There are two ways you can post your products to a warehouse: manually and via Excel file import. Let's consider both options in detail.
Manual product posting
Navigate to the “Inventory > Postings” page and hit the “+ Posting” button to create a posting entry manually.
Select or add a supplier, enter the invoice details, and choose a warehouse you want to post your products to.
Please note, that if this is not the first time you have posted the products, the warehouse where you last posted the goods will be automatically selected. If you have only one warehouse, then it will be selected automatically.
If necessary, during the posting process, you can always change the warehouse. Please note, that if you use bin locations when changing the warehouse, the bins will be changed to the bin that is set to “By default” for the new warehouse.
After that, fill the product-related data. You can post both new and known products.
Follow these steps to post the known products to your warehouse manually:
You can fill the warehouse with product entries by importing it on the “Inventory > Products and categories” page. Thus, you will quickly fill in all the information about products to add the quantity during the posting process.
1. Scan the product barcode or enter a product name, code/SKU, and select the item from a dropdown list.
Note: When Orderry finds the product by barcode and adds it to the table, you will hear a beep.
2. Enter the quantity or scan serial numbers (for serial products).
You can see the “SN” sign for products with inventory serialization enabled. You have to enter existing serial numbers or generate new ones for each of those product items
3. Enter the “Purchase price”.
Remember: the purchase prices may differ in your shipments, while the end price for your clients stays the same. Hit the “Show retail prices” button to edit your retail prices.
The “Current price” column represents the current prices of the goods that you post.
The “Estimated price” column represents the estimated price value with all margins included. You can configure those on the “Settings > Prices and discounts” page. Click the estimated value to edit it for a specific price or hit the arrow icon to set all estimated prices as current.
4. Enter the supplier warranty.
Remember: you should specify the supplier warranty for a current shipment upon posting.
5. Select a warehouse bin (if you are using bin locations).
Bin locations is a technology for distributing products in your warehouses. With bin location, every warehouse bin has a unique address. Go to the “Settings > General > Warehouse” page and check the “Enable bin locations” checkbox to activate this functionality.
6. Hit the “Save” button.
If you need to modify any serial number, click the posting product quantity, remove an incorrect serial number, and enter a correct one. Hit the price value, supplier warranty or bin to edit it.
Follow these steps to post new products to your warehouse manually:
1. Enter the product name and hit the “Create product” button.
2. Add the product properties in the popup:
- Choose a category (is required);
- Add the product description and image (if relevant);
- Enter the product code and SKU (if applicable);
- Add the existing product barcode or generate the new one;
- Establish the warranty period for your clients;
- Enable inventory serialization for the product you are posting (if applicable);
Remember: Enabling serialization is irreversible. Once activated, you'll have to enter the serial number for every product item.
Enter existing serial numbers or generate new ones for your serial products in Orderry (you can configure serial number template on the “Settings > Warehouses” page). The system allows using digits, Latin characters, and even special symbols in your serial numbers. There have to be as many product serial numbers as many products you are planning to post.
Hit the “🖨️” button to print the product labels with serial numbers. Find out more about printing labels with serial numbers here.
- Specify prices manually or leave the fields unchanged so Orderry calculates prices automatically after you specify the “Purchase Price”. Navigate to the “Settings > Prices and discounts” page to set up the sale margins;
- Establish “Residue control” for product (if applicable). Using this function allows you to generate a report “Products you need to purchase”;
- Set the “Seller compensation” for the employees for the sale of this product or for adding products to the order. It can be a percentage of the product price, a certain amount of money, or both of these types at the same time. If you leave this field empty, the payroll rules specified in the employee’s dialog window will apply.
Hit the “Save” button.
3. After creating the new product add posting information in the popup.
- Enter the quantity or scan serial numbers (for serial products);
- Enter the supplier warranty;
- Select a warehouse bin (if you are using bin locations);
- Enter the “Purchase price”.
If you specified price when filling properties of the products, they will automatically be tightened in the column “Current price”. The “Estimated price” column contains prices corresponding to margins on the “Settings > Prices and discounts” page. If you want to apply the estimated price, just hit the arrow between columns to transfer it to the “Current price” columns. This price will be shown when adding products to order or sale.
If you didn’t specify price when filling properties of the products, it will be 0 in the “Current price” column. Here you also can apply the “Estimated price” corresponding to margins on the “Settings > Prices and discounts” page.
If you need to change the price you can always do it in the product dialog window or after adding the product to order/sale (if an employee has permission for that).
4. Hit the “Save” button. After that, the product will be automatically added to the table for posting.
Posting products via Excel file upload
You can significantly accelerate your posting routine by importing an Excel file with all the posting data. Navigate to the posting document, hit the “Import” button, and select the “Excel file example” option. This will download the file template to your device.
This file has no “Code”, “SKU”, “Barcode”, and “Serial accounting” columns because the system receives them via product import functionality, before posting.
Here are the table fields you can find in your Excel file:
- Name. It is a required field for product names;
- Quantity. It is a required field for non-serial products;
- Serial numbers. It is a required field for serial products. The system will add as many products as many serial numbers you enter in this field (up to 20 serial numbers);
- Supplier warranty (value). It is an optional field for the supplier warranty period value;
- Supplier warranty (period). It is an optional field for the supplier warranty period unit type (day or month);
Note: “Supplier warranty” columns are optional. However, if you decide to add the supplier warranty, you should fill both fields.
- Purchase price. It is a required field for calculating the sale income and price margin.
- Retail price fields. These are the optional fields for retail prices. The system uses these values for the retail prices in the product dialog window.
Retail price fields is not required. If there is no data, just leave a blank cell and delete the column names so that zero prices don’t apply to the products.
Remember: make sure your retail price column names correspond to the price margin names from the “Settings > Prices and discounts” page. Otherwise, Orderry won't be able to identify these values as prices.
Hit the “Import” button, attach your Excel file, and press the “Import” button to upload the filled file to the system.
Keep in mind: your product posting Excel file should contain up to 250 rows of data.
As soon as you fill the table with your products — whether manually or via Excel file import — hit the “Post” button.
You can also save the intermediate results of New posting in “Draft”. It will helps you if you have a large quantity of products or for some reason you don’t have time to finish posting. To do this, click on the “Save as draft” button.
The Draft will be displayed in the list of posting documents without numbering, indicating the date of its creation.
Please note that Drafts are only available to the employees who created them. Drafts can be saved an infinite number of times. Thus, the employee will be able to continue to work and complete it at any convenient time or delete if necessary.
Check the “Pay from cashbox” checkbox before pressing the “Post” button to pay the posting via one of your Orderry cashboxes.
This opens a dialog window to select the date, cashbox, and the payment sum. The system adds a default “Products posting” comment to a transaction. Edit the comment (if relevant), add transaction tags, and hit the “Save” button.
Note: you cannot modify the posting document you've created. Please pay attention and double-check the data you are entering during a posting process.