Inventory

The How To and FAQ's about Blastramp's Inventory feature.

How To ...

LOCATE

Inventory Location within Warehouse

Adjust Inventory Locations - This functionality is used to manage the transfer of product throughout the facility.

Once ready to transfer, the location of Products from Inventory, The SKU must be selected from the Inventory drop down or typed into the Search bar. The Warehouse ID and Category ID options can also be changed by using drop downs. Once the proper information is selected, select the “Load” button.

In the Inventory Transfer screen you will find the SKU, Description, and Quantity. The location field will be open for editing. There is also a “Reason Code” field if warehouse tracks inventory movements through codes, and a mandatory “Reason for Adjustment” field, to type the reason for why the change was made. Once all applicable information is entered, the “Submit” button will make the change.

All Inventory transfers are logged and may be viewed by selecting the “View Latest Inventory transfers” link. Up to 8,000 transfers can be seen and sorted by by date. The SKU, Computer Quantity, Actual Quantity, Change, Adjusted By, Reason Code, Reason, and Date are listed here.

Stock Transfer

Stock transfers is a great way to move inventory from one location to another. Once a stock transfer ships from one DC, the inbound receipt is created under the receiving tab of the designated DC. This inbound receipt is then released and finalized.

NOTE: IF you are integrated with a 3PL Warehousing, you must ensure under the customer account you say YES to Exclude from order file integration with external warehouse, so they do not receive the order.

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Navigation: Orders > Create

1. You need to select a Customer Account before you start creating the order. The best option is to create a Customer Account for stock transfers ei. Stock Buy Account (or something to that affect).
2. Load the linelist and enter your quantities.
3. Enter your Order Details and make sure you select "Stock Transfer To" from the drop down menu > Click Submit.
4. Now you're ready to Release the order so you can invoice out.
5. Go to Orders > Release to DC.
6. Find your order as it will show (ST) at the end of the order so you know it's a stock transfer order. Once the orders have been checked off "Clear to Ship" at the far right of the page, scroll down to the bottom of the page and hit the “Release” button.
7. You should come to a secondary screen showing you the Fill %. Anything in blue print, you can click on to see more information ei. Click on the % and you will see what SKUs can be filled.
8. Click Confirm Release.
9. You should see a final page showing "Successfully released the following orders:"
10. Now you are ready to Update the order. Go to Orders > Update > Select the order for the drop down menu > Click Load.
11. Once the order is selected and loaded, the orders “Pick Details” may be entered. There are open and mandatory fields for Picked By, Checked By, Packed By, # of Cartons, Weight and Freight Cost that must have a value.

NOTE: If any of those fields are left blank the order will not update to Ship Manager screen. If you do not know them just put 0 as this is a stock transfer anyways.

12. Go to Order > Ship > Check the Stock Transfer order > Click Ship to invoice out the order.
13. You have successfully shipped the order and now it will show up on the Location under the Release Tab.

NOTE: If you use ShipStation to ship the stock transfer order, the transfer will not work.

14. Change your Location at the top of the page, so you can see the inbound Transfer receipt in your Receiving tab.
15. Click the Receiving tab, now you will see the Stock Transfer receipt listed under "Edit an Inbound Shipment". Here you can make any changes if needed.
16. Go to "Release an Inbound Shipment to DC" to release the order.
17. The Stock Transfer will now show up under "Finalize an Inbound Shipment" > Click GO.
18. The list of all the SKUs, the description, your Expected, Quantities and Location (--- is the default location in Blast Ramp) will display.
19. Just scroll down to the bottom to enter your name under Rec Received by and Finalized by > Click Finalize.

You have successfully done a Stock Transfer from one location to another.

SKU'S

Archive SKUs via Mass Upload

It is a good idea to maintain the SKU database in Blast Ramp to ensure to keep the system at optimum performance. To do this, we recommend archiving the SKUs that are no longer active.

Step 1: Create a linelist called ARCHIVE or CANCEL.

Navigation: Advanced > Administration > Portal Setting > Linelists/Seasons

Step 2 Option 1: Export the current linelist the SKUs are on into Excel.

NOTE: Make sure the SKU's you want to delete do not have any active purchase order or sales order or inventory.

Navigation: Advanced > Export > Export linelist in standard Blastramp format.

Select the linelist > check off csv format > Export Linelist.

Once in Excel remove all columns except column 1 = SKU and column 2 = Season Code. Just have the SKU listed you want to delete and change column 2 to linelist called CANCEL.

Step 2 Option 2: To individually select the SKU to move, use the Mass Edit function.

