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Help & FAQs
Inventory
Why Using BigSeller Inventory Management Function?

BigSeller Inventory Management helps you manage your inventory across different marketplaces and stores efficiently.

When you sell the same product in different stores(marketplaces), you can view and manage your real stocks in BigSeller inventory.

How to Turn On or Turn off the Inventory Features?

Step 1:

Go to Setting , click on Inventory Settings > Turn on the Inventory Features switch




If you do not need BigSeller to allocate and deduct the stock, you can close the inventory features by turning off the switch.


Note:

1. Please open it first before processing orders on BigSeller if you need Bigseller to allocate and deduct the stock.
2. If you want to close this feature, you need to first process all orders under the In Process Order list.

 
Why can't I turn on/turn off Inventory Features?
If there are orders in the In Process Orders list, there will appear an error when turning on/off Inventory Features. You need to first process those orders.
Now there are mainly 2 solutions:




a. The first solution:

Process all orders in the In Process Orders list. This way the stock of these orders can not be synced.
Print the shipping labels for those orders, pack the parcels, click Ship to move the orders to the To Pickup Orders list. 




b. The second solution:
Void those orders, edit the orders, and revert them back. This way the stock of these orders can be synced.
Step 1: In the In Process Orders list, select all the orders and click Void.



Step 2: Go to the Voided Orders list, click Order Details icon then edit this order's mapping relationship.
You can 1) go to the Inventory module, stock-in for this Merchant SKU,
              2) map this product with a Merchant SKU,
              3) or change to another warehouse that has stock.






Step 3: Go to Inventory Settings to turn on/off Inventory Features. Then go back to revert the orders.





 
FAQs on Sync Inventory
1. What actions will trigger inventory sync?
The inventory will sync based on the following 16 scenarios:
1 Sync Order
2 Stock-In / Manual
3 Stock-In / Return-Scan
4 Stock-In / Return-Manual
5 Stock-In / Transfer
6 Stock-In / Purchase
7 Stock-Out / Manual
8 Stock-Out / Sale
9 Stock-Out / Transfer
10 Void Order
11 Revert Voided Order
12 Change Mapping Relationships
13 Change Warehouse
14 Move to [To Pack]
15 Refresh Inventory
16 Click Sync Now/ Sync Manually
17 Stock Count

2. Will the inventory sync be affected if I manually changed the stock in my online shop?
No. The stock change in online shops will only show in your online shops, which will not trigger the inventory sync and will not sync to other shops. It will not affect the stock quantity of Merchant SKUs you set on Bigseller.

3. How does the inventory sync?
BigSeller only syncs the available stock quantity of Merchant SKUs on Bigseller to your online stores, which is just a one-way sync. 
For example, if you have 10 stock in Warehouse A and 20 stock in Warehouse B, and set a sync rule to sync the 2 warehouses and sync the inventory to both Shop A and Shop B, then Shop A and Shop B will all display 30 stock. If shop A sold 2 items, then Shop A and Shop B would all become 28 stock.

4. Does the Inventory Sync feature work for both Shopee and Lazada?
Yes, the inventory sync feature not only supports Shopee, and Lazada, but also supports Tokopedia, Blibli, Bukalapak, Tiki, and Sendo marketplaces.

5. Why my inventory doesn't sync even if I have set a sync rule?
5.1 Please check if you have turned on the Inventory Features in Setting > Inventory Settings.
5.2 Please note that the stock will only sync when the Available Stock Quantity of Merchant SKUs has changed.

6. What does the percentage mean next to Sync Warehouse?
You can set a percentage to decide how many stock quantities of a Merchant SKU you want to sync to your online shop(s).
For example, if you have 1000 stock of a certain Merchant SKU in your warehouse, and set 100%, then your online shops will show 1000 stock. If you set 50%, then your online shops will show only 500 stock. So you can use the remaining stock as reserve stock to prevent overselling.

