Beginners User Guide for Importing Product Data into Delivrd

Beginners User Guide for Importing Product Data into Delivrd

After signing up to use Delivrd inventory management software you will need to import your products into the system. This can be done by importing a CSV type file into the product database.

In order to import items into the Delivrd system you need to prepare a CSV file with your products information. If you are not sure of the format the file should be in you can download a sample file as shown below

Sample file

Please note the following two (2) limitations when importing source files:

  • Maximum file size for uploads is 100 KB.
  • You can upload only CSV files.

Click here for an explanation of the fields. 

Starting the importing process.

Click on the Import Products from CSV file button as shown below. After doing so you will be taken to a different screen where the actual import action will be implemented.

Adding an import file

Click on the +Add File button in order to browse to your source file’s destination and select it.

Starting the upload

In order to start the uploading process once the file has been uploaded you can click on either the Start Upload or Start buttons as shown below.

Creating the products

After the file has been successfully uploaded it is now ready to be imported into the Delivrd system by clicking on the Create Products button as shown below.

After importing the file

After the file has been imported successfully you are taken directly to the Products List page so you can view the imported products directly.

Downloading a sample file

You can download a sample source file and insert your data into the relevant fields which can then be imported as explained previously.

Explanation of the fields that can be imported.

Managing inventory across multiple warehouse locations

If you keep your product inventory in multiple locations in your warehouse you can manage their quantity and distribution in fulfilling customers’ orders with Delivrd’s Locations. This can be done by the accessing the Manage Locations option via Products & Inventory → Inventory List → Actions → Manager Locations as shown below.

After clicking on the Manage Locations option you will be taken to the Locations management screen where you can add a new location as shown below.

When clicking + New Location, a new window opens in which you will add the locations details.

There are two available fields, Name and Description. Name is used for naming the location of the products and Description to describe in short detail any relevant information as shown in the example below. This says the items that the customer ordered can be found on the second shelf in the north east side of the warehouse and that each order is fulfilled by one box of product.

After filling in the fields with the correct data you can save the information by clicking the green Save button.

In a few simple steps you can start managing you products inventory in the Delivrd system.

Releasing Multiple Sales Orders in Delivrd

Releasing Multiple Sales Orders at the Same Time

You can now release multiple sales orders, from your inventory,  at one time via the green Actions button in the top right corner of the Sales Order page.

In order to use this feature you need to select the orders you want to release by ticking the boxes next to all the orders you want to release in the pound sign column (#).

After selecting the items you want to release go to the green Actions button in the top right corner.

Then select Release All Orders option.

After the orders are released only the orders that were not selected will remain.

Delivrd Dashboard Layout

There is now a new Dashboard look which gives you more important information in one glance so you can manager you inventory better and more efficiently.

Sales Orders to Fulfill – These are orders that have been set to a Released status but still needs to be fulfilled for the customer.

Shipments Awaiting Pick-Up: The Pick and Pack step has been finished and the orders status has been set to Completed and is awaiting pickup by the delivery company for shipment to the customer.

Overdue Purchase Orders: These are orders that have not had their status changed to Released or the processing of the order has not been completed in the last 30 days and is overdue.

Inventory Alerts: Items that have reached their Reorder or Safety Stock levels and need to be replenished as soon as possible in order to continue conducting business in a timely and efficient manner without losing customers.

Warehouse Bin Management

With Delivrd you can now manage Bins. Bins are the location in which your products are stored so that can be picked by your fulfillment individuals and control your inventory location.

This option can be found be going to: Partners –> Bins

The Bins page looks like this:

Adding a new Bin

To add a new Bin simply select the “+ New Bin” button.

The below page will appear.

Explanation of the fields.

Title: The name of the Bin itself.

Sort Sequence: The order is which the picker would select the items when fulfilling an order with multiple items.

Location: The physical location of the bin in the warehouse, store, etc.

Status: Active or Inactive. Is this Bin being used currently or not? For example, the Bin might not have any products in it now and is not in use, so the Inactive status would be set until it’s been resupplied with items to fulfill an order. Please note: If no status is selected the default status of Active will be chosen automatically. This can be changed later if you so choose.