Navigation: Inventory > Mass Edit

Scroll to the bottom of the page to click SAVE

Step 3: Mass upload (same procedure as uploading a linelist).

Navigation: Advanced > Utilities >Upload Linelist via Copy and Paste from Excel

Then copy the two columns and paste into the text box in the Upload Linelist page, map the two columns and Check off "Exact SKU".

Lastly send us an email help@blastramp.com and we can delete those SKUs from that Linelist out of the system.

Delete SKUs Manually

You should only delete a SKU if it has not been on any transactions ei. Purchase order or was received as a shipment or any orders that has been shipped out.

If you have open orders with a SKU you want to delete, you need to remove the SKU first of those orders. Deleting the SKU will NOT removed them off your open orders.

Navigation: Inventory > SKU Management > Edit/Delete a SKU

You can either enter the SKU or choose it from the drop down menu > Click DELETE.

It will ask you to confirm that you want to Delete that SKU > click Yes.

NOTE: This is an irreversible process.

A message will display "Successfully delete SKU".

Add Comments on a SKU

You have the ability to add comments to your SKUs, so they will show up on when creating the order, packing slips and invoices. Two ways to add this information is either through Mass edit or via mass upload.

Option 1: Mass Edit

Navigation: Inventory > Mass Edit > Select a Linelist > Select field to edit (select SKU Comments from the drop down menu) > GO

Enter your fabric contents for each SKU > click yes "Update all DCs with changes?" > SAVE.

You should see " Successfully edited field" SKU Comment.

Option 2: Mass Upload

If you have a lot of SKUs you want to add SKU comments, uploading via mass upload is a faster way to do so. First you need to first export your season/linelist into an Excel spread sheet.

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Navigation: Advanced > Export > Export linelist in standard blast ramp format > Select the linelist > Click Export Linelist

The linelist will then download into an Excel document. Now you need to keep SKU only and create a new column SKU COMMENTS and add the information you want to add.

Now you are ready to upload this information into Blastramp. Copy the two columns (without the heading), go to Advanced > Utilities > Upload linelist via Copy and Paste from Excel > Paste the two columns in Section 1.

Map out the two columns and check off "Are these SKUs in apparel format (style-color-size)?" in Section 2.

In Section 4. Select warehouse(s) to post linelist to > Check YES to "Commit this data to the database" and "Exact SKU" > Click Post Linelist.

You should see your Post Results for each Warehouse displayed and the word "edited" will display beside each SKU.

You have now uploaded SKU comments in Blastramp. You can always go to Mass Edit to see that the comments were added as a double check.

Add a Size or Colour to an Added Style

It is very common you might need to add another size or colour to an existing style in Blast Ramp. The easiest way to do this is to use the Copy SKU function.

NOTE: This only updates a style per location, so you will need to update all locations separately.

Navigation: Inventory > SKU Management > Copy SKU

1. Enter New SKU you want to add.
2. From the Select SKU to Copy dropdown, Select the SKU that contains the same style information. ie. If I am adding a size, I will select a SKU with the same style and colour.
3. Click Copy SKU.

TIP: Make sure the size you are adding is part of your sizescale under Advanced > Administration > Sizescale.

4. The information for that SKU is displayed below. Click Edit Additional Details for other info like colour description.
5. Click Update.
6. Confirmation message displayed "Successfully edited SKU".
7. To confirm that the size/colour has been added correctly, go to Inventory > Mass Edit > Enter the SKU partially by only including style name or excluding size if you are adding colour > GO.

Add by Individual Style

This area is to manage individual SKU and styles.

1. To add a single new style, select Add New SKU.

TIP: If you are adding a new size/color to the style, use Copy SKU. This will ensure your format is the same as all other SKUs in this style.

2. Fields with * are mandatory fields.
3. If there are information you like the input and there are no available field for it, go to Custom Fields to create one before completing the SKU information.
4. To add color to the style, type color description in #3 of the screenshot below, then colorcode in box #4. To confirm the color, click Queue. Repeat for the next color for the style you are adding.
5. Select the sizescale relating to the style you are adding in the dropdown. Click Queue.
6. You will see checkboxes beside each size below the dropdown box.
7. Check the box in add the size to the style.
8. For prices, if the pricelist is not relevant to the style you are adding, enter “0”.
9. Select Unit Type, and Linelist/Season.
10. After completing the new SKU form, click Create Product to add the SKU into the product list. Check the box beside Update ALL warehouses with information to add the SKU to all warehouse.

TIP: To confirm the format, type the entered Style into the Search bar at the top.

