Importing Products Into Delivrd – The Simple Way

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

We want to make Delivrd as simple to use as possible for those looking for a basic inventory management solution, so we have simplified the way products are imported into Delivrd.

If you need to, you can still import extended product data. But if you want to start easy and simple, with the minimal product data required by Delivrd, you can upload a basic products file with a minimal set of data fields:

1. Name – product name, up to 30 characters

2. Long Description – Product long description, up to 255 characters

3. Product Category – Select the proper category from the category list (you can view the list in the Products List page

4. SKU – That needs to be a unique number identifying the product

5. Value – The value of a product. This can be the purchase price, the sales price, an estimated value.

6. ImageURL – A URL of an image of the product. We believe that having an image of a product throughout the different process will improve overall inventory accuracy.

Each line should begin with a line number, first line – line number 0 , then 1, then 2 etc. See the samples below.

For Delivrd to understand you are uploading a basic products file as described in this guide (as opposed to the larger product data file), the file must be named: productinv.csv

Here’s a sample of how a few lines of the file might look like:

0,Name,Description,Group,SKU,Value,ImageURL
1,”Digital LCD Kitchen Buzzer”,”Ultrathin Credit Card Sized Digital LCD Kitchen Buzzer Timer with Magnetic Mount”,”Business & Industrial”,1831114,5,http://img.dxcdn.com/productimages/sku_19048_1_small.jpg
2,”Desktop Thermometer”,”A2260 Desktop Thermometer Hygrometulticolored”,”Business & Industrial”,3ds111f8,10,http://img.dxcdn.com/productimages/sku_296738_1_small.jpg
3,”Triathlon cycling shoes”,”Shimano SHR60 tri shoes white size 43″,Sporting Goods,43111sdf30,2,http://a2.zassets.com/images/z/2/1/3/6/0/4/2136046-p-MULTIVIEW.jpg

Download Product Data File Sample

Video Tutorial – Importing Basic Product Data To Delivrd

Importing Customer Orders from CSV File

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

This how-to guide explains how to import customer orders from a CSV file. Importing orders from a file allows you to easily integrate Delivrd, the free online order fulfillment & inventory management solution, with your different sales channel through a single, simple interface.

Before you begin creating a customer orders import file, you should understand how customer orders are created in Delivrd and the lifecycle of these orders. We recommend you watch the video, too:

 

Now we can move on to explaining how a customer orders file should be created.

Customer Order File Straucture

For Delivrd to be able to import an orders file, the file’s strcuture must be exactly as explained in this guide.

Delivrd imports order data from CSV files. That means that each data field is separated by a comma. Here’s an example of how several orders in a CSV order import file might look like:

0,Name,Street,City,Zip,StateProvince,Country,RefOrder,RequestedDate,SalesChannel,ShippingCosts,LineNumber,SKU,Quantity,Value
1,”Roy Carter”,”2 Highclere”,Ascot,”Windsor and Maidenhead”,SL5,GB,9LODY2C8,2015-08-14,Ebay,7.6,10,296738,3,2.3
2,”Marie Anderson”,”34 Cowane Street”,Stirling,Stirling,”FK8 1JR”,GB,7KAY4M9D,2015-08-14,eBay,9.9,10,602498605714,3,5
3,”Paul Hicks”,”1014 Chester Road”,Birmingham,”West Midlands”,”B24 0LL”,GB,43SMFBXT,2015-08-14,eBay,9.2,10,159546,3,0.35

Header Line: the first line is a header line and is not imported into Delivrd. Each field in this line contains a description of the data of each field in the order lines.

Order Lines: an order data line should contain: Name, Street, City,Zip, StateProvince, Country, RefOrder, RequestedDate, SalesChannel, ShippingCosts, LineNumber, SKU, Quantity, Value

Here’s a useful table describing the different data fields in the orders import file

[table id=3 /]

You can download a sample customer orders file from here:

Video tutorial: upload customer orders to Delivrd, review and relase

Serial Number Management in Delivrd

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

This how-to guide explains the different processes involved in managing serial numbers of products. Serial number management is another powerful way Delivrd provides to minimize packing mistakes and make the whole fulfillment process more efficient.

What are serial numbers?

From Wikipedia:

A serial number is a unique code assigned to uniquely identify an item. Although called a serial number, it may include letters or other symbols.