It is also possible to load the Bin data via a CSV file.

 

Delivrd: Inventory Management

Inventory Alerts and Stock Monitor

Knowing when your product stock is running low is an key part of inventory management.

In Delivrd is now possible to view only the items that are below their Reorder or Safety Stock levels.

In the Dashboard page you can see the Inventory Alerts box. The number shown there represents the items that have reached their Reorder or Safety Stock levels and needs to be replenished or reordered as soon as possible.

For example, shown below are all the items that are in the system currently.

Note that there are four items showing that their stock is running low; highlighted in yellow and red.

This is reflected in the Dashboard under the Inventory Alerts box.

After clicking on the Inventory Alerts box you are taken to a new page showing the exact items that require your immediate attention.

You can now view all of your products that are running low or need to be reordered soon at a single glance!!!

Fast Inventory Count

In Delivrd, the inventory management software, it is possible to manually update the inventory count directly from the Inventory List screen now, instead of going through the Actions button.

To update the quantity of a product after a manual count was carried out just click or tap (if you are using a mobile device) on the Quantity field for the said product.

After clicking or tapping you will be able to manual enter a value as shown below. A empty dialog box will appear awaiting your input.

After the correct value has been entered you need to press the “Enter” key on the keyboard either on the computer or mobile device. This is the only was the value will be saved. Clicking or tapping anywhere else on the screen will revert the value to its original value.

Delivrd: Reorder Point vs. Safety Stock

Reorder Point vs. Safety Stock: What’s the Difference?

The concepts of reorder point and safety stock may be confused in Delivrd, so we’d like to explain the difference in this article.

Reorder Point vs. Safety Stock

Imagine that you work for a company that prints on T-shirts, and you have a supplier from which you regularly order “blank” T-shirts of different colors. Black and white medium-sized T-shirts are high sellers, as most people prefer their corporate logos, rock band names, or just funny pictures to be printed on black or white tees.
Let’s take a white medium-sized T-shirt as an example. Let’s suppose that you have 10 boxes of white medium-sized T-shirts in stock, with 100 tees per box, and would like to reorder them from your supplier when you have 5 boxes (500 tees) left. So, how to achieve this during inventory management in Delivrd?

  1. Click Products & Inventory > Products to view a list of your products. To learn how to create and import new product records, see Delivrd User Documentation.
  2. To the left of the needed product name, click Actions > Edit.
  3. On the General tab, in the UOM (Unit of Measure) drop-down list, select Box.
  4. In the Reorder Point field, enter 5.
  5. Click Save.

blog_01_reorderpoint

As a result, you will get low inventory warnings when your inventory of white medium-sized T-shirts reaches 5 boxes. You can still take the T-shirts from the warehouse, but it’s a bad practice, which may result in reaching the safety stock limit.
Safety stock acts as a safety belt for your inventory. Issuing stock when it goes below safety stock levels is a poor inventory management practice and should be avoided whenever possible.
So, let’s suppose that you want to be alerted when their number reaches 2 boxes (200 T-shirts). In Delivrd, do the following:

  1. Click Products & Inventory > Products to view a list of your products. To learn how to create new products, see Delivrd User Documentation.
  2. To the left of the needed product name, click Actions > Edit.
  3. Click the Logistics tab.
  4. In the Safety Stock field, enter 2.
  5. Click Save.

blog_01_reorderpoint

As a result, the inventory of white medium-sized T-shirts will no longer be issued when it reaches 2 boxes, and the inventory amounts will be marked with red for all transactions until you make a replenishment order. And, when you reach the reorder point, the inventory amounts will be marked with yellow. Here’s how it looks in Delivrd:

inventory-list-rp

And here’s how it’s reflected in transaction history:

transaction-history-rp

However, it’s up to you decide what to do when you reach the safety stock level. In case of reaching the reorder point, it’s clear that you need to reorder inventory by using the replenishment (purchase) order in Delivrd.

But in case of reaching the safety stock, you can either stop all issues or fulfill customer orders until the stock level is zero. You can use the safety stock only as a measure of accurate inventory management, as the stock should never get below the safety stock level.

