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.

Receive Ordered Products from Suppliers

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

This guide will explain how to receive products that you ordered from your suppliers. Receiving the products in Delivrd, the free order fulfillment and inventory management software, will update their inventory levels, serial numbers (if they exist), and update the status of the shipment/replenishment ordered that we used to order these products.

As explained earlier, Inbound Shipments are created in Delivrd based on Replenishment orders (sometimes called Purchase Orders).

Received Shipped Products To Stock

To receive ordered products and update your inventory, we first need to find the inbound shipment we created in Delivrd. You can do that by searching for the shipment with the tracking number.

Here’s a screenshot of a shipment I received from one of my suppliers, VolumeRate. The tracking number was updated in the shipment I created in Delivrd, and it is printed on a nice barcode which I can actually scan right into Delivrd to easily find the shipment:

shipment_tracking_number

This shipment contains 10 pieces of one of the products I sell on eBay – envelope style leather case for iPhone. I get each piece with a label with the sku number on it (359913) and another label with a unique serial number for each piece:

shipment_products

So you can either type the tracking number of scan it, and once the shipment is found, from the Actions drop-down menu, select ‘Edit’:

search_shipment

From the edit shipment page, go to the page’s ‘Action’ menu and select ‘Receive Shipment Products’:

shipment_receive_products

You will be transfered to the ‘Receive Shipment Products‘ page. Here, you’ll get a list of all products you ordered and were sent in this shipment. To perform the actual products receipt, click on the ‘Receive’ button of each product:

products_recieve_to_stock

You will then enter the quantity you actually received (in the example below, order quantity was 10, and quantity received was also 10):

receive_quantity

The most accurate method to determining the actual quantity received is to count each piece you received in your shipment, and then update this quantity as the quantity received in Delivrd. Alternatively, you can rely on the quantity printed on the delivery note he sent (thus trusting your supplier he did not make any packing mistakes). If you choose to rely on the delivery note your supplier sent, you can use serial numbers scanning (if available) to verify that quantity.

Receive Serial Numbers

One of the strongest features of Delivrd is serial number management. Using serial numbers you can uniquely identify each piece in your inventory. That means improved inventory accuracy, and minimizes mistakes in the order fulfillment process.

One of my suppliers, VolumeRate, labels each piece of any product I order from him with a barcode containing a unique serial number. Whenever I receive a shipment from him, I scan the serial number barcode of each piece I get. It only takes a couple of minutes to complete the process, but once I’m done, I know exactly how many pieces I’ve received. Also, even more importantly, I can scan the serial number barcode when I fulfill customer orders, which eliminates packing & shipping mistakes to almost zero! (more on that in later posts).

To receive serial numbers to Delivrd, I click on the ‘Serials’ button from the ‘Receive Shipment Products‘ page:

recieve_serial

In the ‘Add Serial Number’ page, I can see the quantity received (see previous step), the number of serials I’ve already scanned, and the order number.

The cursor is placed automatically in the Serial Number box, so I can just continually scan all barcodes of serials I received in the current shipment, until I’m done:

scan_serial

Once all pieces have been scanned, I can compare the quantity I received to the quantity I scanned. If there are differences, there are some pieces missing – I either did not scan all of them, or the supplier shipped the wrong quantity.

 

Create Inbound Shipment

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

This is a short guide on how to create inbound shipments, which is one of the steps of Delivrd’s Inbound Processing functionality. Inbound shipments are a result of replenishment (purchase) orders, and provide details about the actual shipment of products from your supplier to you.

To create an inbound shipment, you first had to create a replenishment order, and then, after reviewing it – had to release it. Once the order is released, you can create an inbound shipment based on it.

An inbound shipment should be created when you receive shipping information from your supplier, which usually happens when your supplier finished picking,packing and shipping your products, based on your order. You will usually get shipping details, such as carrier and tracking number.

Here’s an example of a mail I usually receive from one of my supplier’s, VolumeRate, when products have been shipped to me:

vr_shipping_details

I then go ahead and create an inbound shipment in Delivrd, by viewing or editing the replenishment order. To do that, I first list all replenishment orders, and search for the specific order, using my supplier’s order number (which is the Reference order number field in Delivrd, and in this case, the number is 1501108YUYEIVR):

search_repl_order_byref

 

I select View or Edit in the order line’s Action drop-down menu, and from the order’s page, I select ‘Create Shipment‘:

create_shipment

I can then enter shipment details, mainly the tracking number and the carrier (be it the postal services, DHL, UPS or any other carrier), but also shipping costs, if you did not enter them in the order, weight, and any remarks you might want to keep for this shipment:

new_shipment_page

Clicking on the ‘Save’ button will create the new shipment in Delivrd.

You can now keep track of shipments your suppliers have sent you!

The next step in inbound processing in Delivrd is receiving the shipment and its products in Delivrd and update inventory accordingly.

 

Create Replenishment Order – Example

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

In our last tutorial, we explained how you create replenishment (purchase) orders in Delivrd. We will now walk-through an example of a real replenishment order I created to order some products I sell on eBay.

I use various suppliers to source my products, but my favorite one is VolumeRate (from now on, referred as VR-VolumeRate). Products are not sold cheap there, but VR is a very reliable supplier, and more importantly, he ships his products well-packed, all products are labelled with both SKU number and a serial number barcode. And that’s awesome, because I don’t have to label each piece I buy. Here’s an example of those labels:

iphone_leather_case

When we will walk-through receiving shipped products from a supplier, I will explain why these labels are so great, and actually worth the extra $$ I pay VR.

But first thing first, we need to create a new replenishment order. In the example to follow, I purchased 2 products: Glossy screen guards for iPhone 4 and protective back-cover for iPhone 5, totaling 45 pieces.

Here’s how the order details look on VR’s website:

vr_OrderDetail

Important things to notice are the Order # , in the top left corner of the screenshot, and the SKU numbers.

I will use VR Order # as reference order number in Delivrd, and any time I will need to lookup that order I will use the Order # as a search term.

SKU’s, as you might have notices so far, are very important in Delivrd,as they are used to uniquely identify products. When I created the two products in the order, I’ve used the SKU’s that VR uses. I could have basically used any unique number for an SKU, but since VR already manages SKUs, and even labels products with those SKUs, it makes sense to use VR’s.

This is the header information of this order, from the view replenishment order page:

Delivrd_repl_order

The order # (230) is the order number that Delivrd has assigned to this order. The reference order number is VR’s order number. Total shipping costs for this order were $12.21. I estimated that the products would arrive mid-April, but that was just a guess.

The order lines for this order, and the total for this order, including shipping costs, are as follows:

Delivrd_reporder_lines

Once the order have been created, you can change any details you want, including removing/adding new lines.

After all order lines have been added and changes completed, the replenishment order should be reviewed and released.

You can review the order in the view order page or in the edit order page, and release it by clicking on ‘Release’ from the Actions menu, in the top right-hand side of the page:

release_repord

What happens next is, I usually wait a couple of days until VR ships the products. When that happens, I get a tracking number from VR. I then create an inbound shipment, to keep track of the order’s shipment.