Upload Linelist by Excel Import

Before adding any SKUs into the system, make sure the following items have been created for your collection:
• Season/Linelist Code
• Sizescale
• Pricelist

1. Download the SKU generator template at the end of this tutorial.
2. Open the downloaded Excel file and select Enable Macros.
3. Go to the Template Fill in the product detail in appropriate columns. Column headers in red indicate it is a mandatory field to build the SKU. The SKU naming convention is style-colorcode-size. Do not use characters such as +, *, ^, ?, “, (, )

TIP: Are all products you are loading in the same Season/Linelist? If your spreadsheet consists of products in multiple season/linelist, include in one of the Additional columns. For other additional information, in Blastramp, select Click here to view for more upload options. Any fields you like to use, enter into one of the Additional columns just like Season/Linelist

4. Delete any columns that are not used (right click on the column header, select Delete).
5. Once you are satisfied with your template data, go to the View tab at the top or Tools > Macros > Macros.
6. Highlight “Create SKUs” then select Run.

NOTE: For Step 5 and 6, depending on your version, the steps may be slightly different.

7. You are now in a new worksheet called “Output”. This is the page you need to copy your data and paste into the portal. Highlight all your data, copy by Mac - Command+C) or Windows - CTRL+C.

TIP: For the ease of mapping the columns, Insert a new row in the first row. Type in 1, 2, 3, 4 … across each column but do not copy this row.

8. In Blastramp, go to Advanced > Utilities > Upload Linelist via Copy and Paste from Excel.
9. Paste the copied data, from step 8 above, directly into the blank space provided in section 1- data box.
10. The purpose of section 2 – Standard data positioning is letting the system know what each column means.

Default Value: is used if all the products have the same value.SKU – under column A therefore, enter “1” (or refer to the number on the first row of the column)
Product Description: under column B therefore, enter “2”Unit Type: please use Default Value’s dropdown to choose your value.
To add values to the drop down, go to Advanced > Administration > Under Portal settings, select Unit Type.
Catalog Sequence: If you use catalogs as a selling guide sorted by non alphabetical method, please contact Support for further tools to help improve efficiency.
Color Description: under column C therefore, enter “3”.
Season/Linelist Code: If Season/Linelist is not indicated in the blue part of your template, you must enter a Default Value here. Check that the code entered here matches the list in Portal Settings.
Other Additional Columns: select Click here to view more upload options and enter its respective column number. Refer to step 3.

11. Section 3 – Customer related positioning will have your created Pricelist listed. The procedure is the similar to Section 2 – data positioning in Step 11.
12. Section 4 – Select warehouse(s) will show all related warehouse(s). Use the checkbox to identify which warehouse you wish to load the SKUs into. You may select multiple warehouses.
13. Commit this data to the warehouses? uncheck to preview before committing the import. Checked tells the system to commit the import It will still display the import.
Exact SKU? Not needed for what we are trying to accomplish here. This is used for updating any fields within this screen.
Hide Post Results? If previewing the data load took over a minute, we recommend checking this function. This is usually the case for loading more than 500 SKUs. This should only be used after you get comfortable with bulk uploading SKUs.
14. If error occurs:
Double check the character limit (includes space) outlined in the first worksheet of the Excel file:
Season/Linelist = 16 characters
Color description = 50 characters
Description = 200 characters
SKU = 50 characters (consist of style-colour code-size).
Check for any invalid characters such as +, *, ^, ?, “, (, ).
Check sizescale, pricelist, season/linelist and unit type exists in your Portal (Advanced > Admin > under Portal Settings).

TIP: to verify your import, go to Inventory > Mass Edit > Select Season.

SKU MANAGEMENT

Edit / Update / Modify a SKU

1. Advanced > Utilities > SKU Updater.
2. Uncheck Exact SKU
what this does is it will update all SKUs that start with FL00041.
3. Leave Mock Update checked.
4. Proceed with Update SKU will give you a summary what your change and areas that the change affected.
5. Once confirmed your changes, click Back.
6. Uncheck Mock Update.
7. Update SKU to finalize the change.

IMPORTANT: Once the change is applied, the old SKU will no longer be available in the system. Reports will use the new SKU, inventory SKU search will use the new SKU.

Substitute SKUs

Substitute SKU's is used when you have a SKU that needs to be replaced with another in an unreleased order. Both SKU's needs to be created in Blast Ramp for this utility to work. The idea for this function is when a style is sold during your pre-books but ended up cancelling that style and you want to replace it with a current style that you are moving forward with.

NOTE: This utility updates on a SKU level, so you will need to do all sizes.

