General info about the stock updates
All incoming shipments must be labeled outside the shipment with OGOship stock update reference. All shipments must include packing slip with following info: SKU/EAN code, product name, quantity. Please make sure the goods are sent to the warehouse as DDP (Delivered Duty Paid). The warehouse can't accept shipments if the duty is not paid
What is stock update
Stock update notification is a crucial part of reliable stock update handling at the OGOship warehouse. All items must be labeled with a clear EAN code or SKU code.
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 quantity of incoming goods and expected arrival time. After arrival warehouse staff checks the amount of received goods compared to the quantity informed in the stock update.
You can add products to stock updates either by using the xlsx import feature or by doing it manually.
Stock update notification is a crucial part of reliable stock update handling at the OGOship warehouse.
All items must be labeled with a clear EAN code or SKU code. If for some reason the identification code is not possible add on the product, please note that the items must be packed 1 SKU per 1 box.
All incoming shipments must be labeled outside the shipment with OGOship reference, own stock update reference or delivery tracking code. Minimum requirement is to have the online store name clearly marked on the incoming goods.
Read here about product codes and unidentified products.
The following video instructs the process of making a stock update. Written instructions can be found underneath it.
How to create a new stock update
Click on the pictures to see the whole image.
- Go to myOGO → Stock updates → Add new stock update
- Changes and edits to the stock updates are done in the DRAFT status
This opens new draft of a stock update on Products to be received section.
First make sure to fill:
- Reference: Add your own reference number or title for the stock update
- Delivery date (best estimate): Select the best estimate regarding the delivery date of the incoming stock
- Warehouse: If you have multiple warehouses stocking your products select the warehouse where the incoming products will be taken
You can add product information to stock update manually and with excel-file. Both ways are instructed below.
Adding products manually to the stock update
- Click on Add products
- Search for the products with either the name of the product, product code, supplier code or EAN-code
- Click on the products to add them to the stock update and click Add selected or Add selected & close
- After the products have been added to the stock update add the amount of incoming products to Quantity column
- If the product is sold to non-EU countries the product needs to have customs information added:
- Click on Table settings button and select Show customs info
- Add description of the products to Customs info, country of origin to Country of origin and sales price to the field Purchase price
- More info columns can be accessed from Table settings
- You can still add products vie excel by selecting Add more products from a file (xlsx) (instructions below)
- Once all the necessary information about the products have been filled continue to Additional information page
Additional information
- Once the product information is filled you can select Supplier. Add new suppliers by clicking Add new
- Fill in which kind of delivery is expected (container, pallet or parcel) and the relevant quantity
- You can add related PDF files
Shipment
- In the Shipment page you can fill in the shipping company's name
- Additionally you can specify possible special actions for the stock. This is not mandatory.
Summary
- From Summary page you can see if any mandatory fields are unfilled. If fields are missing click the red notification to get to unfilled field
- Once all the mandatory fields are filled you can complete the stock update by pressing Notify warehouse about the stock update
Completed update
- Once the stock update is ready you can access the status page of the update
- You can see the summary of the stock update's info.
- Here you can track the number of shelved products
Adding products to the stock update with an excel-file
- To make a stock update from excel file download product list excel-file. When you have an integration installed and your products are imported to myOGO via API, this excel file contains all the imported information regarding the products
- Click Download all products button to access excel-file
- Open the excel file and add amounts of the incoming products to the Quantity column an save the file
- Upload the excel file to Create stock update from file (xlsx)
Note! You can also import new product data to myOGO using xlsx import.
If you do not have an integration or want to import product data and stock updates via Excel import, fill in at least:
- product code
- product name
- incoming quantity
If you are selling outside EU fill in customs info.
If needed the product information is modifiable on the Products page.
The stock column in xlsx tells you how many products are in stock. This section is not importable to myOGO.
After you are done, import it back to the system using Create stock update from file (xlsx).
- Check the incoming product list and confirm that all the incoming products have been added to the stock update
- Once all the necessary information about the products have been filled, continue to Additional information page
Additional information
- Once the product information is filled you can select Supplier. Add new suppliers by clicking Add new
- Fill in which kind of delivery is expected (container, pallet or parcel) and the relevant quantity
- You can add related PDF files
Shipment
- In the Shipment page you can fill in the shipping company's name
- Additionally you can specify possible special actions for the stock. This is not mandatory
Summary
- From Summary page you can see if any mandatory fields are unfilled. If fields are missing, click the red notification to get to unfilled field
- Once all the mandatory fields are filled you can complete the stock update by pressing Notify warehouse about the stock update
Completed update
- Once the stock update is ready you can access the status page of the update
- You can see the summary of the stock update's info
- Here you can track the number of shelved products
Warehouse addresses and locations:
Warehouse locations and addresses can be found here.
Incoming goods and products:
- Warehouse addresses and reference visible and correct on the shipping label. Check that the delivery address is written in the correct form as instructed here
<Your company name> c/o warehouse name
StockUpdate Reference: <reference of the stock update>
Warehouse address
Contact email: <your own email address>
Tel. for delivery company: warehouse phone number
- The address needs to have the warehouse name and correct address, as well as the name of the merchant
It is NOT correct to send the goods for example address:
OGOship
Tiilenpolttajankuja 6
01720
Vantaa
FINLAND
Incoming goods are checked in on work days, Monday to Friday between 8-16.
When the incoming goods have arrived at the warehouse the status changes to RECEIVED. After the warehouse staff has checked, counted the goods and placed them on shelves, the status will change to INSTOCK.
For peak days or special days per merchant, we have prepared a calendar for each warehouse. Letting us know beforehand ensures merchants that their bigger shipments (incoming or outgoing) are processed without delays.
Examples:
- stock updates over 10 pallets
- campaigns that have over double the normal volume
- big shipments out (e.g. B2B) over 100 rows
- new customers' 1st big stock updates
Depending on the case, we need 1-2 weeks' notice to ensure the schedules. Send an email to customer service at service@ogoship.com.
The better the merchant can estimate the campaigns and such, the better we can deliver service in those cases.
Labels on incoming goods:
- All items must be labeled with a clear EAN code or SKU code. If for some reason the identification code is not possible add on the product, please note that the items must be packed 1 SKU per 1 box
- All incoming shipments must be labeled outside the shipment with OGOship reference, own stock update reference or delivery tracking code. 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 update in myOGO should only have information of one incoming shipment from the supplier, and one stock update should not have information of incoming goods from multiple suppliers
- 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 labeled products with the product code / EAN code:
