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Importing and Creating Products

 

An apparel company’s number one objective is to make products people want to buy, and creating those products is the first step in the process. Trendy logo T shirts, elegant pairs of sling-backs, and classic suits start out both as sketches on a blank page and product entries in ApparelMagic.

Whether just getting started with ApparelMagic or entering new products each season, getting styles added to the system efficiently helps teammates at all stages from creating orders to running reports. ApparelMagic allows users to add products quickly and easily using two different techniques: importing in bulk or creating individually.

In this lesson, we’ll learn to import and create styles. After the lesson, add your own products using either of the techniques you’ve learned.

There are two ways to add products: by importing them in bulk or by creating them individually.<br><br>To begin we will look at importing products. Use the left-hand Navigation Bar and click&nbsp;<b>Products</b>.

Select&nbsp;<b>Inventory</b> from the submenu.

This page shows all of your company's inventory. To import new products, click the <b>Actions</b> button at the bottom of the screen.

Select <b>Import</b> from the menu.

Click the <b>Download Template</b> button. &nbsp;When it is on your desktop, open the .csv file in Microsoft Excel or Google Sheets to begin working on the import template.

<b>Row 2</b> in the file contains sample data. You may use this data as reference. Delete the data when you are ready to add information about your products.

Enter your products and their associated information, one per row. Use the <b>Style_Number</b>&nbsp;and <b>Product_Description</b>&nbsp;columns to the describe the product.<br><br>Already created vendors&nbsp;can be assigned using the <b>Default_Vendor_Name</b> field.

Enter 1 in the <b>Is_Product</b>&nbsp;column to show that the item is a product rather than a component.<br><br>We'll learn more about these fields when we create a product later in the lesson.

Enter 1 under <b>Is_Active</b>&nbsp;to ensure the product is an active product.&nbsp;<br><br>If you would like to import inventory in addition to the product record, enter the quantity under <b>Qty_Inventory</b>. If this field is empty, the system will assume there is no inventory.<br>

A system administrator should create values in the <b>Settings</b> module for the following fields before they can be specified: <b>Size_Range_Name</b>, <b>Buyer_Filter</b>, <b>Size</b>, <b>Attr_2</b>, <b>Attr_2_Name</b>, <b>Attr_3</b>, <b>Attr_3_Name</b>, and <b>Warehouse_Name</b>.<br>

<b>Style_Number</b>, <b>Is_product</b>, <b>Attr_2</b>,&nbsp;<b>Size_Range_Name</b>, and <b>Size</b> are required fields.

Next, save your .csv file and drag and drop the file into the&nbsp;<b>Upload</b>&nbsp;tab.

The Review tab will let you review your import and ensure all fields have been filled correctly. If all looks correct, click the <b>Import</b> button at the bottom of the screen.

On the resulting dialog box, click <b>Yes</b> to confirm your import.

Click&nbsp;<b>OK</b>&nbsp;to continue.

Going to the <b>Styles</b> area in the <b>Products</b> submenu, we will see our products have been successfully added.

This page shows your firm's finished goods, or styles. Use the fields at the top of the screen to sort or search for the item you have added.<br>

<div>Next, let's go back to the Inventory area by going to the left-hand navigation bar and choosing <b>Products &gt; Inventory</b>.</div><div><br></div>

<div>We have already learned how to import new SKUs into our system.</div><div><br></div><div>Next, we'll import or adjust inventory for existing SKUs using three different methods.</div><div><br></div>

<div>First, we'll modify existing SKU inventory using an adjustment receiver.</div><div><br></div><div>Using the <b>Actions</b> button at the bottom of the screen, select <b>View Inventory Adjustment List</b> from the menu.</div><div><br></div>

<div>Next, select the SKU you wish to modify and enter in the desired inventory level in the <b>Physical</b> column.</div>

<div>The difference between your original inventory and physical inventory will appear in the <b>Difference</b> column.</div><div><br></div><div>Click the <b>Actions</b> button at the bottom of the screen and select <b>Create Adjustment Receiver</b> to save your adjustment.</div><div><br></div>

Your inventory level will now show the adjusted number. Let's return to the <b>Inventory</b> module to try the second method.<br>

<div>The second way to import inventory when a SKU already exists is to export the SKU's inventory, modify the .csv file, and reimport.</div><div><br></div><div>First, select the <b>SKU</b> in the Inventory module. Next, use the <b>Actions</b> button and select <b>Export &gt; AM Template</b>.</div><div><br></div>

Next, after you have revised your inventory quantities for your existing SKU, use the <b>Actions</b> button again to select <b>Import</b>.<br>

<div>Import your revised quantities by dragging and dropping your updated .csv file onto the upload icon.</div>

You'll be asked to review your changes before they are applied in the system, just as you were when importing new SKUs.<br><br>Click <b>Import</b> to import your inventory.

