🇺🇸Guides for Glacely inventory system

The Glacely inventory system is a tool designed for the efficient management of items, partners, transactions and orders in your business. This guide will walk you through both the basic and advanced features of the application, enabling you to maximize its potential.

Glacely offers two types of organization setups:

1. Standard Organization: Create an organization without immediate connection to an e-commerce platform.

2. WooCommerce-Connected Organization: This type connects your business to the WooCommerce platform, simplifying data synchronization between Glacely and your online store.

Creating a WooCommerce Organization

1. Navigate to the "Create Organization" section and select "WooCommerce."

2. Complete the form with the following details:

   • Organization Name: Enter your business name.

   • Industry: Specify your business sector.

   • Country: Select the country of operation.

   • Currency: Specify the trading currency.

   • E-Shop URL: Enter the URL of your online store.

3. Click "Connect Store."

4. Follow the instructions on your WordPress page to finalize the connection.

5. Grant Glacely the necessary permissions:

   • Create webhooks.

   • View and manage coupons.

   • View and manage customers.

   • View and manage orders and sales reports.

   • View and manage products.

Upon confirmation, WooCommerce will synchronize data with Glacely for streamlined inventory management.

Dashboard

The Dashboard provides a quick overview of important information, such as the total number of stock cards, the number of partners, activity history, and current notifications. This section allows you to quickly gain insight into the status of your warehouse.

Items

Items are the foundational records of your inventory items. You can:

• Add: Input basic details like product name and quantity, along with attributes such as size or color.

• Remove: Delete records for discontinued products.

• Edit: Update existing entries as needed.

• Import: Add new item in bulk (note: you cannot modify existing entries via import).

• Export: Backup or process data externally, applying filters to export specific items.

Adding an item

1. Go to "All Items" in the main menu.

2. Click "Add Item."

3. Fill in at least the mandatory fields: Product Name and Quantity.

4. (Optional) Add attributes or partners if pre-defined.

5. Click "Add Item" to save.

Importing Items

1. Navigate to "All Items" and click "Import."

2. Upload a CSV file with columns for Product Name and Quantity.

3. Map the CSV columns to Glacely attributes.
4. Review and confirm the import.

Exporting Items

1. Apply filters in "All Items" to select specific data.

2. Click "Export" and choose a format (e.g., CSV, Excel).

3. The file will download with the selected item details.

Partners

Partners represent entities your business interacts with, classified as suppliers or customers. You can:

• Add: Create new partner records with details like name, email, and type.

• Remove: Delete partners no longer in use.

• Edit: Update partner information as needed.

• Import/Export: Bulk-add partners or backup existing records.

Adding a Partner

1. Navigate to "All Partners" and click "Add Partner."

2. Complete required fields:

   • Partner Name: Name of the partner.

   • Partner Type: Select "Supplier" or "Customer."

3. (Optional) Add email, address, and other details.

4. Click "Add Partner" to save.

Importing Partners

1. Go to "All Partners" and click "Import Partners."

2. Upload a CSV file with required fields (Name, Partner Type).

3. Map CSV columns to Glacely fields and confirm the import.

Attributes

Attributes are customizable fields assigned to items for better organization. Each organization supports up to three primary attributes:

• Text: e.g., color, material.

• Number: e.g., size, weight.

• Date: e.g., expiration dates.

Adding an Attribute

1. Go to "Attributes" and click "Add Attribute."

2. Enter the attribute name and data type (Text, Number, or Date).

3. Save the attribute for assignment to item.

Transactions

The Transactions module records all inventory movements:

• Receipts: Document goods received from suppliers.

• Issues: Record goods issued to customers.

• Import/Export: Back up or process transaction data externally.

Creating a Receipt ("Stock In")

1. Navigate to "Transactions" and select "Add Transaction."

2. Provide transaction details:

   • Reference Number.

   • Date.

   • Description.

3. Add items:

   • Click "Add Another" to select items.

   • Specify received quantities.

4. Review and save the receipt.

Creating an Issue ("Stock Out")

1. Go to "Transactions" and select "Add Transaction."

2. Provide details:

   • Reference Number.

   • Date.

   • Description.

3. Add items:

   • Selectitems and specify issued quantities (use negative values).

4. Confirm and save.

Notifications

The Glacely system will notify you through the notification module when a product falls below your predefined minimum stock level. This feature helps you avoid stock shortages and ensures smooth warehouse operations..

Activity History

The activity history module keeps a record of all changes in the system, such as updates to products, quantities, and movements. This tool allows you to track who made changes and when, making it useful for audits and warehouse management.

Orders

1. Start a New Order Navigate to the "Orders" section and click "Add Order."

2. Order Information Fill in the required fields:

   • Reference Number: Enter a unique identifier for the order (or let the system auto-generate one).

   • Order Status: Select the current order status from predefined options.

   • Customer: Choose a customer from the list of existing partners. If the customer is not in the system, you can add them directly in the partners section.

   • Order Date: Enter the date the order was received.

   • Shipping Date: Specify the planned or actual shipping date.

3. Order Items Add products to the order:

   • Product Name: Select a product from the list of stock cards.

   • Barcode: Search for a product using its barcode.

   • Purchase Price: Specify the purchase price of the product.

   • Selling Price: Enter the price at which the product will be sold to the customer.

   • Quantity: Enter the number of product units in the order.

   Tip: Use the search bar to quickly find items by name or barcode. To add more items, click "Add Another Item" and repeat the process.

4. Order Summary Review the order summary:

   • Shipping: Enter shipping costs.

   • Extra Charges: Include any additional fees.

   • Discount: Specify any discounts to apply to the order.

   • Products: The system calculates the total cost of products automatically.

   • Order Total: The system calculates the final order value, including shipping, extra charges, and discounts.

5. Save the Order After filling in all necessary information, click "Save Order." Glacely will save the order, and you can view, edit, or process it at any time in the "Orders" section.

Creating an order in Glacely is a simple process that allows you to track all customer orders, their statuses, and item details. Follow these steps:

Invoices

Create an Invoice from an Order

1. Access Orders Go to the "Orders" section.

2. Generate an Invoice For a specific order, click "Create Invoice" in the top-right corner.

3. Fill Out Invoice Details Complete the following fields:

   • Invoice Number: Enter a unique invoice number or auto-generate one.

   • Issue Date: Specify the date the invoice was issued.

   • Delivery Date: Enter the date the products/services were delivered.

   • Due Date: Specify the payment due date.

   • Description: Add details about the invoice, including payment notes or additional information.

4. Save the Invoice After entering all necessary details, click "Save Invoice."

   Glacely will add the invoice to the "Invoices" section, where you can:

   • Export it as a PDF.

   • Email it to the customer.

   • Edit or update it as needed.

5. Link the Invoice to the Order The invoice will be linked to the corresponding order, allowing for better traceability and document management.

Settings

User Management

You can manage user access to your warehouse and define their permissions:

• Navigate to "Settings" > "Users."

• Click "Add User" and provide their email.

• Select a user type:

  • Admin: Full access, including organization settings and user management.

  • Manager: Almost all rights, except for organization and user settings.

  • Viewer: View-only access, with no permissions to make changes.

Click "Invite" to add the user with the assigned permissions.

Customizing Invoices

You can personalize invoices with custom fields to meet specific business needs.

1. View Existing Fields In "Settings" > "Invoices," see a list of custom fields with details like:

   • Checkbox: Indicates whether the field is active.

   • Name: Name of the field (e.g., "IBAN" or "Contact Person").

   • Value: Default value for the field (e.g., "1234567890" for IBAN).

2. Add a New Field

   • Click "Add Custom Field."

   • Enter:

     • Name: Field name (e.g., "Payment Terms").

     • Value: Default field value.

     • Enabled: Toggle on/off.

     • Show Name: Display the field name on invoices.

   • Save the new field.

Custom fields will appear on invoices and can include details like:

• IBAN

• Contact Person

• Special Terms

• Additional Notes

These enhancements ensure flexibility and compliance with internal or legal requirements.

For any questions or support, contact [e-mail].