7. What is Priority Store when adding a Sync Rule? Is it mandatory?
If Priority Store is on, you can select a store and set a safety stock here, when the available stock of a certain Merchant SKU is below this quantity, the stock in other sync stores will be updated to 0 and only this priority store will have the stock to sell. So you can set the priority store based on the sales records of a store. It's optional to set a priority store but this is also a nice trick to prevent overselling.
Note: The Priority Store must be among the selected stores you've selected in the last step.
For example, you have Store A, B, and C set Store A as the priority store and set the safety stock to 50. Then when the available stock is 49, below 50, Store A will still have 49 to sell while Store B and Store C will have 0 stock.

8. Will the stock be added back if the buyer cancels his order?
It depends.
8.1 For Allocated orders (orders in To Pack & In Process Orders), if the order is canceled, Bigseller will release the stock and auto-add the stock back to your On Hand Stock. And this canceled order will be auto-moved to All Orders. 
8.2 For Deducted orders (orders in To Pickup Orders & Shipped Orders), Bigseller will no longer release the stock. You need to manually add the stock back by adding a Stock-In List. You can manually click the Ship button to move the canceled order to Shipped Orders if you do not want to see it in Pickup Orders.

9. Will the stock of store products be deducted only after the buyer's payment?
Once you enable the Sync Inventory feature, when a new order syncs to Bigseller, the system will allocate the stock and trigger the inventory sync.
For Prepaid orders, the order will sync to Bigseller after the buyer's payment.
For COD orders, the order will sync to Bigseller only when the buyer confirms the purchase. 

10. Will Bigseller lock stock for stock locked in Shopee Shocking Sale and Lazada activities?
No. Bigseller doesn't currently support syncing and locking stock for stock that is already locked in Shopee Shocking Sale and Lazada activities.

11. Will my stock be allocated and deducted if I process orders in the seller center?
It depends.
With Inventory Features on and Sync Rule set, Bigseller will allocate the stock when a new order syncs to Bigseller. Then the available stock of this Merchant SKU is deducted and the decreased stock will be synced to your online shops.

11.1 If you click Pack in Bigseller then go to seller center to continue to process orders, the answer is YES. Bigseller will still deduct the allocated stock and the On Hand stock of this Merchant SKU on Bigseller will be decreased.
11.2 If you do nothing in Bigseller then go to the seller center to process orders, the answer is No. When Bigseller detects this order is in Shipped status, the system will auto-move this order to Shipped Orders and release the stock that has been allocated during syncing this order.

We recommend that you process orders on Bigseller in case of problems.


 
When will orders be allocated the stock?

When an order syncs from Marketplace to Bigseller, Bigselelr will auto-allocate stock for this order if it's available. If the stock is not enough, this order will move to the Out Of Stock tab. So please manage your stock and warehouse first. 



 

When will stock of an order be deducted?

if you turn on the Inventory Features, when you click on the Ship button for selected orders, BigSeller will auto-deduct the stock.

How to Release the Stock for Allocated Orders?

Select the orders you would like to release the stock and click Void Order. And we will automatically restore the stock and add the stock back to your on hand stock.



What will happen if the buyer cancels the order? Because the stock for this order has already been allocated


1. For allocated orders (orders in To Pack and in In Process Orders), if the order is canceled, BigSeller will auto-release the stock and add the stock back to your on hand stock.

2. For deducted orders (orders in Shipped Orders), BigSeller will not release the stock anymore. You need to manually add the stock back yourself. How to Add Stock?

How to Change or Add Mapping for the Order Items?

Step 1:

Go to Orders > Order Detail > Click on Change or Add Inventory Mapping





Step 2:

Select a Mercahnt SKU to map this order item, click on Select, then the confirm message below will show up.
 



Step 3:

Select if the changed mapping will take effect on Only this order or affect all orders in New status.
 



Note:

If you select Effect on all New orders, and change the mapping too, it means the mapping of Items with the same SKU (same store) and orders with mapping only applied to its own will be changed too.

 

If the buyer wants to change the item to another SKU, how can I deal with the map relation for this order item?

We support changing the mapping for only one order. You can change it yourself on the Order Detail page. How to Change Mapping for the Order Items?

