Userguide Inventory Ultimate

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
Copyright (c) 2009-2016 www.magestore.com

Inventory Management Ultimate v.1.7.3 User Guide
(Turn on your Bookmark bar in PDF reader software to view the manuals navigation)
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

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

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.

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

TERMINOLOGIES & PRINCIPLES

Terminology
Description
Reference
Total Phys.
Total Physical Qty. is the real quantity of all
1.3. Edit a
Qty.
products in your physical warehouse.
Warehouse
Avail Qty.
Available Qty. is the quantity of each product in
1.3. Edit a
Catalog. Its also the quantity remaining to be
Warehouse
sold and equals the Total Qty. after being

subtracted the on-hold Qty. (allocated in sales
orders)
On-hold Qty.
On-hold Qty. is the number of product items has 1.3. Edit a

been ordered but not shipped yet in a
Warehouse
warehouse.
Warehouse
A Warehouse in Inventory Management
1. Manage
represents for a physical place where you keep
Warehouses
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
Default Warehouse is automatically created
1. Manage
Warehouse
after the extension is installed and contains all
Warehouses
products in your Catalog.

Root
Root Warehouse is the core warehouse of the
1. Manage
Warehouse
system and cannot be deleted to make sure that
Warehouses
there is always at least one warehouse

containing your inventory. However, you can

Inventory Management v.1.7.3 Ultimate Edition
Terminology
Description
Reference
set any warehouses as Root if you have full

permissions in the backend.
Warehouse
Warehouse Creator is the admin user can create
1.2.2. Users,
Creator
new warehouses, which requires full access
Roles &
permissions in Role Resources (System
Permissions in
Permissions Roles). This user has the
Warehouses
highest permission with all warehouses and can

choose Warehouse Managers.
Warehouse
Other admin users with custom resource access
1.2.2. Users,
Manager
cannot add new warehouses but can take some
Roles &
actions related to existing warehouses. A
Permissions in
Warehouse Manager has full & unchangeable
Warehouses
permissions with a chosen warehouse. The

system will automatically send notification
emails to his email address.
Stock
Stock Movements are records of inward &
1.3.2. Stock
Movement
outward stock transfers of a warehouse.
Movements in a
Warehouse
Stock Transfer
Stock Transfers are used to manage inventory
3. Manage Stock
movements between warehouses or between a
Transfers
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.
Send Stock
This action lets you move inventory from a
3.1. Send Stock
warehouse to other locations.

Terminology
Description
Reference
This action lets you request stock for a
3.2. Request
warehouse from other sources.
Stock
Physical
Physical Stocktaking acts can be used at any
4. Physical
Stocktaking
time to double-check and correct inventory
Stocktaking
Request Stock
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
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
Stock Adjustments are records of inventory
Adjustment
corrections/ updates when there are some
5. Adjust Stock
differences between stock levels of physical and

virtual warehouses.
Barcode
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,

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 systems 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
The upcoming date that a product is going to be
9. Supply Needs
out of stock (Available Qty. = 0) since the

current date
Total Qty.
How many inventory items you need to
Needed
purchase more to minimize the risk that a
Purchasing
product is going to be out of stock in the select
9. Supply Needs
period.
Qty. to
The actual Qty. that you want to place purchase
Purchase More
orders with suppliers to replenish inventory for
9. Supply Needs
the upcoming period. It's recommended to be

equal to Total Qty. Needed Purchasing
Supplier
Suppliers are the people and organizations that
6. Supplier
you purchase inventory from. Suppliers will be
Portfolios
shown up in the drop-down lists when you

create purchase orders and drop shipments.
Purchase
Purchase Orders are documents sent to specific
7.3. Manage
Order (PO)
suppliers to purchase more inventories for your
Purchase Orders
warehouses. They contain descriptions,

quantities, prices, discounts, payment terms,
date of performance or shipment, other
associated terms and conditions.
Return Order
Return Orders are records of items returned
7.3.2. Edit
from a purchase order. They are similar to
Purchase Order -
Credit Memos of Sales Orders but these items
> Return Orders
are returns from your warehouses to a supplier.
tab

11
Terminology
Description
Reference
For each purchase order, you can create partial

returns or all at once.
PO Delivery
PO Deliveries are records of items received
7.3.2. Edit
from a purchase order. They are similar to
Purchase Order -
Shipments of Sales Orders but these items are
> Deliveries tab
delivered from a supplier to your warehouses.

