. 2. Suppliers receive customer s information and the Qty. required to ship. They don t need to re-confirm the available Qty. to ship with you. 3. After delivery, suppliers sign in and confirm the Qty. shipped on the Supplier Manager page. A notification email will be auto-sent to you and a shipment will be created in the back-end based on supplier s confirmation. Case 6: When you create drop-ship requests and send customer s information to suppliers along with your approval, drop shipments are created automatically for the suppliers. 146
Case 7: Similar to Case 5 Case 8: Similar to Case 6 13.4.2. Email Templates These two sections allow you to configure templates of notification emails from suppliers to you and vice versa. 147
HOW TO RUN REPORTS & ANALYSIS 13. Reports Overview About Reports The Report pages are where you find actionable insights into sales, stock, warehouses and suppliers. Inventory Management provides you with up to 18 types of report, which can be divided into 6 categories: Group Purpose Report Criteria Sales Reports View your sales history by period including data on invoices, order Day Day of Month attributes, payments, shipments, Day of Week and more. Hour of Day Shipping Method Payment Method SKU Order Status Warehouse Supplier Best Seller Reports Follow sales volume and inventory level of products to identify which are your bestsellers Bestseller Customer Reports Purchase Identify your best customers with total purchased orders & values. View your purchase order history and rank your top suppliers, Customer Purchasing Supplier Warehouse 148
Reports purchased warehouses & products. SKU Stock On-hand Reports Stock Movement Report Follow current inventory level of products based on warehouse or supplier. Provide the historical records of all inventory audit trails in each warehouse, including inward and outward inventory. Stock On-hand Stock Received Stock Issued 149
Each report page contains 3 sections: Filter, Charts and Data Table. To generate a report, your first step is to choose a period and other filtering criteria if needed. The system often visualizes data in column, pie or line charts and provides detailed info in a data table below. You can export both charts and data to continue processing. The following sections will explain in details about each type of report. 13.1. Sales Reports The sales analysis reports allow you to view your sales history by period including data on invoices, order attributes, payments, shipments, and more. They can be found at Inventory Reports Sales. 13.1.1. Sales Reports by Hour This report will give you an overview of sales within a given time period and help you answer the question: What is the best-selling time in 24 daily hours? To view a report: Visit at Inventory Reports Sales Report Hours 150
Select a period to collect sales data for the report. You can use a custom time range here. Click Show Report Then the system generates a column and a pie chart to show times in 24 daily hours having the highest value of sales within the given period, from 3:00 PM to 4:00 PM in the last 30 days for example. This result is based on the sum of order values made in every 1-hour time lapse during the last 30 days. 151
You also can print out charts or download in different formats such as PDF, PNG, JPEG, SVG image. The last section reveals more details about hourly sales in a table form. You can see not only sales value but also the number of orders by hour. 13.1.2. Sales Reports by Day This report will give you an overview of sales within a given time period and help you answer the question: What is the best-selling day in a week? To view a report: 152
Visit at Inventory Reports Sales Days Select a period to collect sales data for the report. You can use a custom time range here. Click Show Report Then the system generates a column and a pie chart to show days in a week having the highest sales value within the given period. This result, Wednesday in the last 30 days for example, is based on the sum of order values made on Mondays, Tuesdays, etc. during the last 30 days. 153
You also can print out charts or download in different formats such as PDF, PNG, JPEG, SVG image. The last section reveals more details about daily sales in a table form. You can see not only sales value but also the number of orders by day of week. 13.1.3. Sales Report by Order Status This report provides a breakdown of your sales value by order status within a given period. To view a report: Visit at Inventory Reports Sales 154
Select a period to collect sales data for the report. You can use a custom time range here. Select View by in Report s Criteria as Order Status Click Show Report In the graphical section, you will see a column chart comparing grant total of different order statuses. 155
The pie chart shows the same data in percentage. 156
You also can print out charts or download in different formats such as PDF, PNG, JPEG, SVG image. Below the graphics section, you will find a table containing breakdown sales data based on order status, including the number of orders. 13.1.4. Sales Report by Shipping Method This report provides a breakdown of your sales value by shipping method within a given period. It helps you answer the question: What is the most common shipping method that customers use? To view a report: Visit at Inventory Reports Sales Select a period to collect sales data for the report. You can use a custom time range here. Select View by in Report s Criteria as Shipping Method Click Show Report In the graphical section, you will see a column chart comparing grant total of different shipping methods. 157
The pie chart shows the same data in percentage. 158