An accurate reorder point means that you never get lower than your safety stock level, but a good safety stock level means that your quantity never hits zero while people are still willing to purchase the product.
Note: The figures in the example above are very approximate. Of course, you should make thorough calculations, estimations, and forecasts to determine the exact figures for reorder point and safety stock.

Calculating the Reorder Point

And now let’s involve some math and see how to calculate the reorder point. Please note that it’s possible to make such calculations only when you have a stable sales/purchase cycle. As for the reorder point, it’s calculated for each product individually. So, here’s the reorder point formula:

(Average Daily Unit Issues x Delivery Lead Time) + Safety Stock

where average daily unit sales means the average number of product units that are sold per day, and the average delivery lead time is a time period that is typically required for a specific product to arrive.

 

Multi Location Inventory Management in Delivrd, Part 5

Note: For up-to-date guides on using Delivrd, please refer to official Delivrd documentation.

This is the last part of our multi location inventory management series. We’ve covered initial setup , locations setup and carrying out inventory transactions: with orders or without orders.

This last part will explain Delivrd’s transaction history – a powerful tool to analyze historic inventory transactions for each inventory location.

Inventory Transaction History

Here’s an example of our kitchen buzzer timer’s inventory transactions:

Product Inventory Transactions

Main data fields displayed in the transaction history:

(Transaction) Type – type of inventory transactions. Possible values are: Initial Inventory Count, Inventory Count, Replenishment Order, Customer Order. Each transaction type has a different effect on inventory quantities (explained later)

Order Number – if the transaction was related to an order – either a replenishment (purchase) order or a customer order – the relevant order number is displayed, with a link to the order details.

Location – the inventory location where the transaction was carried out.

Quantity – the transaction’s quantity. for example, the number of pieces that were received from a supplier through an order or were issued from stock.

In an inventory count transaction, the quantity displays the actual quantity that was counted.

Inv. Change – the effect in terms of inventory quantity the transaction had. When inventory is issued (for example, for customer order) inventory is reduced, so the Inv. Change field has a – (minus) sign next to it. When inventory is received, quantity increases.

 In an inventory count transaction, the inventory change displays the difference between the quantity before the count and the quantity after the count. So if inventory quantity was 5 before an inventory count, and it is 8 after the count (because there were physically 8 pieces counted), the inventory change would be 8 – 5 = 3.

Cum Qty (cumulative quantity) – This is the inventory quantity once the transaction has been completed. It describes the actual quantity progress over time.

In the example above, after the product has been created in Delivrd, inventory count was carried out in 3 inventory locations: ‘Default’, ‘North’ and ‘South’. The cumulative quantity (Cum Qty) once the inventory counts were completed is 20, which is the sum of all previous transactions.

Then, various inventory transactions (both issue and receive) were carried out. The cumulative quantity is adjusted according to each transaction type and quantity.

Let’s examine the following transactions (marked with a red rectangle)

Stock Transfer

3 pieces were transferred from ‘North’ inventory location to ‘South’, so two transaction were created – one of them has a negative (marked with a minus) inventory change from North, and a complement positive transaction in the ‘South’ location. The total inventory after this two transactions remained the same (26) because the same quantity was issued and received.

You can also view a chart of a product’s inventory quantity over time (plotted based on the ‘Cum Qty’ field)

Inventory Chart

Multi Location Inventory Management in Delivrd, Part 4

Note: For up-to-date guides on using Delivrd, please refer to official Delivrd documentation.

This is part 4 of our multi location inventory management in Delivrd. Previous parts covered setting up support for multi inventory management in Delivrd, creating inventory locations, inventory records and importing inventory records, and in part 3 , carrying out inventory transactions.

This 4th part will explain how to use multi location inventory management in the context of 2 processes: replenishment order processing and customer order processing.

Replenishment (purchase) order

Once a replenishment (purchase) order has been released, ordered products can be received. When receiving products, you can now specify the inventory location where the product is received.

For example, we’ve create a replenishment order for 50 pieces for one of our products, digital kitchen buzzer timer.