For each purchase order, you can create partial
deliveries or all at once.
Shipment
Shipping Methods could be carriers, services or
7.1. Manage
Method
even shipping terms that you commonly use to
Shipping
deliver inventory from suppliers to your
Methods
warehouses. The extension displays them in a

drop-down box when admin users create
purchase orders.
Payment Term
Payment Terms are used to specify any terms &
7.2. Manage
conditions or methods when you pay for
Payment Terms
inventory purchased from suppliers. The

extension displays them in a drop-down box
when admin users create purchase orders.
Drop-ship
Drop-shipping (Drop-ship) is a term to describe
13. Drop-ship
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

12
Terminology
Description
Reference
information onto your supplier for shipping. As

items on drop-ship are not passed through your
hands, they dont affect to the Qty. and
inventory movements in your warehouses.
Supplier Page
To help suppliers follow all their drop
13.3. How
shipments easier, the module provides a
Suppliers
separate page in the front-end, namely Supplier
Manage Drop
Page, where suppliers can log in and track all
Shipments
related information.
Chart is a graphic design to visualize analysis
15. Inventory
data in the Reports section.
Dashboard
Inventory
Inventory Dashboard is a page where you can
15. Inventory
Dashboard
choose to show any charts from 21 report types
Dashboard
Chart
mentioned in the Reports section. It gives you

the ability to bring what reports truly matter to
the forefront for quick access.
Report
The Report pages are where you find actionable
Overview About
insights into sales, stock, warehouses and
Reports
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.
Sales Reports
This report will give you an overview of sales
14.1.1. Sales
by Hour
within a given time period and help you answer
Reports by Hour
the question: What is the best-selling time in 24

13
Terminology
Description
Reference
daily hours?
Sales Reports
This report will give you an overview of sales
14.1.2. Sales
by Day
within a given time period and help you answer
Reports by Day
the question: What is the best-selling day in a

week?
Sales Reports
This report compares between the sales values
by Invoiced
of Total Ordered Items and Total Invoiced Items Reports by
Value
within a given period.
Sales Report by This report compares between the sales values
14.1.3. Sales
Invoiced Value
14.1.4. Sales
Refunded
of Total Ordered Items and Total Refunded
Report by
Value
Items within a given period.
Refunded Value
Sales Report by This report provides a breakdown of your sales

Tax Code
by tax code within a given period.
14.1.5. Sales
Report by Tax
Code

Order Status
value by order status within a given period.
14.1.6. Sales
Report by Order
Status
14.1.7. Sales
Shipping
value by shipping method within a given period. Report by
Method
It helps you answer the question: What is the
Shipping Method
most common shipping method that customers

use?
14.1.8. Sales
Payment
value by payment method within a given period. Report by
Method
It helps you answer the question: What is the
Payment Method
most common payment method that customers

14
Terminology
Description
Reference
use?
Report on
The warehouse analysis reports give you the
14.2. Warehouse
Warehouse
historical record of all inventory audit trails in
Reports
each warehouse, including inventory

registrations/write offs and sales. You can also
compare different criteria indicating the
performance of your storage locations.
Report by
By associating with Stock Adjustment records,
14.2.2.
Product
this report lets you review the number of
Warehouse
Adjusted
products being adjusted Qty. within a given
Report by
time period.
Product Adjusted
Report by
This type of report collects data in Physical
14.2.3.
Stocktaking
Stocktaking records within a given time period
Warehouse
Variance
to provide you with an overview of inventory
Report by
accuracy. It helps you answer the question:
Stocktaking
What product has the most discrepancy between Variance

the real and virtual inventory level?
Report by
This report collects data from Stock Sending
14.2.4.
Stock Sending
records and then analyzes which warehouses
Warehouse
sent out the most items to other locations (not
Report by Stock
including Qty. shipped to customers & returned
Sending
to suppliers) within a given period.

