How to create a stock update?

How to create a stockupdate?

This page will guide you step by step on how to create a stock update for inbound deliveries to OGOship warehouses

What is a stock update?

Stock update notification is a crucial part of reliable stock update handling at the OGOship warehouse. All items must be labelled with a clear EAN code or SKU code, part of OGOship warehouses require both. If for some reason the identification code is not possible to add to the product, please note that the items must be then packed 1 SKU per 1 box.

Before shipping your goods to OGOship warehouse you need to make a stock update at myOGO to inform warehouse staff of incoming goods. This information is not transferred from your online store or any other external system. It needs to be created in myOGO. Stock updates inform warehouse staff about the number of incoming goods and expected arrival time. After arrival warehouse staff checks the number of received goods compared to the quantity informed in the stock update.

How to create a new stock update

Manually adding products, one by one

Go to stock updates → Add new stock update

All mandatory fields are marked with * but some warehouses have exceptions, please make sure to read the warehouse specialities first.

2. On the Products to be received page fill out the following:

Reference - Add your own reference number or title for the stock update.* *
Warehouse - If you use multiple warehouses select the one receiving the goods here.
Delivery date (best estimate) - Select the best estimate regarding the delivery date of the incoming stock.
Products to be received with the "Add products" button, you can search for the products with either the name of the product, product code, supplier code or EAN-code.
- Then mark the sellable quantity that will arrive in the quantity field.
- You can as well use this step to upgrade missing product details on your products. For example the customs details.

3. Once all products are listed move to the Additional Information tab and fill out the following:

- Supplier - select the supplier who is providing the goods, you can add new suppliers by clicking Add new, then save.
- Incoming - Fill in the size of the delivery expected (container, pallet or parcel) and the relevant quantity

4. Once done move to the Shipment tab and fill out the following:

Shipping company name - in case you know the company delivering the goods add the company here. Kindly add tracking number on this field also. This field is only visible in myOGO and will not be transferred to warehousing system.
The stock update needs special actions - In case your goods will need some special actions/attention once delivered you may add the details here. This is not mandatory.

5. Once that is filled in you may move to the Summary tab, here you can see if any mandatory fields are unfilled. If fields are missing click the red notification to get to the unfilled field.

6. On this page, you have the PDF file that you can provide your supplier.

By pressing Download PDF for supplier you can download the label file to provide to your supplier that they can add to the shipment.

7. Once all details have been filled in correctly, you can send the stock update to the warehouse with the "Notify warehouse about the stock update" button.

Adding products with the Excel file

Go to stock updates → Add new stock update

All mandatory fields are marked with * but some warehouses have exceptions, please make sure to read the warehouse specialities first.

2. Download the product Exel list with the "Download all products" button

Leave only the items that you will receive with this delivery in the file.
Fill in the Quantity column with the incoming product quantity.
If you wish to create new products with the stock update, please follow the instructions here.

3. Import the Excel back to myOGO.

Now all the products have been added to your stock update.

4. On the Products to be received page fill out the following:

Reference - Add your own reference number or title for the stock update.
Warehouse - If you use multiple warehouses select the one receiving the goods here.
Delivery date (best estimate) - Select the best estimate regarding the delivery date of the incoming stock.

5. Once all products are listed move to the Additional Information tab and fill out the following:

Supplier - select the supplier who is providing the goods, you can add new suppliers by clicking Add new, then save.
Incoming - Fill in the size of the delivery expected (container, pallet or parcel) and the relevant quantity.

6. Once done move to the Shipment tab and fill out the following:

Shipping company name - in case you know the company delivering the goods add the company here. Kindly add tracking number on this field also. This field is only visible in myOGO and will not be transferred to warehousing system.
The stock update needs special actions - In case your goods will need some special actions/attention once delivered you may add the details here. This is not mandatory.

7. Once that is filled in you may move to the Summary tab, here you can see if any mandatory fields are unfilled. If fields are missing click the red notification to get to the unfilled field.

8. On this page, you have the PDF file that you can provide your supplier.

By pressing Download PDF for supplier you can download the label file to provide to your supplier that they can add to the shipment.

9. Once all details have been filled in correctly, you can send the stock update to the warehouse with the "Notify warehouse about the stock update" button.

OGOship tips for successful inbound of goods

All items must be labelled with a clear EAN code or SKU code. If for some reason the identification code is not possible to add to the product, please note that the items must be then packed 1 SKU per 1 box.
All incoming shipments must be labelled outside the shipment with OGOship reference, own stock update reference, or delivery tracking code. The minimum requirement is to have the online store name clearly marked on the incoming goods.
The codes on the physical products need to match the product info in myOGO.

Create one stock update per one incoming shipment

Stock updates in myOGO should only have information on one incoming shipment from the supplier. Never add information on incoming goods from multiple suppliers to the same stock update.
Example of how products should be marked both on the boxes and the product packaging:
Clearly marked stock update reference on the box / in the paperwork.
Clearly marked and labelled products with the product code / EAN code