<div>The third method of importing inventory for existing SKUs is to create a receiver.</div><div><br></div><div>To do this, go to the <b>Production</b> module on the left-hand navigation bar and select <b>Receivers</b> from the submenu.</div><div><br></div>

<div>Click the <b>+ New</b> button at the bottom of the page to create a new receiver.</div><div><br></div>

<div>Using the Vendor field, select your chosen adjustment vendor as the <b>Vendor </b>from whom you'll be receiving the inventory.</div><div><br></div><div>Click <b>Finish</b> to continue.</div>

<div>On the Overview tab, you may add any notes you would like for reference on this receiver.</div><div><br></div><div>Next, go to the<b> Item Entry</b> tab.</div>

<div>Add the SKU for which you would like to add inventory using the <b>+ New </b>button.</div><div><br></div>

<div>You can modify the quantity using the size matrix. Click <b>Save</b> before continuing on to the <b>Item Detail</b> tab.</div><div><br></div>

<div>On this tab, mark the additional quantity as inventory using the<b> Is Inventory</b> checkbox. Remember to do this, otherwise it will not show up in your inventory quantities.</div><div><br></div><div><b>Save</b> your work.</div>

<div>Returning to the inventory tab, we can see the quantity has now been updated.<br><br>Now that we've seen how to import existing SKUs, let's create a new one in the <b>Products &gt; Styles</b> module.</div><div><br></div>

You may also add a product individually. Click the <b>+ New</b> button at the bottom of the screen.

<span>In the&nbsp;</span><span><span>Style Number</span>&nbsp;</span><span>area, enter your new product's reference name.<br><br>Style numbers may consist of both numbers and letters, but many businesses use numeric codes to keep SKU length manageable. The product can be described more in the <b>Description</b> field.</span>

<span>Use the&nbsp;</span><span><span><b>Price</b></span></span><span>&nbsp;field to&nbsp;</span>enter the most common price you use when selling the product, which will be your default price. <span>This is the default price that is used later in costing calculations. It is easily modifiable when taking orders.&nbsp;</span>

<span></span>Later on, we'll learn how to use&nbsp;<b>Price Groups</b>&nbsp;to assign multiple prices to a product.

<span>Many users use the <b>Season</b> field to organize their products by season and year: Spring 2018 for example. However, it can be modified as the business needs. Holiday 2019 or March Wk 2 for example might be used for businesses with more specific seasons.</span>

<span>The&nbsp;</span><span><b>Collection</b></span><span>&nbsp;field might be used to define the market for the product, such as women or childrenswear or any other grouping method. Grouping products into useful and specific collections will make products much easier to find and analyze later on.</span>

<span></span><span>The&nbsp;</span><span><b>Category</b></span><span>&nbsp;field, again, can organize products in a multitude of ways. Many organizations using ApparelMagic will use this field to sort their products by type, such as Skirt or Jeans, but you may use any categories your company finds useful.</span>

<span>The final field in this area, <b>Default Vendor</b>, is used when the product is generally sourced from the same manufacturer or wholesaler.</span><br><br><span>Note that this is only the default vendor, and you may choose other vendors when you create Purchase Orders.</span>

<span>As many companies use only numbers in the <b>Style Number</b> field, You can use the <b>Description</b> field to hold a longer version of the product name.<br><br>When you have finished entering data in the Product Information page, click <b>Finish</b> to continue.</span>

<span>The other fields on the Overview page are much like they were for our Material.&nbsp;</span><br><br>Input <b>Origin</b>, <b>Content</b>, <b>Weight</b>, and <b>Unit of Measure</b> as desired.

<span>Using the same drag-and-drop method we used for our material, add an image to the Style. This may be a flat, illustration, or photo.<br></span><br>For best results, use a high resolution or larger photo as the images will adjust to fit the screen.

<span>More images may be added using the&nbsp;</span><span>+</span><span>&nbsp;button below the main image.</span>

Click <b>Save</b> before continuing.

