Creating Replenishment Requests

What You’ll Learn in This Guide

This guide teaches you how to create new replenishment requests directly from the product catalog, selecting multiple SKUs at once and completing shipment information in a modal form.

Before You Start

Make sure you have your supplier information ready: supplier name, purchase order number (PO), tracking number (if available), and the list of SKUs you need to replenish.

Create Replenishment from Catalog

1. Navigate to Catalog

   From the main menu, go to Inventory → Catalog or access the catalog page directly.

2. Select Products

   In the catalog table, check the boxes of the products you want to include in the replenishment.

   You can select multiple products at once. Each row has a checkbox in the first column.

   Tip: Use the “Select All” checkbox in the table header to select all visible products on the current page.

3. Open Creation Modal

   Once products are selected:

   • Click the Actions button (located in the checkbox column)
   • Select Create Replenishment from the dropdown menu

   A modal will open with the replenishment creation form.

4. Complete the Form

   The modal displays the following fields:

Form Fields

Supplier Name

Field: Supplier Name
Required: Recommended
Description: The name of the supplier or distributor from whom you’re ordering inventory.

Examples:

• “Acme Wholesale Inc.”
• “Global Distributors”
• “Local Manufacturer”

Best Practices:

• Use consistent names to facilitate future searches
• If it’s an internal transfer, use “Internal Transfer - [Warehouse Name]”
• For dropshippers, clearly specify the dropshipper name

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PO# (Purchase Order Number)

Field: PO#
Required: Highly recommended
Description: Your internal purchase order number to track this request.

Examples:

• “PO-2024-001234”
• “20240115-ACME-001”
• “WH1-2024-Q1-0056”

Best Practices:

• Use a consistent numbering system
• Include year and month to facilitate filing
• Correlate with your purchasing or accounting system
• This number helps you track payments and invoices

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Tracking# (Tracking Number)

Field: Tracking#
Required: Recommended
Description: Carrier tracking number to follow the shipment in transit.

Common Carriers:

• FedEx: “123456789012” (12 digits)
• UPS: “1Z999AA10123456784” (1Z format)
• USPS: “9400 1000 0000 0000 0000 00”
• DHL: “1234567890”

Best Practices:

• Add tracking as soon as supplier provides it
• You can update this field later if you don’t have it yet
• Use tracking to monitor shipment status

Note: If you’re creating the replenishment before the supplier ships, you can leave it empty and update later.

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Expected Delivery Date

Field: Expected Delivery Date
Required: Highly Recommended
Format: YYYY/MM/DD (Year/Month/Day)

Description: The date you expect the shipment to arrive at your warehouse.

Examples:

• “2024/03/15” (March 15, 2024)
• “2024/12/01” (December 1, 2024)

Best Practices:

• Use the estimated date provided by supplier
• Be conservative - better early than late
• Update this date if supplier provides more accurate information
• This date helps plan warehouse reception resources

Validation:

• System accepts YYYY/MM/DD format
• Must be a future date (cannot be in the past)
• Field includes a date picker to facilitate selection

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Comments

Field: Comments
Required: No
Description: Additional notes, special instructions, or relevant information about this replenishment.

Usage Examples:

• “Fragile product - handle with care”
• “Scheduled delivery for Tuesday morning”
• “Includes 3 pallets of heavy merchandise”
• “Contact John at reception upon arrival”
• “Backorder for customer #12345 - high priority”

Best Practices:

• Be specific and concise
• Include special reception instructions
• Mention if there are customer orders waiting for this inventory
• Document any unusual situations

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Inventory added to channels as soon as submited

Field: Checkbox
Required: No
Description: If you check this option, the inventory for products included in this replenishment will be automatically added to your sales channels as soon as you submit the replenishment.

When to Use:

• When supplier has already confirmed shipment
• When you want inventory to be available immediately after creating the replenishment
• For high-demand products that need to be available quickly

When NOT to Use:

• If you’re still coordinating with supplier
• If shipment hasn’t been confirmed yet
• If you prefer to add inventory manually after receiving merchandise

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Edit Quantities on Details Page

Once the replenishment is created, all selected SKUs are automatically added with quantity 1. You must edit the expected quantities for each product.

1. Review SKU List

   On the details page you’ll see a table with all added products. Each row shows:

   • SKU: Product code
   • Description: Product description (automatically loaded)
   • Qty (units): Expected quantity (initially 1)
   • Cost: Unit cost (loaded from catalog)
   • Weight: Product weight (loaded from catalog)
   • Hscode: Product Harmonization Code (loaded from catalog)
   • Lot#: Product Lot Number (loaded from catalog)
   • Expiration Date: Product Expiration Date (loaded from catalog)

2. Edit Expected Quantity

   For each SKU:

   • Click on the Qty (units) field
   • Enter the number of units you expect to receive from supplier
   • Press Enter or click outside the field to save

3. Verify Product Information

   Make sure that:

   • Description corresponds to the correct product
   • Cost is correct (you can edit it if necessary)
   • Weight is defined (useful for planning warehouse space)

4. Repeat for All SKUs

   Continue editing quantities for all products in the replenishment.