Navigation: Advanced > Utilities > Substitute SKUs

1. Select the Season Linelist the SKUs are under > Next.
2. Select the OLD SKU then the NEW SKU you want to substitute > Next.
3. All the orders will display that contains the selected OLD SKU > check off all orders to update > Commit Changes.
4. To proceed with the next size, click Start Over, repeat the steps outlined from the top.

Inventory Levels

ADJUST INVENTORY LEVELS

The Feature allows Users with Warehouse Full Access to add to and remove product from inventory.

Once ready to remove products from Inventory, the SKU must be selected from the inventory dropdown or typed into the look up bar. The warehouse ID and Category ID options can also be changed by using the drop down. Once the proper information is selected, click on the “Load” button.

In the adjust inventory screen you will find the SKU, Description, and On Hand Quantity and Location. There is an “Actual Quantity” field to add in the quantity you would like the inventory changed to.

The location field is also editable if the new quantity has moved locations. There is also a “Reason Code” field if the warehouse tracks inventory adjustments through codes, and a mandatory “Reason for Adjustment” field, to type in why the change was made. Once all applicable information is entered the “Submit” button will make the change.

NOTE: There is a check box for “Add/Remove from on Hold Inventory,” as inventory may be placed on hold so it can not be affected through the “Mass Edit” function.

All Inventory adjustments are logged and may be viewed by selecting the “View Latest Inventory Adjustments” link. Up to 8,000 adjustments can be sorted by the date. Here the SKU, Computer Quantity, Actual Quantity, Change, Adjusted By, Reason Code, Reason, and Date are listed.

ADJUSTED RELEASE ORDERS

This functionality allows you to remove product from the Order and Inventory without having to Reverse the order.

To remove Products from an Order, the Order needs to be selected from the drop down and the “Load” button selected. The Order will be displayed with the SKU, Description, and Order details. The amount of Units Ordered, Backordered and Shipped are displayed with an Actual Shipped open filed that can be filled out with whatever was available from inventory. There is also a field available for reason code and reason for adjustment. Any shortage entered in this field will not only remove the units from the order but from inventory as well. Once all units are adjusted the “Update Order” button can be selected.

Season Linelist Preparation

Before adding SKUs for your Season or Linelist into the system, the items within the following checklist must be completed. Click on links for detailed instructions for each step.

1. Setting up Size Scales.
2. Price list setup.
3. Unit Type Setup.
4. Setting up Linelist Seasons.
5. Download SKU upload template at the bottom of the page.
6. Upload SKU via excel.

Blastramp Apparel SKU Generator Template Download

SKY by Catalog Sequence

SKU catalog sequencing is only in place so that on the order creation page, and invoice will shows the styles in the pre-defined sequence ei. as per your selling catalog. This is absolutely not a requirement. It is a two step process to set up 1. Create the sequencing and 2. Turn on the feature. Sequencing will affect all areas of Blast Ramp that display SKUs in the apparel format, regardless of date of input. SKU sequencing can be very finicky if not used and maintained correctly.

IMPORTANT NOTE: If you add a new size, color or carry over styles from previous seasons, you must re-sequence.

Step 1: Create the Number Sequence

Navigation: Advanced > Administration > Portal Settings > Linelists/Seasons > Manage the sequence your SKUs are displayed in

Load your oldest active linelist first.

IMPORTANT NOTE: You must Drag and drop the styles/colors into your desired order BEFORE you enter the first sequence ID. Or it will not save the sequence ID you enter. This will update how the styles are displayed on order creation and invoices.

Enter the first sequence ID > click Save Current Sequence.
Refresh the page.
Now you will see your first linelist sequencing numbers. The system will sequence them in increments of 5, which gives you room if you added a new size or color later on.
Then load the next active linelist and follow the same steps as above.

Step 2: Turn on the Catalog Sequencing Feature

Navigation: Advanced > Administration > Portal Setting > General > Sort SKUs in Catalog Sequence (check off) > Update

Go to Order > Create > Load the linelist and you will see the sequencing you set up.

INVENTORY REPORTS

Mass Inventory Adjustment

PREPARING FOR THE COUNT

To perform a full inventory physical count, generate Inventory Cycle Count report:

1. Inventory > New (next to the page header) > Select Inventory Cycle Count > Select Linelist to count (hold down command/CTRL button to select multiple, but we recommend one linelist at a time) > Select Display All Quantities to include items with 0 qty > View Report.
2. Export the report to Excel by clicking the Excel icon, or copy and paste the results into Excel.
3. Enter the count (excluding the released items).
4. Note the difference Count vs. Available.
5. Remove SKUs without difference.
6. Remove columns: Category, Description, Released, Total.