Why can't I delete the Merchant SKU?
If the Merchant SKU has been allocated to a certain warehouse and its inventory quantity is more than 0, then you are not able to delete this SKU.
If you still want to delete this SKU, you need to first add a Stock-Out list to remove its stock. When the stock is 0, then you can delete the Merchant SKU.
How to add Stock-Out list?
How to Add Mapping Relationship?

Step 1:

Go to Inventory > Merchant SKU > Click on Edit


Step 2:

Click on Add Mapping Store SKU > Select Store SKU and Confirm


How to Delete Mapping Relationship?
In this article, you will learn how to delete the mapping relationship.

You can delete the relationship on two pages:
1. On the page of Merchant SKU
2. On the page of Mapping SKU


Method 1:

1. Go to Merchant SKU > Mapped > Edit > Delete




Method 2:
Go to Mapping SKU > Mapped > Click "Remove Mapping"  



 
How to Change Mapping Relationship?
There are 3 ways to change the mapping relationship.

Method 1:  Inventory > Merchant SKU > Mapped > Edit
 






Method 2: 
Inventory > Mapping SKU > Mapped > Changing Mapping





Method 3:
If you want to change the mapping relationship in bulk, please refer to 
Import to Bulk Match Store SKUs with Merchant SKUs via Excel



 
How to bulk update the content of Merchant SKUs via Excel?

You can import files to update the title, size, weight, and pictures of Merchant SKU. Currently only support importing the file to mass update Single Merchant SKU.

Step 1: Click Import & Export > Import Merchant SKU > Import& Create > Download a Template




Step 2: Copy Merchant SKU and paste it into the file, then edit the information that needs to be updated.

Note: If you leave it blank, it will not update the information or modify the existing information.



Step 3: Click Import & Export > Import & Update > Upload the file > Confirm





 
Why does the Merchant SKU appear in my Inventory List? I haven't added this SKU.

If you enable the Create Merchant SKU Automatically funtion, when the order syncs from Marketplace to Bigseller and the item in this order doesn't have a mapped Merchant SKU, BigSeller will automatically create a new Merchant SKUs for it based on its store SKU.


 

How to Add or Remove the stock?

Go to Inventory, click on Manual Stock-In or Manual Stock-Out > Add Stock-In List to add stock or Add Stock-Out List to Remove stock.

How to add Stock-In List?

How to add Stock-Out List?

How to add a Stock-In List?
There are 2 ways to create Stock-In Lists: manually create one by one or bulk import via excel

The selected/filled Merchant SKUs must already exist in the Inventory List. If not, please go to Inventory List to add it first. Steps to add a Merchant SKU
 
Please refer to the below steps to create a Stock-In List:


Method 1: Manually create one by one


Step 1:

Inventory > Manual Stock-In, click + Add Stock-In List





Step 2:


Select the warehouse > Select Stock-In Type (Ordinary / Return) > tick to confirm whether to Stock-In Immediately > Enter Note (Not required) > click + Select Merchant SKU




Step 3:


Select product > Enter Stock-In Qty > Click Submit






Method 2: Bulk Import via Excel


Step 1:


Inventory > Manual Stock-In > Click Import > Click Download a Template







Step 2:


After filling out the excel, click Upload File > Select the warehouse > Select stock-in type > Upload file > Click Import, the system will automatically create a stock-in list and display it in the pending list



On the Pending List, you need to click Stock-In, and the filled quantity will be added to the inventory




 

Tutorial Video:

 

 
How to add a Stock-Out List?
Create a Stock-Out List to remove your stock

1. There are 2 ways to create Stock-Out Lists, manually create one by one or bulk import via excel

3. The selected/filled Merchant SKUs must already exist in the Inventory List. If not, please go to Inventory List to create it first. How to add inventory SKU?
 