Report by
This report collects data from Stock Request
14.2.5.
Stock Request
records and then analyzes which warehouses
Warehouse
receive the most items to other locations (not
Report by Stock
including Qty. refunded from customers & Qty.
Request

15
Terminology
Description
Reference
received against purchase orders) within a given

period.
Warehouse
This report collects sales data within a given
Report by Sales period and then analyzes which warehouses

Order
fulfill the most sales orders.
14.2.6.
Warehouse
Report by Sales
Order
Warehouse
This report collects sales & shipments data
14.2.7.
Report by
within a given period and then analyzes which
Warehouse
Revenue
warehouses bring the most revenue.
Report by
Revenue
Warehouse
This report collects shipments data within a
14.2.8.
Report by Item
given period and then analyzes which
Warehouse
Shipped
warehouses are frequently chosen to ship
Report by Item
ordered items to customers.
Shipped
Report by
Like the Supply Need forecast, this report
14.2.9.
Supply Need
extracts data from sales history within a
Warehouse
previous period to analyze how many inventory
Report by Supply
items should be re-purchased to fulfill sales
Need
orders in the same upcoming period. However,

if the Supply Need forecast focuses on
predicting each warehouses needs to place
purchase orders, the Supply Need report helps
you compare the supply need between
warehouses to get your priorities right.
Bestseller
This report collects sales data within a given
14.3.1. Bestseller
Report
period and then identifies 7 best-selling
Report

16
Terminology
Description
Reference
products among the whole system.

Report on
This report collects inventory data within a
14.3.2. Report on
Stock
given period and then identifies 7 products
Stock Remaining
Remaining
having the highest Total Available Qty. in the

whole system.
Warehousing
Warehousing Time is the number of days that
14.3.3. Report on
Time
an item has stayed in your warehouse since the
Warehousing
date it was received against a purchase order.
Time
Warehousing
As a product can have many items received
14.3.3. Report on
Time report
from different purchase orders at different
Warehousing
times, the Warehousing Time report calculates
Time
the average number of storage days among all

inventory items of a product.
Supplier
This report collects data from PO deliveries
14.4. Supplier
Report
within a given period and then analyzes which
Report
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.

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
Street
Created by
City
Manager's Email
Country
Telephone
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
warehouses 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
Warehouse Manager
Other admin users
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
Send stock to another Warehouse
Triggered
Total
Action
Qty.
Send Stock
Decreased
or other destinations
Receive stock from another
Subjects
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
Order
Order
Send stock to Customer for
Create a
shipment
Shipment
The warehouse & a
Receive stock from Customer
Create a Credit
customer
Refund
Memo
Decreased
Decreased
Increased
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 Managements 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. Its 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
dont 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 WarehousesSend 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 warehouses 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.
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 warehouses manager if the transaction is stock

sending
Sent to the source warehouses 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.

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 youre 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. Its 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

64
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
suppliers 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 subjects 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 youve 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 systems 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, lets 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 payments 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 orders 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 warehouses
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 orders 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 warehouses
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 managers email address (set up in New/ Edit
Warehouse pages so you dont 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, lets 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 Catalogs 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 customers 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 orders 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 orders 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 dont 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 orders 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 suppliers
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 admins 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 admins 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 suppliers confirmation and provided
suppliers with the drop-ship orders 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 havent 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
Enable
Sample
Dropship Yes
Plugin
Description
Allow using drop-shipping method to
ship goods directly from suppliers to
customers
Send
notification Yes
email to supplier
You and suppliers will receive emails

notifying about the status of drop
shipments
Allow
returning Yes
product to supplier
Allow customers to return products to

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 suppliers confirmation of available Qty.
Require admins appoval for Qty. to ship from supplier
Require suppliers confirmation of shipped Qty. after shipping
With all these configurations, there are 8 cases that you can set.
Require suppliers
Require admins
Require suppliers
confirmation of
appoval for Qty. to
confirmation of shipped
available Qty.
ship from supplier
Qty. after shipping.
Yes
Yes
Yes
Yes
Yes
No
Yes
No
Yes
Yes
No
No
No
Yes
Yes
No
Yes
No
No
No
Yes

144
Require suppliers
Require admins
Require suppliers
confirmation of
appoval for Qty. to
confirmation of shipped
available Qty.
ship from supplier
Qty. after shipping.
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. Customers
information then will be attached to the email sent to suppliers.
4. Suppliers dont 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. Customers 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 suppliers 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 customers information and the Qty. required to ship. They dont
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 suppliers confirmation.
Case 6:
When you create drop-ship requests and send customers 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 Day

including data on invoices, order 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
Follow sales volume and inventory
Reports
level of products to identify which
Bestseller
are your bestsellers

Customer
Identify your best customers with
Customer Purchasing
Reports
total purchased orders & values.
Purchase
View your purchase order history
Supplier
and rank your top suppliers,
Warehouse

148
Reports
purchased warehouses & products.
SKU
Stock On-hand
Follow current inventory level of
Stock On-hand
Reports
products based on warehouse or

supplier.
Stock Movement Provide the historical records of all

Report
Stock Received
inventory audit trails in each

warehouse, including inward and
Stock Issued
outward inventory.

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

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
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
range here.
Select View by in Reports 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
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:
range here.
Select View by in Reports 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

158
JPEG, SVG image.
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:
range here.
Select View by in Reports 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
JPEG, SVG image.

161
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
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
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
range here.
Click Show Report
In the graphical section, you will see a column chart and a pie chart comparing among
different customers.

164
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
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
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

range here.
Click Show Report

168
JPEG, SVG image.
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
range here.
Choose View by as Stock Received or Stock Issued
Click Show Report

169
JPEG, SVG image.
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
icon, a New Dashboard form will be shown as
below:

172
Enter the Dashboard name then click the Add button.

173
14.2. Edit a Dashboard

On the dashboard menu, click on the
icon to open the Edit dashboard form. You
can change the dashboard name and then click on Save to finish.
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
icon, our module will show a
confirmation pop-up. Click OK to delete the chart.

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

185
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
Select the criterion to choose
Configuration
warehouses temporarily subtracting
11. Set the Default

Warehouse for Shipments
stock when customers create orders

Configure status for new order
17.5. Settings
Low Stock
Enable low stock notifications, set
8.1. Low Stock
Notification
threshold Qty., notification scope,
Notification Settings
Fulfillment
Configuration

186
Setting Tab
Description
Reference
frequency and emails

Request/Send
Set a period to cancel stock sending
3.3. Send Stock/ Request
Stock Setting
and stock requests
Stock Settings
Barcode
Set a barcode pattern and auto
10.1. Barcode Default
generate barcodes
Settings
Choose either Exponential
9.1. How To Calculate
Smoothing or Average method to
Supply Need Forecast
Supply Needs
calculate supply needs

Dropship
Enable the dropship function,
13.4. How to Configure
Configuration
choose required steps and emails
Drop-ship Function with

Different Scenerios
--------------------------------------------The End-----------------------------------------

187

Userguide Inventory Ultimate

Transféré par

Informations du document

Copyright

Formats disponibles

Partager ce document

Partager ou intégrer le document

Options de partage

Avez-vous trouvé ce document utile ?

Ce contenu est-il inapproprié ?

Droits d'auteur :

Formats disponibles

Userguide Inventory Ultimate

Transféré par

Droits d'auteur :

Formats disponibles

support@magestore.

2. Manage Inventory Stock.............................................................................. 30

3. Manage Stock Transfers.............................................................................. 35

4. Physical Stocktaking .................................................................................... 47

HOW TO RE-PURCHASE INVENTORY ..................................... 62

Copyright (c) 2009-2016 www.magestore.com

6.2. Add a Supplier ............................................................................................... 63

7. Inventory Purchase ...................................................................................... 69

8. Low Stock Notifications ............................................................................... 95

HOW TO PREPARE & SHIP ITEMS FOR SALES ORDERS . 101

10. Set the Default Warehouse for Shipments.............................................. 122

12. Drop-ship .................................................................................................. 128

Copyright (c) 2009-2016 www.magestore.com

HOW TO RUN REPORTS & ANALYSIS ................................... 148

14. Inventory Dashboard ............................................................................... 171

HOW TO CHECK ORDER FULFILLMENT ............................. 179

HOW TO CONFIGURE SETTINGS ............................................ 186

11. Set the Default Warehouse for Shipments.............................................. 186

Copyright (c) 2009-2016 www.magestore.com

Copyright (c) 2009-2016 www.magestore.com

TERMINOLOGIES & PRINCIPLES

Total Physical Qty. is the real quantity of all

products in your physical warehouse.

Available Qty. is the quantity of each product in

Catalog. Its also the quantity remaining to be

sold and equals the Total Qty. after being

On-hold Qty. is the number of product items has 1.3. Edit a

A Warehouse in Inventory Management

represents for a physical place where you keep

your stock. Stock can be moved between

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

Copyright (c) 2009-2016 www.magestore.com

set any warehouses as Root if you have full

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

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

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

This action lets you move inventory from a

3.1. Send Stock

warehouse to other locations.

Copyright (c) 2009-2016 www.magestore.com

This action lets you request stock for a

warehouse from other sources.

Physical Stocktaking acts can be used at any

time to double-check and correct inventory

discrepancy amounts in Inventory Management

Adjust Stock action is used to correct/ update

inventory levels of your products and records