Serial numbers are all around us – your phone has one, the T.V. in your living room has one, the CPU in your computer has one. So how does Delivrd use serial numbers, and why would you want to use serial numbers, where possible?

As you might have understood by now, Delivrd relies heavily on barcode scanning. For barcode scanning to work properly, Delivrd needs a way to identify a product. There are various ways to do that – some products have an UPC/EAN barcode already printed by the manufacturer. Books have ISBN barcodes printed on their backs.

Different barcodes identifying products:

Barcode Systems

However, many products do not have these barcodes. So Delivrd relies on two other methods to identify products:

1. SKU barcodes – each product in Delivrd has a unique SKU assigned to it. Scanning a barcode containing that SKU enables Delivrd to verify that the product that was received, or packed for a customer order, is the actual product that was ordered.

2. Serial number barcodes – scanning a serial number, first when products are received from your supplier, and then , when products are packed for a customer orders, provides Delivrd with a very reliable process to identify products and prevent packing, shipping and inventory errors.

Serial numbers in receiving products from suppliers

If you are lucky enough, your supplier manages their products with serial numbers, and they have labeled all their items with a serial number barcode.

One of my suppliers, Volumerate, applies serial number labels on all the item of all of their products. I assume they use it for their own picking-packing-shipping processes, but I’m not complaining.. Here’s an example of several items of a product with a serial number label:

shipment_products

 

When you receive products with serial numbers from a supplier, the replenishment (purchase) order number is saved along with the rest of the information of the serial number. If there is a quality problem with one of the items you ordered, you can notify your supplier the serial number and the order number the damaged item was shipped with.

The actual process of receiving serial numbers to inventory is explained in Receive Ordered Products From Suppliers how-to guide.

Inventory Management of serial numbers

Once a serial number is received to stock, the serial number record is created. This record contains the following information:

1. Product name & SKU

2. Serial number

3.Date it was created

4. Inventory status – is this serial number still in stock, or was it shipped to a customer?

5. Replenishment order number that the serial was received through.

6. Customer order number this serial was shipped through.

So at a any given moment, Delivrd can let you know which serial numbers of a product are in stock and which are not.

Screenshot: Serial numbers list

Serial Numbers List

Screenshot: Serial number record

Delivrd Serial Number

 

Serial numbers in packing & shipping

Serial numbers become most valuable when you use Delivrd Wave Packing & Shipping. By scanning an item’s serial number barcode, Delivrd can guarantee accurate customer order fulfillment and inventory management. Scaning a serial number in Wave Packing and Shipping is demonstrated in the Wave Packing video tutorial:

 

Tractability with serial numbers management

Another benefit to using serial numbers throughout your order fulfillment process is tractability. If your customer complains about quality issues in the item you sent them, your can trace back from that customer orders’ which serial numbers were shipped, and let your supplier know which items are defect. Without serial number management, it would be very difficult to know which item was shipped to the specific customer, as there is no way to distinguish a single item of a product from other items of the same product.

It’s important to understand that using serial numbers in Delivrd is not a must, but rather optional. You can use all of Delivrd’s powerful features by labeling your products with a barcode label containing the product’s SKU number or use existing EPC/EAN/ISBN barcodes, although serial number management has some advantages, as was explained in this how-to.

If your supplier provides you with items labeled with serial numbers (as does my supplier, VolumeRate) we strongly recommend to use serial number management as explained in this how-to guide.

If you want to use serial number management but your supplier does not label his items with serial numbers, you can print your own labels (if you have a barcode label printer and the required software). You can create new serial numbers without reference to a replenishment order – you can first receive the products from the supplier without serial numbers, apply the labels to each item, and then create the new serial number in Delivrd.

Wave Management in Delivrd

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

This how-to guide will explain how to use one of Delivrd’s most powerful feature: the (pick) Wave.

What is a Wave? the way most order fulfillment processes work is: orders stream in through the different sales channels throughout the day. At certain intervals – once an hour, several times a day, or even once every few days, orders are grouped together, picked, packed and shipped.

The Wave is the grouping of orders for the purpose of picking,packing and shipping them together, making the process much more efficient than processing each customer order separately.

To create a Wave in Delivrd, go to the Wave menu (under Outbound Processing), and click ‘New Wave’.

There are two parameters you need to input – the maximum number of order lines that can be grouped in this wave, and for which sales channel orders should be fulfilled.