Please refer to the below steps to create a Stock-Out List:


Method 1: Manually create one by one


Step 1:

Inventory > Manual Stock-Out > Click + Add Stock-Out List




Step 2:


Select the warehouse > Select Stock-In Type (Ordinary or Return) > Confirm whether to Stock-In Immediately > Enter Note (Not required) > Click + Select Inventory SKU




Step 3:


Select product > Enter Stock-Out Qty > Click Submit





Method 2: Bulk Import via Excel


Step 1:


Inventory > Manual Stock-Out > Click Import > Click Download a Template






Step 2:


After filling out the excel, click Upload File > Select the warehouse > Select stock-in type > Upload file > Click Import, the system will automatically create a stock-Out list and display it in the pending list




The Stock-Out List of the pending list, you need to click to confirm Out-Stock, and the filled quantity will be removed from the inventory



 

Tutorial Video:

 

 
How to set the default shipping warehouse?
Bigseller will auto-generate a warehouse for you and set it as the default warehouse when you register for an account.
If you've added multiple warehouses, you can manually change the default shipping warehouse according to your needs.


 
How to Put Merchant SKUs onto the Shelves?

Before setting the mapping relationships between Shelves and Merchant SKUs, you need to add shelves first. How to add Shelves?

Then put the Merchant SKUs onto the Shelves.

Method 1: From Inventory List

Step 1: Click Inventory Inventory List Set Shelf


Step 2: 
Filter the shelf statuses


Step 3: Click Select to set the shelf



Method 2: From Stock-In List

If the Merchant SKU hasn't match the shelf, you can set a shelf when adding a stock-in list.

Step 1: Click the edit icon when adding the stock-in list

Step 2: Filter the shelf statuses

Step 3:  Click Select to set the shelf 

Why my shelf is unrecyclable?

If the shelf has already been allocated to a Mercahnt SKU and its stock is more than 0, it is unrecyclable and can't be allocated to another SKU.

You can recycle the shelf by the following method:

Create a stock-out list to reduce the stock to 0. How to add a Stock-Out List?

 

How to bulk update Safety Stock & Shelf for Merchant SKUs via Excel?

With this feature, you can easily revise the safety stock for different SKUs and update their shelves.

First, let’s go to the Inventory module, click Inventory List, to update the Safety Stock and Shelf, we need to click Import & Export > Import Merchant SKU to Download a Template, then open this file.





Here we can see SKU Name, Safety Stock, and Shelf.  

SKU Name is a Required field. We need to fill out the Merchant SKUs that need to update Safety Stock and Shelf. Please note that the SKU Name and Shelf must have already been added to Bigseller.


For example, we want to update the 3 SKUs.


Then we need to enter these 3 SKUs in the table, then enter the Safety Stock quantities, and finally fill out the Shelf names. (You can only put the Available or Recyclable shelves. You can go to Shelves list to find them.)
We can also leave the Safety Stock cell or the Shelf cell blank, which means they will not be updated.




After the edit, save this table and go back to Inventory List, click Import & Export > Import Merchant SKU, select the warehouse these SKUs belong to, upload this file, then click Import.






After this, we can check that the Safety Stock and Shelf for the 3 SKUs have been updated.




Check the Video Tutorial here:

How to delete warehouse?
Go to Inventory > Warehouses, and click the Delete button.
Please note that the warehouse can only be deleted when the stock quantity of all Merchant SKUs in this warehouse (including On Hand & On The Way) is 0.




If the warehouse is deleted,
1. This warehouse will not show up on all pages except for Transfer Receiving.
2. Invoicing and Merchant SKU reports related to this warehouse will also be deleted.
3. Shelves in this warehouse will also be deleted.
4. Orders with this warehouse as the shipping warehouse will be shipped from the Default Warehouse
5. Draft Purchase Orders with this warehouse as the Purchase Receiving warehouse will not be able to be submitted.
6. Transfer List with this warehouse as the Shipping Warehouse or Receiving Warehouse will not be able to Confirm Shipping.

How do I know which SKU has mapped and which not?
After reading this article, you will easily know which Merchant SKU has mapped with Store SKU and which not, and know which Store SKU has mapped with Merchant SKU and which not.
1. Check whether Merchant SKU has mapped with Store SKU:
Go to Inventory > Merchant SKU, here you can easily see which Merchant SKU has mapped Store SKU and which not. You can click "Mapped" or "Unmap" to quickly filter those SKUs. And you can click the Edit or Mapping Store SKU button to map the Merchant SKU with Store SKU(s) or change the mapping relationship.