You also can print out charts or download in different formats such as PDF, PNG, JPEG, SVG image. Below the graphics section, you will find a table containing breakdown sales data based on shipping method, including the number of orders. 159
13.1.5. Sales Report by Payment Method This report provides a breakdown of your sales value by payment method within a given period. It helps you answer the question: What is the most common payment method that customers use? To view a report: Visit at Inventory Reports Sales Select a period to collect sales data for the report. You can use a custom time range here. Select View by in Report s Criteria as Payment Method Click Show Report In the graphical section, you will see a column chart comparing grand total of different payment methods. 160
The pie chart shows the same data in percentage. You also can print out charts or download in different formats such as PDF, PNG, JPEG, SVG image. 161
Below the graphics section, you will find a table containing breakdown sales data based on payment method, including the number of orders. Do similarly if you want to run other reports in Sales Reports. 13.2. Bestseller Report This report collects sales data within a given period and then identifies best-selling products among the whole system. To run a report: Visit at Inventory Reports Bestsellers Select a period to collect sales data for the report. You can use a custom time range here. Click Show Report In the graphical section, you will see a column chart and a pie chart comparing the total Qty. sold. 162
You also can print out charts or download in different formats such as PDF, PNG, JPEG, SVG image. Below the graphics section, the data table gives you more details about these bestselling products. It shows not only the total sold Qty. but also the total ordered Qty., total cancelled Qty. and total refunded Qty. 163
13.3. Customer Reports This report collects sales data within a given period and then identifies customer purchasing among the whole system. To run a report: Visit at Inventory Reports Customers Select a period to collect sales data for the report. You can use a custom time range here. Click Show Report In the graphical section, you will see a column chart and a pie chart comparing among different customers. 164
You also can print out charts or download in different formats such as PDF, PNG, JPEG, SVG image. Below the graphics section, the data table gives you more details about these customers. 165
13.4. Purchase Reports This report collects sales data within a given period and then identifies customer purchasing among the whole system. To run a report: Visit at Inventory Reports Purchases Select a period to collect sales data for the report. You can use a custom time range here. Choose View by as Supplier, Warehouse or SKU Click Show Report In the graphical section, you will see a column chart and a pie chart. 166
You also can print out charts or download in different formats such as PDF, PNG, JPEG, SVG image. Below the graphics section, the data table gives you more details about which report you want to see. 13.5. Stock On-Hand Reports This report collects sales data within a given period and then identifies stock on-hand among the whole system. To run a report: 167
Visit at Inventory Reports Stock On-Hand Select a period to collect sales data for the report. You can use a custom time range here. Click Show Report In the graphical section, you will see a column chart and a pie chart. 168
You also can print out charts or download in different formats such as PDF, PNG, JPEG, SVG image. Below the graphics section, the data table gives you more details about which report you want to see. 13.6. Stock Movement Reports This report collects sales data within a given period and then identifies stock movements among the whole system. To run a report: Visit at Inventory Reports Stock Movements Select a period to collect sales data for the report. You can use a custom time range here. Choose View by as Stock Received or Stock Issued Click Show Report 169
In the graphical section, you will see a column chart and a pie chart. You also can print out charts or download in different formats such as PDF, PNG, JPEG, SVG image. Below the graphics section, the data table gives you more details about which report you want to see. 170
14. Inventory Dashboard This section contains two elements: Inventory Dashboard and Chart. Chart is a graphic design to visualize analysis data in the Reports section. Please note that you cannot select filter criteria such as a specific warehouse or period of charts on Inventory Dashboards. The default criteria here are All Warehouses and 30 days. Inventory Dashboard is a page where you can choose to show any charts from 21 report types mentioned in the Reports section. It gives you the ability to bring what reports truly matter to the forefront for quick access. You can build as many dashboards as you want to customize your view with different report charts such as sales, warehouses, and products. To access or create new dashboards, go to Inventory Dashboard 171
14.1. Add a New Dashboard On the dashboard menu, click on the below: icon, a New Dashboard form will be shown as 172
Enter the Dashboard name then click the Add button. 173
14.2. Edit a Dashboard On the dashboard menu, click on the can change the dashboard name and then click on Save to finish. icon to open the Edit dashboard form. You You also can delete a dashboard by clicking on the [Delete this dashboard] link. Our module will show a confirmation pop-up. Click on the OK button to delete the dashboard. 174