When creating a pick-pack-ship Wave, you need to set the courier you are going to use to ship the Wave’s orders.

Important: Only Released customer orders can be added to Waves. By releasing orders you control which orders should be picked for each wave.

Screenshot: Create Wave page

Create Pick Wave

Once a Wave is created, you need to review it and release, before you can start actual packing.

From the Waves list page, you can go to Edit, review the list of order lines in that particular wave, and release the Wave.

You can also use the Edit page to print a picking list – a list of all products you need to pick to fulfill the wave, the quantities, and the storage bin of each material (if you ,maintain the bins in the product information page). The picking list includes all packaging materials required to pack the Wave’s products.

Screenshot: Edit Wave page

Release Pick Wave

Screenshot: Wave Picking Slip

Picking Slip

Of course, you can remove order lines from a Wave and pick them in another wave.

Once a Wave is released, you are ready to start packing.

Video tutorial: Create and manage Waves

 

The next how-to guide will explain how to use the packing functionality in Delivrd, a unique, enterprise-grade packing software solution, which will minimize costly packing errors, and save you a lot of time in the packing process.

 

Add New Product Example – iPhone Leather Case

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

This post will demonstrate how to add a new product to Delivrd, the free order fulfillment & inventory management solution. I will use one of the products I sell, a leather case for iPhones, to walk you through the details of adding a new product.

This is the product, you will notice two important numbers: it’s the SKU of the product, and the serial number of this specific piece:

iphone_leather_case

SKU – The SKU (359913) was created by my supplier,called Volumerate. They use SKU’s for their own purposes, and for me, it makes sense to use their number, because they put a label on each product they send with the SKU which makes it easier for me to manage inventory for these product.

Serial number – Again, my supplier uses serial numbers to manage their inventory, and since Delivrd supports serial numbers, it makes sense to use my suppliers’ serial numbers, in this case, the serial number of this piece is 52733381. The best thing about the serial number is that is has a barcode containing the serial number on that label, and it is very useful as I will explain in future posts in many processes – receiving the goods from the supplier, managing inventory and fullfling customer orders.

Adding the product to Delivrd

After logging in to Delivrd, I choose ‘Product’ and the ‘Products’ again from the left menu. A list of all products appear. I click on the ‘New Product’ button and then starting to add the product’s details.

Important: before I add a new product I want to make sure I did not already add it. To do that, I will search for the product’s SKU, as each product in Delivrd must have a unique SKU. In the products list page, I enter the SKU number, 359913 and click the Search button on the right side of the table:

search_by_sku

I get 0 results, which indicates I have not previously created this product in Delivrd:

search_by_sku_res

You can also search for products by product name, if you wish.

General tab

Name – Product names can be up to 30 characters long. That’s not much, so think carefully how you want to name the product. You can always change the name later, though. I chose to name the product: Leather Case Pouch iPn 6/5/5S

Description – For the long name of the product, I use the name used by my supplier: Personalized Envelope Style Protective PU Leather Case Pouch for IPHONE 6 / 5 / 5S – Brown

Category – I select Electronic Accessories, it’s up to you to decide which category best categorizes your product.

The category you choose is also printed on the shipping label, since many export (and import) authorities requires that you specify what type of product you are shipping overseas.

SKU – I just input the SKU that’s on the label of the product sent from my supplier.

Price – This is the value of the product, in this case, I use the price I bought it for, which is 4.25$

iphone_leather_general

Now I move on to to the next tab:

Dimension

The most important information you need to provide here is weight. When the packing processes is completed in Delivrd, we weigh the package (packing material + packed products according to customer order), and we compare the weight of the package to the weight of the products maintained in the Weight field. We do this to discover, before actual shipping, if a mistake was made in the packing process.

Usually you will be able to know what is the weight of a product from looking at the product’s page in your supplier’s website, but the best way to get the weight is to actually weigh the product in your own scale, the one you will later use in the packing process.

As you can see from the image below, the iPhone leather case weighs 26 grams (that’s 0.026KG), as indicated by my Dymo scales

iphone_case_weight

You can also maintain other product dimensions such as Height,Width and Depth. These dimensions currently do not influence any Delivrd process.

iphone_leather_dimensions

URL

We will now update two URLs – one for an image of the product, and the other of the product’s page URL.