UPLOADING ADJUSTMENT

1. Go to Advanced > Utilities > Upload Inventory Adjustments via copy and paste from excel.
2. Select all the data in your excel spreadsheet excluding the column headers.
3. On your keyboard, CMD (Mac)/CTRL (PCs)+C to copy.
4. in Blastramp, paste into the large text box by pressing keys CMD/CTRL+V.
5. Leaving Commit Adjustment unselected, Blast Ramp will provide a Preview.
6. Click Submit.
7. Click Back to select Commit Adjustment if left unselected previously.
8. Click Submit to commit to the adjustment.

Inventory Reports Description

Available to Sell: This report shows all units still available for reps to sell. Available to Sell will take into account units on the shelf as well as units being manufactured (entered in Production). Any units booked in orders will not appear on the Available to Sell.

Current in Stock: This report shows all units currently on the shelf, regardless of whether or not they are booked in orders.
Active Shipment: This reports shows inventory on the warehouse shelf along with any shipments in transit.

Master Order Entry: This report shows all Inventory Units/Value pre-booked in orders by SKU. The quantities are in blue and links which Order ID the units are booked into. The Master Order Entry can be exported to excel by selecting the excel link. This report can also be used to create a PO.

Supply Chain Analysis: This report is a dashboard for SKU reporting and viewing all functionality. It lists quantities for all Inbound, Processes and Outbound SKU functionality. The report category types are listed at the top of the report and the SKUs on the left. All quantities are blue links that provide associated Order and Receipt details.

Inventory Cycle Count: This is a printable report to use for Cycle counts. This Report Lists all SKUs with quantities on the shelf and quantities released in orders. There is a total count and a blank field for warehouse counts. The SKUs can be sorted by SKU or Location by selecting the green arrow to the right of the header. The quantities themselves are blue links that will display the tracking history of the SKUs.

Inventory Cycle Counts – All Linelists: This report type will provide the same information and features as Inventory Cycle count report, but will do this for all Linelists in the warehouse.

Original Warehouse View: This report may take a moment to load as it will load all Linelists and all SKU history. It will show the SKU Name, Description, Total quantity (TOT), Currently Ordered Quantity (CO), Backordered Quantity (BO), Value, Unit type, Category and location. The data may be sorted by these categories by selecting the green arrow beside the header. The SKUs themselves are blue links and when selected will present the full history of the SKU. (Receiving, Orders, Returns, Inventory Adjustments).

Original Warehouse View – Defect Only: This report type will provide the same information and features as the Original Warehouse View Report, but will do this only for Defective Products.

NOTE: If more than one DC is set up for the Portal, all Inventory Report types will have a “Combine all Warehouses” option. Which will combine all the Linelist data from all Distribution Centers.

Season Review

Navigation: Inventory > report type: Current in Stock >

NOTE: Use this when selling from stock only.

Master Order Entry Report

Use this for creating purchase orders and submitting our buys to vendors:

1. Inventory (old view) > Select one season/linelist > Select Report type: Master Order Entry
Click on the number for a pop-up window to get a list of associated order for that SKU.
2. Click Create Purchase Order at the upper right corner.

TIP: When this button is missing, it means there is more than one season/linelist selected when the report was generated.

3. The quantity boxes are now open for edit.
4. Select a Manufacturer.
5. Enter Purchase Order ID (should only consist underscore, alphanumeric, and numeric characters).
6. Click Create PO.

NOTE: For a better performance and format, use the New view. But it does not have the pop-up window function:
Inventory > New > report type: Master Order Entry
Inventory > New > report type: Master Order Addendum

MOE addendum will give you the sum of quantities ordered for the SKU to build a PO for all unreleased orders minus what is being manufactured (in the pre-existing PO) [Unreleased - ATA - being manufactured].

TIP: The MOE report filters linelist by SKU, not order. This means that if a Sales Order contains products from two different linelist, SKUs will not be missed if a report is generated for each linelist.

Frequently Asked Questions

How do I transfer SKUs from one linelist to another (Mass Edit)?

Inventory --> Mass Edit --> Select the lienlist --> Select Season Code (from field to edit) --> GO.

Beside each individual SKU enter the linelist season code to transfer to --> then click Update.

I can't find my order through the Search?

Make sure:
1. The number of days is set in the "Limit data ____ days" within the range of the order date.
2. You have clicked "Search ENTIRE order history" to be able to find orders that are over 365 days old.

How do I end a season?

Unfortunately, Blastramp does not have a function to end a season. However, we do recommend these two options:

1. Use the "Stop Selling" function under "Mass Edit." This is done at the SKU level.
2. Create a linelist called "Archive" and move all the SKUs into that "Archive" linelist. Then delete the original linelist name.

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