2. Check whether Store SKU has mapped with Merchant SKU:
Go to Inventory > Mapping SKU, here you can easily see which Store SKU has mapped with Merchant SKU and which not. You can click "Unmap" or "Mapped" to quickly filter those products.
And you can click the Mapping button to map the Store SKU with a Merchant SKU. You can also click the Change Mapping or Remove Mapping button to change or remove the existing mapping relationship.
Note: If you can not find your store products here, please first click the Sync Product button.




 
What is SKU and how to fill in SKU?
Part Ⅰ: What is an SKU number?
An SKU, which stands for Stock Keeping Unit, is a unique identifier for each of your products that makes it easier to track inventory. 
Every product you sell needs a unique identifier—called a stock keeping unit (SKU)—that helps you differentiate one product from another. It’s not enough to have one SKU for a t-shirt. Each variant of a product should have different SKUs. In the case of the t-shirt, you’d need a unique SKU code for different colors and sizes. 


Part Ⅱ: Why use SKU?
1. Product Identify
Every product selling online has a unique SKU. Sellers can easily know which product is which when seeing an SKU, which can avoid the scenario of the wrong shipment.
2. Inventory Management
Inventory Management is the core function of an SKU system. With an SKU, sellers can track inventory levels, turnover, and flow. They can set inventory levels and timeframes using the information gathered from sales, which can act as triggers for initiating or stopping inventory orders.
3. Analysis
SKUs allow sellers to collect data that allows them to analyze to determine product popularity or view seasonal and cyclic sales trends in their different customer segments. This analysis grants them the ability to stock inventory that coincides with trends in consumer behavior.
4. Customer Assistance
A store assistant can quickly scan an SKU to find out what is in stock for a consumer that might want an alternative product version, creating sales efficiency and customer satisfaction. 


Part Ⅲ: What makes a good SKU?
1. Stay Simple. Use letters, numbers, and dashes if possible. Also, avoid spaces, slashes, and dots, which some platforms and systems don't handle well.
2. Keep them short. But you need to make sure you can identify which item it is via an SKU number. It usually starts with the brand logo, then follows the product's attributes(types, colors, sizes, etc.). For example, here is what SKUs for a Nike Sport t-shirt - which comes in 2 colors and 2 sizes - look like:
        NK-SP-TS-RED-M
        NK-SP-TS-RED-L
        NK-SP-TS-GRN-M
        NK-SP-TS-GRN-L
3. Make them unique. Don’t reuse SKUs from previous seasons.
4. The same item in multiple platforms/stores should use the same SKU. 
5. Never start an SKU with a zero. When you work with SKUs in Excel, it drops the first character if it’s a zero, which causes problems.
6. Avoid ambiguous characters. Letters such as I, L, and O are easily confused with numbers.
7. Don’t confuse them with other identifiers, like model numbers, GTIN, etc.


Part Ⅳ: Where to fill in SKU in Bigseller?
Go to Products > Listings > Shopee/Lazada, you can select products that you want to add or modify SKUs then click Bulk Edit.




Here you can edit the Parent SKU and SKU. After the edit, remember to click the Save, Save & Publish or Update button.
For example, here is what Parent SKU and SKUs for a Nike Sport t-shirt - which comes in 2 colors and 2 sizes - look like:
  Parent SKU:
          NK-SP-TS
  SKUs:
          NK-SP-TS-RED-M
          NK-SP-TS-RED-L
          NK-SP-TS-GRN-M
          NK-SP-TS-GRN-L




Tips:

Due to the API limit of Lazada, you can not edit the SKUs for Lazada Active products, you need to go to the Lazada seller center to do so and then Sync the updates to Bigseller.


 
Will the inventory increase automatically after the buyer returns the products?

No. You have to manually stock them in.

And there are two cases.

Before signing: you can click on the Scan & Stock-in button to scan or manually input the tracking no./package no. to add back the stock.

After signing: you should click on the Mark as a Processed button and then create a Stock-In List to add the stock. https://help.bigseller.com/en_US/detailPage/4/3/462/content

Why the inventory didn't increase after I scanned the returns successfully.

Because this order is not processed in BigSeller.