The image URL is very important, as this image is displayed throughout Delivrd, in many screens and in many processes. Seeing is believing, and I believe that displaying the image whenever relevant will help you make fewer order fulfillment mistakes.

Currently, we do not support upload of your product images to Delivrd, but you can use any URL (for example, images of your product form eBay, Amazon, or own e-commerce website). You can also use free services that allow you to upload images and then share the image’s URL, such as TinyPic or any other service you want to use.

The page URL is there for reference, so you can easily access, from within Delivrd, your product’s page. I chose to update the product’s URL page of my supplier, Volumerate.

iphone_leather_url

Logistics

Several product details which are related to the logistics processes supported by Delivrd are grouped into the logistics tab.

Delivrd makes heavy use of barcodes, as we believe it’s the easiest, cheapest and most reliable method to efficiently manage order fulfillment processes. And we rely on existing barcodes whenevr possible (as oppose to having to print barcode labels on our own, although Delivrd supports barcode label printing).

There are several existing barcode standards, such as ISBN for books, and EAN or UPC for other products. Whenever possible, it’s best to rely on these systems to identify products.

Here’s are some examples of different barcodes used in different products (I don’t sell any of these, BTW, it’s just an example):

barcode_sys

If your product already has a barcode in use (a book, or any product with ENA/UPC code), use that barcode number as your SKU.

For this particular product, I do not have any EAN/UPC/ISBN barcode, so I leave the fields Barcode System & Barcode Number blank.

Safety Stock is an important parameter for anyone looking for proper inventory management. The safety stock is the minimum amount of stock you have before you need to replenish your stock (from your supplier). Whenever inventory levels fall below the safety stock, inventory will be displayed in red in your Delivrd inventory list (see two products, Digital LCD Kitchen Buzzer & Protective PC iphone 6 white with stock below safety levels):

inventory_list_1

You can leave the safety stock field empty, in that case , no indication will be given as to low stock levels.

Bin Number is also useful for correct inventory management. You should mark the shelves (or boxes) you use to keep your stock with numbers, so it’s easy to find products when you need to pick, pack & ship. You can use simple bin numbers such as 100,101,102,103 or use whatever conversion works for you. The bin number is printed on Delivrd’s picking slip.

iphone_leather_logistics

 Packaging

Packaging materials management is often an overlooked aspect of order fulfillment. Delivrd manages several aspects of packaging material, with the most important one being managing inventory levels, to make sure you never run out of packaging material, and also helping you source packaging material early enough so you can cut on costs.

For each product you sell, you need to define its packaging material. That means that you have to create a separate product for packaging material.

I currently use mostly standard bubble mailers, but also large mailer bags. I’ve created products in Delivrd for these materials, and now, whenver I create a new product, I select which packaing material I use for pack the product.

My iPhone leather case is packed in standard bubble mailers, so for Packaging Material I select ‘Padded Bubble Envelope’.

I can also input packing instructions, they will be displayed in the packing screen. You can update any info there (such as ‘On the back of the package attach a return address label. On the front of the package, attach the shipment label‘).

The ‘Consumed on Shipping’ checkbox is used to identify packaging materials. Since the product I’m creating is not a packaging material, I don’t check it.

iphone_leather_pack

 Attributes

In Delivrd, Attributes are used to allow product variant management. The best examples of variant configuration are in shoes & clothes, for example. You have a single product, such as a men’s T shirt, but you sell different variants of the same shirt – different colors & sizes. You can use attributes to define these variants. We will write a different guide on how to set up variants in Delivrd, but for now, just know that you can define and select any type of color or size you use.

For the leather iPhone case I do not need to use variants since I only sell one ‘model’ – brown, so I just leave color and size empty.

That’s it, the product is well defined in Delivrd. Since I’ve just created the product, I can do two things:

1. If I already have the product in stock, I can do an inventory count and let Delivrd know how many pieces are in stock.

2. If it has just arrived from my supplier, or if I ordered it from my supplier and didn’t receive it yet, I need to create a replenishment order for it. Once it arrive, I will receive the products to stock. On how to create a replenishment order and do a goods receipt. in the next guide.

 

Add New Product

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

This is a guide on how to add a new product to Delivrd.

An example of adding a new product can be found in the ‘Add New Product Example – iPhone leather case‘ post.