<span>We will continue on to the&nbsp;</span><span><span>Matrix</span></span><span>&nbsp;tab next.</span>

<span>A&nbsp;</span><span><b>Product Matrix</b></span><span>&nbsp;shows the full assortment of colors and sizes available for each style or&nbsp;material. This table gives the user the ability to set a size range for each product, as well&nbsp;as specify which colors are available in each size.</span>

The first step to creating our matrix is to select the&nbsp;<b>Size Range</b>.&nbsp;<br><br>Size Ranges&nbsp;vary based on the product type. For example, a child&CloseCurlyQuote;s T-shirt may be in sizes S-XL, but a men&CloseCurlyQuote;s shoe might be sized 9-12, while a buckle for a purse could be One Size.&nbsp;

Users with administrative privileges are able to create new size ranges for use within ApparelMagic using&nbsp;<b>Dictionaries</b>. If your product requires a size range not listed in the menu, contact your system administrator.

Click the <b>+ New Color</b> button to add a new color to the product.

<span>Use the drop down menus on the&nbsp;</span><span><b>Color</b></span><span>&nbsp;field to add colors.</span><br><br><span>Administrative users can also add colors using <b>Dictionaries</b> in the <b>Settings</b> module.</span>

<span>Drag and drop images of each color into the Picture fields. In this case we are using colorized flats, but you may also use fabric colors or images of the finished product.<br></span><span><br></span><span>Continue adding all additional colors.</span>

<span>To activate all sizes in all colors, simply click<span>&nbsp;</span></span><span><span><b>All On</b></span>.</span><span></span>

If some colors are only available on certain sizes, you can individually click the checkboxes to turn them off.&nbsp;Each cell in the resulting table becomes its own SKU, or Stock Keeping Unit.<br><br>Click&nbsp;<b>Save</b>&nbsp;before continuing.

The next tabs, <b>Processes</b>, <b>BOM</b>, <b>Specs</b>&nbsp;will be covered in the Product Development lesson.<br><br>Click on the <b>Costing</b> tab to continue.

Select <b>Manual</b> costing on the toggle at left. ApparelMagic is also able to automatically analyze costing throughout the production process, which we will learn about in a later lesson.&nbsp;

Using the <b>Manual Cost</b> field, we'll enter the cost we will buy the product at from the wholesaler or factory.

Using the <b>Duty Rate</b>, <b>Freight</b>, and <b>Other</b> fields, you can enter additional costs. They will be added together to calculate the <b>Total Cost </b>at the bottom of the page.

Click <b>Save</b> before continuing.

Click on the <b>Pricing</b> tab to continue.

<span>This tab shows our price and profit margin after costs shown on the <b>Costing</b> page when using manual costing</span><span>. The calculations are made using the <b>Default Price</b> field entered on the <b>Overview</b> page.&nbsp;<br></span><span><br>You can add a <b>Price Group</b> using the <b>+</b> button.</span>

<span>Price Groups&nbsp;</span><span>allow businesses to offer customized pricing for different groups of customers.</span>&nbsp;By using price groups, the price specified on the style's price group will be used on transactions that have a customer with the same price group.<span></span><span><br></span>

For example, you could price your products differently for each country.<br><br>Businesses that sell to both stores and directly to customers often also use Price Groups to add their retail and wholesale prices.<br>customers.<br>

We'll use this case as our example, adding a price for&nbsp;<b>Wholesale</b>&nbsp;<br><br>Use the Price field to enter the price and click&nbsp;<b>Ok</b> to add.

Use the + button to add additional <b>Price Groups</b>, as we have for the <b>Retail</b> price.<br><br>Click <b>Save</b> before continuing on to the <b>Prepacks</b> tab.

Using this tab, you can create bundles of size assortments to make taking orders more efficient later on. Click <b>+</b> to create a new Prepack.

Name your prepack in the <b>Name</b> field and enter the size assortment in the following fields.<br>

You can enter additional Prepacks using the <b>+</b> button. Click <b>Save</b> before continuing to the <b>Files</b> tab.<br>

<span>This tab is integrated with Dropbox, allowing you to save relevant PDFs, images, spreadsheets, and more for later reference with your coworkers.</span><br><br><span>For this example, we are able to drag-and-drop an associated PDF.</span><br>

You can access your files whenever you need them through this tab. <br><br><span>If the <b>Files</b> tab is not enabled, contact your system administrator to set up the&nbsp;</span><span><b>Dropbox</b></span><span>&nbsp;integration.<br></span><br>Click the&nbsp;<b>E-Commerce&nbsp;</b>tab to continue.

<span>ApparelMagic is also able to integrate with E-Commerce solutions such as <b>Magento</b> and <b>Shopify</b>. You can learn more about these integrations in the support center.<br><br><br></span>

<span></span><span>Next, we'll take a look at inventory in ApparelMagic. On the left-hand navigation bar, select Inventory from the Products submenu.</span>

The Inventory screen will show us all SKUs contained in ApparelMagic, including all styles and all materials regardless of whether they have inventory or not.<br><br>We'll use the <b>Style</b> field at the top of the screen to search for a particular SKU.