5. Review Complete List

   Once you’ve edited all quantities, review the complete table:

   • Total items: Did you add all necessary products?
   • Quantities: Are they correct?
   • SKUs: Are they the correct products?
   • Total cost: Does it look reasonable?

6. Save the SKUs added

   • Click the Save button to save the skus added to the replenishment.

7. Submit the Replenishment

   • Click the SubmitReplenishment button to submit the replenishment.

Add or Remove SKUs After Creating

If you need to add more products or remove some after creating the replenishment:

Add Additional SKUs

1. On the replenishment details page, look for the section to add SKUs
2. Enter the SKU code of the product you want to add
3. System will automatically load product information
4. Enter expected quantity
5. Insert the new item

Delete SKUs

1. Locate the SKU you want to delete in the table
2. Click the Delete button
3. Confirm deletion if prompted
4. SKU is removed from list

Careful When Deleting

Once you delete a SKU from the replenishment, it cannot be easily undone. You’ll need to add it again if it was an error.

Finalize Replenishment Creation

Once you’ve edited all quantities:

1. Review Complete Information

   Verify:

   • ✅ All SKUs are included
   • ✅ Quantities are correct
   • ✅ Supplier information is accurate
   • ✅ Expected delivery date is reasonable

2. Save All Changes

   Make sure all changes are saved:

   • Added SKUs appear in list
   • Quantities saved correctly
   • Status updated if you changed it

3. Note the Request ID

   System generates a unique RequestID (example: “12345”).

   Save this number for:

   • Tracking the replenishment
   • Communicating with supplier
   • Finding the replenishment later
   • Coordinating receipt with warehouse team

4. Notify Receipt Team (Optional)

   If it’s an important shipment:

   • Inform warehouse team about incoming shipment
   • Provide RequestID
   • Indicate expected arrival date
   • Mention any special instructions from comments

💡 Best Practices

Prepare List in Advance

Before creating the replenishment, have complete information ready: list of SKUs with quantities, supplier information, and estimated dates.

Use Consistent PO Numbers

Develop a standard numbering system for POs. Example: “PO-[Year]-[Month]-[Sequential]” like “PO-2024-03-0001”.

Verify SKUs Before Selecting

Before selecting products in the catalog, verify that SKU codes are exact. A typo can cause you to add the wrong product.

Document Special Situations

Use the comments field for important notes: fragile products, scheduled deliveries, customer backorders, etc.

Update Tracking Immediately

When supplier provides tracking number, update it in the replenishment immediately. Facilitates shipment monitoring.

Select Multiple Products

Take advantage of the ability to select multiple products at once from the catalog. This significantly speeds up the creation process.

Troubleshooting

SKU Doesn’t Appear in Search

Problem: When trying to add a SKU, it doesn’t appear in the search list.

Solutions:

1. **Verify SKU exists ** in your product catalog
2. Check exact name - Verify you have typed the exact name of the SKU
3. Confirm it’s not discontinued - Discontinued products may not be added
4. Create product first - If it doesn’t exist in the catalog yet

Error: “At least one checkbox must be selected”

Problem: When clicking “Create Replenishment”, a message appears indicating you must select at least one product.

Solutions:

• Make sure you’ve checked the boxes of products you want to include
• Verify checkboxes are actually checked (they may appear visually checked but not be selected)
• Try selecting products again

Error Saving Replenishment

Problem: When clicking “Save”, an error appears or it doesn’t save.

Solutions:

1. Verify expected delivery date - Must be in correct format (YYYY/MM/DD)
2. Complete required fields - some systems require Supplier Name and Expected Date
3. Verify permissions - Confirm you have authorization to create replenishments
4. Try reloading page - Sometimes there are session issues
5. Verify you’ve selected products - There must be at least one SKU selected

Can’t Edit Quantities

Problem: Quantity fields are locked or cannot be edited.

Solutions:

• Check status - Some statuses (PROCESSED, ARCHIVED) don’t allow editing
• Use correct function - Look for “inline Edit” button before making changes
• Insufficient permissions - May need administrator role to edit replenishments
• Contact administrator - If urgent, administrator can unlock or make changes

Modal Doesn’t Open

Problem: When clicking “Create Replenishment”, the modal doesn’t appear.

Solutions:

1. Verify you’ve selected products - You must have at least one checkbox checked
2. Try another browser - Sometimes there are compatibility issues
3. Reload page - There may be script loading issues

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Related Pages

Next Steps:

• Replenishment Overview - Understand the complete replenishment flow
• Bulk Upload Inventory - Upload multiple SKUs in bulk via CSV

See Also:

• Product Management - Manage products before adding them to replenishments
• Suppliers - Configure your suppliers list
• Distribution Centers - Manage multiple distribution centers
• ETA Management - Configure Expected Time of Arrival for shipments

Complete Process:

1. Create Replenishment ← You are here
2. Update to IN-TRANSIT → See Replenishment Overview
3. Receive Merchandise → WMS receipt documentation (coming soon)
4. Archive → See Archived Replenishments