1. Login to Delivrd using your username and password.

2. In the left navigation menu, go to Product->Products. A list of all existing products appears.

product_in_menu

3. Before adding a new product, it’s a good idea to make sure the product does not already exist. You can use the search boxes to search by SKU or by product name. Searching by SKU is the preferred way to do this.

search_sku

4. If have not created the product previously in Delivrd, click on ‘New Product’ from the orders list page.

add_product

5. You will now update the product details. Details are grouped into several tabs to make the process more manageable. The different tabs are: General, Dimensions, URL, Logistics, Packaging and Attributes

product_add_tabs

6. General Tab details:

Name – This is the name of your product. Its length is limited to 30 characters, so keep it simple.

Description – This is the long description of the product, and is limited to 255 characters. Depending on the context, sometimes Delivrd will present the Name of the product, and sometimes the description.

Category – It’s important to properly categorize your products, so it’s easier to search for them and to analyze sales, purchasing etc.

SKU – A unique number that identifies your product. It is very important in how Delivrd works, particularly in the context of barcode scanning. Each product must have its own unique SKU number, and it is used for searching, receiving products from suppliers and in the packing of customers orders.

Price – The price is used to calculate the value of your products’ inventory. You can either set it the the price you buy the products from your supplier, or to the price you sell them, it’s up to you.

add_tab1

7. Dimensions Tab details:

Weight – the weight of the product is very important to calculate the total weight of each shipment. Delivrd verifies that the actual total weight of a shipment is the same as the expected weight, thus eliminating packing mistakes. The best way to know the actual weight of the product is to use your own weight scale. You can also use the manufacturers data to determine the product’s weight.

Height,Width,Depth – you can keep these details in Delivrd so that you can later use them when selling online. Delivrd does not currently make use of these details.

add_tab2

8. URL Tab details:

Image URL – One of the most important details you need to provide is a product’s image URL. You can add a link to any external URL of your image. Delivrd displays product images in many screens in order to avoid mistakes in inbound processes (receiving from suppliers)  as well as outbound (shipping).

url

Product Page URL – This is the URL of your product’s page. It can be either a page set up on your supplier’s website, or it can be your own product’s page URL. This is useful if you want to see some more detailed information on your product.

9. Logistics Tab details:

Barcode System – Specify which barcoding system your products uses. If it’s a book, then it should have ISBN barcode in the back cover. Many products have an EAN of UPC barcodes. Many products do not have any built-in barcode, so you can leave this field empty.

Barcode Number – This is the value of the barcode imprented on the product. For books, for example, an ISBN can be:0393327345 , and  UPC barcode can be: 071701058478 and an EAN can be: 4711173870784 . Again, if your product does not contain any such barcode, you can leave this field empty.

Safety Stock – This is the minimum number of pieces you want to keep in inventory. If stock falls below this level, you should re-order from your supplier. When viewing your inventory, if your inventory fall below this level, inventory is marked in red.

Bin Number – This is the number of the bin you place this product. We recommended you label each bin in your storage so that you can easily locate the product when you need to pick it to fulfill customers orders.

logistics

10. Packaging Tab details:

Packaging Material – Here you will select the product you use to pack the product. For example, if the new product is packed in a box, you will have to create a product called ‘Box’, and then choose the ‘Box’ as the packaging material of the new product. In Delivrd, we manage the inventory levels of each packaging material, and every time you sell a product, its packaging material inventory is updated according to shipment data. If you use on box to sell one pieces of a product, one box will be reduced from inventory once your complete your shipment.

Packing instruction – This is a description of how to pack the new product. The instructions appear in the pack page.

Consumed on shipping? – When you mark this field, Delivrd treats the product as a packaging material, and every time it is used in a shipment, inventory levels are reduced according to the number of packaging materials used.

pack

11. Attributes Tab details

Color – Select the color of the product, if applicable. You need to maintain your own list of colors, by clicking on the ‘Action’ drop down in the products list page, and selecting ‘Maintain Colors’.

Size – Select the size of the product, if applicable. You need to maintain your own list of sizes, by clicking on the ‘Action’ drop down in the products list page, and selecting ‘Maintain Sizes’.

attrbts

12. Saving the product

Once you have completed updating all the product’s details, click on the green ‘Save’ button to add save the new product.

save

An example of adding a new product can be found in the ‘Add New Product Example – iPhone leather case‘ post.