Shown in the results are all applicable SKUs. SKU stands for Stock Keeping Unit and varies based on style and other attributes such as color and size.<br><br>For our example, we'll look at our style<b> Pocket Skirt </b>in the <b>GRN</b> colorway in size <b>XS</b>.

The Overview tab contains basic data including prices, costs, and codes.<br><br>You are able to modify all fields on this page except for Cost fields, which can be modified inside the style or material record.<br><br>Next, we'll look at the <b>Inventory</b> tab.

On this tab you'll find all inventory information for the SKU, including a helpful guide to inventory calculations.<br><br><b>Inventory</b>: For this SKU, there are 59 units in inventory. <br><br><b>WIP</b>: 0 of them are currently being manufactured or on Purchase Orders.<br><br><br>

<b>Open Sales:</b>&nbsp;0 units are on open customer orders.<br><br><b>Avail Now:</b>&nbsp;All 59 units are available immediately with no expected wait.<br><br><b>Avail Sell:</b>&nbsp;All 59 units are available to sell and are not already allocated to another order.<br>

<b>Min Reorder Qty:</b>&nbsp;To reorder more of this skirt, you must order at least 5 units. You may modify this field on this tab.<br><br><b>Min Inventory Qty:</b>&nbsp;This product is set to always have at least 10 units in inventory. You may modify this field on this tab.

<b>Need to Buy</b>: This takes in the demand of the product (currently 0) against the inventory.<br><br><b>Picked</b>: If any units are currently on Pick Tickets and are not yet shipped, they would appear here.<br><br><b>Allocated</b>: Units that are allocated will appear in this field.

<b>Avail to Allocate</b>: This field subtracts the units currently allocated (0) from the total inventory (59).<br><br><b>Next WIP Delivery</b>: If units are on their way from the supplier or manufacturer, the date they are available will show up in this field.

Next we'll take a look at the <b>Inventory by Warehouse </b>tab.

The Inventory by Wholesale tab contains inventory values specific to each warehouse. For this SKU, we can tell that 30 of the 59 units are in the Arizona Warehouse, while the remaining units are in the Default warehouse.<br>

Note that since this SKU has a minimum inventory level of 10, the Florida Warehouse needs to buy 10 units.<br><br>Next we'll look at the <b>Inventory History</b> tab.

On this tab, we can see all invoices, credit memos, POs, and receivers related to the SKU, all in one place.<br><br>We'll move on to the <b>Availability</b> tab next.

The Availability tab shows all current activities involving the SKU, including Open Sales Orders, Open Purchase Orders, and Open Projects, all in one place.<br><br>We will now go to the final tab, <b>E-Commerce</b>.

For users on the Professional and Enterprise plans, this tab configures integrations with e-commerce solutions such as Magento and Shopify.<br><br>To move around inventory, you can do so in the <b>Inventory Transfers </b>area on the left-hand navigation menu.

Users on Professional or Enterprise plans may have multiple warehouses. Inventory Transfers allow you to shift inventory between them.<br><br>This page shows all previous transfers.<br><br>You can create a new transfer by clicking <b>New</b> at the bottom of the screen.

On the New Inventory Transfer page, you first add the warehouse the item is leaving in the <b>Source Warehouse</b> field.&nbsp;

Next, you'll choose the warehouse the item is going to as the <b>Destination Warehouse</b>.

Using the <b>Notes</b> field, you may enter a description or reason for the transfer.<br><br>Click <b>Finish</b> to continue.

This will bring you to the Overview tab. Click the Item Entry tab to add <b>SKUs</b>.

On this tab, we'll add all items we would like to transfer, much as we would when adding items to an order.<br><br>Click&nbsp;<b>New</b> to add items.

When you have finished adding items, click <b>Save</b> to complete your transfer. <br><br>This concludes the ApparelMagic Importing and Creating Products Tutorial.<br><br>Now that we've walked you through the steps, try importing or creating a product on your own!<br>

Importing and Creating Products Quiz

1. Where in the Products module would you go to import multiple new styles at once?a) Stylesb) Materialsc) Inventoryd) Inventory Transfers

Answer: c) Inventory. Click the Actions button and choose Import to use the import template.

2. True or False: Each Style can only have one image.

Answer: False. You can add additional images to the Overview page using the + button below the main image. Each colorway may have its own image on the Matrix tab. Additional images can also be stored on the Files tab using the Dropbox integration.

3. Which tab would you use to create a specific assortment of sizes to be sold together?a) BOMb) Specsc) Prepacksd) None of the above

Answer: c) Prepacks. Use the + button to add new assortments.

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