In inventory location North, inventory quantity before receiving is 5:

Inventory before receving

When we receive the 50 pieces, we set the inventory location to North, because that is where we physically receive and store these 50 pieces:

Receive purchase order

Inventory in the North location is now 55:

Inventory afer GR

Customer order

Similar to replenishment order processing, when products are issued to fulfill a customer order, you can select from which inventory location a product is issued.

In the example below, 1 piece of digital kitchen buzzer timer is shipped to a customer from the North inventory location:

Ship to customer

Once the order has been fulfilled, 1 piece will be reduced from the inventory quantity in the North inventory location.

Multi Location Inventory Management in Delivrd, Part 3

Note: For up-to-date guides on using Delivrd, please refer to official Delivrd documentation.

This is the third part of our multi location inventory management guide for Delivrd.

So far, we have covered setting up Delivrd to support multi location, and how to create inventory locations, inventory record and inventory records import.

We will now move on to the most interesting part – performing inventory transactions for multiple locations.

Inventory Count

The most basic inventory transaction is an inventory count. When you perform an inventory count, you enter the current quantity of available inventory in a specific location.

An inventory count is useful in several situations:

Initial entry to inventory – when you first start using Delivrd for your inventory management processes, you need to update Delivrd to reflect the actual, physical inventory that exists in your inventory locations. You use the inventory count to perform that.

Inventory update – for many reasons, the inventory quantity managed by Delivrd might not be the same as the actual quantities you have on hand.

A healthy inventory management practice it to initiate an inventory count once every predefined period: daily, weekly,monthly or any other period that suits your business. You use Delivrd’s inventory count to update Delivrd to reflect the most accurate and up to date inventory situation.

Negative inventory – In Delivrd, negative stock is allowed. That means that if you issued more inventory than the inventory quantity that was available, your inventory will become negative. Obviously, negative stock means Delivrd no longer reflects your actual inventory quantity.

As soon as you inventory quantity becomes negative, you should count your physical inventory and update Delivrd accordingly.

You can perform an inventory count for a single product or choose to count some or all of your products, it’s up to you.

To perform an inventory count, select the inventory record you want to update, and from the Actions menu, select ‘Count’

Then, update the quantity that actually exists for this product in the specific location.

For example, current inventory quantity of our digital kitchen buzzer timer in our Default location is 14 pieces:

count_product

In Delivrd, current inventory quantity is 21, which is not correct.

Current inventory

We perform an inventory count for the timer’s inventory record in the Default location and enter 14.

Inventory count

Now, inventory quantity in Delivrd is in sync with the actual quantity on hand.

Updated inventory

 

 

Issue/Receive inventory

You can use this inventory transaction to receive inventory (for example, from a supplier or product returns) or to issue inventory – issue to scrap, to customer order or any other issue scenario.

To issue/Receive inventory , select the relevant inventory record, and click on the ‘Actions’ button and select Issue/Receive.

In the following screen, select whether you want to issue or receive inventory, enter the transaction quantity and optionally – a remark to describe the transaction.

To continue the example above, we have 14 pieces of the product digital kitchen buzzer timer in the Default location. We will now issue 3 pieces from that location to an order:

Issue inventory to customer order

Once the transaction has been saved, remaining inventory quantity is 11:

Inventory after issue

When you receive inventory, inventory levels are increased by the quantity receive. When you issue inventory, inventory levels are decreased.

 

Location Transfer

This inventory transaction allows you to transfer a product’s inventory between two locations – one location is the issuing location and the other – a receiving location.

To perform a location transfer, select the inventory record of the issuing location, click on Actions and select ‘Location Transfer’, select the location where the products will be received and the quantity to be transferred.

For example, our digital kitchen buzzer timer has 11 pieces available in the Default location, and no inventory in the North location:

Available Multi Locations

We transfer 5 pieces from Default to North:

Inventory transfer

Once the transaction has been completed, Default location has (11-5=) 6 pieces and North location has (0+5=) 5 pieces

Transfer inventory

Before you can transfer a product to an inventory location, you must create an inventory record for that product-location combination. That is explained in part 2 of the multi location inventory management series.