14.3. Add a New Chart As mentioned, you can add as many charts as you want to a dashboard. Click on a dashboard tab on the menu to choose the one that you want to add a new chart. Click on the Add New Chart button at the top-right of the screen Once a New Chart form shown, key in the required information: Chart Name: enter a name for this chart with maximum 50 characters Report Type: select a report category & a main criterion to generate report, such as the Sales Report category & Daily Hours. You can create up to 21 different reports by mixing up options in these drop-down selectors. Chart Type: you can choose either a bar chart or pie chart to display this report on the dashboard 175
Click on the Add button to add create the chart 14.4. Edit a Chart On every chart, you can see 2 icons to edit or delete it as below. 176
Click on the icon to open the Edit Chart form. Change any information you need such as the chart name or its type of report Click on the Save button to finish 177
If you want to delete a chart, click on the confirmation pop-up. Click OK to delete the chart. icon, our module will show a 178
HOW TO CHECK ORDER FULFILLMENT Have high volume of sales orders & worry about messy shipments? Then Order Fulfillment of Ultimate Edition is the perfect solution for your problem! From now on, you can easily prepare shipments in 4 simple steps: 1. Verify order and stock availability 2. Pick and pack items 3. Ready to ship packages 4. Shipped orders 15. Fulfillment Overview Dashboard On the Overview Dashboard, you can see 4 tabs that are 4 steps in Order Fulfillment. To view the details of each step, just click on the corresponding tab and the information will be shown. 179
16. 4 steps to check Order Fulfillment After a new order is created, you can go to Fulfillment tab to manage that order shipment according to 4 steps. 16.1. Verify Order & Stock Availability Go to the Verify Order & Stock Availability tab. This page will list all orders that Need To Verify. This verification step allows you to separate orders into 2 groups based on inventory availability: the ones that have all items in stock & the ones that lack some of items. Thus, you can know the priority of which orders can be fulfilled first. Click on the order you want to verify and edit the quantity to pick or ship, then choose Verify & Pick button like the screenshot below: After that, the order will be moved to next step so that you can pick and pack items before shipping. Go to the next step by clicking on the Picking Items & Packing Slips tab. 180
16.2. Picking Items & Packing Slips On the Pick & Pack Dashboard, you can select multiple orders to print a picking list containing all items of these orders at once. Just follow 3 following steps: - Select warehouse to view fulfillment - Choose one or many orders to print - Choose Print Picking List action then Submit The picking list will be shown as below. You can print it so that you or your staff can use this list to check and pick up corresponding items from the warehouses. 181
Moreover, to pick items in the orders, you can use barcode or just check it manually. After finishing the picking step, you can come back to this dashboard to confirm Qty. packed, print invoice, package barcode, take photos to attach to each shipment packaging before sending to customers. After confirmation, move to next step by clicking on Ready-to-ship packages tab. 16.3. Ready-to-Ship Packages In the dashboard of ready-to-ship packages, all orders will be grouped according to shipping methods so that you can easily check it before starting shipment. You can also scan barcode to quickly search. 182
To cooperate with your shipping carriers better, this 3rd step enables you to review all orders with fully packed items before shipping to customers. The order list is filtered by warehouse and grouped by shipping method for easy handling. You also can select multiple orders to print packing slips and submit their shipments. 183
16.4. Shipped Orders In the last step, all shipped orders will be shown here with details, including the information of Shipping Progress and Warehouse Shipped for you to check back anytime you want. 16.5. Settings In Fulfillment Configuration, choose statuses for new order to process order fulfillment. You can choose one or many statuses for the new order. Then, the orders with the configured statuses will be shown in the first step of Order Fulfillment. 184
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HOW TO CONFIGURE SETTINGS Go to Settings tab, the configuration page contains several sections as below: You can find details about these configurations in below related sections. Setting Tab Description Reference General Configuration Fulfillment Configuration Low Stock Notification Select the criterion to choose 11. Set the Default warehouses temporarily subtracting Warehouse for Shipments stock when customers create orders Configure status for new order 17.5. Settings Enable low stock notifications, set 8.1. Low Stock threshold Qty., notification scope, Notification Settings 186
Setting Tab Description Reference frequency and emails Request/Send Stock Setting Barcode Supply Needs Dropship Configuration Set a period to cancel stock sending and stock requests Set a barcode pattern and auto generate barcodes Choose either Exponential Smoothing or Average method to calculate supply needs Enable the dropship function, choose required steps and emails 3.3. Send Stock/ Request Stock Settings 10.1. Barcode Default Settings 9.1. How To Calculate Supply Need Forecast 13.4. How to Configure Drop-ship Function with Different Scenerios --------------------------------------------The End----------------------------------------- 187